Internet Society (ISOC) Membership System Request for Proposals September 2003
TABLE OF CONTENTS INTERNET SOCIETY - WHO WE ARE... 3 INTRODUCTION... 3 SEND YOUR PROPOSALS TO... 3 REFERRALS... 3 ISOC MEMBERSHIP MODEL... 4 Definitions:... 4 Model... 4 View from a Member (key attributes and transactions)... 5 View from a Chapter (key attributes and transactions)... 5 View from Organizational Member (key attributes and transactions)... 6 BUSINESS REQUIREMENTS... 7 Membership Functionality... 7 Critical... 7 Strongly Desired... 8 Optional... 8 Reporting Functionality... 8 Querying Functionality... 8 ADDITIONAL REQUIREMENTS, RULES, CONSTRAINTS, AUTOMATION... 9 Additional Business Requirements... 9 Business Rules and Constraints... 9 System Automation... 9 ACCOUNTING/FINANCIAL SYSTEM INTEGRATION... 10 Key Accounting/Financial System requirements... 10 TECHNICAL REQUIREMENTS... 11 DATA MIGRATION/CONVERSION... 12 INSTALLATION REQUIREMENTS... 12 TRAINING REQUIREMENTS... 12 SUPPORT AND MAINTENANCE REQUIREMENTS... 12
INTERNET SOCIETY - WHO WE ARE The Internet Society (ISOC) is a not-for-profit membership organization providing leadership in addressing issues that confront the future of the Internet. It is the organization home for the groups responsible for Internet infrastructure standards, including the Internet Engineering Task Force (IETF) and the Internet Architecture Board (IAB). The Internet Society is comprised of 150 organizations and 16,000 individual members in over 150 countries. The Internet Society has offices in Reston, Virginia, US, and Geneva, Switzerland. <www.isoc.org> INTRODUCTION ISOC is currently looking to replace or upgrade its current membership system. The Membership System is a mission critical application. We are requesting companies to submit their proposals based on the requirements outlined below. The product that best meets the requirements at the lowest cost possible will be selected. A demo or trial version of the product should be included with the proposals. SEND YOUR PROPOSALS TO By e-mail: By Post: For further inquiries: sanchez@isoc.org Internet Society Nelson Sanchez 4 rue de Falaises 1205 Geneva Switzerland Nelson Sanchez Tel +41-22-807-1446 Fax +41-22-807-1445 sanchez@isoc.org Deadline for Proposals: Monday, October 6, 2003 REFERRALS Proposals must include 2-3 referrals of installed systems with similar requirements. These systems must be currently in use. Please include the company/organization name as well as the contact information: contact name, title, e-mail, address, and telephone. Page 3 of 12
ISOC MEMBERSHIP MODEL Definitions: Global Member (GM) An individual who joins ISOC. A GM can be a member with ISOC directly or be affiliated with one or more ISOC Chapters. Current members between 13,000-16,000. Plans to increase membership to 1,000,000+. Professional Member (PM) An individual who joins ISOC for a fee. A PM joins directly with ISOC. An ISOC PM membership does not provide automatic affiliation to Chapters. However, an individual that is a PM can also be affiliated with one or more Chapters by paying separate Chapter affiliation fee. Current members around 200. Plans for having 100,000+ members. Chapter (Ch) A Chapter is an ISOC chartered organization. A Chapter is made up of Global Members who may be affiliated to one or more Chapters. Currently about 100-150 Chapters. Plans for having 1,000+ Chapters. Organizational Member (OM) An organization or entity joining ISOC as a financial contributor/donor. Currently about 100-150 OMs. Plans for having 1,000+ OMs. Chapter Affiliation The relationship between a member and a Chapter. This is a many-to-many relationship, with Chapters having 1 or more affiliated members, and members can be affiliated to one or many Chapters. Model The system must support the following membership model: Ch 1 Internet Society (ISOC) m OM c m GM Ch 2 m PM a Ch 3 Ch n GM GM GM GM a Relationships c = Chartered a = Affiliated m = Member Figure 1 ISOC Membership program model Page 4 of 12
View from a Member (key attributes and transactions) Global Member Member Id Name E-mail Address Region Status Professional Member Member Id Name E-mail Address Region Status GM PM A GM is a member of ISOC for free Or A GM is affiliated to one or more Chapters. Chapters may or may not charge an affiliation fee. A GM pays a separate fee for each Chapter affiliation Note A GM has access to maintain his/her own data (password maintenance, etc.). Separate from ISOC transactions and information, transactions and information for each Chapter affiliation must be tracked/processed (affiliation dates, membership dues, etc). A PM is a member of ISOC directly for a fee. And/Or A PM is a member of one or more Chapters for a fee. A PM pays a separate fee for each Chapter affiliation. Note A PM has access to his/her own data (password maintenance, etc). Separate from ISOC transactions and information, transactions and information for each Chapter affiliation must be tracked/processed (affiliation dates, membership dues, etc) View from a Chapter (key attributes and transactions) Chapter Chapter Id Chapter Name Region Chapter Administrator (Member Id) Chapter Officers (Member Id, titles) Chapter Founders (25) (Member Id) Chapter Members (Member Id) Status Ch A Chapter must have at least 25 founding members. A Chapter determines if it is a fee-based affiliation or not (i.e. collect Chapter Affiliation fees or not). The 25 founding members of a Chapter cannot be one of the 25 founding members of another Chapter. A Chapter Administrator has access to manage selected Chapter related data. Separate from ISOC membership transaction, Chapter transactions for each membership affiliation must be tracked/processed (affiliation dates, membership dues, etc) Page 5 of 12
