THE HOW’S & WHY’S Editor’s Note

Caroline Rogers, R.N.

A Dec. 1969 AORN Journal article by Mrs. Caroline Rogers, R.N., “Pardon Us While We Computerize,” described a study to bring the advantages of computer processing to the AORN. The conclusions of that study were that AORN should enter the age of the computered by utilizing a computer service bureau. The reasons for selecting a computer service bureau versus an in-house data processing installation were primarily economic. The cost of having a computer service bureau do AORN’s processing is less than the rental of computer equipment. This is before consider- ing the cost of programmers, machine opera- tors, keypunch operators, space, forms, etc. In addition, the normal problems of running an installation are not for AORN to solve, but rather in the hands of the service bureau. The computer service company which has been selected to process AORN’s data is the Service Bureau Corporation. SBC is one of the world’s largest and most experienced data processing organizations. It is a wholly owned subsidiary of IBM, and has been doing data processing service work since 1933.

In 1969, SBC provided data processing services for approximately 15,000 firms. The SBC Denver office, which is located within walking distance from AORN’s new national headquarters in the Denver Technological Center, is one of over 70 SBC offices throughout the United States.

With over 60 data processing professionals on premises, SBC-Denver has the know-how to process the Association’s membership data on

an accurate and timely basis. As stated in the December article, the major

reasons the association looked into a comput- erized system were: the membership depart- ment being saddled with a manual system which was not getting the required work done satisfactorily; AORN’s present equipment needing replacement; peak load situations causing problems; high error factor regarding membership applications and renewals; and AORN’s growth rate threatening to completely swamp the membership department in the future.

The computerized system with SBC is designed to: reduce the clerical effort within the membership department; eliminate the need for purchasing new equipment; handle peak load situations; and grow with the association’s membership without a propor- tionate increase in clerical or data processing costs. Reduction in the error factor is also a goal of the system, however this can be obtained only with the membership’s help.

The membership file which is currently being transferred to SBC is based upon the association’s current labeling plates, roster file, and membership applications. Any errors not detected during this transferral period will show up either on the member’s mailing label or dues notice, or in the membership control book provided for the chapter treasurer. Any errors detected by members should be re- ported to the membership department imme- diately, so that errors in the membership file may be corrected as quickly as possible.

At the risk of being redundant, let me

64 AORN Journal

restate December’s statement that updated, accurate records for computer processing are vitally important. If AORN is to utilize the full potential of the computer, it must have updated, accurate, and legible documents coming from the members into headquarters. If a member does not let the membership department know that she has changed addresses, jobs, chapters, hospitals, etc., she is carried on the master file with incorrect information. If the information we have is outdated, then the data processed by the computer is practically useless. In addition, informing AORN of a change in address insures that the member receives her Journal on time, and also helps the association reduce clerical and postage expenses.

The computer system for which AORN has contracted SBC can be described as a membership maintenance and billing system. It will take care of all new member additions, changes, deletions, and add-ons-members renewed later than their expiration date.

Newly formed chapters and payments will also be accounted for. The output of the system will include a proof list, update and error report, membership control book, dues notices, and mailing labels.

The proof list and error report are primarily control reports. In other words, these reports are run to insure controlled processing by checking data going into the system.

The membership control book will be sent to the chapter treasurer, showing for each chapter member such information as chapter number, status, AORN number, name and address, zip code, hospital name, and expira- tion date. It should be explained that the chapter number, status, and AORN number are combined to form the membership number.

The first four digits of the number are the chapter code, which remains the same as in the past, with zeroes inserted before state and chapter numbers, i.e., old chapter code 5-7 would now be chapter code 0507 and old

chapter code 39-4 would now be 3904. The next digit is your status, i.e., 1 = ac-

tive, 2 = associate, and 3 = international as- sociate. The last six digits of the membership number are a sequential number keeping the members in alphabetical sequence.

Dues notices will be generated by the computer and will be either an annual dues notice or final dues notice, depending upon the expiration date. These notices will show the membership data as it is recorded on the master file. This includes membership num- ber, name and address, zip code, dues amount, expiration date, position code, type of hospital code, over 100 beds code, foreign code, chapter officer code, nurse association’s code, and hospital name. The codes will be explained on the reverse side of the dues notice so the member can update the notice on the portion sent back to Headquarters with dues payment.

Mailing labels to be used on the AORN Journal will be run for all members. In addition, AORN has the option of selecting a label to run for a particular group of members such as all foreign members or all supervisors.

The first processing is scheduled for March. This will affect the April Journal labels and dues notices. Please notify us if any errors occur in your membership processing. You can be assured that Headquarters is doing everything possible to ensure a smooth transition to data processing, and to provide the best possible service to its members, by utilizing the most modern techniques avail- able.

The SBC personnel have been extremely helpful in aiding us to outline in detail our needs and have been most cooperative in seeing to it that these needs are met.

With the membership’s help the computer can be a valuable information tool; without your help the expense of the computer system will far outweigh its value.

To complete the chain of cooperation total membership support must be provided.

This is one time a machine needs you.

April 1970 65