Chapter & National Databases - Do or Don't They Interface

Connecting Great Ideas and Great People

Chapter & National Databases:

Do They or Don’t They Interface?

Annual Meeting & Exposition

CFA Institute Background

The global association of investment professionals

Administers the Chartered Financial Analyst® (CFA®) examination program

$250+ million budget; 300+ staff 96,000+ members in 134 countries 177,000+ enrollments in CFA Program 136 Member Societies in 57 countries

Focus of My Remarks

“Show ‘n Tell”! Society Data Center (“SDC”) attributes Evolution to new Society Portal

Data challenges we face; possible solutions

Privacy issues & the Society Services Agreement

Society Data Center: In Process of an Upgrade

Current SDC:society data only

The future SDC:more than just society data

Current Society Data Center

Provides wide range of reports on members and local CFA Program candidates

Society Data Center – Current Functionality

Member Application Processing Member & Candidate Data Standard & Custom (On-Demand) Reports Help Pages & Tutorials

Plus, extensive training via conference calls & hands-on demos at leadership meetings

The New Society Portal

More than just a data center, the new Society Portal offers:• Searchable society member directory• Society data on members, candidates and prospects• Event registration tool• Task reminders (Activities)

Challenges & Solutions

Challenge: Members don’t update their contact information Solution: Beginning with new on-line dues billing

process, members will be required to complete their demographic profile during dues payment process

Challenge: Members are annoyed by having to inform both societies & CFA Institute of contact changes Solution: Societies will have the ability to

directly update this information in the Society Portal (Siebel software system)

Challenges & Solutions (continued)

Challenge: Some societies keep rudimentary databases themselves; difficult to maintain Solution: Upgrade of the SDC to the new Society

Portal should reduce need for separate databases

Challenge: CFA Institute doesn’t provide sufficient flexibility in its database to cater to many societies’ needs Solution: Societies will be provided with access to

central database with the new Society Portal

Challenges & Solutions (continued)

Challenge: Text or graphics in email messages result in blacklisting by ISPs Solution: CFA Institute uses a service to test the

SPAM impact of our broadcast emails & warn of any content problems. That service might be made available to societies also.

Challenge: There’s a lack of standardization since larger societies operate their own CRM’s Solution: We can provide data feeds to these

societies; plus they’ll be able to extract data from the Siebel system to populate their own CRM’s

The SDC & Data Security

Member Society Services Agreement Receipt of signed annual agreement from

each society required in order to access the SDC

One society leader is required, but all society leaders are bound by agreement.

Each society leader with access to the SDC required to sign an acknowledgement; encourages familiarity with security policies.

Services Agreement - Highlights

Authorized individuals must not share access to the SDC or Data Files with any 3rd party or individual not described in agreement.

For messages that primarily promote CFA candidate prep courses and products (whether offered directly by the Member Society or through third parties), Member Society must select the data file that excludes candidates who do not wish to receive prep course messages.

Services Agreement – Highlights (continued)

Societies must not license, rent, sell, transmit, disclose, or deliver the Data Files to any other person, party, firm or corporation including other societies, CFA prep course providers, members or candidates.

Societies may use the list to transmit messages on behalf of or for the benefit of 3rd parties, but lists must not be transmitted directly to these groups.

To maintain the security of the information, Data Files must not be e-mailed.

Contact information:

Charles W. L. (“Chip”) Deale, CAEHead – Society Relations, CFA InstitutePhone: 434-951-5342E-mail: [email protected] Website: www.cfainstitute.org

Connecting Great Ideas and Great People

PPAI Background

Built custom designed database that interfaces with iMIS (PPAI’s membership database) and Cvent (regional affiliate’s registration software).

Planning, development and implementation took sixteen months.

Access granted to 28 independent, regional affiliate organizations

Database contains approximately 30,000 records

Phases of Development/Rollout 16 Months Out: Requirements Gathering; Scope of Work

Outlined; Graphic Skin Designed

14 Months Out: Design Phase – create functional and technical specifications

11 Months Out: Development Phase – build system

8 Months Out: System Testing; Internal Testing

4 Months Out: Clean Regional Data; User Acceptance Testing; Create User Guide & Tutorials

2 Months Out: Regional Executive Director Live Training Session; Build Cvent API

1 Month Out: Go Live Phase; Data Transfers; Signed Terms of Use

Deployment!! – Continue Data Transfers

2-3 Months Post: Full time tech support available to Regional Affiliates

BenefitsFor PPAI More robust & accurate

data in PPAI database Consistent record

keeping for members and prospective members – one stop shopping for address changes, etc.

Operational efficiencies for international office

Lead sharing 24/7 Industry Leader Role

For Regional Affiliate More robust data to

access Members contact

information can be changed once and it’s shared by all

Operational efficiencies for regional offices

Comprehensive activity tracking

Lead sharing 24/7

Critical Lessons Learned

Co-creation with stakeholders is important; clearly define stakeholders’ values

Hit your deadlines; be staffed appropriately A must have -- clean data Security is important; until it becomes a barrier Keep the legalese to a minimum. Key to success – track member

activities/engagement Rollout in stages Training, training, training!

Contact information:

Kimberly Fischer, CAEAssociation Management ConsultantPhone: 214-263-4824E-mail: [email protected]

Connecting Great Ideas and Great People

Mariner Background

AMC serves 6 professional and trade groups … chapters of or affiliated with a national organization

Budgets range $200k - $400k Member Size range 300 - 600 Complete mix: contingent vs. separate

membership; dues collected locally vs. national bill; chartered vs. “arms length” relationship

Focus of My Remarks

“Show ‘n Tell”! The stand-alone option A Look at one Chapter Database Sharing “protocols”

Data challenges we face; possible solutions

A few thoughts to consider

Plan B: Stand-alone Option Local System

Microsoft Access Web-based System (MemberClicks, Star Chapter)

Data Collected Member demo info Membership info (e.g. type, expiration) Local event registration Local committee/volunteer service Dues payments (were appropriate/possible) Local purchases (e.g. tickets, sponsorships, products) Notes

Chapter Database – A Stand-alone, local option

Built in MS Access; Full reporting

capability

Tracks behavioral

data

Collects info from Natl

Text field for comments

Online Registration Available

Built in Microsoft Access

Sharing Protocols

Select Key Identifier Field (Mbr ID) Match Fields & Tables where possible Set up regular schedule Use flexible, consistent format (e.g. CVS) On-line Membership Database with admin

fields

Challenges & Solutions

Challenge: Chapters need 24/7 access Solution: Online membership directory with

admn access to augment monthly updates

Challenge: Matching data Solution: Key Identifier, matching fields &

tables

Challenge: Lag time Solution: Online membership directory

Components As A Data SourceA Few Points to Consider Know the expertise level at the chapter level Conduct a data survey … ask chapters what data used

most and how they use it. Tailor reports accordingly. Involve chapters in defining the data-sharing solution. For stand-alone solutions, choose off-the-shelf like

Microsoft Access; help easily available. Web-based systems can flexibility and data sharing,

e.g., MemberClicks (www.memberclicks.com), StarChapter (http://starchapter.com).

Contact information:

Peggy HoffmanPresident, Mariner Management &

MarketingPhone: 301-725-2508E-mail:

[email protected]

Connecting Great Ideas and Great People