View from Organizational Member (key attributes and transactions) Organizational Member OM Id OM Name Organization type (Industry, financial, etc) OM Address OM Representatives (Member Id, category) Status OM An OM is an organization/entity financially contributing to ISOC. OM Representatives are also GMs An OM Representative has access to all his/her own secure OM information (e.g. Representative names, password maintenance, etc) Page 6 of 12
BUSINESS REQUIREMENTS Membership Functionality Critical Membership Management Ability to add/modify/delete member records (i.e. personal data, membership status, etc.). A member must be uniquely identified with a system wide member ID. Automated Member ID/Password recovery. On-line request for joining Individuals can only submit a request to join on-line Audit trail Data carries user and date time stamp for tracking last change. Electronic Billing / Payment Automated multi-currency billing and payment mechanisms. Monthly automated notification/reminders to members of due membership fees. Automated credit card payment processing. Automated E-mail invoicing for membership dues for both ISOC and Chapters. Allow members to display and print their own invoices or to request a re-issuing of an E-mail invoice. Comprehensive security Security mechanisms for system management and various user levels. Security access levels for system administrator, users, Chapters, members. Ability to create user roles and grant access levels accordingly. Individual members have access to their own data. Secure credit card processing and storage of personal information. Membership Categories Supports membership categories as per illustration (Figure 1) such as Global Member, Professional Member, and Organizational Member. Chapter Management Supports creation of Chapters and tracking of Chapter related information such as Chapter name, location, geographical region, contact person, Chapter officers and their titles (i.e. Chapter president, vice-president, etc.). Ability to track members affiliated with a Chapter. A Chapter can be identified with a system wide Chapter ID. Ability for Chapters to manage their own membership data by having access to their own Chapter reports (List of members, Active members, Members for Renewal, Members Paid this month, etc). Membership Surveying Contains a membership survey module for web and email surveys. Flexible surveying capabilities. Events Management Ability to manage events and calendar of events. Ability for members or nonmembers to register and pay for events. Mailing Lists Support for subscriptions to mailing lists. Ability for members to subscribe/unsubscribe to mailing lists. Supports integration with Mailman v2.1.2 on Linux. Secure Areas Secure Members-Only and Chapters-Only areas or sub-sites accessible through login/password mechanisms. These areas provide information and allow processing specific to a member or a Chapter. For example, the Members-Only area allows update to selected data from a member s profile. The area also contains Members-Only content. Likewise, the Chapters-Only area allows a Chapter access to update its own data. The area contains Chapters-Only content. The GUI for these areas can be customized for look and feel and supports text in multiple languages. Page 7 of 12
Accounting/Financial System Integration System must have the ability to export/import data from/to third party accounting/financial modules or must be integrated with an accounting/financial module. See section Accounting/Financial System Integration for further details. Strongly Desired Publication/Newsletters management Ability to manage publications/newsletters subscription and distribution, future and past. Provide virtual library to users with restricted access to selected areas. Support email broadcast distribution to members. Committee and Special Interest Groups (SIG) management Support creation and maintenance of Committee s and SIGs with restricted access for committee and SIG managers. Manage the members of a committee/sig. Track meetings and issue positions in a secure area. The committees and SIGs are open to members only. Optional Elections Support for elections/voting process. ISOC elects officers through a nomination/petition process. Need to be able to have a voting mechanism to allow members to vote for the election of ISOC officers (trustees). Content Management Software Tool/software to manage web content like member s secure area and Chapter s front-end area. Reporting Functionality Pre-defined reports Ability to run pre-defined reports and export report data to popular windows applications (e.g. Excel, Word). Report examples: Member Listings, Chapter Listings, Members to Renew Listing, Membership management reports (financial, statistics, counts, etc). Supports periodic reporting and summaries (quarterly, annual). Current month and year to date reports. Summary reports by geographical region. Preview, direct printing, and print to a file options. Custom reports Ability to create custom and ad-hoc reports. Querying Functionality Pre-defined querying Ability to run predefined queries. Custom querying Ability to create custom and ad-hoc queries Page 8 of 12
