d istrict and c lub database (dac-db) training for club secretaries and club treasurers d istrict...

DDISTRICT ISTRICT aand nd CCLUB LUB ddataatabbasease

((DAC-dbDAC-db)) TRAINING TRAINING

forfor CLUB SECRETARIES CLUB SECRETARIESandand CLUB TREASURERS CLUB TREASURERS

DACdb the “E-Z key” for

Rotary Club Management!


Today’s Agenda:10 minutes RI MOP requirements

10 minutes WHAT DACdb does for you

60 minutes Hands-ON Guided Practice20 minutes Review Optional Modules: Weekly Attendance, Dues/Invoicing, and Club Web Sites

20 minutes Review, Q&A for your Club


ONLY 1 Handout:www.DACdb.com/HINTS/



plus, 2 LOG IN (shortcuts):

1) www.DACdb.com/Rotary/



plus, 2 LOG IN (shortcuts):1) www.DACdb.com/Rotary/

2) DACdb ICON on desktop

• Rotary International, your Rotary District, and especially your club,

all have high expectations of you, as your club’s Secretary

OK…I’m a new Club OK…I’m a new Club Secretary…Now what?Secretary…Now what?


• The Club Secretary is arguably the most important cog in your Rotary club’s wheel! (Don’t tell the president)

• You are the nerve center of your club!


• The Club Secretary is arguably the most important cog in your Rotary club’s wheel!

• You are the nerve center of your club!

• You will have many duties to perform, and like everyone else, your time is limited.

Club Secretary Duties Club Secretary Duties RequiredRequired by by

Rotary International:Rotary International: from: Standard Club Bylaws, Article 3, section 4from: Standard Club Bylaws, Article 3, section 4

Section 4 — Secretary. It shall be the duty of the secretary to keep membership records; record attendance at meetings; send out notices of club, board, and committee meetings; record and preserve the minutes of such meetings; report as required to RI, including the semiannual reports of membership on 1 January and 1 July of each year, which shall include per capita dues for all members and prorated dues for active members who have been elected to membership in the club since the start of the July or January semiannual reporting period; report changes in membership; provide the monthly attendance report, which shall be made to the district governor within 15 days of the last meeting of the month; collect and remit RI official magazine subscriptions; and perform other duties as usually pertain to the office of secretary.

266 MANUAL OF PROCEDURE 2007

• Keep records of club membership (New, Chgs, Term); send to RI

• Record attendance at all meetings (send Monthly Attendance to the District Secretary, within 15 days of the last meeting of the month)



• Send required reports to RI, including the Semi-Annual Report (SAR) of club membership as of January 1 and July 1



• Report any changes in club meeting location, time, or day to RI

• Report the election of club officers for the ensuing Rotary year by 31 December of each year to RI



• Maintain and update the club’s weekly attendance and membership records – keeping in touch with Membership and Classifications Committees in your club;

plus, communicating with the Treasurer on meal charges, make-up credits, etc.

Tasks Tasks ExpectedExpected of the Club Secretaryof the Club Secretary


• Also, maintain minutes of meetings and archive all club records for easy access

• And, do ANYTHING ELSE your club asks of you!

And remember, don’t forget to put on your SuperMan cape…


Using Using DACdbDACdb makes makes your life easieryour life easier

ALL of these tasks, and more, can easily be done using the…

DISTRICT and CLUB data base (DACdb) (pronounced: daK-dee-bee)

Less TIME with Less STRESS…

Using Using DACdbDACdb makes makes your life easieryour life easier

ALL of these tasks, and more, can easily be done ALL on 1 screen…

Click on the MY CLUB tab

Less TIME with Less STRESS…

• Upload electronic copies of your club bulletin (and for archival purposes)

• Add items to your club calendar

• Coordinate scheduling of projects with other clubs’ Events

How How YOUYOU Can Enhance Can Enhance Your Club’s Mission Your Club’s Mission

• You can create and manage all of your club’s committees on the database

• You can easily print out a Club Roster, Membership Directory, TRF Giving, andAttendance check-in sheets, plus lots of other club reports


• You can easily communicate on a “personal” level with one or all of your club members by using the P-MAIL feature built into the DACdb system

“Dear Rotarian MIKE”


Effective Communications: between the District, Clubs and Members

BUBBLES UP to RI via Direct Connect- CLUBS must choose this option at ROTARY.org

- Changes happens in minutes vs. days

- Step-by-Step instructions on HINTS page



BUBBLES UP to RI via Direct Connect - Step-by-Step instructions on HINTS page



Smartphone – for Your CLUB Directory

All this information about your Membership, Club, Committees, Club Calendar and the District

Calendar is now on your Smartphone…

www.DACdb.com…Just LOG IN as a ROTARIAN


OK, I KNOWOK, I KNOWIT IT COULD BE COULD BE

REALLYREALLY HELPFUL, HELPFUL,

BUT ….BUT ….

