Membership Snapshot Report

Background & Goals

1. Accurate, consistent and automated reporting of unit counts

2. Management “stamp of approval” for Snapshot report

3. Eliminate redundant center-level reporting

4. Added benefit: “consistent definitions”

Decisions we need to make today

• Confirm report selection criteria• Confirm formulas for report columns• Up for Renewal: Count as Active or

Inactive• Cancellations vs Expirations• Define “Changes” (Current modified,

adjusted)

Problems with current snapshot

• 19 membership types missing until 10/21/13– 12 Military types– 4 Seasonal types– 3 Prime types

• Use of ABC’s “status” • Use of BI’s “row creation date”• Added static Actual & Budget 10/29/13

Data flow ABC to BIABC Branches

• Real Time

ABC Warehouse

• Throughout day• Completes

overnight same day

BI Membership Data Mart

• Updates early AM for previous day

• Time stamps change

Monday 10AM Monday Midnight Tuesday 4AM

Timing example of a data change

Basic stages of a member

New Active Inactive

Join Date* Join Date* Join Date*

Membership Type Membership Type Membership Type

Status* Status* Status*

Renewal Date?* Renewal Date?*

Cancel Date?* Reason?

*Generally Controlled by System

Expiration Date

Terms (Not Terminations)

Canceled = action taken to end membershipExpired= “scheduled” end of membership– Mostly Financial Assistance eligibility– End of billing period– Seasonal

Note: November draft expirations have been extended through 2/28/14

Data changes for members

Recommendations

Terminations

Criteria RowCrtDtStat = C, E

ExpDtNo StatCat = F, M

ExpDtStat = E

ExpDtStat = C, E

RowCrtDtStat = E

1-Day Count

30 71 1 37 1

Current Recommended

Do we want to see Cancelations separately

???

New Joins

Criteria RowCrtDtStat = NCat = F, MBM = Y (fam)

LastJoinDtStat = NCat = F, MBM = Y

LastJoinDtStat = NCat = F, M, BBM = Y

LastJoinDtNo StatCat = F, MBM = Y

LastJoinDtNo StatCat = F, M, BBM = Y

1-Day Count

43 10 10 41 41

Current Recommended

Holds

Criteria RowCrtDtStat = HCat = F, MBM = Y (fam)

HoldDtsStat = NCat = F, MBM = Y

HoldDtsStat = NCat = F, M, BBM = Y

HoldDtsNo StatCat = F, MBM = Y

HoldDtsNo StatCat = F, M, BBM = Y

1-Day Count

3 N/A N/A N/A N/A

Current Recommended

Modified & Adjusted

Criteria forModified

RowCrtDtStat = MCat = F, MBM = Y (fam)

Remove column.Count as new column: “Changed”

Formula for Adjusted

Calculated based on modified counts, which are wrong

Remove column.Count as new column: “Changed”

Formula for Changed

NewActiveCt – StartActiveCt – (New – (Terms + Holds))51,000 – 50,000 – (500 – (150 + 5)) = 345 1,000 – 500 – 155 = 345

Current Recommended

ABC Categories

F Full Annual (Invoiced)M Full Monthly (Draft)L Limited (Program)D DonorG GuestP ProspectR ResidentT TourS Special (Away)B Basic (Branch Only – for Program Pricing)

ABC StatusesStatus Description ABC

Considers…Changes when…

A Active Active EOM

N New Active Join (Trans 1)

Z Renewed Active Renew (Trans 2)

R Up for Renewal

Active EOM

M Modified Active Anytime

E Expired Inactive Exp Date reached

C Cancelled Inactive Exp Date reached

I Inactive Inactive After 3 EOM without renewing

H Hold Inactive When Hold Dates entered, but removed byEOM

Y Abeyance Inactive Not used

F Future Inactive Not used

Blank Never a member Inactive Trans 1

Membership Snapshot Report (11/13)

Modifications Completed• Added all necessary membership types• Added 2012 Actual & 2013 Budgeted • Improved logic to define each criteria (v. 1 of 2)• Redefined “Changes” formula• Identified “At Risk” members (with detail)• Added column definitions in every report• Simplified layout• Automated scheduling

Pending Tasks• Improve BI feed to include hold and cancel dates• Deal with transferred/deleted IDs (~XXX units and growing)• Ongoing exception identification and cleanup• Train users• Schedule daily, weekly and monthly reports