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Overall Agenda Friday
2:00 - 4:30 PM Session 1 Welcome, Fellowship, 20 Questions Dinner: Seafood Buffet (tickets provided)
Saturday Breakfast (or optionally brunch - tickets provided)
9:30 - 11:30 AM Session 2 Brunch (tickets provided)
2:00 -4:00 PM Session 3 Dinner: at Don Vito’s (5:30 PM)
-- Coffee & Dessert in the Suite
Sunday Goodbyes – Safe trip home
Objectives Fellowship – Getting to know each other Discussion of some key issues
Opportunity to drive the product direction
Looking for your input, feedback and suggestions
THANK YOU!!!
Approach Interactive discussions / participation
Focused topic discussions Some topics can be addressed here Other topics can be introduced, iterated, and
resolved after meeting
Concept demonstrations (PPT, On-Line, Handouts) XML/XSL Template & Stylesheets
L0 Transactions for public viewing Member, Club, Committee tabbed editing Club position changes – Curr year / Next year
Friday 2:00 PM to 4:30 PM
- Introductions / Who are YOUWho are YOU?
- Your NameName and DistrictDistrict
- How long you have been DCODCO, and any Comments
- WHATWHAT you expect from this meeting?
Session #1 – Introductions
Friday 2:00 PM to 4:30 PM
- Introductions / Who are YOUWho are YOU?
- THANK YOU ! ! ! THANK YOU ! ! !
Session #1 – Introductions
Friday 2:00 PM to 4:30 PM
- Introductions / Who are YOU?
- 2009 Year in review
- DCO/CCO - 20 Questions; Things TO DO
- Optional Club Premium modules:● Weekly Attendance ●
DUES/Invoicing● ezBulletins (new) ● Club Web
Sites
Session #1 – Overview
Saturday 9:30 AM to 11:30 AM
Session #2 – Discussions
- “Tabbed” editing Memebers, Clubs, Committees- Year-end processing
- Club leader positions and promotions- Committee cloning (automatic or manual?)
- Event Registration – registering non-Rotarians- Area Governor assignments- Terminated members (access to their data)- PMAIL re-write
Saturday 2:00 PM to 4:00 PM
Session #3 – 2010 and beyond
- RI direct connections with DaCdb database- Weekly Attendance & DUES demo- ezBulletins and Club Web Sites- Speaker’s Bureau (Add speakers, FIND a speakers)- New Member & Sponsor Letters; Birthdays- District web site with Stories and d/b widgets- Future Enhancements: Rewrite Event Registration
- What did we miss? YOUR QUESTIONS?
PHOTO OP of the USERS GROUP!
Simply the Best, Inc. Mike Thacker, CDP
Internet Marketing / incorporated in 1989 Supports over 160 different websites w/databases 40+ years large scale databases and computer consulting
Mark Landmann Technical Architect / Development 30+ years, CIO Tanning, Chief Engineer Jeppesen
Connie Thacker Billing / Administration User Support
Jamie Lowery Testing / Development / Systems Admin / Technical Support Off-hour DaCdb support from Hungry 10+ years Testing Consultant, 5 years at Lockheed Martin
Functional Enhancements
New Features added:New Features added: Pay DUES via Credit card Room Assignments: PETS breakouts, Bell
Ringing, etc. Registrations for non-Rotarians (Jamie will demo) Large Club “paginations” for faster loading Tabbed Editing (Member, Club and Committee
Edits)
Functional Enhancements Premium modulesPremium modules:
Club Weekly Attendance Club Dues & Invoicing New MemberMember: Welcome letter and
SponsorSponsor: Thank You letter from Governor
Every Member: Happy Birthday letters Club Websites (standard -or- customized) ezBulletins (demo later)
Opportunity for members:Opportunity for members: (coming soon)
B2B – Rotarian-2-Rotarian advertising
Functional Enhancements Premium modulesPremium modules:
Weekly Attendance – 2 CLICKS to ADD a meeting
Functional Enhancements Premium modulesPremium modules:
Weekly Attendance – Just “check-in” who attended
Functional Enhancements Premium modulesPremium modules:
Club Dues & Invoicing: then PMAIL this Invoice
DCO Functions – for DGEs
6 months (before JAN 1) for your DGEs6 months (before JAN 1) for your DGEs
Memo to DGEs to get the PEs for each club- Needed for the Official Directory and PETS- Use the EDIT CLUB POSITIONS function in the Clubs
Pre-PETS, Communicate DGE expectations to your PEs- Send them a PMAIL, using PE committee
DCO Functions – for DGEs
5 months before (FEB) for your DGEs5 months before (FEB) for your DGEs
Schedule their Official GOV Visits in District Calendar
