DaCdb 2 nd User’s Conference

DaCdb DaCdb 22ndnd User’s Conference User’s ConferenceFebruary 19-21, 2010

District and Club databaseDistrict and Club database

daK-dee-beedaK-dee-bee spoken here!

DaCdbDaCdb

Overall Agenda Friday

2:00 - 4:30 PM Session 1 Welcome, Fellowship, 20 Questions Dinner: Seafood Buffet (tickets provided)

Saturday Breakfast (or optionally brunch - tickets provided)

9:30 - 11:30 AM Session 2 Brunch (tickets provided)

2:00 -4:00 PM Session 3 Dinner: at Don Vito’s (5:30 PM)

-- Coffee & Dessert in the Suite Sunday

Goodbyes – Safe trip home

Objectives Fellowship – Getting to know each other Discussion of some key issues

Opportunity to drive the product direction

Looking for your input, feedback and suggestions

THANK YOU!!!

Approach Interactive discussions / participation

Focused topic discussions Some topics can be addressed here Other topics can be introduced, iterated, and

resolved after meeting

Concept demonstrations (PPT, On-Line, Handouts) XML/XSL Template & Stylesheets

L0 Transactions for public viewing Member, Club, Committee tabbed editing Club position changes – Curr year / Next year

Friday 2:00 PM to 4:30 PM

- Introductions / Who are YOUWho are YOU?

- Your NameName and DistrictDistrict

- How long you have been DCODCO, and any Comments

- WHATWHAT you expect from this meeting?

Session #1 – Introductions

Friday 2:00 PM to 4:30 PM- Introductions / Who are YOUWho are YOU?

- THANK YOU ! ! ! THANK YOU ! ! !

Session #1 – Introductions

Friday 2:00 PM to 4:30 PM- Introductions / Who are YOU?

- 2009 Year in review

- DCO/CCO - 20 Questions; Things TO DO

- Optional Club Premium modules:● Weekly Attendance ●

DUES/Invoicing● ezBulletins (new) ● Club Web

Sites

Session #1 – Overview

Saturday 9:30 AM to 11:30 AM

Session #2 – Discussions

- “Tabbed” editing Memebers, Clubs, Committees- Year-end processing

- Club leader positions and promotions- Committee cloning (automatic or manual?)

- Event Registration – registering non-Rotarians- Area Governor assignments- Terminated members (access to their data)- PMAIL re-write

Saturday 2:00 PM to 4:00 PM

Session #3 – 2010 and beyond

- RI direct connections with DaCdb database- Weekly Attendance & DUES demo- ezBulletins and Club Web Sites- Speaker’s Bureau (Add speakers, FIND a speakers)- New Member & Sponsor Letters; Birthdays- District web site with Stories and d/b widgets- Future Enhancements: Rewrite Event Registration

- What did we miss? YOUR QUESTIONS? PHOTO OP of the USERS GROUP!

The Process … and the Solution

=DaCdbDaCdb daK-dee-bee

Session #1 – Review 2009 Introductions – Our introductions SO, Who WE are?Who WE are?

Simply the Best, Inc. Mike Thacker, CDP

Internet Marketing / incorporated in 1989 Supports over 160 different websites w/databases 40+ years large scale databases and computer consulting

Mark Landmann Technical Architect / Development 30+ years, CIO Tanning, Chief Engineer Jeppesen

Connie Thacker Billing / Administration User Support

Jamie Lowery Testing / Development / Systems Admin / Technical Support Off-hour DaCdb support from Hungry 10+ years Testing Consultant, 5 years at Lockheed Martin

DaCdbDaCdb Growth (States & Districts)

57 Districts; 1,928 Clubs

End of 2008

DaCdbDaCdb Growth (States & Districts)

End of 2009102 Districts; 3,241 Clubs

Functional Enhancements New Features added:New Features added:

Pay DUES via Credit card Room Assignments: PETS breakouts, Bell

Ringing, etc. Registrations for non-Rotarians (Jamie will demo) Large Club “paginations” for faster loading Tabbed Editing (Member, Club and Committee

Edits)

Functional Enhancements Premium modulesPremium modules:

Club Weekly Attendance Club Dues & Invoicing New MemberMember: Welcome letter and

SponsorSponsor: Thank You letter from Governor Every Member: Happy Birthday letters Club Websites (standard -or- customized) ezBulletins (demo later)

Opportunity for members:Opportunity for members: (coming soon) B2B – Rotarian-2-Rotarian advertising


Weekly Attendance – 2 CLICKS to ADD a meeting


Weekly Attendance – Just “check-in” who attended


Club Dues & Invoicing: in just 8 clicks


Club Dues & Invoicing: then PMAIL this Invoice

Functional Enhancements New MemberMember: Welcome letter from the Gov.

Functional Enhancements SponsorSponsor: Thank You letter from Governor

Functional Enhancements Every Member: Happy Birthday letters from Gov.

