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Information Technology An Essential Tool for Rotary Clubs

Introducing the Rotary District 7750 Information Systems Initiative to help Rotary clubs improve their efficiency in club management, including contact information management, attendance tracking, financial management, and online reporting.

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Information Technology An Essential Tool for Rotary Clubs

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  1. Information Technology An Essential Tool for Rotary Clubs

  2. Introducing the Rotary District 7750 Information Systems Initiative

  3. What are we doingand why?

  4. Why Are We Doing This? • To help District 7750 Rotary clubs work better, faster and cheaper • More time for Service, less time for Administration Quality (better) (faster) Time Audience Survey (Cheaper) Cost

  5. Imagine Yourself…. • You’re the incoming Club Secretary • All Member contact information is up-to-date • All Attendance information is up-to-date • Monthly District Report is ready to go • Semi-Annual Report is ready to go • All delivered on a laptop -- you just plug in “I spent several hours over Christmas learning the software and loading all of our attendance data for this year in it. I like it! Wish I had known about it much sooner!” - Club Secretary

  6. Imagine Yourself…. • You’re the incoming Club Treasurer • All invoices sent (by prior treasurer) • All bills booked and/or paid (by prior treasurer) • All income booked (by prior treasurer) • Dues • Meals • Fundraisers • A clean set of year-end Financials • Income Statement • Balance Sheet • Cash Balances (checking account, etc.) • A set of books and a checkbook that all balance for a clean start to the year “We have updated the financial files so that we can send out statements this month for the first time in probably 25 years, rather than just an invoice!” - Club President

  7. Imagine Yourself…. • You’re the incoming Club President • A complete member Roster with complete contact information • An “Information Pipeline” in place for communication to • Officers • Board • Committee Chairs • Members • A club that’s ready to go – no “learning curve”, “invention” or “cleanup” required to get the membership information in shape

  8. How?? • Club Management Software – Rotary International Club Administration System (RI-CAS) • It’s free • It’s easy (Financials + Contact Management) • It works • Import your existing member contact information • Automatic attendance/makeup tracking and calculations • Complete club financial management • Automates Attendance/makeup calculations for District Monthly Report • Automaticallyfiles District Monthly Report • Automates Roster maintenance for Semi-Annual Report

  9. How?? • District 7750 Club/Member Online Database • It’s free • It’s easy • It works • Includes an Online Club Member Database -- Members can directly update their own information • Includes an optional Club Website – No cost for development, $25/month for hosting • Online delivery of Monthly Reporting to District • Only 3 blanks to fill in • Only 4 mouse clicks

  10. District 7750 Club & Member Database

  11. District 7750 Club & Member Database • Online NOW • Your club’s own online member database • Your club’s own online calendar • Your club’s own website (optional)

  12. District 7750 Club & Member Database • Online NOW • Your club’s own online member database • Your club’s own online calendar • Your club’s own website (optional) • Quick and easy monthly reporting • Seamlessly integrated with local Club Management software (RI-CAS)

  13. terry@tweaver.com - - - - - - - x

  14. Reporting of Rotary Foundation contributions will no longer be required • District newsletter will report only actual contributions sent in and booked at TRF June 2006

  15. “What’s in it for ME?” • View YOUR CLUB’s Information: • Online Club Directory • Online Club Leadership Roster • Calendar of Events (Club & District) • Club Bulletin & District Newsletter • Edit and maintain your member data online – Automatic update to RI • Club-wide automatic email distribution • Your Own Web Directory

  16. RI Club Administration System (RI-CAS)

  17. RI-CAS • Downloadable at No cost from www.rotary.org

  18. RI-CAS = Club Administration Software

  19. RI-CAS • Downloadable at No cost from www.rotary.org • Membership data (contact) management • Communication management • Mail • Email • Attendance management • Financial management

  20. Current Member Data • Searchable • Sortable • Mailing Labels • Email • Integrated with Invoicing • Complete history of club positions, PHF levels, etc.

  21. Meeting Management • “Check the box” attendance entry • Prints “Checkin Sheet” – all current members • Checkin “on the fly” using laptop at meeting • Prints barcode labels for scanning badges

  22. Attendance Management • Automates application of makeups • Automates attendance calculations • Start/End date range queries • Missed meetings • Reports for Attendance Committee

  23. June 2006

  24. Financial Management • Automates Invoicing • Automates Income/Expense booking • Dues/Meals • Fundraisers • Automates Financials • Bank Accounts • Income Statement • Balance Sheet

  25. RI-CAS Club Management Software is recommended, but optional – clubs can use the method of their choice to manage attendance and financials The District Club & Member Database is not optional – clubs are expected to maintain current member data online and to file District Monthly Reports online

  26. Other Computers On Home/Office Network Router + Switch Internet Another RI-CAS User? Club Secretary’sHome or Office Cable or DSL Modem RI-CAS Networking RI-CAS PC

  27. Other Computers On Home/Office Network Router + Switch Club Secretary’sHome or Office Treasurer President RI-CAS Remote Access • Remote Connection Technologies • PCAnywhere • Purchased – 1-time cost -- Requires client software installed on users’ PCs (~$200) • GoToMyPC.com or LogMeIn.com • Monthly Service – no first cost ($15/mo) • Works through web browser – any PC, with a user name/password Internet Cable or DSL Modem RI-CAS PC + “Host” for Remote Users

  28. Other Computers On Home/Office Network Router + Switch Club Secretary’sHome or Office RI-CAS + District 7750 Database District 7750 Database + 56 Club Databases Internet Cable or DSL Modem RI-CAS PC + “Host” for Remote Users Treasurer Club Members President

  29. District 7750Club & Member Database RI-CAS Club Management Software

  30. What if I Have a Problem? • Requests by email – replies by email or phone • District 7750 Online Database Support • Online Frequently Asked Questions (FAQs) • Online Instructional Videos • Email Support • DBSupport@rotary7750.com  (district) • help7750do@DG2003.com (vendor)

  31. What if I Have a Problem? • RI-CAS Support • Online User Manual • RI-CAS Support Forum (RI Website) • RI-CAS Users Group – email support forum • RI-CAS Email Support • CASSupport@rotary7750.com  (district) • ClubAdmin.Support@rotaryintl.org (vendor)

  32. What if I Have a Problem? • District Information Technology Support • District Secretary (Frank Kolb, 2006-2007) • District IT Support • ITSupport@rotary7750.com 

  33. Why Are We Doing This? • To help District 7750 Rotary clubs work better, faster and cheaper • More time for Service, less time for Administration Quality (better) (faster) Time (Cheaper) Cost

  34. Information Technology An Essential Tool for Rotary Clubs

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