Setup their District Committees (except PE, SE, TE, and PN)- CLONE them from current year into next YEAR- Make necessary adjustments, their Committee Chairs
DCO Functions – for DGEs
3 months before (MAR) for your DGEs3 months before (MAR) for your DGEs
PETS – DaCdbDaCdb Training session for the PEs Setup your District Committees (except PE,
SE,TE,PN)- CLONE them from current year into next YEAR- Make necessary adjustments, YOUR Committee Chair
Clone over the AREAS for next year (Lvl-7 req’d)
Clone over the AG Committee for next year-Make your changes to Areas and People
DCO Functions – Training
1-2 months before (at District 1-2 months before (at District Assembly/SETS)Assembly/SETS)
DaCdbDaCdb Training session for the PEs (WHAT)- See Training Resources under HELP tab
DaCdbDaCdb Training session for the SEs (HOW)- See Training Resources under HELP tab - Hands on, or on-line webinars (15% discount by Citrix for Rotary)
DCO Functions – GAME
20 Questions…20 Questions…
Winner(s) gets an Winner(s) gets an OOK OOK Prize! Prize!
What is an OOK???
DCO Functions – GAME
20 Questions…Winners gets OOK 20 Questions…Winners gets OOK Prize!Prize!
OOK: One Of a Kind Collector’s item (only a 2 in existence; jic tie) Could double in value: Auction on Ebay…starting
bid 1¢
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q1: The Calendar of Events goes HOW MANY months into the future?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q2: Who can see Events in the Calendar that are marked INACTIVE? (which are
indicated by YELLOW background)
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A2: LVL-7s and Moderators of the Event
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q3: Who can ADD a NEW member
to the Club roster?
(Or, TERMINATE a member in their Club?)
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A3: Only LVL-4 in that club (S, CES, P)
(Or, a LVL-7, if necessary, but not recommended)
NOTE: THIS IS A RECENT CHANGE TO PREVENT DGs and AGs from updating club records
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q4: MOST of the new reports in the system will be generated by what method?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A4: XML/XLS templates Do you care? Yes, more flexibility!
How do I learn about XML?
A: http://www.freewebmasterhelp.com/tutorials/xml
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q5: How do new governors (DGEs, DGNs) get put into the system's Council of Governors (COG) report?
(Which also puts them into their Year Class in their Zone)
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q6: What is the system's default LOG IN for a member,
with a RI MemberID#
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A6: Username is their E-mail address and the Password is RI MemberID#
Note: The E-mail address does NOT have to be in the member’s record, but it will be inserted if not present.
Their RI MemberID# is used to validate the log on.
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q7: What is the system's default LOG IN for a new member,
with a "0" as their RI MemberID#
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A7: Username is their E-mail address and the Password is their LastName
Note: The E-mail address MUST be in the member’s record, as this is the field used to validate the log on.
Their RI MemberID# is manually updated later.
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q8: WHY would you setup a GdG committee? And HOW?
GdG: Group de Groups, or Group of the Groups
DCO Functions – GAME
A8: PMAIL multiple groups with one message: Presidents and AGs
Just click the YES for the GdG box
DCO Functions – GAME
A8: PMAIL multiple groups with one message: Presidents and AGs
Then populate the GdG committee with the Presidents committee and the AGs committee (so, instead of putting people in a GdG committee, you put the “committees”)
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q9: In Section 3 of MyClub screen (Membership Roster), WHAT
does the little "camera" ICON mean?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A9: The camera ICON just means they have a photo on file.
Bonus: What does the GREEN CHECK mark in Col 1 mean?
DCO Functions – GAME
Q10: WHEN do you use the SPOUSE Registration Entrytype of question in your
Event?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A10: To generate their Name Badge; can also have a different COST for their registration.