Performance Summary151 Users logged in250ms AVG response ¼ of a second

DCO Functions – for DGEs6 months (before JAN 1) for your DGEs6 months (before JAN 1) for your DGEs

Memo to DGEs to get the PEs for each club- Needed for the Official Directory and PETS- Use the EDIT CLUB POSITIONS function in the Clubs

Pre-PETS, Communicate DGE expectations to your PEs- Send them a PMAIL, using PE committee

DCO Functions – for DGEs5 months before (FEB) for your DGEs5 months before (FEB) for your DGEs

Schedule their Official GOV Visits in District Calendar

Setup their District Committees (except PE, SE, TE, and PN)- CLONE them from current year into next YEAR- Make necessary adjustments, their Committee Chairs

DCO Functions – for DGEs3 months before (MAR) for your DGEs3 months before (MAR) for your DGEs

PETS – DaCdbDaCdb Training session for the PEs Setup your District Committees (except PE,

SE,TE,PN)- CLONE them from current year into next YEAR- Make necessary adjustments, YOUR Committee Chair

Clone over the AREAS for next year (Lvl-7 req’d) Clone over the AG Committee for next year

-Make your changes to Areas and People

DCO Functions – Training1-2 months before (at District 1-2 months before (at District

Assembly/SETS)Assembly/SETS)

DaCdbDaCdb Training session for the PEs (WHAT)- See Training Resources under HELP tab

DaCdbDaCdb Training session for the SEs (HOW)- See Training Resources under HELP tab - Hands on, or on-line webinars (15% discount by Citrix for Rotary)

DCO Functions – GAME

20 Questions…20 Questions…

Winner(s) gets an Winner(s) gets an OOK OOK Prize! Prize! What is an OOK???

DCO Functions – GAME

20 Questions…Winners gets OOK 20 Questions…Winners gets OOK Prize!Prize!

OOK: One Of a Kind Collector’s item (only a 2 in existence; jic tie) Could double in value: Auction on Ebay…starting

bid 1¢

DCO Functions – GAME20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!

Q1: The Calendar of Events goes HOW MANY months into the future?

DCO Functions – GAME A1: 18 Months


Q2: Who can see Events in the Calendar that are marked INACTIVE? (which are

indicated by YELLOW background)


A2: LVL-7s and Moderators of the Event


Q3: Who can ADD a NEW member

to the Club roster?

(Or, TERMINATE a member in their Club?)


A3: Only LVL-4 in that club (S, CES, P)

(Or, a LVL-7, if necessary, but not recommended)

NOTE: THIS IS A RECENT CHANGE TO PREVENT DGs and AGs from updating club records


Q4: MOST of the new reports in the system will be generated by what method?


A4: XML/XLS templates Do you care? Yes, more flexibility!

How do I learn about XML? A:

http://www.freewebmasterhelp.com/tutorials/xml


Q5: How do new governors (DGEs, DGNs) get put into the system's Council of Governors (COG) report?

(Which also puts them into their Year Class in their Zone)

DCO Functions – GAME A5: Clone the DLT committee, and

make them DG in their year (2010-11)


Q6: What is the system's default LOG IN for a member,

with a RI MemberID#


A6: Username is their E-mail address and the Password is RI MemberID#

Note: The E-mail address does NOT have to be in the member’s record, but it will be inserted if not present.

Their RI MemberID# is used to validate the log on.


Q7: What is the system's default LOG IN for a new member,

with a "0" as their RI MemberID#


A7: Username is their E-mail address and the Password is their LastName

Note: The E-mail address MUST be in the member’s record, as this is the field used to validate the log on.

Their RI MemberID# is manually updated later.


Q8: WHY would you setup a GdG committee? And HOW?

GdG: Group de Groups, or Group of the Groups

DCO Functions – GAME A8: PMAIL multiple groups with

one message: Presidents and AGs

Just click the YES for the GdG box

DCO Functions – GAME A8: PMAIL multiple groups with one

message: Presidents and AGs

Then populate the GdG committee with the Presidents committee and the AGs committee (so, instead of putting people in a GdG committee, you put the “committees”)


Q9: In Section 3 of MyClub screen (Membership Roster), WHAT

does the little "camera" ICON mean?


A9: The camera ICON just means they have a photo on file.

Bonus: What does the GREEN CHECK mark in Col 1 mean?

DCO Functions – GAME Q10: WHEN do you use the

SPOUSE Registration Entrytype of question in your

Event?


A10: To generate their Name Badge; can also have a different COST for their registration.

DCO Functions – GAME Q11: WHAT does YELLOW in a

Calendar EVENT mean?


A11: It is InActive status, and only the Event

Moderators and Lvl-7s see the Event in

the calendar

DCO Functions – GAME Q12: In the BackRoom of an

Event, what is a good example for using the Reconcile by Committee function?

