DaCdb
2nd User’s Conference
February 19-21, 2010
District and Club database
daK-dee-bee spoken here!
DaCdb
Overall Agenda

Friday

2:00 - 4:30 PM



Welcome, Fellowship, 20 Questions
Dinner: Seafood Buffet (tickets provided)
Saturday
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Breakfast (or optionally brunch - tickets provided)
9:30 - 11:30 AM

Session 2
Brunch (tickets provided)
2:00 -4:00 PM


Session 1
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
Session #1 – Introductions
Friday 2:00 PM to 4:30 PM
- Introductions / Who are YOU?
- Your Name and District
- How long you have been DCO,
and any Comments
- WHAT you expect from this meeting?
Session #1 – Introductions
Friday 2:00 PM to 4:30 PM
- Introductions / Who are YOU?
- THANK YOU ! ! !
Session #1 – Overview
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
● ezBulletins (new)
● DUES/Invoicing
● Club Web Sites
Session #2 – Discussions
Saturday 9:30 AM to 11:30 AM
- “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
Session #3 – 2010 and beyond
Saturday 2:00 PM to 4:00 PM
-
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!
The Process … and the Solution
=DaCdb
daK-dee-bee
Session #1 – Review 2009

Introductions – Our introductions

SO, Who WE are?
Simply the Best, Inc.

Mike Thacker, CDP




Mark Landmann



Technical Architect / Development
30+ years, CIO Tanning, Chief Engineer Jeppesen
Connie Thacker



Internet Marketing / incorporated in 1989
Supports over 160 different websites w/databases
40+ years large scale databases and computer consulting
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
DaCdb Growth (States & Districts)
End of 2008
57 Districts; 1,928 Clubs
DaCdb Growth (States & Districts)
End of 2009
102 Districts; 3,241 Clubs
Functional Enhancements

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 modules:







Club Weekly Attendance
Club Dues & Invoicing
New Member: Welcome letter and
Sponsor: Thank You letter from Governor
Every Member: Happy Birthday letters
Club Websites (standard -or- customized)
ezBulletins (demo later)
Opportunity for members:

(coming soon)
B2B – Rotarian-2-Rotarian advertising
Functional Enhancements

Premium modules:

Weekly Attendance – 2 CLICKS to ADD a meeting
Functional Enhancements

Premium modules:

Weekly Attendance – Just “check-in” who attended
Functional Enhancements

Premium modules:

Club Dues & Invoicing: in just 8 clicks
Functional Enhancements

Premium modules:

Club Dues & Invoicing: then PMAIL this Invoice
Functional Enhancements

New Member: Welcome letter from the Gov.
Functional Enhancements

Sponsor: Thank You letter from Governor
Functional Enhancements

Every Member: Happy Birthday letters from Gov.
Performance Summary
151 Users logged in
250ms AVG response
¼ of a second
DCO Functions – for DGEs
6 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 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 DGEs



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PETS – DaCdb 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 Assembly/SETS)

DaCdb Training session for the PEs (WHAT)
- See Training Resources under HELP tab

DaCdb 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…
Winner(s) gets an

What is an OOK???
OOK
Prize!
DCO Functions – GAME
20 Questions…Winners gets OOK 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!

Q1: The Calendar of Events goes
HOW MANY months into the future?
DCO Functions – GAME

A1:
18 Months
DCO Functions – GAME
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!

A2:
LVL-7s and Moderators of the
Event
DCO Functions – GAME
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!


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!

Q4: MOST of the new reports in the
system will be generated by what
method?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!

XML/XLS templates
Do you care? Yes, more flexibility!
A4:
How do I learn about XML?

A: http://www.freewebmasterhelp.com/tutorials/xml
DCO Functions – GAME
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

Clone the DLT committee, and make
them DG in their year (2010-11)
A5:
DCO Functions – GAME
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!


Username is their E-mail address
and the Password is RI MemberID#
A6:
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!

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!


Username is their E-mail address
and the Password is their LastName
A7:
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!


Q8: WHY would you setup a GdG
committee? And HOW?
GdG: Group de Groups,
or Group of the Groups
DCO Functions – GAME
PMAIL multiple groups with one
message: Presidents and AGs

A8:

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!

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!
The camera ICON just means they
have a photo on file.

A9:

Bonus: What does the GREEN CHECK mark
in Col 1 mean?
DCO Functions – GAME

Q10: WHEN do you use the
SPOUSE Registration Entry
type of question in your Event?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!

