Information Technology. An Essential Tool for Rotary Clubs

Transcription

1 Information Technology An Essential Tool for Rotary Clubs

2 Introducing the Rotary District 7750 Information Systems Initiative

3 What are we doing and why?

4 A Rotary Club is an Organization Quality Time Cost Organizational Management Dimensions

5 A Rotary Club is an Organization Quality (better) Time (faster) Cost (Cheaper) Organizational Management Dimensions

6 Why Are We Doing This? To improve, simplify and streamline Club Management & Administration Club Communications The proven key to member engagement, involvement and retention Membership current information on all members Attendance Meetings Makeups Reports for Attendance Chair Contact Information always current, always available Club Officers/Directors/Committee Chairs

7 Why Are We Doing This? To improve club Financial Management Consistency & Continuity Simplicity Automating financial reports Cash Balances (checking accounts) Income/Expense statements Balance Sheets

8 Why Are We Doing This? To improve, simplify and streamline District Communications District leadership can directly communicate with: District Chairs Club Officers (Presidents/Secretaries/Treasurers) Club Committee Chairs Incoming Club Officers

9 Why Are We Doing This? To help District 7750 Rotary clubs work better, faster and cheaper More time for Service, less time for Administration Quality (better) Audience Survey Time (faster) Cost (Cheaper)

10 Imagine Yourself. You re the incoming Club Secretary All Member contact information is up-to-date All Attendance information is up-to-date Monthly District Report is ready to go Semi-Annual I spent Report several is ready hours to over go Christmas learning the software and loading all of All delivered on a laptop -- you just plug in our attendance data for this year in it. I like it! Wish I had known about it much sooner! - Club Secretary

11 Imagine Yourself. You re the incoming Club Treasurer All invoices sent (by prior treasurer) All bills booked and/or paid (by prior treasurer) All income booked (by prior treasurer) Dues Meals Fundraisers We have updated the financial files so that we can send out statements this month for the first time in probably 25 years, rather A clean set of year-end than just Financials invoice! Income Statement Balance Sheet Cash Balances (checking account, etc.) A set of books and a checkbook that all balance for a clean start to the year - Club President

12 Imagine Yourself. You re the incoming Club President A complete member Roster with complete contact information An Information Pipeline in place for communication to Officers Board Committee Chairs Members A club that s ready to go no learning curve, invention or cleanup required to get the membership information in shape

13 How?? Club Management Software Rotary International Club Administration System (RI-CAS) It s free It s easy (Financials + Contact Management) It works Import your existing member contact information Automatic attendance/makeup tracking and calculations Complete club financial management Automates Attendance/makeup calculations for District Monthly Report Automatically files District Monthly Report Automates Roster maintenance for Semi-Annual Report

14 How?? District 7750 Club/Member Online Database It s free It s easy It works Includes an Online Club Member Database -- Members can directly update their own information Includes an optional Club Website No cost for development, $25/month for hosting Online delivery of Monthly Reporting to District Only 3 blanks to fill in Only 4 mouse clicks

15 District 7750 Club & Member Database

16 District 7750 Club & Member Database Online NOW Your club s own online member database Your club s own online calendar Your club s own website (optional)

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19 District 7750 Club & Member Database Online NOW Your club s own online member database Your club s own online calendar Your club s own website (optional) Quick and easy monthly reporting Seamlessly integrated with local Club Management software (RI-CAS)

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30 Reporting of Rotary Foundation contributions will no longer be required District newsletter will report only actual contributions sent in and booked at TRF

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32 What s in it for ME? View YOUR CLUB s Information: Online Club Directory Club Leadership Calendar of Events (Club & District) Club Bulletin & District Newsletter Edit and maintain your member data online Automatic update to RI Club-wide automatic distribution Find anyone in District 7750

33 RI Club Administration System (RI-CAS)

34 RI-CAS Downloadable at No cost from

35 RI-CAS = Club Administration Software

36 RI-CAS Downloadable at No cost from Membership data (contact) management Communication management Mail Attendance management Financial management

37 Current Member Data Searchable Sortable Mailing Labels Integrated with Invoicing Complete history of club positions, PHF levels, etc.

38 Meeting Management Check the box attendance entry Prints Checkin Sheet all current members Checkin on the fly using laptop at meeting Prints barcode labels for scanning badges

39 Attendance Management Automates application of makeups Automates attendance calculations Start/End date range queries Missed meetings Reports for Attendance Committee

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41 Financial Management Automates Invoicing Automates Income/Expense booking Dues/Meals Fundraisers Automates Financials Bank Accounts Income Statement Balance Sheet

42 RI-CAS Club Management Software is recommended, but optional clubs can use the method of their choice to manage attendance and financials The District Club & Member Database is not optional clubs are expected to maintain current member data online and to file District Monthly Reports online

43 RI-CAS Networking Internet Another RI-CAS User? Cable or DSL Modem Router + Switch Other Computers On Home/Office Network RI-CAS PC Club Secretary s Home or Office

44 RI-CAS Remote Access Internet Remote Connection Technologies PCAnywhere Purchased 1-time cost -- Requires client software installed on users PCs (~$200) GoToMyPC Monthly Service no first cost ($15/mo) Works through web browser any PC, with a user name/password Cable or DSL Modem Router + Switch Other Computers On Home/Office Network Treasurer President RI-CAS PC + Host for Remote Users Club Secretary s Home or Office

45 RI-CAS + District 7750 Database District 7750 Database + 56 Club Databases Internet Cable or DSL Modem Router + Switch Other Computers On Home/Office Network Treasurer President Club Members RI-CAS PC + Host for Remote Users Club Secretary s Home or Office

46 District 7750 Club & Member Database RI-CAS Club Management Software What s the implementation schedule?

47 Implementation Schedule January RI Member data preloaded to District Database. Pilot RI-CAS users upload data & monthly reports to District Database February All clubs validate and update their own member data March Clubs begin using District Database for filing District Monthly Reports (for February) April All clubs file District Monthly Reports online (for March) May District Monthly Reports no longer accepted by mail, fax or

48 What if I Have a Problem? Requests by replies by or phone District 7750 Online Database Support Online Frequently Asked Questions (FAQs) Online Instructional Videos Support DBSupport@rotary7750.com (district) help7750do@dg2003.com (vendor)

49 What if I Have a Problem? RI-CAS Support Online User Manual RI-CAS Support Forum (RI Website) RI-CAS Users Group support forum RI-CAS Support CASSupport@rotary7750.com (district) ClubAdmin.Support@rotaryintl.org (vendor)

50 What if I Have a Problem? District Information Technology Support District Secretary (Frank Kolb, ) District IT Support ITSupport@rotary7750.com

51 Why Are We Doing This? To help District 7750 Rotary clubs work better, faster and cheaper More time for Service, less time for Administration Quality (better) Time Cost (faster)(cheaper)

52 Information Technology An Essential Tool for Rotary Clubs