1. PTA Member Portal
(PMP)
Murali Vasudevan
IT Architect - “Democratizing technology”
Passionate Community Worker, Volunteer
Elixir Addons by Elixir Systems, Inc
562-480-4473

2. WHY? HOW? WHAT? WHO?
WHEN?

3. WHY PMP?
• Easy to use online program
• Manage membership
• Stay connected with the members
• Easy to Manage funds
• Payment Manager, Reports
• Organize events
• Fund raisers, scholarships, email campaigns
• Get ready for Audits
• Stay Compliant
• Reporting
• Meet Organizational requirements

4. Paper Forms
• Need to fill the paper form every year!
• No tracking of membership over years
• Paper forms need to be consolidated into excel
• Different people collect them
• Gets dropped at different locations
• Typos in names, email make difficult to contact

5. PMP Solution - Registration
• Registration using online forms
• Filled by the members – less error prone!
• No need for manual entry by board member
• No papers to lose!

6. PMP Solution - Renewal
• Renewal emails sent to the members
• Remind about membership payment (every year)
• No need to re-enter the info
• Just verify and make changes (if any)
• How cool is that?

7. Cash, Check Payments
• Manual Deposits
• Trip to the Bank (once a month?)
• Potential missing check/cash?

8. PMP Solution
• Online Payments using Pay pal and Credit cards
• No trips to the bank
• No checks/cash to deposit
• Online transactions with immediate receipt emailed/print
• Cash/Check payments can be entered for reporting

9. Common Issues
• Lack of accurate, complete Member List
• Inability to calculate Member count
• Membership fee is $10
• If a family of four pays $90 how much is the fee, number of
members, donation, amount owe to the council PTA?
• If a family of four pays $20 how much is the fee, number of
members, donation, amount owe to the council PTA?
• Inability to calculate amount owed
• $5.25 per member
• Inaccurate payment to the council
PTA Member Portal (PMP) does the calculations for you!
User Manager will help keep accurate member info

10. Membership Cards
• Membership cards are not issued
• Don’t know verification codes
• Don’t Plan/Get/Use Back to school kit
• Has paper membership cards
• Do not acknowledge payments
• Don’t send receipts or a Thank you note

11. PMP Solution
• Members can print eCards
• Instant gratification
• No more guessing by member!
• Opportunity to partner with local business
• Show eCard and Save!
• More discounts for members
• More membership
• More sponsorship of school events!

12. Personal Information
• Member info is not secured
• Available in hard/soft copy with many people
• PMP has Activity Log – Monitoring, Security
• All info secured, different level of access

13. Too much Paper…
• Members complain about lack of timely information
• From PTA/School
• Too much colorful Flyers
• Too much junk
• Save the Planet
• Go Green!

14. Common Issues – Continued…
• Do not have email addresses of members
• Do not plan email campaigns
• Annual renewal notifications
• Payment reminders
• Other events notification
• Newsletters
• Go Paperless
• Associated savings
• Environmental awareness
• Run surveys
• Get feedback from members
• Suggestions to improve, new ideas.
• PMP helps run email campaigns for the above!

15. Volunteer Signup
• Volunteer Management (Broken/Missing)
• Plan events calendar during summer
• List events and provide sign-up opportunity
• At the beginning of academic year
• Track volunteers signed up for various events.
• Contact them before the event
• Help them prepare
• Delegate responsibilities
• Thank/recognize volunteers after the event
• PMP has Volunteer Manager to do the above!

16. Payment Management
• Too many people (board members) collect the payments
• Deposit cash and check into bank account
• Too much manual effort
• Hard to keep track of
• Payments get lost, eventually go unaccounted
• Dissatisfied members
• Losing credibility
• Differentiate membership payments from donations
• Split payments into fee Vs donations
• Reporting rules
• PMP has Payment Manager for the above!
• Reconciliation with Paypal
• Various reports

17. Common Issues – Continued…
• Scholarship Management
• Qualification, Application, Judging
• Struggle with fund raisers
• Keep track of payments, payees and acknowledging them?
• How much opportunity you lose due to the above?
PMP is your ANSWER!

18. Why Elixir Addons?
• Technical expertise
• Built portal for unit presidents
• Disciplined workforce
• Quality conscious
• Never compromise Quality to save $
• We work with you, Listen to you and Talk to you
• Understand your needs and act upon them!
• Past Board member WHS PTSA
• VP-Technology CHS PTSA
• VP-Technology ABC Council PTA
• We are one of YOU!
• Technology to improve Life!
• We make playing field even!

19. How much will it cost?
• Various packages
• Setup cost $250
• includes importing member list, payments
• Includes half a day training for members and admins
• Starting with $250 per year
• Customizations extra
• Dedicated domain extra
• Additional training
• Operations tasks can be delegated for extra
• Plan for $500- $700 for the first year

20. Other services - Extras
• PTA web site and integration with PMP
• Facebook Group setup and management
• Twitter account setup and integration
• Integration with Council web site
• Fast turn around for additional features (for $)
• Scholarship manager was built for WHS PTSA in 8 weeks!
• RSVP feature was built in 4 weeks!
• eCard feature was built in 3 weeks!

21. Think about this….
• What is the annual income of your PTA?
• How much of it is from Membership and donations?
• How much of it is from sponsorships?
• What would be the result with 50-100% increase in
membership?
• Additional Income
• 40-80% of total income?
• More members
• More involvement from Parents
• More Activities -> More income!

22. What is your point?
• Saying in IT
• Good news
• We have the tool – PMP!
• Commitment
• Need committed board members to learn and use it
• Everyone does their part
• 1-2 hrs a week
• Some seasonal variations

23. Feature Summary
• Online registration
• Online renewal
• Online Payment
• Membership card (eCard) printing
• Tax receipts printing
• Accounting Features
• Email Campaign Manager
• Scholarship Manager
• Volunteer Manager
• User Manager

24. Recommendations
• Plan early – START NOW!
• Be Ready for the most important days
• 80-90% of the membership registration and renewals occur
during the Schedule Pickup days!
• During the Summer
• Get events calendar ready
• Update website
• Order Back to School Kit
• Review it and use it!
• JUST DO IT!

25. Recommendations - Continued
• Identify Volunteers
• Minimum one for every schedule pickup day
• Total six sessions
• Grades 7 - Registration
• Grades 8-12 - Renewal
• Train - Online registration/renewal
• 1-2 sessions (1-2 Hrs each)
• Be Ready for schedule pickup days
• Paper forms are last option

26. Social Media Rules….
• Facebook Group
• Join our FB Group NOW!
• https://www.facebook.com/groups/whptsa/
• Twitter Account
• Follow us @WHS_PTSA
• https://twitter.com/WHS_PTSA
• Less activity updates on website
• More on Social Media
• Don’t be left behind! Take the Plunge!!

27. PMP Timeline
• Started 2013 January
• Worked with WHS PTSA Board
• Launched in 2013 August for WHS PTSA (V1.0)
• Enhancements during 2014 (V2.0)
• Scholarship Manager
• Volunteer Manager
• Membership rules, Council Payment Report
• No more supported
• Enhancements during 2015 (V3.0)
• Shared service model to support more PTAs
• Significant additional features
• New version released in Sept 2015
• Cerritos Elementary has been using it
• Set to launch for CHS PTSA
• Invested 1500+ hrs of Programming
• Design, Programming and Testing
• $75K conservative estimate

28. Thank You!