To generate their Name Badge;
can also have a different COST for
their registration.
A10:
DCO Functions – GAME

Q11: WHAT does YELLOW in a
Calendar EVENT mean?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!

It is InActive status,
and only the Event Moderators
and Lvl-7s see the Event in the
calendar
A11:
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!

Q13: On the NAME BADGES, where
DOES the new year THEME come
from?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!


We put them in DaCdb as soon as
new year theme is announced at
International Assembly (Jan 18, 2010)
A13:
Then, it is in the “library” of available
graphics
DCO Functions – GAME
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

IF the Member's RI ID is "0",
then that option is displayed at
the time of the DEL transaction.
A14:

(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

A15:
Use the “link” on Log IN & OUT
DCO Functions – GAME
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!

Q17: How can if easily FIND a topic
in the FAQs (by keyword)?
DCO Functions – GAME

Just click CTRL + F to activate the
FIND/Search functions. Then, keyin
the word you are looking for.
A17:
DCO Functions – GAME

Q18: In a COMMITTEE name,
What does the prefix "GdG-" mean?
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!

They are a special type committee
“Group of the Groups”
A18:
(e.g.: P & AGs) primarily for easy
PMAILing the same message
to multiple groups.
DCO Functions – GAME
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!

ANY data values in RED, are the
result of the registrant making
selections, or actually keying in the
data values.
A19:
Any data values in BLACK came from
the database.
DCO Functions – GAME

A19: Back Room Screen Shot…
DCO Functions – GAME
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!


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

A20: EDIT Form Screen Shot…
DCO Functions – GAME
20 Questions…Winners gets OOK Prize!
The WINNER of the OOK is:
DCO Functions – Misc
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 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 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 Yourself, click on Members tab
You can SAVE your own “templates” in PMAIL
(see next page)
DCO Functions – Did You Know?
DCO Functions – Did You Know?
THE END
Seafood Buffet
on your own
Suite 2100
Elvis has left the building
SESSION #2 - DISCUSSIONS
Saturday 9:30 AM to 11:30 AM
Beginning of Mark and Jamie’s presentations
DaCdb User’s Conference
Saturday - February 20, 2010
District and Club database
daK-dee-bee spoken here!
DaCdb
SESSION #2 – SATURDAY AM
Past Year Summary
Demos – Club, Member, Committee and Report Functionality
New Feaures:
External Guest Registration
Rooms
Discussions:
Club Position / Year-End Processing
Requirement Gathering
AG 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.
PAST YEAR SUMMARY
Average Number of Users
Avg Number of Transactions
Club Listing / Edit
Member Listing / Edit
Committee Listing / Edit
Reports
PMail
NEW TABBED FORMAT /
LISTING
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
Clubs
Member
Committee
Reports
PMail
DEMO
Reports 2.0



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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


Access Reports 2.0 from the R2 tab
“R2” will be renamed “Reports” later
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 Guest Registration
Room Module
NEW FEATURES
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)

Event registration is
the same
External Registration (Guest)

All Payment options
are available

Note: SecurePay
users must notify
Securepay to allow
transactions from
IsMyRotaryClub.org
External Registration (Guest)

Registrant will appear in the Backroom
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.directoryonline.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 – (PPT and Demo)
DEMO
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
Year-End Rollover Process
CLUB POSITIONS
DISCUSSION
Club Positions – Current
Club Positions

Proposed – Last Year


Dual positions – current year and next year
Club runs the update process (its their data)
Club Positions – New Format
Club Positions - Planned



Current year uses name or alias position
Only officer positions
Multi-year entry
Club Positions -- Technical
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
AG POSITIONS
Assistant Governor Assignments

Assistant Governor’s committee is master



DLT is updated automatically via AG


Update the AREA assigned for each AG
Automatically flows to the DLT and AREAS
NOTE: Data only flows from the AG to DLT
AsstGov tab: AREAS also updated

Lists all the Clubs for each AG
Interactive!!!
QUESTION AND ANSWERS
LUNCH BREAK
SESSION #3 – SATURDAY PM
Premium Modules
Weekly Attendance
Club Dues/Accounting
ezBulletin
Weekly Club Attendance
Club Dues
ezBulletin (coming soon)
PREMIUM MODULES
On-Line Club Dues Payment
Club Dues Invoice Update