DCO Functions – GAME A12:

1) For identifying Club Presidents NOT registered for the Dist Conf.

2) Or, for identifying PEs NOT registered for PETS

Send them a targeted PMAIL


Q13: On the NAME BADGES, where DOES the new year THEME come from?


A13: We put them in DaCdb as soon as new year theme is announced at International Assembly (Jan 18, 2010)

Then, it is in the “library” of available graphics


Q14: How can a Club Secretary (CS) DELETE a member from the DaCdb database and NOT send the delete transaction to RI?

(Sometimes a Member is added twice to the database)

DCO Functions – GAME A14: IF the Member's RI ID is "0",

then that option is displayed atthe time of the DEL transaction.

(Remove the “duplicated” Member from the database, without notifying RI to also DELETE the Member)

ALSO, CS could first update the Member's RI ID to "0“, IF they wanted to delete a member record with an assigned RI ID without notifying RI.

DCO Functions – GAME Q15: Does everyone have the

DaCdb "shortcut" on their DESKTOP?

And, do you show this to your club "officers"?

DCO Functions – GAME A15: Use the “link” on Log IN &

OUT


Q16: What is an easy way to check the content of a new PMAIL message (before you send it out)?

DCO Functions – GAME A16: First, SAVE IT. (see template 9.1 for

help)

Then, SEND it to yourself. Just click on Members tab, then PMAIL, and then the template you just saved.


Q17: How can if easily FIND a topic

in the FAQs (by keyword)?

DCO Functions – GAME A17: Just click CTRL + F to activate

the FIND/Search functions. Then, keyin the word you are looking for.

DCO Functions – GAME Q18: In a COMMITTEE name,

What does the prefix "GdG-" mean?


A18: They are a special type committee “Group of the Groups”

(e.g.: P & AGs) primarily for easy PMAILing the same message

to multiple groups.


Q19: In the Back Room of an Event, HOW can you quickly tell IF the data was entered by the registrant?

Or, IF the data came for the database?


A19: ANY data values in RED, are the result of the registrant making selections, or actually keying in the data values.

Any data values in BLACK came from the database.

DCO Functions – GAME A19: Back Room Screen Shot…


Q20: How do I register non-Rotarians for an Event in my Calendar of Events?


A20: Just turn ON "Public Registrations", and then use the URL it generates for your Event in…

your E-mail/PMAIL messages, or on your web siteSee FAQ #53 for complete details

DCO Functions – GAME A20: EDIT Form Screen Shot…


The WINNER of the OOK is:

DCO Functions – MiscThings to do…Things to do…

As soon as you KNOW the next DGE, DGN or DGND, - Please CLONE their DLT committee into their YEAR, ex: 2010-11

Then, set them as the GOVERNOR for their year. - This puts them onto the COG/PDG report.

Deleting PDGs and removing them from the COG report (see FAQ #23)

DCO Functions – Did You Know?

You can You can RE-INSTATE a MEMBER for a club in your district; Use the Utility LINK in upper right had corner, and then click on the Reinstate a (logically) DELETED User link.

You can You can delete DUPLICATE MEMBER records in the Club, without sending it to RI (see FAQ #29)

There is no “transfer” of a Member to a new club; - You TERM them in old club, and ADD them in new club

Deleting PDGs removes them from the COG report (see FAQ #23)


You can use FIND and GLOBAL searching in ALL districts and clubs. (WHO has THIS e-mail address?)

The differences between First Name, FName, and BADGE NAME (on reports and name badges).

The Easiest way to test a PMAIL template: - Just send it to Yourselfsend it to Yourself, click on Members tab

You can SAVE your own “templates” in PMAIL(see next page)



THE ENDSeafood Buffet on your own

Suite 2100Elvis has left the building

SESSION #2 - DISCUSSIONSSaturday 9:30 AM to 11:30 AM

Beginning of Mark and Jamie’s presentations

DaCdb User’s ConferenceDaCdb User’s Conference Saturday - February 20,

2010

District and Club databaseDistrict and Club database

daK-dee-beedaK-dee-bee spoken here!

DaCdbDaCdb

SESSION #2 – SATURDAY AMPast Year SummaryDemos – Club, Member, Committee and Report FunctionalityNew Feaures:

External Guest RegistrationRooms

Discussions:Club Position / Year-End Processing

Requirement GatheringAG Positions / Change in Approach

Question and Answers

Pisces (Feb 19th-March 20)

Talk to those at a distance. Listen to others sharing their views. Take this as an opportunity to open your mind and to come to new decisions. You could be excited by what comes up. Tonight: Share news with a key person.