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A11: It is InActive status, and only the Event
Moderators and Lvl-7s see the Event in
the calendar
DCO Functions – GAME
Q12: In the BackRoom of an Event, what is a good example for using the Reconcile by Committee function?
DCO Functions – GAME
A12: 1) For identifying Club Presidents
NOT registered for the Dist Conf.
2) Or, for identifying PEs NOT registered for PETS
Send them a targeted PMAIL
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q13: On the NAME BADGES, where DOES the new year THEME come from?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A13: We put them in DaCdb as soon as new year theme is announced at International Assembly (Jan 18, 2010)
Then, it is in the “library” of available graphics
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q14: How can a Club Secretary (CS) DELETE a member from the DaCdb database and NOT send the delete transaction to RI?
(Sometimes a Member is added twice to the database)
DCO Functions – GAME
A14: IF the Member's RI ID is "0", then that option is displayed atthe time of the DEL transaction.
(Remove the “duplicated” Member from the database, without notifying RI to also DELETE the Member)
ALSO, CS could first update the Member's RI ID to "0“, IF they wanted to delete a member record with an assigned RI ID without notifying RI.
DCO Functions – GAME
Q15: Does everyone have the DaCdb "shortcut" on their DESKTOP?
And, do you show this to your club "officers"?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q16: What is an easy way to check the content of a new PMAIL message (before you send it out)?
DCO Functions – GAME
A16: First, SAVE IT. (see template 9.1 for help)
Then, SEND it to yourself. Just click on Members tab, then PMAIL, and then the template you just saved.
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q17: How can if easily FIND a topic
in the FAQs (by keyword)?
DCO Functions – GAME
A17: Just click CTRL + F to activate the FIND/Search functions. Then, keyin the word you are looking for.
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A18: They are a special type committee “Group of the Groups”
(e.g.: P & AGs) primarily for easy PMAILing the same message
to multiple groups.
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q19: In the Back Room of an Event, HOW can you quickly tell IF the data was entered by the registrant?
Or, IF the data came for the database?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A19: ANY data values in RED, are the result of the registrant making selections, or actually keying in the data values.
Any data values in BLACK came from the database.
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
Q20: How do I register non-Rotarians for an Event in my Calendar of Events?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
A20: Just turn ON "Public Registrations", and then use the URL it generates for your Event in…
your E-mail/PMAIL messages, or on your web site
See FAQ #53 for complete details
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!20 Questions…Winners gets OOK Prize!
The WINNER of the OOK is:
DCO Functions – Misc
Things to do…Things to do…
As soon as you KNOW the next DGE, DGN or DGND, - Please CLONE their DLT committee into their YEAR, ex: 2010-11
Then, set them as the GOVERNOR for their year. - This puts them onto the COG/PDG report.
Deleting PDGs and removing them from the COG report (see FAQ #23)
DCO Functions – Did You Know?
You can You can RE-INSTATE a MEMBER for a club in your district; Use the Utility LINK in upper right had corner, and then click on the Reinstate a (logically) DELETED User link.
You can You can delete DUPLICATE MEMBER records in the Club, without sending it to RI (see FAQ #29)
There is no “transfer” of a Member to a new club; - You TERM them in old club, and ADD them in new club
Deleting PDGs removes them from the COG report (see FAQ #23)
DCO Functions – Did You Know?
You can use FIND and GLOBAL searching in ALL districts and clubs. (WHO has THIS e-mail address?)
The differences between First Name, FName, and BADGE NAME (on reports and name badges).
The Easiest way to test a PMAIL template: - Just send it to Yourselfsend it to Yourself, click on Members tab
You can SAVE your own “templates” in PMAIL(see next page)
SESSION #2 – SATURDAY AMPast Year SummaryDemos – Club, Member, Committee and Report FunctionalityNew Feaures:
External Guest RegistrationRooms
Discussions:Club Position / Year-End Processing
Requirement GatheringAG Positions / Change in Approach
Question and Answers
Pisces (Feb 19th-March 20)
Talk to those at a distance. Listen to others sharing their views. Take this as an opportunity to open your mind and to come to new decisions. You could be excited by what comes up. Tonight: Share news with a key person.