ADDITIONAL REQUIREMENTS, RULES, CONSTRAINTS, AUTOMATION Additional Business Requirements The ISOC membership program is a worldwide program catering to an international audience. As such the system must have: Multi-language support - Front-end customization to support multiple languages. Multi-currency support Allow for members to pay dues in multiple currencies. International Addresses Can track international addresses and related information. Business Rules and Constraints The membership system should be able to be customized to meet specific business rules, constraints, and integrity rules. For example: Check for duplicate member records at addition time. A Chapter cannot be created with less than 25 members. A PM who has not renewed membership after x days will be flagged inactive. An inactive member can be defined as someone un-subscribing from member-lists, not accessing his/her own membership records, email bouncing for x times, etc. System Automation In general, the system should assume a reduced operations and support staff allowing for repetitive tasks to be automated. Processes should be streamlined to minimize support and user intervention. For example: Automated confirmation of membership subscription Automated process for allowing members to recover Member ID/Password Automated credit card payment processing Page 9 of 12
ACCOUNTING/FINANCIAL SYSTEM INTEGRATION The proposal must also include integration with an accounting/financial system. The Membership System proposal can include interfaces to third party accounting/financial systems or it can include an Accounting/Financial system or module as part of an integrated vendor solution with the Membership System. Key Accounting/Financial System requirements Method of Accounting accrual basis of accounting with deferred realization of revenues. For example cash is paid for yearly insurance premiums but amounts are expensed once a month for 1/12 of yearly insurance premium. Membership dues are also recognized every month for 1/12 of yearly membership dues. Need automated system that tracks the 1/12 revenue recognition as opposed to separately tracking externally in a spreadsheet. General Ledger Standard features. User defined account structures. Ability to drilldown on account balances to journal entry source. Fiscal Year - Ability to have overlapping fiscal years open. The fiscal year can be closed and unclosed throughout the following year as needed. Automatic posting from source journal to GL. Job Costing Job/Project costing features. Allow time and expenses allocation to jobs/projects. Ability to report on job/project time, costs, and expenses balances and details. Accounts Payable Track vendors and historical vendor data plus standard A/P features. Flexible periodic aging reports. Accounts Receivable Primarily/mostly used for billing/tracking membership dues. Track/report receivables. Integration of membership dues billing with Accounts Receivable module. Flexible cash application and reporting. Flexible periodic aging reports. Cash Receipts Journal Need ability to record cash receipts without first creating an invoice. Should allow setting up of GL codes to be picked for crediting the cash. Support for Budgeting and Financial Reports Support budgeting processes and standard financial reporting. Page 10 of 12
TECHNICAL REQUIREMENTS Environment - Web enabled throughout system. Web-enabled access for system administrators, endusers, chapters, and members. Back end - Relational Database System in the backend Data backup and Redundancy Must include proposal for data backup operations and redundancy systems. Scalability - Must support at least the current membership base, as well as scale to increased membership: Current Base Target Base Global Membership records 25,000 1,000,000+ Professional Membership records 200 100,000+ Organizational Member records 100-200 1,000+ Chapter records 200 1,000+ Data Import/Export Can import data from popular third party products and formats (e.g. MS-Access, Excel, Text, CSV). Can export data to popular third party products and formats. Popular third party tools can be used to extract data (e.g. Excel, Ms-Access). Accessibility Must be 508 compliant. Customization The system should be able to be customized to meet specific needs and to keep up with evolving business requirements and membership model. Customization can be done by the vendor or in-house by ISOC staff. Proposals must include cost estimates for post-installation vendor custom work. Page 11 of 12
DATA MIGRATION/CONVERSION The existing system is currently located in Reston, Virginia, US. The data from the existing membership and accounting system will need to be converted to the new system. The proposal needs to include data conversion costs for data mapping and conversion plans. The current membership and accounting data is available in MS-Access format. INSTALLATION REQUIREMENTS Startup costs The proposal must include alternatives for system management/hosting. Proposals should include acquisition of hardware/software, co-llocation services, or leasing options. Will consider options ranging from full operations hosted and managed by ISOC entirely to completely outsourced solutions or variations of these. Post-Installation costs Proposal must include post-installation costs yearly software license costs, upgrades, hardware upgrade paths for scaling. TRAINING REQUIREMENTS Proposal needs to include offer for user trainings and supporting material (Books, CDs). User training can be a combination of instructor-led training with on-line self-training sessions and material. Training material will be re-used by ISOC to train future system users. SUPPORT AND MAINTENANCE REQUIREMENTS A guarantee period with vendor support must be included to cover a start-up period. This is a fourmonth period with options for extension. Proposal must include offer for on going support services to cover regular business hours in US (EDT) and Europe (CET). Alternative support packages will be considered. Access to user support group forums / logs. Published list of bugs, fixes, enhancements, and future enhancements. Page 12 of 12