PAST YEAR SUMMARY

Average Number of Users

Avg Number of Transactions

NEW TABBED FORMAT / LISTING

Club Listing / EditMember Listing / EditCommittee Listing / EditReportsPMail

Tabbed Format Design Goals:

Larger fonts – more readable Less vertical scrolling – click on tab Improved information organization Position for customized view/editing levels Code rewrite – more module and extensible

DEMO

ClubsMemberCommitteeReportsPMail

Reports 2.0

Total redesign of Reports Easier to use Consistent look for all reports Tabbed interface New features

Search Reports Recent Reports Favorite Reports

Reports 2.0

Access Reports 2.0 from the R2 tab “R2” will be renamed “Reports” later

Reports 2.0

Tabbed interface to easily change report type Click the report name or the button to run a report Click the to save a report as one of your favorites

Reports 2.0 (Search)

Quickly search for a report by typing a part of its name into the search field – reports list will automatically filter based on your input.

Reports 2.0 (Recent Reports)

Reports are automatically added to your Recent Reports list as you run them

Last five reports are displayed Report type is displayed in

parentheses Clear the Recent Reports list by

clicking the “Clear” link Click on the Report Name to run

the report

Reports 2.0 (My Favorites) Reports are added to you’re my

Favorites list when you click their button

Five reports are displayed Report type is displayed in

parentheses Clear the My Favorites list by


the report

Reports 2.0 (New Look) All Reports have a new consistent look

Report Title Run Option Icons Parameter

selection Template Options

NEW FEATURES

External Guest RegistrationRoom Module

External Registration Publish links to events on external District/Club

websites Can allow anyone to register for your event Three ways to Register for an event externally:

Guest Registration – no need to login to DaCdb Guest record created in zGuest of District guest club

Member – will need to login to DaCdb before registering PMail Event Link (E-TKT) – Member will be taken directly

to Event Registration Bypass login screen Level 0 user registration No other function

External Registration (Guest)

Edit Event Set Public Registration to “Yes” and save the change URL to new external (L0) website Event link enabled

for external registration Use URL to link from your District/Club website


External Guest Registration

Guest – Does not need a login to DaCdb

Guest record created in zGuest of District club


Event registration is the same


All Payment options are available

Note: SecurePay users must notify Securepay to allow transactions from IsMyRotaryClub.org


Registrant will appear in the Backroom

External Registration (Member)

For DaCdb members to register for an event via an external link add “?EventID=xxxxxxxx” to the end of the normal DaCdb login URL:

http://www.directory-online.com/Rotary/Login.cfm?EventID=77141949


Login page will look exactly the same – except for the URL

If Member previously logged in to DaCdb, and “Remember Me”, username and password will be displayed


Once the Member has logged in, a pop-up window will be displayed so the Member can register for the Event.

Pop-ups must be allowed from:

www.directory-online.com

Event PMail Link Add an Event Registration link to your PMail

Click the icon in the PMail editor and select your event from the pop-up

A link to your event will be inserted into your pmail

External Registration (PMail)

The generated URL for the Event looks like this:http://www.directory-online.com/Rotary/login.cfm?EventID

=77141949&UserID=%7B%UserID%%7D

The unique DaCdb UserID for each recipient will be added to the URL in place of the variable “%7B%UserID%%7D”

http://www.directory-online.com/Rotary/login.cfm?EventID=77141949&UserID=%7B%25UserID%25%7D

http://www.directory-online.com/Rotary/login.cfm?EventID=77141949&UserID=%7B%25UserID%25%7D

External Registration (PMail)

When the recipient clicks the link in the PMail, they will be taken directly to the Event registration page – bypassing the login screen

DEMORooms – (PPT and Demo)

Rooms Breakouts, event sessions, stations Added new event questions:

Radio button – single selection Checkbox – multiple selections

Capacity control – optional Limitation

Event moderators – manage reassignments, over capacity

Rooms PMail Room assignments to members

Reports DIY Room Assignments Room pivots – Room, Date/Time, Member

CLUB POSITIONS DISCUSSION

Year-End Rollover Process

Club Positions – Current

Club Positions Proposed – Last Year

Dual positions – current year and next year Club runs the update process (its their data)

Club Positions – New Format

Club Positions - Planned Current year uses name or alias position Only officer positions Multi-year entry

Club Positions -- Technical

Approach Advantages Aligns approach with RI methodology Alias eliminates constraints with selecting

current year position from limited list Promotion can be defined into the future Only “Leader” positions need to be defined

Maybe! Mid-Year substitutions (e.g., changes, death,

terms) Club leadership history available

Similar to committee leadership history Current/future years shown – past years available

AG POSITIONS

Assistant Governor Assignments

Assistant Governor’s committee is master Update the AREA assigned for each AG Automatically flows to the DLT and AREAS

DLT is updated automatically via AG NOTE: Data only flows from the AG to DLT

AsstGov tab: AREAS also updated Lists all the Clubs for each AG

QUESTION AND ANSWERSInteractive!!!