NEW TABBED FORMAT / LISTING
Club Listing / EditMember Listing / EditCommittee Listing / EditReportsPMail
Tabbed Format Design Goals:
Larger fonts – more readable
Less vertical scrolling – click on tab
Improved information organization
Position for customized view/editing levels
Code rewrite – more module and extensible
Reports 2.0
Total redesign of Reports Easier to use Consistent look for all reports Tabbed interface New features
Search Reports Recent Reports Favorite Reports
Reports 2.0
Tabbed interface to easily change report type Click the report name or the button to run a report Click the to save a report as one of your favorites
Reports 2.0 (Search)
Quickly search for a report by typing a part of its name into the search field – reports list will automatically filter based on your input.
Reports 2.0 (Recent Reports)
Reports are automatically added to your Recent Reports list as you run them
Last five reports are displayed Report type is displayed in
parentheses Clear the Recent Reports list by
clicking the “Clear” link Click on the Report Name to run
the report
Reports 2.0 (My Favorites)
Reports are added to you’re my Favorites list when you click their button
Five reports are displayed Report type is displayed in
parentheses Clear the My Favorites list by
clicking the “Clear” link Click on the Report Name to run
the report
Reports 2.0 (New Look) All Reports have a new consistent look
Report Title Run Option Icons Parameter
selection Template Options
External Registration
Publish links to events on external District/Club websites
Can allow anyone to register for your event Three ways to Register for an event externally:
Guest Registration – no need to login to DaCdb Guest record created in zGuest of District guest club
Member – will need to login to DaCdb before registering
PMail Event Link (E-TKT) – Member will be taken directly to Event Registration
Bypass login screen Level 0 user registration No other function
External Registration (Guest)
Edit Event Set Public Registration to “Yes” and save the
change URL to new external (L0) website Event link enabled
for external registration Use URL to link from your District/Club website
External Registration (Guest)
External Guest Registration
Guest – Does not need a login to DaCdb
Guest record created in zGuest of District club
External Registration (Guest)
All Payment options are available
Note: SecurePay users must notify Securepay to allow transactions from IsMyRotaryClub.org
External Registration (Member)
For DaCdb members to register for an event via an external link add “?EventID=xxxxxxxx” to the end of the normal DaCdb login URL:
http://www.directory-online.com/Rotary/Login.cfm?EventID=77141949
External Registration (Member)
Login page will look exactly the same – except for the URL
If Member previously logged in to DaCdb, and “Remember Me”, username and password will be displayed
External Registration (Member)
Once the Member has logged in, a pop-up window will be displayed so the Member can register for the Event.
Pop-ups must be allowed from:
www.directory-online.com
Event PMail Link
Add an Event Registration link to your PMail Click the icon in the PMail editor and select your
event from the pop-up A link to your event will be inserted into your pmail
External Registration (PMail)
The generated URL for the Event looks like this:http://www.directory-online.com/Rotary/login.cfm?EventID
=77141949&UserID=%7B%UserID%%7D
The unique DaCdb UserID for each recipient will be added to the URL in place of the variable “%7B%UserID%%7D”
External Registration (PMail)
When the recipient clicks the link in the PMail, they will be taken directly to the Event registration page – bypassing the login screen
Rooms Breakouts, event sessions, stations Added new event questions:
Radio button – single selection Checkbox – multiple selections
Capacity control – optional Limitation
Event moderators – manage reassignments, over capacity
Rooms PMail Room assignments to members
Reports DIY Room Assignments Room pivots – Room, Date/Time, Member
Club Positions Proposed – Last Year
Dual positions – current year and next year Club runs the update process (its their data)
Club Positions - Planned Current year uses name or alias position Only officer positions Multi-year entry
Approach Advantages Aligns approach with RI methodology Alias eliminates constraints with selecting
