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Cool examples and a few points from ASAE 08 session
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Connecting Great Ideas and Great People
Chapter & National Databases:
Do They or Don’t They Interface?
Annual Meeting & Exposition
CFA Institute Background
The global association of investment professionals
Administers the Chartered Financial Analyst® (CFA®) examination program
$250+ million budget; 300+ staff 96,000+ members in 134 countries 177,000+ enrollments in CFA Program 136 Member Societies in 57 countries
Focus of My Remarks
“Show ‘n Tell”! Society Data Center (“SDC”) attributes Evolution to new Society Portal
Data challenges we face; possible solutions
Privacy issues & the Society Services Agreement
Society Data Center: In Process of an Upgrade
Current SDC:society data only
The future SDC:more than just society data
Current Society Data Center
Provides wide range of reports on members and local CFA Program candidates
Society Data Center – Current Functionality
Member Application Processing Member & Candidate Data Standard & Custom (On-Demand) Reports Help Pages & Tutorials
Plus, extensive training via conference calls & hands-on demos at leadership meetings
The New Society Portal
More than just a data center, the new Society Portal offers:• Searchable society member directory• Society data on members, candidates and prospects• Event registration tool• Task reminders (Activities)
Challenges & Solutions
Challenge: Members don’t update their contact information Solution: Beginning with new on-line dues billing
process, members will be required to complete their demographic profile during dues payment process
Challenge: Members are annoyed by having to inform both societies & CFA Institute of contact changes Solution: Societies will have the ability to
directly update this information in the Society Portal (Siebel software system)
Challenges & Solutions (continued)
Challenge: Some societies keep rudimentary databases themselves; difficult to maintain Solution: Upgrade of the SDC to the new Society
Portal should reduce need for separate databases
Challenge: CFA Institute doesn’t provide sufficient flexibility in its database to cater to many societies’ needs Solution: Societies will be provided with access to
central database with the new Society Portal
Challenges & Solutions (continued)
Challenge: Text or graphics in email messages result in blacklisting by ISPs Solution: CFA Institute uses a service to test the
SPAM impact of our broadcast emails & warn of any content problems. That service might be made available to societies also.
Challenge: There’s a lack of standardization since larger societies operate their own CRM’s Solution: We can provide data feeds to these
societies; plus they’ll be able to extract data from the Siebel system to populate their own CRM’s
The SDC & Data Security
Member Society Services Agreement Receipt of signed annual agreement from
each society required in order to access the SDC
One society leader is required, but all society leaders are bound by agreement.
Each society leader with access to the SDC required to sign an acknowledgement; encourages familiarity with security policies.
Services Agreement - Highlights
Authorized individuals must not share access to the SDC or Data Files with any 3rd party or individual not described in agreement.
For messages that primarily promote CFA candidate prep courses and products (whether offered directly by the Member Society or through third parties), Member Society must select the data file that excludes candidates who do not wish to receive prep course messages.
Services Agreement – Highlights (continued)
Societies must not license, rent, sell, transmit, disclose, or deliver the Data Files to any other person, party, firm or corporation including other societies, CFA prep course providers, members or candidates.
Societies may use the list to transmit messages on behalf of or for the benefit of 3rd parties, but lists must not be transmitted directly to these groups.
To maintain the security of the information, Data Files must not be e-mailed.
Contact information:
Charles W. L. (“Chip”) Deale, CAEHead – Society Relations, CFA InstitutePhone: 434-951-5342E-mail: [email protected] Website: www.cfainstitute.org
Connecting Great Ideas and Great People
PPAI Background
Built custom designed database that interfaces with iMIS (PPAI’s membership database) and Cvent (regional affiliate’s registration software).
Planning, development and implementation took sixteen months.
Access granted to 28 independent, regional affiliate organizations
Database contains approximately 30,000 records
Phases of Development/Rollout 16 Months Out: Requirements Gathering; Scope of Work
Outlined; Graphic Skin Designed
14 Months Out: Design Phase – create functional and technical specifications
11 Months Out: Development Phase – build system
8 Months Out: System Testing; Internal Testing
4 Months Out: Clean Regional Data; User Acceptance Testing; Create User Guide & Tutorials
2 Months Out: Regional Executive Director Live Training Session; Build Cvent API
1 Month Out: Go Live Phase; Data Transfers; Signed Terms of Use
Deployment!! – Continue Data Transfers
2-3 Months Post: Full time tech support available to Regional Affiliates
BenefitsFor PPAI More robust & accurate
data in PPAI database Consistent record
keeping for members and prospective members – one stop shopping for address changes, etc.
Operational efficiencies for international office
Lead sharing 24/7 Industry Leader Role
For Regional Affiliate More robust data to
access Members contact
information can be changed once and it’s shared by all
Operational efficiencies for regional offices
Comprehensive activity tracking
Lead sharing 24/7
Critical Lessons Learned
Co-creation with stakeholders is important; clearly define stakeholders’ values
Hit your deadlines; be staffed appropriately A must have -- clean data Security is important; until it becomes a barrier Keep the legalese to a minimum. Key to success – track member
activities/engagement Rollout in stages Training, training, training!
Contact information:
Kimberly Fischer, CAEAssociation Management ConsultantPhone: 214-263-4824E-mail: [email protected]
Connecting Great Ideas and Great People
Mariner Background
AMC serves 6 professional and trade groups … chapters of or affiliated with a national organization
Budgets range $200k - $400k Member Size range 300 - 600 Complete mix: contingent vs. separate
membership; dues collected locally vs. national bill; chartered vs. “arms length” relationship
Focus of My Remarks
“Show ‘n Tell”! The stand-alone option A Look at one Chapter Database Sharing “protocols”
Data challenges we face; possible solutions
A few thoughts to consider
Plan B: Stand-alone Option Local System
Microsoft Access Web-based System (MemberClicks, Star Chapter)
Data Collected Member demo info Membership info (e.g. type, expiration) Local event registration Local committee/volunteer service Dues payments (were appropriate/possible) Local purchases (e.g. tickets, sponsorships, products) Notes
Chapter Database – A Stand-alone, local option
Built in MS Access; Full reporting
capability
Tracks behavioral
data
Collects info from Natl
Text field for comments
Online Registration Available
Built in Microsoft Access
Sharing Protocols
Select Key Identifier Field (Mbr ID) Match Fields & Tables where possible Set up regular schedule Use flexible, consistent format (e.g. CVS) On-line Membership Database with admin
fields
Challenges & Solutions
Challenge: Chapters need 24/7 access Solution: Online membership directory with
admn access to augment monthly updates
Challenge: Matching data Solution: Key Identifier, matching fields &
tables
Challenge: Lag time Solution: Online membership directory
Components As A Data SourceA Few Points to Consider Know the expertise level at the chapter level Conduct a data survey … ask chapters what data used
most and how they use it. Tailor reports accordingly. Involve chapters in defining the data-sharing solution. For stand-alone solutions, choose off-the-shelf like
Microsoft Access; help easily available. Web-based systems can flexibility and data sharing,
e.g., MemberClicks (www.memberclicks.com), StarChapter (http://starchapter.com).
Contact information:
Peggy HoffmanPresident, Mariner Management &
MarketingPhone: 301-725-2508E-mail:
Connecting Great Ideas and Great People