SHIFT HAPPENS !

…AND IT AFFECTS OUR CULTURE…

…OUR PEOPLE…

…OUR LIFESTYLES…

…AND OUR PROCESSES.

Optometric Membership DatabaseProject Team

Mitch Munson, OD Chair, AOA Trustee

BJ AveryExec. Dir., Texas

Amanda ButtenshawExec. Dir., Alabama

Greg Caldwell, ODPennsylvania

Gary EllisExec. Dir., Iowa

James Sandefur, ODExec. Dir., Louisiana

Mike HorstmanExec. Dir., Illinois

Lisa Howard, ODKentucky

Brian Klinger, ODExec. Dir., New Hampshire

Rich LawlessExec. Dir., Massachusetts

Jim Meffert-NelsonExec. Dir., Minnesota

David Redmond, ODCalifornia

Robert BroderickCFO, AOA

Reggie SwaniganCTO, AOA

Barriers – Transitioning Membership

AOSA-Affiliate Transition:92% of all optometry students belong to AOSA

Automatic membership with many schools

Following graduation, given 18 months to transition membership

Electronic, print, and social media help explain ‘transition process’

Transition requires –A licenseA practice locationJoining through an affiliate

Insufficient member recruitment/retention efforts

Inability to collect and process applications at central location: non-web based

Portability rules

Limited staff and resources

Lack of central Q&A info center for members

AOA/Affiliate Barriers to Membership Development

Join process complex – affiliation through state; lack of follow through

Varying member classifications

Perceived modality discrimination

Lack of defined paths to volunteerism and leadership

Billing cycle variations that create:Untimely applications/formsErrors of dues payment remittances

AOA/Affiliate Barriers to Membership Development

Optometric Membership Database

Database

Database

AMS System

Database

AMS System

Affiliates AOA

MemberPayment  center 

The Member is the ReasonThe Member is the Reason(Member(Member--Centric)Centric)

Our Members Expect:

Web Portal/Self ServiceConvenience of:•Transferring Membership•Clinical and Practice Tools•Social Networking•Dues Payment•CE

AMS FeaturesAMS Features

Membership Management (web portal for self service)Membership Management (web portal for self service)

Meeting & Event Management (incl. Exhibit Sales, Speaker Meeting & Event Management (incl. Exhibit Sales, Speaker Management and Facility Management)Management and Facility Management)

PAC CheckPAC Check--off (if Single DB) for both state and fed off (if Single DB) for both state and fed pacspacs

Strong Accounting Based Functionality (A/R, Invoicing)Strong Accounting Based Functionality (A/R, Invoicing)

WebWeb--Based Product Sales and Inventory (Based Product Sales and Inventory (eCommerceeCommerce))

AMS FeaturesAMS Features

OpenOpen--ended Software that interfaces with MS Products ended Software that interfaces with MS Products

Committee ManagementCommittee Management

Professional Development and Certification (ability to track Professional Development and Certification (ability to track certification, enrollment for oncertification, enrollment for on--line CE, etc.) An line CE, etc.) An ““AOA AOA TrackerTracker”” system? At no charge to members?system? At no charge to members?

Single Membership Database Single Membership Database

Advantages of Single Database to Advantages of Single Database to the Affiliatesthe Affiliates

No capital investment for the affiliatesNo capital investment for the affiliatesAbility to have new, web based technologyAbility to have new, web based technologyEfficiencies gained with web based processing Efficiencies gained with web based processing ––eliminates paper forms and duplicate processing; eliminates paper forms and duplicate processing; Real time processingReal time processingDues collections via web processing (real time)Dues collections via web processing (real time)Streamlining the student to member transitionStreamlining the student to member transition

Advantages of Single Database to Advantages of Single Database to the Affiliatesthe Affiliates

Access to Services Access to Services Affiliates using the AMS system will have access to use the Affiliates using the AMS system will have access to use the system for their meetings, website, committee management system for their meetings, website, committee management and membership. They will realize the efficiencies gained and membership. They will realize the efficiencies gained from using the webfrom using the web--based AMS.based AMS.Participation in the AMS is Participation in the AMS is voluntaryvoluntary but those not endorsing but those not endorsing this change will have to continue their current processes and this change will have to continue their current processes and will not have access to any of the new systemwill not have access to any of the new system’’s functionality s functionality as listed above.as listed above.

Establish mutually beneficial, simplified and standardized business rules and practices with regards to the handling of membership data and various association processes.

Purpose of the OMD PT

Issues to Be AddressedIssues to Be AddressedBusiness RulesBusiness Rules

Dues Collections Dues Collections –– (collection agency or AOA)(collection agency or AOA)Consistent use of membership classificationsConsistent use of membership classificationsCorrect and logical proration of duesCorrect and logical proration of duesChanges in classification during year (open Changes in classification during year (open enrollment) & transfers of memberships enrollment) & transfers of memberships Timely notification of membership changesTimely notification of membership changesBilling Billing –– frequency, methodfrequency, methodSuspension of benefits for delinquent membersSuspension of benefits for delinquent membersSharing of information within the DBSharing of information within the DB

Next StepsNext Steps

Over the past several weeks, the PT Members have Over the past several weeks, the PT Members have contacted every state ED and solicited input regarding contacted every state ED and solicited input regarding their respective business practices.their respective business practices.We have now received a response from nearly every We have now received a response from nearly every affiliate and the data is being collated. affiliate and the data is being collated. But we NEED and WANT your InputBut we NEED and WANT your InputThis is a This is a landmark changelandmark change in how we deal with the in how we deal with the culture of handling membership data as well as how culture of handling membership data as well as how we go about running our respective businesses. The we go about running our respective businesses. The PT intends to proceed carefully, openly and with the PT intends to proceed carefully, openly and with the best interests of all parties involved.best interests of all parties involved.

-Collaboration between affiliates and AOA-Consensus on standardized business practices (give and take)-Transparency (no hidden agendas)-Voluntary-No timetable (we are going to take our time)

Road to Success