current year position from limited list Promotion can be defined into the future Only “Leader” positions need to be defined
Maybe! Mid-Year substitutions (e.g., changes, death,
terms) Club leadership history available
Similar to committee leadership history Current/future years shown – past years available
Assistant Governor Assignments
Assistant Governor’s committee is master Update the AREA assigned for each AG Automatically flows to the DLT and AREAS
DLT is updated automatically via AG NOTE: Data only flows from the AG to DLT
AsstGov tab: AREAS also updated Lists all the Clubs for each AG
Club Dues Invoice Update Including detail data behind Weekly
Attendance Counts (MemberType) Meetings Attend Meetings Missed
Makeup Meetings Meal Code
Public Access
IsMyRotaryClub.org We will be transitioning all L0 functionality to IsMyRotaryClub Improves DaCdb security No more non-members in DaCdb Your DaCdb session will persist when you use IsMyRotaryClub Eliminates security level being reset to 0 (Public View) Existing pages will look and function largely the same New technology (xsl, JSON) Simplified code Value-added no cost
Public Access
Have it your way Display the information YOU want, how YOU want it YOU can change the colors, fonts, etc We will provide some templates that you can modify
Public Access
Panels on your District / Club webpages Several panels available now (more being added) Example website:
http://www.dacdb.com/5790/district/
DLT Events
Meeting Times
Stories
Public Access
Two different ways to implement panels JSON (JavaScript Object Notation ) XSL + JSON
We will provide a ‘developers document’ to help you get started
We will provide code examples
Birthday Emails Optional component of
Premium New, Sponsor, Term Emails
Scheduled Nightly Personalized to member Customized by the DG
(per Account) Summary to C/CES
New Member/Sponsor/Terms On/off District Templates (could be club if needed) CC to Email, Committee or Club Position
DaCdb Terminology UserName
LastName, FirstName Middle Last Suffix
MemberName FirstName Middle LastName Suffix
FName FirstName or NickName(BadgeName) if present
Account = District
Very Large Images
File Type: .png (bitmap) File Size: 21.7 MB Dimensions (px): 2592 x 3872 Dimensions (inch): 36” x 54” Pictures resized to 150 x ?
21,700,000 bytesu/d bits/sec 173,600,000 bits
250,000 833.3 seconds500,000 416.6 seconds750,000 277.8 seconds
1,000,000 208.3 seconds2,000,000 104.2 seconds
Terminated Members Members are “logically” deleted Members can be re-instated Other than Leadership Positions – member data
not available New -- Committee Listings can not include deleted
member data
Issues: Access/reports of terminated member data? Committees – COG, Zone Other considerations?
RoleKeys What is a RoleKey?
A RoleKey is a 1-5 character Name for a Committee An identifiable way to find a committee. Example:
District Leadership Council - or District Leadership Committee Can be found using “DLT”
District-level committees only!
What is the Association between Clubs and Committees?
Club Members with matching Club Position RoleKeys are automagically added/deleted to Committee’s with the corresponding RoleKey.
Attendance Nag Where can I see the automatic emails which go
out to remind secretaries to post attendance – the 2nd, 5th 8th in our case?
You cannot right now In an account directory – one level up above District
uPages
Can we change the late date to the 10th rather than the 15th?
Yes, the messages are keyed to a day of the month Usual pattern: 5th, 10th, 15th, 18th, 22nd 25th Can be any day, and any message Could be every day!
Logical Deletes All members are logically deleted.
This means they are flagged as being deleted but still in the database
RI Emails will go out Logically deleted members count as TERMS on the
dashboard A deleted member can be reinstated
All information is retained. Currently – reinstatement Emails DO NOT go to RI
Question? What do you do if a member was added twice by
mistake and deleted once
Weekly Club Attendance Makeup Time Period
Normal – 2 weeks before, 2 weeks after Default – 6 months Any Makee-Up period can be set by club
Emails Send Makeup PMail to Member (club option, selectable) Send Makeup CC to S/CES (club option, selectable) Customizable template by club
Validating Email Addresses The new Member Edit screen (M2) will show if
the email is syntactically valid.
