AlphaNET WorkshopRonald D. Stovall, Jr. | February 9th, 2013

About the Presenter

National Chairman on Rules and Credentials

Regional Associate Executive Director

Member since April 2002 thru Theta Tau Chapter, Flint, MI.

Member of Eta Tau Lambda, Akron, OH

Agenda

What is AlphaNET? How Data is Processed (Before |

After) Stepping through AlphaNET Expectations of a Brother/Chapter Working with Reports

What is AlphaNET?The importance of the tool for todays needs

Technical Specifications A secure web-based application

developed by ARC Solutions, Inc. (http://www.arcsolutionsinc.com/)

ARC developed the Membership Application Platform (MAP)

100% Web-based Software Security & Data Protection

24-hour monitoring Nightly back-ups Virus protection Back-up network and power

connections, as well as back-up cooling systems

Black Data Processing Association

Customers of ARC

National Society ofBlack Engineers

Features and Benefits

Chapter Documents Chapter Director and

Report Change of Address Remittance of Funds Chapter Business

History

Membership Documents

Membership Profile Change of Address Life Membership

Application Life Membership

Remittance Reactivation Form Intake Application

Data Processing ViewsVisuals on how data is moved throughout the organization

Alpha Regions

National Office

receives paper

152 141

225

116

53

0

50

100

150

200

250

East

Midw

est

South

Southwest

West

No. of Chapters

Paper-based forms are Mailed, Faxed or Emailed

How Data was Process before AlphaNET

152 141

225

116

53

0

50

100

150

200

250

East

Midw

est

South

Southwest

West

No. of Chapters

How Data is processed with AlphaNET

Stepping Through AlphaNET

The URL and views of the AlphaNET Membership System

General Information Internet Explorer is the Web Browser to

use for optimal performance.

Mozilla, Opera, Chrome will work

URL: https://alphanet.apa1906.net

Can also be reached through http://www.apa1906.net http://www.alpha-midwest.org

Main Page

Section for first time users

Login for existing users

Link for Aspirants

Member Screen

Member Info Search Engine General Tasks

My Chapter My Area My District My Region

Chapter Screen

Chapter Standing Contact Info Listing of Officers Number of

Members Chapter

Information

District Screen

# of Members Committees Area Listing

Expectations of a Brother/Chapter

Requirements to achieve the most information from the organization

Is your Information current?

Path: Membership My Current Membership Information Information used to

communicate with brotherhood

Information ispopulated byyou andGeneral Organization

Is your Information current?

Path: Membership My Current Membership Information Information is used

to provide targetcontent tobrothers

Is the Chapter Information current?

Path: Membership My Chapter Information about

the chapter is located here

Chapter Expiresequals directorysubmission

Is the Chapter Information current?

Path: Membership My Chapter Directory Information

is captured to helppromote the org.

Clicking Renew thisChapter will beginthe chapter directorysubmission processIt is the responsibility of ALL brothers to

make sure their information and the chapter information is correct

Working with ReportsHow to get the information you need from AlphaNET

(Committee Member Specific)

Requirements to Access Membership Data Must be an officer in a committee Committee must be linked to an

organization layer (i.e. General/Region/District/Area)

Committee must be selected as “administrative” so that view permissions can be assigned

At a minimum, view permissions must be assigned to the officer

A committee not selected as “administrative” will not be able to view data

Creating a Committee

1. Click the Membership tab.2. Under General Tasks, click either

My Region, My District, or My Area).

3. Under What you would like to do?, click Create a New Committee. If permission is allowed!

4. Complete the required information, select the committee as administrative and click Save.

Adding a Position1. Click the Membership tab.

2. Under General Tasks, click either My Region, My District, or My Area).

3. Under Current Committees & Boards, click a committee. 4. Under What you would like to do?, click Create New

Position.5. Complete the required information and select preferred

permission level; Normal Member - The officer is listed, but has no more

permissions than any other member View Members - The officer can view members'

information, but not edit it, for the committee jurisdiction Committee Manager - The officer can perform all of

the above tasks, plus manage and appoint committee positions

6. Click Save Position.

Midwestern Region Committees List of Committees

created at the Region Level

Committees in bold are Administrative Committees

Districts have the ability to create similar structures

Entering the Report Menu

1. Click the Membership tab.

2. Under General Tasks, click either My Region, My District, or My Area).

3. Under Current Committees & Boards, click a committee.

4. Under What you would like to do?, click Membership Report Center.

5. Click a tab for the type of report to run; Member Reports Chapter Reports Committee/Board Reports Officer Reports Aspirant Reports

Selecting the Criteria Click the ‘create new report’ link to

begin

The advanced search method is preferred

Think of it as what section of the data am I interested in?

AlphaNET already condenses some data for free.

Selecting the Criteria Pressing ‘Add Criterion’ will keep the

user at the same page to add further information

Pressing ‘Add & Continue’ will advance to the next screen

Think of it as what portion of the selected data do I want to see?

It is possible to position and sort the data

Reporting Output Options

Web Browser The results will show in your web browser.

Microsoft Excel The results will be saved to a Microsoft Excel

spreadsheet. NOTE: If results will be used as a database, delete the 1st three rows and save file as a Microsoft Office Excel Workbook.

Statistical Analysis The results of your search will be displayed graphically

on screen. Mass Email

The results of this search will be routed to the AlphaNet Mass Email Engine for email delivery.

Sample Reports Reports were created for each District Included Reports are:

Active Members Report Inactive Members Report Members not signed into AlphaNET General Member Report (excel/email) Chapter Directory Report Chapter Directory Not Submitted Chapter President/VP/Treasurer Report (excel/email) Aspirant (Fall) Report