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The Membership System

The Membership System. April 2010 – membership system review. System not meeting requirements of members Risk in technology used and concerns: lifespan and capability Current system not fit for purpose. Consultation. One-to-one telephone conversations Section Leaders Group Scout Leaders

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The Membership System

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  1. The Membership System

  2. April 2010 – membership system review • System not meeting requirements of members • Risk in technologyused and concerns:lifespan andcapability • Current systemnot fit forpurpose

  3. Consultation One-to-one telephone conversations • Section Leaders • Group Scout Leaders • Executive members Two surveys (3,000 and 1,000 responses)

  4. Buying the new system • Leaders and Executive involved in specification • Thorough procurement procedure • Solution based on proven standard package using standard technology • Contractor chosen with a great track record • Software for charities and membership organisations • Over 1,000 customer organisations • Over 1,200 staff

  5. What we are getting... • A robust, reliable and adaptable system provided by a very experienced supplier. As previously: • View and edit your own information (including other areas such as social media details). • Ability to add and update role information, training records, permit records, service history and awards. • Submit and track scouting processes online.

  6. What we are getting... New functionality: • Better and easier searching functions – multiple selection criteria. • Reports based on searches: output to • Local printer • PDF document • CSV document for spreadsheets • Possibly to send txt messages. • Send emails to multiple recipients.

  7. What we are getting... New functionality: adult • Nominate awards online. • Record additional information (e.g. emergency contact, line manager). • View Group/District/County information according to role and switch views easily.

  8. What we are getting... New functionality: adult • Easier recording of adult training • Print a Personal Learning Plan • Record the name of a Training Adviser against a Personal Learning Plan • More flexibility in the recording of role titles to better reflect what titles people are given locally

  9. What we are getting... New functionality: adult • Ability to opt in to communications based on interest, rather than role. • Ability to manage joining enquiries if desired. • Better recording of ongoing learning. • Manage the process for assessment of and granting of permits online.

  10. What we are getting... New functionality: young person • More information about youth members (e.g. hobbies, emergency contact, email and social media – age appropriate). • Record badge progress. • QSA recorded and approved online. • Events, camps, evening meetings planned online and linked to badge requirements.

  11. What we are getting... New functionality: young person • Young Leader training (which missions etc, what was done, when it was done). • Completion of elements of a badge, or the whole badge. • Completion date and presentation date (use to plan presentation events or check what badges to order). • Link to activities (e.g. camps) and be prompted when next badge gained.

  12. Outline timetable... 2014 2015 *Census in 2015 can be simply a click of a mouse.

  13. What to do in the meantime... • Data cleaning of the current data in the system (e.g. correct appointments, length of service, addresses, email contact, awards, training, remove people no longer active). • Make a plan and set-up the local structure that you need. • Inform people about the new system and the plan to move to it. • Organise training to start from February 2014.

  14. Data Cleaning • End any roles that have in reality closed but are still open on the National Membership Database (NMD). • Ensure all current individuals are recorded • Ensure individuals have their correct role recorded. • Look at all those with a Pre-provisional role • Look at those with a Provisional role. • Review dates are an issue that affects the whole County • Contact details

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