PMail Editor – WORD Paste Function not generally known/used Function does not clean up all the data
Best Approach Convert to text Paste text into PMail Highlight/format text within the Editor
Rotary Test Copy of Production Updated nightly No Emails URL:
http://www-directory-online.com/RotaryTest
Currently being used for M2 and not being updated
Will be restored at the end of the month
Banked Make-ups (Discussion)
“Make up” a future missed meeting and thus "bank" a make up for future use
RI rules +/- 14 days Flexibility such as allowing make ups outside the 14 day
plus/minus window? Create meetings that automatically generate make-ups
for those in attendance? Make-ups could be added for a meeting that has not yet
been created in the attendance module Member clicks Make-up button
Email sent to Club Secretary Secretary validates the makeup, applies it to the right
meeting, and posts it
Member Member Pictures
Renumber of images to use UserID (not MemberID) Address security concerns
High Res Pictures Have the ability now Looking for a good business need
RICAS Import Data Children Club History
Attendance History / Yearly Summary RICAS attendance Summarize past year’s attendance Add/Display to Member Record
Membership Directory Zone 33-34 Directory
Various sections printed Membership Directory Templates Requests for customization
Goal More one click – the whole directory Provide 2-3 standard formats Charge for additional customized formats
Club Club Blog (District too) Option to switch on member PMail access to
other club members Blog/Forums (Facebook, LinkedIn) Club Pictures via Flickr.com (or similar)
Calendar Better Block Format Weekly and Daily Formats Club Calendars Serial Calendar Events
Update multiple events from parent One-click to delete multiple events
Event creation face-lift Make it smoother
Registration Complete Rewrite
Up/down arrows to order questions – got to go!!! If TOTAL 0, don’t show total amount Spouse/Guest Registration Question Response (REQUIRED field entry) Multi-selection questions Registration MAX capacity upper limit? Room Radio Buttons (unselect) Redesigned backroom
Cannot display questions in Excel-like format Faster Performance (backroom discussion item) Cancellation Fees? ($25 for the event)
User Questions XML for beginners - how to use excel to format a report (once) that can
be refreshed with new data on a periodic basis (Victor Georgiou) Attendance and Dues Modules - an overview and feedback from current
users - availability of a practice module for those of us who don't use it but need to know it (Victor Georgiou)
Email and USPS bounce management - best practices and suggestions for changes to ease management (Victor Georgiou)
Birthday and anniversary letters - how do they work, how do you change, how do you monitor when DCO is not copied (Victor Georgiou)
Perceived quirk in District Mailing "Sent by" as it relates to managing bounces - easier to demonstrate than explain (Victor Georgiou)
Perceived Update "gotcha" in Registration Module - easier to demonstrate - needs a warning (Victor Georgiou)
Paul Harris Society as it relates to Section 3 Participation data and to Report Number 2 - inconsistency from District to District? (Victor Georgiou)
Calendar - Multi-club Event as opposed to District event (Victor Georgiou)
User Questions Members versus non-members in the Current Members dynamic display
and in the Foundation Report - both reports include non members. Related topic - handling of active v honorary. (Victor Georgiou)
Use of registration module for data gathering, possible extra PMail icon, possible ability to not display an active survey module (Victor Georgiou)
How to use Guest Registration to add non Rotarians to District Newsletter mailing list - to mimic Constant Contact (Victor Georgiou)
Handling of Total Years collected in Section 3 of Member data (Victor Georgiou)
Discussion of "not" function - How to set up Pmail to reach those who have "not" responded - the example will be 2010 secretaries (Victor Georgiou)
Image management - how to recover uploaded hi res images as jpegs as opposed to word and excel docs (Victor Georgiou)
Club data DIY report for hard copy district directory (Victor Georgiou) Club Name, Club Number, Meeting Day, Meeting Time, Meeting Location,
Meeting Address, Meeting City, State, Zip, Phone, Club Address, City, State, Zip, Presidents Name* (*to merge with DIY of Presidents data) (Victor Georgiou)
User Questions Unformatted DYI excel is best for printing jobs - discussion (Victor
Georgiou) Member search and member data display on blackberry and iphone as it
relates to cutting down on the printing of hard copy directories (Victor Georgiou)
