WLA Task Force on Technology Utilization
Topic Paper
(My information is very basic, but obviously, I've had a hard time getting my assignment done! I also need remedial training in search techniques. Have pity; I'm not a librarian!!!)
Web interface to the association's membership database.
Options for application include online directories, e-mail distribution lists (including ongoing legislative communications, promotion of WLA-sponsored events), and processing payment for membership, conferences and other association products and services. All transactions would be recorded in the database as they occur.
Online membership directories can be live (updates occur as members make them) or a copy that is updated by office staff on a regular basis. Keith Williams, in Technoscope, and ASAE publication (Septemer 2000), outlined some considerations for putting a database online. Server capacity is critical, as well as having an adequate number of licenses for staff and member users who may be simultaneously using the database. Licenses are required for the management system and the server operating system. The association also must consider the cost of additional modules if the users will be able to register for meetings, renew or order products and services online. Williams recommends installing a dedicated T1 line to handle all the connections. He also recommends outsourcing the hosting of the database web connection and the website if staff is not available to make sure the server stays up around the clock.
How might WLA use this in the next 3-5 years?
There are many ways WLA could benefit from web-based database. Although it is not cheap to upgrade the database or integrate it with the website, it seems that this level of service will be expected by members (especially the technologically adept and younger members). All of the options I mentioned in my opening paragraph could be useful to WLA. Giving members access to their records and eliminating the need for staff to enter registration data seems incredibly appealing for a small staff like ours. That is, once it's up and operating smoothly.
Costs, vendors
http://www.gatsbysoft.com
Gatsby Database Explorer 3.0 Standard Edition allows you to Web-enable one Microsoft Access database on a single Web site for an unlimited number of users with a single login. Cost: $495.
Licensing for Gatsby Database Explorer 3.0 for SQL Server is based upon the number of unique concurrent users (UCUs) allowed to access the product on a single Web site on a single server. The base package includes support for 5 UCUs and retails at $2495.00. UCUs are the number of distinct user accounts that may simultaneously access Gatsby Database Explorer. Additional UCUs can be purchased in packs of 10 and 25. Cost for package for 25 UCUs is $3999. One year of maintenance and support is $600 for this package. A development license would be $495.
http://www.123signup.com
"Membership Relationship and Event Management Solution" allows members and prospective members to join, renew, update individual profiles, register and pay for events, and network with other members. Cost is $500 per month, plus a $1,000 setup fee (based on our current budget size).
With this option, the whole database is hosted. People can join or renew their membership, update their records, search the membership directory, register for events or purchase products. Staff can send event promotions (with special feature that provides printed material for those without e-mail) and reminders, and confirmations are automatically sent to registrants.
http://www.imis.com
Advanced Solutions, Inc. provides iMIS, an association management software program with several modules, including meetings, membership, committees, accounts receivable, etc. They offer a package that can be web-hosted by the association or by iMIS. Costs for the software and hardware for the association-hosted package would be $15,000 or more. Couldn't find the iMIS-hosted costs without providing specific information to them, and didn't want to elicit sales calls at this point.
There are tons of database solutions for associations. IMIS is one of the more commonly used options; I have no idea how well known the others I cited are.