simplifying club administration: how to integrate your club database with ri's

2016 ROTARY INTERNATIONAL CONVENTION

Simplifying Club Administration: How to Integrate your Club Database with RI

Peter Markos, CIO Rotary International

ROTARY’S DATA INTEGRATION STRATEGY

To allow for innovation of technology solutions at the local level by clubs, districts, and members by:

• Making access to data easy

• Providing a mechanism to share these solutions

WHY IS THIS STRATEGY IMPORTANT

Many of the greatest ideas and solutions come from our members.

• Rotary International can’t implement every great idea – resource constrained

• We can’t address local needs efficiently

• Time to market with local solutions is much faster

• Simplify logins by logging into your club’s website with your My Rotary login

• Download your club membership to a club attendance app on your phone.

Data integration is about spending less time on administrative tasks so your club can

focus on its goals.

STRATEGY IMPLEMENTED – REAL EXAMPLES POSSIBLE

DATA INTEGRATION FOR LOCAL CLUB/DISTRICT DATABASES

• Data Integration is the ability to connect your club’s membership information directly with RI

• Get the data you need when you need it

• Provide updates to RI automatically

• Connect your club data with RI to make club administration easier

DATA INTEGRATION SERVICES: BACKGROUND

• Formerly the One Rotary Hub, RI’s Data Integration Services (DIS) are the same web services (API) that RI uses

• DIS provides standardized access to RI data through RESTful services

DATA INTEGRATION – WHAT IS POSSIBLE?

• Individual Updates

– Demographic (Name, Birthdate, Gender)

– Address, Phone, Email

• Club Updates

– Address, Phone, Email

– Officers

– Member status changes (New, Termination)

• More available for those interested

ROTARY INTERNATIONAL USES THIS APPROACH INTERNALLY

DATA INTEGRATION – PROTECTING YOUR PRIVACY

• We take the protection of our members data very seriously

– Access is restricted to who the clubs authorize

– Strong technical controls in place to enforce rules

– Strong licensing agreements governing data usage and protection

ADDRESSED THE BARRIERS TO ADOPTION CHALLENGE

• Eliminated duplicate data entry

• Simplified administration and management

• Improved data quality and timeliness of information sharing

The result is over 11,000 clubs integrated!!!

COMMUNITY MARKETPLACE

COMMUNITY MARKETPLACE

• Marketplace Apps –mobile apps that help our members achieve more

• Club Management Systems – EZ Club, ClubRunner, SEMDA

• Online Tools–created by and for Rotary and Rotaractmembers

What do our partners say?

ClubRunner

Rotary

Internatio

nal

Database

27,070Update

Termination Date

Club Meeting Info

3,779Name Change

15,419Fax Change

16,208Email Change

22,377

Terminate Member

33,615Address Change

39,385New Member

50,425

Phone Change

81,698

Executive Change

88,541

2015

Total updates in 2015:

378,517Integrated clubs:

5,881Manual updates (new member):

50,425Goals: Better data quality

Improved success rate

ClubRunner

Future for DIS: Expand updates to include:• Contributions history

• Awards and recognition

• Support for data sharing regardless of software vendor

(read only secondary partner)

• Grants reporting for Districts (tied to CR Grants

module)

• Social intelligence & profiling

Value for Customers:• Eliminated countless hours of duplicate data entry over the past 5

years! First integration occurred October 18, 2010

• Reduces instances of human error

• Member-level privacy options respect member’s preferences

Roster On Wheels – Feature Offering through DIS support

Rotary.org

DIS

Project Reporting

Attendance Reporting

Dues Management

RI Events

RI Communication

Grants ManagementFellowship Groups

Member DetailsClub Details

ZOLV Data SEMDA, the independent integration

Data Integration Services, DIS, gives us as Vendor more functionalities and simple access to My Rotary Database. We can now Add, Move and terminate members directly.We can also manage club officers for both current and future years.

Data Integration Services, DIS, gives the Clubs less administrative work as they only have to enter data in the local database. This makes data entry faster and more simple.

In the close future we like to see DIS handling Rotaractors and district officers. Hopefully we will also see that DIS will open for integration of all other data in RI databases.

ROADMAP FOR INTEGRATION SERVICES

• Multiple vendor integration is now available

• A club could use one partner for its primary database

• Allow the district/zone/etc to use a different vendor

• Data can be synchronized so everyone has the same information

ROADMAP FOR INTEGRATION SERVICES

• Multiple vendor integration

• Rotary Club Central Services

– Goal Setting & Achievement

• Rotaract Club services

• Global and District Grant services

• District and Regional Magazines

Discussion Period

• Does your club use a local database that is not integrated?

• What works well from your perspective, what could be improved?

• What next, what integration would provide the most value to clubs?

INNOVATE

Rotary’s greatest strength is its members.

Who create solutions to meet the needs you see, leveraging Data Integration to

TAKE ACTION

Share your solutions through the Community Marketplace

Rate this session! Your feedback is valuable so remember to

complete the brief session evaluation in the convention

mobile app. To download the app, search for “Rotary Events”

in your Apple or Android app store.

This presentation and others from throughout the convention

are available through the convention mobile app and on

SlideShare at www.SlideShare.net/Rotary_International.