LUNCH BREAK

SESSION #3 – SATURDAY PMPremium Modules

Weekly AttendanceClub Dues/AccountingezBulletin

PREMIUM MODULES

Weekly Club AttendanceClub DuesezBulletin (coming soon)

On-Line Club Dues Payment

Club Dues Invoice Update Including detail data behind Weekly

Attendance Counts (MemberType) Meetings Attend Meetings Missed

Makeup Meetings Meal Code

Weekly Club Attendance Edit Guest Edit Snapshots Various Display Options

NEW PRODUCT DEMOS

StoriesezBulletinMoPhotosDisaster RecoverSpeaker Bureau (if time)

DEMO/DISCUSSION

Stories5790 District WebsiteMigration of public access to IsMyRotaryClub

PUBLIC ACCESSMigration to IsMyRotaryClub.org

Public Access IsMyRotaryClub.org

We will be transitioning all L0 functionality to IsMyRotaryClub Improves DaCdb security No more non-members in DaCdb Your DaCdb session will persist when you use IsMyRotaryClub Eliminates security level being reset to 0 (Public View) Existing pages will look and function largely the same New technology (xsl, JSON) Simplified code Value-added no cost

Public Access Have it your way

Display the information YOU want, how YOU want it YOU can change the colors, fonts, etc We will provide some templates that you can modify

Public Access Panels on your District / Club webpages

Several panels available now (more being added) Example website:

http://www.dacdb.com/5790/district/

DLT Events

Meeting Times

Stories

Public Access Two different ways to implement panels

JSON (JavaScript Object Notation ) XSL + JSON

We will provide a ‘developers document’ to help you get started

We will provide code examples

Public Access Example of page on L0 and page on IsMyRotaryClub

DaCdb L0

IsMyRotaryClub

PREMIUM EMAIL DISCUSSION

Premium Email New Member Welcome Sponsor Thank You Termination Happy Birthday

Birthday Emails Scheduled

Nightly District Summary Club Summary

Birthday Emails Optional component of

Premium New, Sponsor, Term Emails

Scheduled Nightly Personalized to member Customized by the DG

(per Account) Summary to C/CES

New Member/Sponsor/Terms On/off District Templates (could be club if needed) CC to Email, Committee or Club Position

DID YOU KNOW?The hidden features – and Options in DaCdb

DaCdb Terminology UserName

LastName, FirstName Middle Last Suffix

MemberName FirstName Middle LastName Suffix

FName FirstName or NickName(BadgeName) if present

Account = District

Member View Different Member View pages possible per District

- OR -

Member View

Very Large Images File Type: .png (bitmap) File Size: 21.7 MB Dimensions (px): 2592 x 3872 Dimensions (inch): 36” x 54” Pictures resized to 150 x ?

21,700,000 bytesu/d bits/sec 173,600,000 bits

250,000 833.3 seconds500,000 416.6 seconds750,000 277.8 seconds

1,000,000 208.3 seconds2,000,000 104.2 seconds

Terminated Members Members are “logically” deleted Members can be re-instated Other than Leadership Positions – member data

not available New -- Committee Listings can not include deleted

member data

Issues: Access/reports of terminated member data? Committees – COG, Zone Other considerations?

Club Listing Club Member Listing can be changed

Customized by District/Account (uniformity)

Calendar Added calendar to registration events Added list of registrants if Roster items selected

Weekly Attendance - Dues Major Integration Points (red)

Logo Management Manage your own logos within District

RoleKeys What is a RoleKey?

A RoleKey is a 1-5 character Name for a Committee An identifiable way to find a committee. Example:

District Leadership Council - or District Leadership Committee Can be found using “DLT”

District-level committees only!

What is the Association between Clubs and Committees?

Club Members with matching Club Position RoleKeys are automagically added/deleted to Committee’s with the corresponding RoleKey.

Event Reconcile Who is Registered? Who has not Registered?

Reconcile (PETS Example)

Attendance Nag Where can I see the automatic emails which go

out to remind secretaries to post attendance – the 2nd, 5th 8th in our case?

You cannot right now In an account directory – one level up above District

uPages

Can we change the late date to the 10th rather than the 15th?

Yes, the messages are keyed to a day of the month Usual pattern: 5th, 10th, 15th, 18th, 22nd 25th Can be any day, and any message Could be every day!

Attendance Nag Logs Nag Messages are logged

Logical Deletes All members are logically deleted.

This means they are flagged as being deleted but still in the database

RI Emails will go out Logically deleted members count as TERMS on the

dashboard A deleted member can be reinstated

All information is retained. Currently – reinstatement Emails DO NOT go to RI

Question? What do you do if a member was added twice by mistake

and deleted once

Weekly Club Attendance Makeup Time Period

Normal – 2 weeks before, 2 weeks after Default – 6 months Any Makee-Up period can be set by club

Emails Send Makeup PMail to Member (club option, selectable) Send Makeup CC to S/CES (club option, selectable) Customizable template by club

Validating Email Addresses #33 - Dynamic Dump

Validating Email Addresses The new Member Edit screen (M2) will show if

the email is syntactically valid.

