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How to Query and Download the Membership Database

How to Query and Download the Membership Database. Neal J. Couture, CPCM Executive Director NCMA Leadership Summit 2005 Charleston, South Carolina June 17-18, 2005. History. NCMA used Aztech , an association membership database software from 1991 – 2002.

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How to Query and Download the Membership Database

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  1. How to Query and Download the Membership Database Neal J. Couture, CPCM Executive Director NCMA Leadership Summit 2005 Charleston, South Carolina June 17-18, 2005

  2. History • NCMA used Aztech, an association membership database software from 1991 – 2002. • It was not relational, it became obsolete and was poorly supported. • The quality of membership data declined over time. • Implemented Avectra’s netForum in 2003. • Web-based, hosted ASP application, with e-commerce features.

  3. The Challenge • Under Aztech, the National Office would periodically (monthly, then weekly) download the membership data into ascii format, and upload it on our website. • Chapters could query and download against that database ‘mimic’. • Problem was data was ‘obsolete’ to some degree as soon as it was posted. • Example: Jane Doe joins on June 8, but if the chapter were to query the database on June 10, Jane would not show up.

  4. The Solution – Part 1 • Despite netForum’s extensive capabilities, we still do not have the ability to delegate full download access for the ‘live’ data to chapters. • This is partly due to license rights limitations, and partly to data security issues. • Therefore, for chapter downloading, the National Office continues to use a ‘mimic’ database. • This is now done daily to make the data as timely as possible.

  5. The Solution – Part 2 • Chapters can query and search the ‘live’ database directly through e-web. • As a matter of practice: • If the chapter wants to download the roster for mail labels or email addresses, access the ‘mimic’. • If the chapter wants to find an individual record, access ‘e-web’.

  6. To Download the Chapter Roster • Go to http://intranet.ncmahq.org This is the NCMA Intranet homepage. Start by downloading the Membership Database Download Instructions.

  7. Click here

  8. Click here

  9. You can save the file by clicking File – Save As Or print the file by clicking File – Print

  10. Click here Step #1: From the intranet home page, go to Membership.

  11. Then go to Membership Database (search or download. Click here

  12. Step #2: Log in User Name: officer Password: information Click Submit Query.

  13. You can limit the search by name, organization, city, state, zip code, chapter or region. Select your chapter to limit download to your chapter’s members. Choose Web format to browse. Choose comma-separated to download. Click here to continue.

  14. This is what the search result looks like for Charleston, South Carolina Chapter, in the Web file format output. Click on the member’s name to go to their individual record details.

  15. This is what the search result looks like for Charleston, South Carolina Chapter, in the Comma-separated file format output. Step #4Once the results appear, go to your tool bar and choose File, then Save As. When the Save Web Page screen appears choose OK.

  16. Select a location to save your file and rename the file. Under Save as type: choose Text File. Choose Save. Close your Web browser.

  17. Step #5Open Microsoft Excel. Go to File - Open. Under Files of type: change to Text Files. Select the file you saved previously and choose Open.

  18. Check the box for Delimited and choose Next.

  19. Check the box for Comma and choose Finish.

  20. You now have a spreadsheet containing your chapter’s current roster. Step #6 To save your file in Excel to avoid reconverting the file next time you open it, go to File then Save as and choose Excel.

  21. Quick Query: Accessing the Membership Directory From the NCMA homepage, select Membership – Membership Directory.

  22. Quick Query: Accessing the Membership Directory Login using your six digit member number (login name) and your last name – properly capitalized (password).

  23. Quick Query: Accessing the Membership Directory Conduct a search similar to the ‘mimic’ database. Search on chapter, name, city, state, zip code, or committee.

  24. Quick Query: Accessing the Membership Directory Click on member’s name to view contact details.

  25. Quick Query: Accessing the Membership Directory This is the ‘live’ database. You can view all of the member’s available contact info, not just the primary. You cannot edit another member’s information.

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