Including detail data behind Weekly
Attendance Counts



(MemberType)
Meetings Attend
Meetings Missed


Makeup Meetings
Meal Code
Weekly Club Attendance



Edit Guest
Edit Snapshots
Various Display Options
Stories
ezBulletin
MoPhotos
Disaster Recover
Speaker Bureau (if time)
NEW PRODUCT DEMOS
Stories
5790 District Website
Migration of public access to IsMyRotaryClub
DEMO/DISCUSSION
Migration to IsMyRotaryClub.org
PUBLIC ACCESS
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
Public Access

Example of page on L0 and page on IsMyRotaryClub
DaCdb L0
IsMyRotaryClub
PREMIUM EMAIL
DISCUSSION
Premium Email




New Member Welcome
Sponsor Thank You
Termination
Happy Birthday
Birthday Emails



Scheduled Nightly
District Summary
Club Summary
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
The hidden features – and Options in DaCdb
DID YOU KNOW?
DaCdb Terminology

UserName


MemberName


FirstName Middle LastName Suffix
FName


LastName, FirstName Middle Last Suffix
FirstName or NickName(BadgeName) if present
Account = District
Member View

Different Member View pages possible per District
- OR -
Member View
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 ?
u/d bits/sec
250,000
500,000
750,000
1,000,000
2,000,000
21,700,000 bytes
173,600,000 bits
833.3 seconds
416.6 seconds
277.8 seconds
208.3 seconds
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?
Club Listing

Club Member Listing can be changed

Customized by District/Account (uniformity)
Calendar


Added calendar to registration events
Added list of registrants if Roster items selected
Weekly Attendance - Dues

Major Integration Points (red)
Logo Management

Manage your own logos within District
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.
Event Reconcile

Who is Registered? Who has not Registered?
Reconcile (PETS Example)
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!
Attendance Nag Logs

Nag Messages are logged
Logical Deletes

All members are logically deleted.




A deleted member can be reinstated



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
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

#33 - Dynamic Dump
Validating Email Addresses

The new Member Edit screen (M2) will show if the
email is syntactically valid.
Club Attendance - Offline




Offline Application
Barcode enabled
No extra cost
Multiple meetings
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
District Home Page
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
Help Search
Disaster Recover


Quick Prototype
Looking for a sponsor
MoPics

TO:


Subject:


member@directory-online.com
MemberID
Scheduled task – every 5 min
FUTURE ENHANCEMENTS
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)


High Res Pictures



Have the ability now
Looking for a good business need
RICAS Import Data



Address security concerns
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)







R2R/Job Module
Interactive!!!
QUESTION AND ANSWERS
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? Userentered 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)
DINNER – YAHOO!!!
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

Start



Bulletin Name
Bulletin Subject
Select Template
ezBulletin


Start with blank
template
Click to edit




Title
Story Title
Story Description
Picture
ezBulletin


Finished Product
Publish to:



Club Bulletins
District Newsletters
Send to PMail
ezBulletin - PMail

All of PMail’s capability are there


To/From/CC management
Personalization MetaTags (Variables)
ezBulletin - Publish



Club Bulletin
District Websites
PDF or HTML Options
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, SemiAnnual, 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



DLT is updated automatically via AG


Update the AREA assigned for each AG
Automatically flows to the DLT and AREAS
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

Today



Limited
Confusing
Frustrating
Correct!
Wrong!
Participation Data

Proposed

Option #1




Option #2



WYSIWYG Editor (similar to PMAIL)
{%parm%} replacement
Add text, logos, whatever
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

Today


Proposed





No limits! How much is enough?
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
Rational



Management / planning of disk space
Usage fairness across all Districts
Charge for extra disk space? ($5/mo 100Mb)
File Space
File Space (Top Districts)
File Space (Top Files)
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
Q&A

Questions / Comments?
SESSION #3 - 2010 & BEYOND
Saturday 2:00 PM to 4:00 PM
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 (Guest)

Event registration is
the same
External Registration (Guest)

All Payment options
are available
External Registration (Guest)

Registrant will appear in the Backroom
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
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

Access Reports 2.0 from the R2 tab
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
Q&A

Questions / Comments

Award the daK-dee-bee diplomas
THE END
That’s ALL Folks!
Elvis has left the building
DaCdb User’s Conference
February 20-22
2009
Group Photo