BUT HOW DO BUT HOW DO I USE ITI USE IT

Logging InLogging In• Remember, lots of HELP is available…

www.DACdb.com/HINTS

has all these materials, and much more…

• And, sometimes you just need a FRIEND…There are District people and our Tech Support

• And, we take your Privacy and Security of the data very seriously:


LOG IN URL:

www.DACdb.com/Rotary/

Or, use the “shortcut ICON” on your Desktop:

Logging InLogging In

• Click the EZ link in a PMAIL #05 message (and, let Remember Me fill in the values)

• User Name (usually your E-mail address) and

• Password (usually your RI MemberID # )

and YOU ARE READY TO BEGIN!


• Click the EZ link in a PMAIL #05 message

1) Your EMAIL address2) Your RI MemberID

3) Or, just click on link in PMAIL #05

Your

Desktop


Getting StartedGetting Started

• Our User interface is very “intuitive”…

- Just click on a “TAB” and follow the instructions found within.

And remember, ALL Club Officer functions are found under the My Club tab

Getting StartedGetting StartedMy CLUB tab

37


• Look for the “POWER BUTTONS” – those brightly colored buttons that take you to the various actions you can take within your club or member’s record

• The “POWER BUTTONS” allow you to use the functions built into the database


39


40

• Remember, ALL activities affecting the management of your club’s information can be found under the

My CLUB tab


• As a club officer (or an officer-elect), you are automatically given the Security LEVEL 4, to maintain your club and members’ data

• Note: You can not make changes to any other club, members or committees outside of your club.


You will have the ability to………

• Maintain your own CLUB record

• Maintain any member’s record in your CLUB• ADD/CHANGE/DELETE members

on any committee in your CLUB


Getting StartedGetting StartedEDIT CLUB

44

Getting StartedGetting StartedSelect EDIT Member

Getting StartedGetting StartedEDIT Member from VIEW

Getting StartedGetting StartedEDITING Member data

Getting StartedGetting StartedEDIT Club Positions

You will have the ability to…• View or print all reports for your CLUB,

including Membership Directory, with photos

• Submit “club events or fund raisers” to the Club calendar so they can be viewed by all clubs and in the District calendar


Add a Calendar EventAdd a Calendar Event

List Calendar Events List Calendar Events

53

List Calendar Events List Calendar Events

You have the ability to………• Send “P-MAIL” (Personalized eMail) ALL

your Club members, in just a couple clicks

• Many “templates” already available

• Save your OWN templates


P-MAILP-MAILPMAIL to ALL Club Members

56

P-MAILP-MAIL

A menu of preformatted PMAIL templates are already defined.

57

PPMMAAIILL

58

You will have the ability to………

• Submit "club bulletins”, minutes and other documents; and archive them on the database – and you have 250Mb of storage available to your club.


Also, you have the ability to…

• View the public data for any Member or Club in your district

• Find any Member, and viewtheir public contact information


VERY IMPORTANT:

Make all of your changes at once…

BUT, you MUST click the “UPDATE” button, or your changes will not be recorded!


Finally, we have documentation for each function for the Club Secretary...


SUCCESS!SUCCESS!

• Now all you have to do, is USE the

DACdb system to help make your club “HUM” and stop “Hmmmming!”

• So, “What’s stopping you now?”