Club Attendance - Offline Offline Application Barcode enabled No extra cost Multiple meetings

PMail Editor – WORD Paste Function not generally known/used Function does not clean up all the data

Best Approach Convert to text Paste text into PMail Highlight/format text within the Editor

District Home Page

Rotary Test Copy of Production Updated nightly No Emails URL:

http://www-directory-online.com/RotaryTest

Currently being used for M2 and not being updated

Will be restored at the end of the month




Help Search

Disaster Recover Quick Prototype Looking for a sponsor

MoPics TO:

[email protected]

Subject: MemberID

Scheduled task – every 5 min

mailto:[email protected]

mailto:[email protected]

FUTURE ENHANCEMENTS

Banked Make-ups (Discussion)

“Make up” a future missed meeting and thus "bank" a make up for future use

RI rules +/- 14 days Flexibility such as allowing make ups outside the 14 day

plus/minus window? Create meetings that automatically generate make-ups

for those in attendance? Make-ups could be added for a meeting that has not yet

been created in the attendance module Member clicks Make-up button

Email sent to Club Secretary Secretary validates the makeup, applies it to the right

meeting, and posts it

Member Member Pictures

Renumber of images to use UserID (not MemberID) Address security concerns

High Res Pictures Have the ability now Looking for a good business need

RICAS Import Data Children Club History

Attendance History / Yearly Summary RICAS attendance Summarize past year’s attendance Add/Display to Member Record

Membership Directory Zone 33-34 Directory

Various sections printed Membership Directory Templates Requests for customization

Goal More one click – the whole directory Provide 2-3 standard formats Charge for additional customized formats

Club Club Blog (District too) Option to switch on member PMail access to

other club members Blog/Forums (Facebook, LinkedIn) Club Pictures via Flickr.com (or similar)

Calendar Better Block Format Weekly and Daily Formats Club Calendars Serial Calendar Events

Update multiple events from parent One-click to delete multiple events

Event creation face-lift Make it smoother

Registration Complete Rewrite

Up/down arrows to order questions – got to go!!! If TOTAL 0, don’t show total amount Spouse/Guest Registration Question Response (REQUIRED field entry) Multi-selection questions Registration MAX capacity upper limit? Room Radio Buttons (unselect) Redesigned backroom

Cannot display questions in Excel-like format Faster Performance (backroom discussion item) Cancellation Fees? ($25 for the event)

R2R/Job Module

QUESTION AND ANSWERSInteractive!!!

User Questions XML for beginners - how to use excel to format a report (once) that can

be refreshed with new data on a periodic basis (Victor Georgiou) Attendance and Dues Modules - an overview and feedback from current

users - availability of a practice module for those of us who don't use it but need to know it (Victor Georgiou)

Email and USPS bounce management - best practices and suggestions for changes to ease management (Victor Georgiou)

Birthday and anniversary letters - how do they work, how do you change, how do you monitor when DCO is not copied (Victor Georgiou)

Perceived quirk in District Mailing "Sent by" as it relates to managing bounces - easier to demonstrate than explain (Victor Georgiou)

Perceived Update "gotcha" in Registration Module - easier to demonstrate - needs a warning (Victor Georgiou)

Paul Harris Society as it relates to Section 3 Participation data and to Report Number 2 - inconsistency from District to District? (Victor Georgiou)

Calendar - Multi-club Event as opposed to District event (Victor Georgiou)

User Questions Members versus non-members in the Current Members dynamic display

and in the Foundation Report - both reports include non members. Related topic - handling of active v honorary. (Victor Georgiou)

Use of registration module for data gathering, possible extra PMail icon, possible ability to not display an active survey module (Victor Georgiou)

How to use Guest Registration to add non Rotarians to District Newsletter mailing list - to mimic Constant Contact (Victor Georgiou)

Handling of Total Years collected in Section 3 of Member data (Victor Georgiou)

Discussion of "not" function - How to set up Pmail to reach those who have "not" responded - the example will be 2010 secretaries (Victor Georgiou)

Image management - how to recover uploaded hi res images as jpegs as opposed to word and excel docs (Victor Georgiou)

Club data DIY report for hard copy district directory (Victor Georgiou) Club Name, Club Number, Meeting Day, Meeting Time, Meeting Location,

Meeting Address, Meeting City, State, Zip, Phone, Club Address, City, State, Zip, Presidents Name* (*to merge with DIY of Presidents data) (Victor Georgiou)

User Questions Unformatted DYI excel is best for printing jobs - discussion (Victor Georgiou) Member search and member data display on blackberry and iphone as it

relates to cutting down on the printing of hard copy directories (Victor Georgiou)

Cutting and pasting docs into Upages and keeping the photos without having to upload separately (Victor Georgiou)

Report Management across year without jumping through hoops - example - this years PEs and next years AGs (Victor Georgiou)

