The Membership System

April 2010 – membership system review• System not meeting requirements of

members• Risk in technology

used and concerns:lifespan andcapability

• Current systemnot fit forpurpose

Consultation

One-to-one telephone conversations

– Section Leaders– Group Scout Leaders– Executive members

Two surveys (3,000 and 1,000 responses)

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

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.

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.

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.

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

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.

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.

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.

Outline timetable...

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb

Test system available for local use

Move to new system

*

2014 2015

*Census in 2015 can be simply a click of a mouse.

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.

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