Delaware Valley Orienteering Association

Topic created by kent on Sun Mar 20, 2011 at 12:09 pm

kent
Num Posts: 38
Primary Club: DVOA
Fav map: Warwick
First O: 1988

Based on some replies in the Renew your membership online topic, I'm starting a new topic so that this doesn't get buried in another topic. In that topic John asked for an explanation of what has been done to facilitate many processes and show how they benefit the membership and registration process. I'm not a member of the exec committee, but had a major role in implementing many of the procesesses. Here's my take:

 

1. Availability. Before having the database on the web, it was practically impossible to get an accurate up-to-date membership list.
2. Accuracy. Members can now update their own addresses, telephone, email, and family members.
3. Ease of use. Compared to filling out a form, finding the checkbook, writing a check, finding an envelope, addressing an envelope, finding a stamp, and then walking to the mailbox, all it takes to either join or renew is a few mouse clicks (although personally, I miss the walk to the mailbox)
4. Ease of administrative tasks. When renewing online the membership person does not have to do anything. Your renewal is effective immediately.
5. Speed. Your renewal or membership is effective immediately. No waiting for the mail service or for checks to clear.
6. Easier scheduling. When Ed Scott adds a schedule entry he now selects event directors and course setters from a drop-down list. The ED/CS contact information that is displayed on the schedule page is then pulled from the database. Ed does not have to manually enter that data. Saves time for Ed and he doesn't have to worry about typos.
7. Easier for event directors. Event directors can enter their own news articles, course details for the news, enter any needed volunteer positions, select their event's start location, and file an event report. Their event report is then available for future event directors.
8. Easier for the results and rankings person. As the results and rankings person, I obviously need access to the membership database. I can assure you this is something I've needed since 1995.
9. DVOA Rankings. According to the rules, only DVOA and SVO members are eligible to be ranked. This can now be accurately checked.
10. Express List. Previously the express list was composed of people that had been ranked in the previous year. At an upcoming Board of Director's meeting in April the content of the Express List will be discussed. If the decision is to include all members on the express list then this will become a much easier task to manage. (See Ed's post above)
11. Flexibility. The membership person still has the flexibility to make ad hoc decisions concerning membership. There will be no membership police at events strictly enforcing membership rules. No Event Director is going to force you to pay the non-member rate just because you forgot to renew.
12. Dues. However, it is a fact that a (very) few people have claimed to be members when in fact they have either never paid or only paid several years in the past. It seems only fair to give these people a gentle reminder to renew.

 

Yes, I know that's twelve. No charge for the bonus ones! And here's a couple related items that need to be addressed:

 

1. No web access. If you do not want to or cannot access the web, then there is only one change from before: instead of mailing your membership forms to Mary Frank, send them now to Bob Fink.
2. Security. Access to the membership list is limited to the President, Vice-president, secretary, treasurer, membership person, and the webmaster. They have been urged to use secure usernames and passwords. The data that is collected and stored is of limited use in the event of a data breach. We do need your mail address (for the Briar Patch) and your email address. Telephone numbers are optional. We do need your year of birth, but not the month and day. We do not have or need social security numbers. Passwords are encrypted before being stored, so even the webmaster cannot read them. Credit card numbers do not go through DVOA's webserver so there is no opportunity for me or anyone running the site to ever capture or save a credit card number.

 

I hope this list helps. If not please ask.

Kent (Webmaster)

Reply by o-maps on Sun Mar 20, 2011 at 8:44 pm

o-maps
Num Posts: 69
Primary Club: DVOA
Fav map: Fair Hill 1:15,000
First O: 1987

Thanks Kent!  You're the best!