SmartPhone Mobile AccessSmartPhone Mobile Access

• www.DACdb.mobi

• www.DACdb.mobi• Use same Login values

as the District & Club database for inquiries on your Smart Phones


In your browser: (Safari)

www.DACdb.comU: <Email address>

P: <RI MemberID>


• www.DACdb.comSmartPhone Mobile AccessSmartPhone Mobile Access

• www.DACdb.comQuick Access:

- Email Address- Phone Numbers- Name & Address-Calendar of Event


• www.DACdb.comAdding the ICONas an APP on HOME

First time you go to the site



• www.DACdb.com


• www.DACdb.mobiSmart Phone “screen layout” on your:

- iPAD

- Laptopuse your “browser”


“Drawing a LINE in the SAND”


“Drawing a LINE in the SAND”

Optional PREMIUM MODULESfor CLUBS:

www.RotaryClub.org

PETS - Club PresidentsPETS - Club PresidentsDACdb Presents DACdb Presents

Optional Club Premium Modules!Optional Club Premium Modules!

SERVICE Above Self

1.Weekly Attendance Reporting

2. DUES & Invoicing

3. Club Web Site

Less TIME with Less Stress

www.RotaryClub.orgwww.RotaryClub.orgExamples and CostsExamples and Costs

SERVICE Above Self



SERVICE Above Self

1.Weekly Attendance Reporting- Add a Meeting in just a couple clicks



SERVICE Above Self

1.Weekly Attendance Reporting - Add a Meeting in just a couple clicks

- Positive, Negative, Bar Code Scans



SERVICE Above Self


- Positive, Negative, Bar Code Scans - Automatic PMAIL #10 to Absentees



SERVICE Above Self


- Positive, Negative, Bar Code Scans - Automatic PMAIL #10 to Absentees - Automatic updating of Monthly Attend.



SERVICE Above Self



- Make Ups and Leave of Absences



SERVICE Above Self



- Make Ups and Leave of Absences- Correct Percentage Calculations, including your Rule of 85 members

SERVICE Above Self


Optional Club Premium ModulesOptional Club Premium Modules!!

SERVICE Above Self

2. Club Invoicing – DUES- Generate Invoices in just 8-10 clicks



SERVICE Above Self

2. Club Invoicing – DUES- Generate Invoices in just 8-10 clicks- POST to the Accounting system



SERVICE Above Self

2. Club Invoicing – DUES- Generate Invoices in just 8-10 clicks- POST to the Accounting system- PRINT the Invoices



SERVICE Above Self

2. Club Invoicing – DUES- Generate Invoices in just 8-10 clicks- POST to the Accounting system- PRINT the Invoices- PMAIL Invoices to Members w/Email



SERVICE Above Self

2. Club Invoicing – DUES- Generate Invoices in just 8-10 clicks- POST to the Accounting system- PRINT the Invoices- PMAIL Invoices to Members w/Email

- Complete double-entry accounting, Chart of Accounts, and Reporting

SERVICE Above Self

SERVICE Above Self

P-MAIL your INVOICESP-MAIL your INVOICES


Optional Club Premium Modules Optional Club Premium Modules!!

SERVICE Above Self

3. Club Web Sites: YourClub.RotaryClub.org- Standard (totally automated updating)

Ex: VeroBeachSunrise.RotaryClub.org

That “DOT” saves you at least $125



SERVICE Above Self

3. Club Web Sites: Yourclub.RotaryClub.org- Standard (totally automated updating)

VeroBeachSunrise.RotaryClub.org- Own Domain (integrated with

database) www.GullLakeAreaRotary.org Visit our examples web site at:

www.RotaryClub.org



SERVICE Above Self

PETS - Club OfficersPETS - Club OfficersDACdb Presents DACdb Presents Optional Club Premium Modules Optional Club Premium Modules!!

SERVICE Above Self



SERVICE Above Self



SERVICE Above Self

1.Weekly Attendance Reporting ($156/yr*)2. DUES & Invoicing ($156/yr*, +$197)3. Club Web Site ($240/yr*, +$197)

ALL 3 premium modules, bundle price: $449/yr** with just one setup fee of: $197

Less TIME with Less STRESS* Large Clubs (over 149 members) +$100 per module**BUNDLES: Small Clubs -$200; Large Clubs +$200

www.RotaryClub.orgwww.RotaryClub.orgExamples and CostsExamples and Costs

SERVICE Above Self

103


E-mail: [email protected]



New FeaturesNew Features

SERVICE Above Self

4. Dashboard for Club and District

- Snapshot of Membership, Attendance, Calendar (Birthdays, Anniversaries)

Review of Top 10 clubs: New Members


New Features New Features

SERVICE Above Self

4. Dashboard for Club and District- Snapshot of Membership, Attendance, Calendar (Birthdays, Anniversaries)

- Edit your own club profile: like “FaceBook” Add late news items, photos, etc.