Cutting and pasting docs into Upages and keeping the photos without having to upload separately (Victor Georgiou)
Report Management across year without jumping through hoops - example - this years PEs and next years AGs (Victor Georgiou)
Discussion of the whole Current/Elect/Nominee/Nominee designate structure versus the positions President, Secretary, Treasurer, and CLP positions, especially Foundation for the Pilot Districts (three year commitment). And how all these combinations appear in the drop down menu. (Victor Georgiou)
Grooming our replacements - discussion of strategies (Victor Georgiou) Dividing up workload - discussion of strategies (Victor Georgiou) Create an email newsletter using the EZ-link template system. An HTML
version and text version similar to a Constant Contact. Today we have two stand alone pdf news letters that get uploaded to the website. There is no interaction with the website. I would like to send this email out with text links back to the website and the full article. (Michael Soden)
User Questions Email notification to our newsletter chair when one of the clubs uploads
their bulletin to DB. Our goal is to draw attention to local events and provide more content ideas for the district newsletter. (Michael Soden)
Better way to group Rotarians (VP, Sec, PNom,etc) so they can pmail them. How about expanding the Sections under the AsstGov tab to have more choices other than the current club presidents and a section for attendance. How about having a Section for VicePres,PresNom,Sec,maybe Sec-Tres and 1 User-Defined Section. I don't know how much new programming code that would require but it is presented as a comment/question. (Nick Nail)
Which is more important - attendance reporting or membership records? User-entered values vs. DaCdb database numbers (Patty Frahler & Michael Stone)
DaCdb to *require* membership records to agree with the number reported for Membership & Attendance
DaCdb to draw the membership reporting directly from the membership records rather than allow a user to enter them
Option for an "expanded" Membership & Attendance report that replaced the two "Net Change" columns with separate columns for Additions and Terminations for both YTD and This Month. (Patty Frahler & Michael Stone)
User Questions It would be helpful if we could submit Membership numbers without
Attendance numbers. (Patty Frahler & Michael Stone) The program *REQUIRES* the attendance number to be at least 20%
(ie, it will NOT ACCEPT an entry of less than 20%!) What does a club do if it has attendance below 20%? (Patty Frahler & Michael Stone)
The assigning of Club Positions has been a nightmare with the need to cobble together various combinations of positions for our many multitaskers. Last year you said that this issue was being addressed. I hope so because this has been a major stumbling block for explaining the set up of committees, etc. (Phil Morris)
A second issue is how the zAlumni club is handled but Mark says there will be a grand unveiling at DaCdbug. (Phil Morris)
User Questions I am looking for some greater understanding of how to role over at the
beginning of the year. I understand how promotions and demotions work but there are other concerns . . . specifically
If the real Rotary year starts with Zone and ends with Zone how can I get next year’s AGs in place several months early.
Committees – to clone with carryover, or to clone without . . . we have both at the district level.
Probably I need to review the FAQs again, but how to manage promotion of the DG has always been something of a mystery.
D7690 has a group called the “Foundation Area Representatives” who might should have similar communications access to the clubs in their areas as does the AGs. How to provide for this. (Phil Morris)
ezBulletin Club or District “ez” Bulletin generator Customized templates from clubs or districts
Base template set provided Additional templates can be created
Multiple templates to choose from Premium DaCdb Module
ezBulletin - PMail All of PMail’s capability are there
To/From/CC management Personalization MetaTags (Variables)
Club Functions – Weekly ATTN
Easy Attendance & Accurate calculations…
Add a Meeting (in 3 clicks)
Check-in (Live, Off-line, or After the meeting)- via mouse clicks or bar code scanner
Enter Make-Ups & Excused by Member
Submit Monthly Attendance (in 3 clicks) LOTS of Reports (at Club and Member level)
Club Functions – DUES/Invoicing
Club Setup for DUES… Setup your own club’s Chart of Accounts Customizable Invoice and Statement
formats
Any number of Billable Items (recurring or 1-time)
Invoice Frequency: Monthly, Quarterly, Semi-Annual, Annual, on demand.
