Timeline – Typically we can expect the following
How and When ? Our goal is to take the implementation in stages to lessen the impact of a full system change on staff and your resources. The benefit of the system being live on the web is that Memberconnex can take over easily in stages and in parallel to existing systems. First you begin working with Memberconnex for your operational database, communications and client workflows to their dashboard. This will address most of the current ‘duplication of database’ issues and processes for your staff and as its running parallel, may require a very short period of double entry until you are comfortable to fully engage. Secondly all relevant functions from the current sites get linked to the new member and system portal (including the new client and event directories etc, surveys, polls, using the stock or custom html templates for the newsletters, magazines and managing their subscriptions etc ( things like setting up your invoice headers and footers etc these are ‘configuration’ not “ustomization” items: ie; are included in the fixed cost configuration) Thirdly you may choose to skip step two and apply the website public view as a landing page in the new portal by either adapting the standard template with the help of content, or adding a new layout ( in consultation with your design contributor ) Fourthly – websites - you may choose to implement a separate site map and layout for additional sites run off the same content manager in the platform, these can have separate URL’s. We recommend a simple all encompassing layout however if the main navigation line can remain the same (for example an internal site for a special interest group, can just have differing banners and content – colours, background and URL and not need a separate site map ( eg their own main nav on the left - the main nav line the same system wide , unless a separate site map is added which is generally 2 days work ) With a lot of efficiencies on offer like the resources management system for a library or booking consultants to customize etc.
We have endeavored to identify the resources you will need
resource required from your organization
Bring in your data
Staff member or IT resource to centralize data into our standard implementation spreadsheet (s)- Your Cyberglue project manager will do an induction re data structure and requirements for this person.
Address operational pains
Your data and headings will give us a lot to work on ( re configuration) and you will meet with your Cyberglue project manager to define options in configuration – this is usually a 2-3 hour meeting.
Bring in all additional content
Structuring your files and catalogue structure â€“ compile all images, documents and download file types/products into a site map (or filing cabinet) structure, copied on to disc (anything not included in the initial data import like images and documents )â€“ so we can mass upload them to your system and begin to structure your knowledge base. Its advisable to have a project leader client side by this point to structure your file library with appropriate simplicity.
Access to the system for staff
Speed of data transfer is important, and as we do not need to replace your website first, first access for staff will be to keep member and attendee records up to date (add notes etc). This can be in hours from receiving your data. We try and keep the time lag between export and import of data to a minimum to save having to do manual entry of many days worth of data changes for staff. To this end we help get all standard data into a spread and leave any financial data until its refreshed at the last possible moment before upload. (please note these are live account balances only usually, we can bring in high level historic financial data like receipts and sales orders down to line items balancing, but this is extra work and cost. Most prefer to manage old financial transactions out of the current system and simply start with a live balance on the new system). Typically we are up and running very quickly with immediate access for staff to edit member records â€“ this is very easy to do for staff and does not require training, but training is scheduled as quickly as your resources allow for staff (after the mass data import) to extend their knowledge past notes and views.
You need to make your staff available for one, or up to four, half day sessions on using the system.
It is your key staff responsibility to do testing on processes in preparation for things like promoting annual renewals or a bulk email invitation and our team is there to help. It typically takes around a month for configuration and two months use of the system before an annual renewals run for a membership organization (for example)is comfortably run at optimum performance. Communications and event calendars for example can, on the other hand, be set up very quickly and usually without much help
Thanks and kind regards Mark Statham 102 2429237
Published on Sep 17, 2012