Discussion of the whole Current/Elect/Nominee/Nominee designate structure versus the positions President, Secretary, Treasurer, and CLP positions, especially Foundation for the Pilot Districts (three year commitment). And how all these combinations appear in the drop down menu. (Victor Georgiou)

Grooming our replacements - discussion of strategies (Victor Georgiou) Dividing up workload - discussion of strategies (Victor Georgiou) Create an email newsletter using the EZ-link template system. An HTML

version and text version similar to a Constant Contact. Today we have two stand alone pdf news letters that get uploaded to the website. There is no interaction with the website. I would like to send this email out with text links back to the website and the full article. (Michael Soden)

User Questions Email notification to our newsletter chair when one of the clubs uploads

their bulletin to DB. Our goal is to draw attention to local events and provide more content ideas for the district newsletter. (Michael Soden)

Better way to group Rotarians (VP, Sec, PNom,etc) so they can pmail them. How about expanding the Sections under the AsstGov tab to have more choices other than the current club presidents and a section for attendance. How about having a Section for VicePres,PresNom,Sec,maybe Sec-Tres and 1 User-Defined Section. I don't know how much new programming code that would require but it is presented as a comment/question. (Nick Nail)

Which is more important - attendance reporting or membership records? User-entered values vs. DaCdb database numbers (Patty Frahler & Michael Stone)

DaCdb to *require* membership records to agree with the number reported for Membership & Attendance

DaCdb to draw the membership reporting directly from the membership records rather than allow a user to enter them

Option for an "expanded" Membership & Attendance report that replaced the two "Net Change" columns with separate columns for Additions and Terminations for both YTD and This Month. (Patty Frahler & Michael Stone)

User Questions It would be helpful if we could submit Membership numbers without

Attendance numbers. (Patty Frahler & Michael Stone) The program *REQUIRES* the attendance number to be at least 20%

(ie, it will NOT ACCEPT an entry of less than 20%!) What does a club do if it has attendance below 20%? (Patty Frahler & Michael Stone)

The assigning of Club Positions has been a nightmare with the need to cobble together various combinations of positions for our many multitaskers. Last year you said that this issue was being addressed. I hope so because this has been a major stumbling block for explaining the set up of committees, etc. (Phil Morris)

A second issue is how the zAlumni club is handled but Mark says there will be a grand unveiling at DaCdbug. (Phil Morris)

User Questions I am looking for some greater understanding of how to role over at the

beginning of the year. I understand how promotions and demotions work but there are other concerns . . . specifically

If the real Rotary year starts with Zone and ends with Zone how can I get next year’s AGs in place several months early.

Committees – to clone with carryover, or to clone without . . . we have both at the district level.

Probably I need to review the FAQs again, but how to manage promotion of the DG has always been something of a mystery.

D7690 has a group called the “Foundation Area Representatives” who might should have similar communications access to the clubs in their areas as does the AGs. How to provide for this. (Phil Morris)

DINNER – YAHOO!!!

ezBulletin Club or District “ez” Bulletin generator Customized templates from clubs or districts

Base template set provided Additional templates can be created

Multiple templates to choose from Premium DaCdb Module

ezBulletin Start

Bulletin Name Bulletin Subject Select Template

ezBulletin Start with blank

template Click to edit

Title Story Title Story Description Picture

ezBulletin Finished Product Publish to:

Club Bulletins District Newsletters

Send to PMail

ezBulletin - PMail All of PMail’s capability are there

To/From/CC management Personalization MetaTags (Variables)

ezBulletin - Publish Club Bulletin District Websites PDF or HTML Options

Club Functions – Weekly ATTN

Easy Attendance & Accurate calculations…

Add a Meeting (in 3 clicks)

Check-in (Live, Off-line, or After the meeting)- via mouse clicks or bar code scanner

Enter Make-Ups & Excused by Member

Submit Monthly Attendance (in 3 clicks) LOTS of Reports (at Club and Member level)

Club Functions – DUES/Invoicing

Club Setup for DUES… Setup your own club’s Chart of Accounts Customizable Invoice and Statement

formats

Any number of Billable Items (recurring or 1-time)

Invoice Frequency: Monthly, Quarterly, Semi-Annual, Annual, on demand.

