F-7 and F-7A

Understanding the problems with NARFED Forms and Reports

CAB 1/23/2012

Definition of Problem

• The Forms and Reports until just recently were:– System based on a paper based system– Inputs to the system were controlled by National

Staff– Purposes were to directly related to Nationals

needs– Forms were originally paper based or online

versions of the paper forms

• Repots were “Data Dumps” in paper format and later on as downloads of the paper reports

• Conclusion:– Forms and Reports were designed to meet the

needs of National.• Receive information on new members recruited by

chapter• Receive funds (originally) from chapters• Changes to member’s contact information • Provide guidance, e.g., manuals, guidelines, pamphlets,

and information• Notify chapters of changes to members status (M

reports)

– Limited contacts with chapter officers to those who:• Have a special relationship with National

– Chapter president – the central point of contact in the “line” type of organization.

– Chapter secretary – the person responsible for contact with National including updating of member roster, chapter officers rosters, changes to bylaws and the maintenance of official records

– Chapter Treasurers – fiduciary relationship

F-7 Forms

• Interactive– No F-7 of F-7A

• Downloadable– F-7, F-9, F-16, F-

16R, F-30, others

• Note the names:– F-9– F-16– F-16R– F-30– F-38– F-84

F-7 Critical Elements Relational DB

• 01 - Position Code

• President – title• Member #• Chapter

Number• Date of Action

Relational Data Bases

• The beauty of relational DBs is the ability to connect data based on data elements (Columns) within the associated data tables.

• You need the five (5) data elements: Position Code, Position Title, Member Number, Chapter Number, and Action Date

• With these data elements the M-111 report can be updated and printed.

• One other should be added – Print Order so officer list may be printed as the chapter wishes

Example of Interactive Officer Title Change

• 1. NARFE Position Code

• 2. Title assigned by chapter

• 3. Member ID• 4.Chapter number• 5. Date of Action• 6. Print Order –

Same as Position Code – see note:

F-7A Area/District Officers

• Because more than one officer can have the same position code the Officer Title will indicate the order, e.g., Position Code 2 could look like 2 VP for Retention, 2 VP for Recruitment. National already use this process for Federation Area Vice Presidents (see below).

Example of Data Table

F-9 Print printout listing Position Codes

Note: Position Codes 0, 18, and 19 are not assigned but available because federation codes start at position 20

Officers and Committee Chairs From Officers Manual Not Included on F-7 Form• Officers

– CHAPLAIN– PARLIAMENTARIAN– HISTORIAN– RECORDS MANAGEMENT

• Committee Chairs– NOMINATING– EXECUTIVE– MEMBERSHIP– PROGRAM– SUNSHINE– SOCIAL– TELEPHONE– AUDITING– WAYS AND MEANS– OPERATIONS

Current M-111 Chapter

What’s missing? Office Title, Action Date and Print Order, why.

Conclusion

• A data table must exist that contains the basic information to generate the M-111 Chapter data table.– Simple modification of said table to add the missing

elements: Print Code, Position Title and Action Date.– Action Date would help chapters could better understand

when changes were made.– Adding Print Order would allow the customization of

outputs to better meet their needs– Federations could determine if changes were current– National would continue to have their Position Code to

know the current officers are that they need to communicate with.

Other Issues• Need for Super Users

– Most chapters have a member who provides data services to the chapter – See RMAF Group

– Many chapters secretaries do not have the ability or equipment to use online data input and must depend on someone else for this task

– Many chapter presidents depend on someone else to download and distribute M reports

– New security procedures will result in security violations as chapter officers provide access through use of their login data

– We need to know who actually is doing the uploading and downloading of information

• Chapters need to be able to appoint a “Super User” to assist other officers in preforming their duties otherwise this bourdon will lead to additional workload at National or subversion of the security system

F-7A

National Office Distribution Code Printed MatterSet out below is the alpha code showing to which field officers, in addition toaddressees, if any, headquarters-originated correspondence, periodicals, memoranda,etc., are distributed.The alpha codes employ the numeric codes used in the computer system.

A 01.20,37, 43, 49, 50, 51B Code A plus: 21, 22, 34, 39C Code A plus 03, 05, 23, 25D Code A plus 04, 05, 14, 24, 25L Code A plus 06, 26, 27M Code B plus 07, 33

N 20, 36, 49, 50O All numeric codesP Code B plus 08, 29, 30R 20, 40, 49, 50S Code B plus 09, 10, 31, 32Z Code B plus 12, 35

01 Chap Pres02 Chap VP and Exec VP03 Chap Sec’y04 Chap Treas05 Chap Sec’y-treas06 Chap Legis Chair/Natl07 Chap Memb Chair08 Chap Pub Rel09 Chap Serv Off11 Chap Editor12 Chap Alzh Chair13 Chap NARFE/PAC Chair14 Chap Fin Sec’y15 Other

16 NARFE Net Coord.17 Chap Legis Ch/State20 Federation Pres21 Fed’n Exec VP22 Fed’n V Pres23 Fed’n Sec’y24 Fed’n Treas25 Fed’n Sec’y-treas26 Fed’n Legis Ch/Fed’l28 Fed’n Legis Ch/State29 Fed’n Pub Rel31 Fed’n Serv Off33 Fed’n Memb Chair

35 Fed’n Alzh Chair36 Fed’n NARFE/PAC Chair37 Fed’n Imm Past Pres38 Fed’n Other40 Fed’n Preret Sem41 Fed’n Net Coord.42 FEEA Coord.43 Fed’n Dist Off49 Regional Vice President50 Immediate Past RegionalVice President51 National Officer52 Past National Officer