SERVICE Above Self

4. Dashboard for Club and District- Snapshot of Membership, Attendance, Calendar (Birthdays, Anniversaries)- Edit your own club profile: like “FaceBook”

- Count of E-mail Addresses and Photos, by club – great for Governor’s Club award

108

Thanks for attending

today.

Have a GREAT Rotary

year!

E-mail: [email protected]


Guided practiceGuided practice

See who is on your District’s Assistant Governors Committee…just click on the COMMITTEES tab, and select the committee to VIEW

113

Guided practiceGuided practiceWho are your Assistant

Governors….



SERVICE Above Self

more Guided Practic

e

116

Log in to the DACdb

Edit your own Member record … Just click on My CLUB and scroll down to Section 3 to find your record

Or, Just click on the My DATA tab to view your record, then EDIT.

Guided practiceGuided practice SUMMARY SUMMARY

Guided practiceGuided practice Log in to the DACdb

• Built-in Security and Privacy …

Guided practiceGuided practiceEdit your own

Member record

Guided practiceGuided practice Or, Just click on the

My DATA tab to view your record, then EDIT.

Make someone Public Relations

Chair

… Just click on My CLUB and scroll down to Section 3 to EDIT Club Positions

NOW, change them back.


Make someone PR Chair …



-Just click on the PENCIL icon beside the PERSON that you want to set to a new CLUB POSITION

-Please, do NOT click “UPDATE”



-Just click on the PENCIL icon beside the PERSON that you want to set to a new CLUB POSITION

- They now SHOW UP in Club Leaders (click My Club now to see updated leadership)


– – My CLUBMy CLUBCreate a Membership Directory

for your club…

Go to CLUB REPORTS and choose #1 and choose “RUN/VIEW ON SCREEN”


– – My CLUBMy CLUBCreate a Membership Directory


127

FIND for a member with the last name “Johnson” in your district…under the My DATA tab…

click the FIND a MEMBER (it is the first entry in sub-menu)


FIND for a member with the last name “Johnson” in your district….


Send a “Send a “PMAILPMAIL” to ” to yourselfyourself (which is always a good idea, when (which is always a good idea, when composing a lengthy message). composing a lengthy message).

Just click on Just click on My DATAMy DATA tab… tab… (which is (which is exactlyexactly the SAME the SAME as clicking as clicking VIEWVIEW a member, in a member, in Section 3Section 3 of My Club) of My Club)


Then, click the Then, click the PMAILPMAIL envelope on the envelope on the right side of the screen, just above your right side of the screen, just above your photo. photo.

Then, select Then, select #01 Dear Rotarian#01 Dear Rotarian “template”. “template”.

Then key-in your message and click Then key-in your message and click SENDSEND. . (you could use (you could use anyany of the message of the message templates already templates already there!)there!)


Send PMAIL to Yourself


Send a “Send a “PMAILPMAIL” to ” to ALLALL the members the members of your club…..click on of your club…..click on My CLUBMy CLUB and and scroll down to Section 3. scroll down to Section 3.

Click the Click the PMAILPMAIL button on the right button on the right side of the screen. Select side of the screen. Select #01 Dear #01 Dear RotarianRotarian “template”. Then key-in your “template”. Then key-in your message and click message and click SENDSEND. . ONLY ONLY ONE ONE CLUBCLUB VOLUNTEER! VOLUNTEER!(you could use any of (you could use any of the message templates the message templates already already there!)there!)


Send a “Send a “PMAILPMAIL” to all the members ” to all the members of your club…using of your club…using My ClubMy Club, Section 3, Section 3


Submit a “Submit a “Monthly AttendanceMonthly Attendance” ” report…report… again, using again, using My CLUBMy CLUB, Section 1, Section 1

- How many “Meetings” : - How many “Meetings” : 44- How many “Members” : - How many “Members” : 5757- Average Attendance % : - Average Attendance % : 78.8178.81

Of course, you should USE Of course, you should USE your club’s numbers your club’s numbers


Submit Submit Monthly AttendanceMonthly Attendance in in My ClubMy Club, Section 1, Section 1


d istrict and c lub database (dac-db) training for club secretaries and club treasurers d istrict...

Documents

club district

club databaseonly

notices of club

rotary club management

ri club secretary duties

standard club bylaws

new club secretarynow

club meeting location