Security: Limited access to DUES module
Club Functions – DUES/Invoicing
I can INVOICE that Club in 10 clicks…
Create a FOLDER to HOLD these invoices Select Members to Invoice (ALL or indiv.) Select Charges to apply (Meals, TRF, RI
dues) PREVIEW generated Invoices
POST the Invoices PMAIL the Invoices (and pay with Credit
Card) PRINT the Invoices
Session #2 - Discussion Topics
Year-end processing (Club Promotions/Committee Cloning)
Area Governor assignments (viral to DLT, AREAS) TERMinated members (retrieve their data) Member Addressing Information Participation data field changes (on-line review) PMAIL Editor WORD paste (curly “quotes” problem) File Space Transaction Log Speaker’s Bureau (Add speakers, FIND a speakers)
Year-End Processing Club Leader Promotions
Year-end processing utility runs AM 7/1/?? 25% of clubs jumped and made manual updates We stepped on all their changes-
Proposed Dual positions – current year and next year Club runs the update process (its their data)
Year-End Processing Committee Cloning
PE, SE, TE, PN are automatically moved to new year
ALL other committees must be cloned or created in the new year, and then updated accordingly
Option 1 – we run for all districts and clubs Option 2 – DCO runs the YE for their district Option 3 – Clubs runs their own YE processing
Assistant Governor Assignments
Assistant Governor’s committee is master Update the AREA assigned for each AG Automatically flows to the DLT and AREAS
DLT is updated automatically via AG NOTE: Data only flows from the AG to DLT
AsstGov tab: AREAS also updated Lists all the Clubs for each AG
Terminated Members
Members are “logically” deleted Members can be re-instated Other than Committee Listings, member
data not available
Issues: Access/reports of terminated member data? Other considerations?
Member Address Information Current approach (Member Addresses)
2-address fields Primary and Secondary One selected at a time One composite Email field
Proposed approach 2-address fields
Home Address Business Address
Question: usage within application… Thermos bottle logic (How do it know?)
Participation Data Proposed
Option #1 WYSIWYG Editor (similar to PMAIL) {%parm%} replacement Add text, logos, whatever
Option #2 XSL Stylesheet – user can defined More complicated (more efficient)
Option #3 Ordered / Sorted list Displayed in 2-3 columns
PMail Editor – WORD Paste Function not generally known/used Function does not clean up all the data
Best Approach Convert to text Paste text into PMail Highlight/format text within the Editor
File Space TodayToday
No limits! How much is enough? ProposedProposed
Limits on individual file sizes ~ 5-10MB Limits on total District space ~ 250MB Purging of outdated information (~ 2+ years) Email notification sent prior to purge
RationalRational Management / planning of disk space Usage fairness across all Districts Charge for extra disk space? ($5/mo 100Mb)
Transaction Log Single largest table in system
~ 3 million rows of data Data since 7/1/2007 (earlier data purged) ~ 1GB of file space to store and maintain Increases backup time
Review for unusual activity (hacking)
Discussion Value of data beyond some period – what
period?
Speaker’s Bureau Add a Speaker
Specify local or geographical limitations
Rate the speaker
FIND a Speaker Search on topic, speaker, keyword,
geo
External Registration
Publish links to events on external District/Club websites
Can allow anyone to register for your event Two ways to Register for an event externally
Guest Registration – no need to login to DaCdb Member – will need to login to DaCdb before
registering
External Registration (Guest)
Edit Event Set Public Registration to “Yes” and save the
change URL to new external (L0) website is displayed Use URL to link from your District/Club website
External Registration (Guest)
External Guest Registration
L0 – Does not have to be logged in to DaCdb
External Registration (Member)
For DaCdb members to register for an event via an external link add “?EventID=xxxxxxxx” to the end of the normal DaCdb login URL:
http://www.directory-online.com/Rotary/Login.cfm?EventID=77141949
External Registration (Member)
Once the Member has logged in, a pop-up window will be displayed so the Member can register for the Event.
Pop-ups must be allowed from:
www.directory-online.com
Reports 2.0
Total redesign of Reports Easier to use Consistent look for all reports Tabbed interface New features
Search Reports Recent Reports Favorite Reports
Reports 2.0
Tabbed interface to easily change report type Click the report title or the button to run a report Click the to save a report as one of your favorites
Reports 2.0 (Search)
Quickly search for a report by typing a part of its name into the search field – reports list will automatically filter based on your input.
Reports 2.0 (Recent Reports)
Reports are automatically added to your Recent Reports list as you run them
Last five reports are displayed Report type is displayed in
parentheses Clear the Recent Reports list by
clicking the “Clear” link Click on the Report Name to run
the report
Reports 2.0 (My Favorites)
Reports are added to you’re my Favorites list when you click their button
Five reports are displayed Report type is displayed in
parentheses Clear the My Favorites list by
clicking the “Clear” link Click on the Report Name to run
the report
Reports 2.0 (New Look) All Reports have a new consistent look
Report Title Run Option Icons Parameter
selection Template Options