Security: Limited access to DUES module

Club Functions – DUES/Invoicing

I can INVOICE that Club in 10 clicks…

Create a FOLDER to HOLD these invoices Select Members to Invoice (ALL or indiv.) Select Charges to apply (Meals, TRF, RI

dues) PREVIEW generated Invoices

POST the Invoices PMAIL the Invoices (and pay with Credit

Card) PRINT the Invoices

Session #2 - Discussion Topics

Year-end processing (Club Promotions/Committee Cloning) Area Governor assignments (viral to DLT, AREAS) TERMinated members (retrieve their data) Member Addressing Information Participation data field changes (on-line review) PMAIL Editor WORD paste (curly “quotes” problem) File Space Transaction Log Speaker’s Bureau (Add speakers, FIND a speakers)

Year-End Processing Club Leader Promotions

Year-end processing utility runs AM 7/1/?? 25% of clubs jumped and made manual updates We stepped on all their changes-

Proposed Dual positions – current year and next year Club runs the update process (its their data)

Year-End Processing Committee Cloning

PE, SE, TE, PN are automatically moved to new year

ALL other committees must be cloned or created in the new year, and then updated accordingly

Option 1 – we run for all districts and clubs Option 2 – DCO runs the YE for their district Option 3 – Clubs runs their own YE processing

Assistant Governor Assignments

Assistant Governor’s committee is master Update the AREA assigned for each AG Automatically flows to the DLT and AREAS

DLT is updated automatically via AG NOTE: Data only flows from the AG to DLT

AsstGov tab: AREAS also updated Lists all the Clubs for each AG

Terminated Members Members are “logically” deleted Members can be re-instated Other than Committee Listings, member

data not available

Issues: Access/reports of terminated member data? Other considerations?

Member Address Information Current approach (Member Addresses)

2-address fields Primary and Secondary One selected at a time One composite Email field

Proposed approach 2-address fields

Home Address Business Address

Question: usage within application… Thermos bottle logic (How do it know?)

Participation Data Today

Limited Confusing Frustrating

Correct!

Wrong!

Participation Data Proposed

Option #1 WYSIWYG Editor (similar to PMAIL) {%parm%} replacement Add text, logos, whatever

Option #2 XSL Stylesheet – user can defined More complicated (more efficient)

Option #3 Ordered / Sorted list Displayed in 2-3 columns

PMail Editor – WORD Paste Function not generally known/used Function does not clean up all the data

Best Approach Convert to text Paste text into PMail Highlight/format text within the Editor

File Space TodayToday

No limits! How much is enough? ProposedProposed

Limits on individual file sizes ~ 5-10MB Limits on total District space ~ 250MB Purging of outdated information (~ 2+ years) Email notification sent prior to purge

RationalRational Management / planning of disk space Usage fairness across all Districts Charge for extra disk space? ($5/mo 100Mb)

File Space

File Space (Top Districts)

File Space (Top Files)

Transaction Log Single largest table in system

~ 3 million rows of data Data since 7/1/2007 (earlier data purged) ~ 1GB of file space to store and maintain Increases backup time

Review for unusual activity (hacking)

Discussion Value of data beyond some period – what

period?

Speaker’s Bureau Add a Speaker

Specify local or geographical limitations

Rate the speaker

FIND a Speaker Search on topic, speaker, keyword,

geo

Q & AQuestions / Comments?

SESSION #3 - 2010 & BEYONDSaturday 2:00 PM to 4:00 PM

External Registration

Publish links to events on external District/Club websites

Can allow anyone to register for your event Two ways to Register for an event externally

Guest Registration – no need to login to DaCdb Member – will need to login to DaCdb before

registering


Edit Event Set Public Registration to “Yes” and save the

change URL to new external (L0) website is displayed Use URL to link from your District/Club website


External Guest Registration

L0 – Does not have to be logged in to DaCdb


Event registration is the same


All Payment options are available


Registrant will appear in the Backroom


For DaCdb members to register for an event via an external link add “?EventID=xxxxxxxx” to the end of the normal DaCdb login URL:

http://www.directory-online.com/Rotary/Login.cfm?EventID=77141949


Login page will look exactly the same – except for the URL


Once the Member has logged in, a pop-up window will be displayed so the Member can register for the Event.

Pop-ups must be allowed from:

www.directory-online.com

Reports 2.0

Total redesign of Reports Easier to use Consistent look for all reports Tabbed interface New features

Search Reports Recent Reports Favorite Reports

Reports 2.0

Access Reports 2.0 from the R2 tab

Reports 2.0

Tabbed interface to easily change report type Click the report title or the button to run a report Click the to save a report as one of your favorites

Reports 2.0 (Search)

Quickly search for a report by typing a part of its name into the search field – reports list will automatically filter based on your input.

Reports 2.0 (Recent Reports)

Reports are automatically added to your Recent Reports list as you run them

Last five reports are displayed Report type is displayed in

parentheses Clear the Recent Reports list by


the report

Reports 2.0 (My Favorites) Reports are added to you’re my

Favorites list when you click their button

Five reports are displayed Report type is displayed in

parentheses Clear the My Favorites list by


the report

Reports 2.0 (New Look) All Reports have a new consistent look

Report Title Run Option Icons Parameter

selection Template Options

Q & A Questions / Comments

Award the daK-dee-bee daK-dee-bee diplomas

THE ENDThat’s ALL

Folks!Elvis has left the building

DaCdb User’s ConferenceDaCdb User’s ConferenceFebruary 20-22

2009

Group Photo

Documents

DaCdb 2 nd User’s Conference