EXECUTIVE COUNCIL MEETING 2 and 3 December Barbados 116 th SESSION OF THE EXECUTIVE COUNCIL. Item The new Membership Database of ICOM

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1 EXECUTIVE COUNCIL MEETING 2 and 3 December Barbados 116 th SESSION OF THE EXECUTIVE COUNCIL Item The new Membership Database of ICOM Table of contents: 1. Expectations and suggestions 2. Targeted functions 3. Targeted timetable 1

2 1. Expectations and suggestions The Secretariat consulted both National Committees and International Committees in order to confirm their expectations for the new database. This consultation process included the following steps: a) One to one meetings / interviews with four National Committees and one International Committee: France, Switzerland, Germany, USA, CIDOC. b) An online questionnaire sent to all Committees, in July with a reminder in September and a deadline in October. The online questionnaire covered five major subjects: i) Tools currently used as databases, ii) Feasible extractions with the aim of an interface with the Secretariat database, iii) Functions mainly used, iv) Need for specific registration forms and v) Expectations. 2

3 The rate of answers reached 55% in the average, up to 80% for the international committees: International 24 out of 30 or 80% National* 52 out of 108 or 48% TOTAL 76 out of 138 or 55% * Except 7 Committees with no valid Algeria, Burkina Faso, Egypt, Nicaragua, Sri Lanka, United Arab Emirates. For both National Committees and International Committees, the Secretariat noted the following key trends: 1) Excel spreadsheets or equivalents are currently the main tool used to manage membership; 2) Mailing list and export reporting are among the first three functions used by both National Committees and International Committees; 3) Membership online system is the second function used by International Committees. 3

4 What tool(s) do you use for membership management? As part of managing membership, what are the uses of your database? Answers from National Committees Dedicat ed conta ct manage ment soft ware 15% Paper file 15% Access base or equivalent (Filemaker,...) 15% Excel spreadsheet or equivalent (Open Office,...) 55% Export reporting 20% Mailing list 44% Opportunity for members to manage online their profile 4% Membership online system 6% Billing application 19% Online payment Interface with an accounting software 4% Answers from International Committees Dedicate d contact management software 10% Paper file 6% No membership management Access base or equivalent (Filemaker,...) 19% Export reporting 17% Opportunity for members to manage online their profile Membership online syst em 21% Excel spreadsheet or equivalent (Open Office,...) 62% Mailing list 46% Interface with an accounting soft ware Billing application 7% Online payment 4

5 The Secretariat will also consider the following information / best practice: Eleven Committees, or 15%, already use various dedicated management systems, among which imis (USA), Ksharsheret management software (Israel), Cobra Adress Plus 11 (Germany), Esolution (Canada), Museum Plus (Switzerland), Milanex (Norway), NIL (Kenya), Web bases application SQL server (Portugal), web server (ICOM CC), Adobe Creative Suite 4/Macromedia Contribute 3 (CAMOC), Address book (CECA). Depending on the level of acceptance by the potential users and the related costs, this may result in switches to the new Secretariat database or development of specific interfaces. Thirteen Committees, or 17%, reported specific fields used for the membership application forms namely: Ukraine, USA, South Africa, Israel, Australia, Denmark, Germany, Canada, Switzerland, Belgium, Guatemala, ICMAH and CIMAM. When developing the on line application form, the Secretariat will ensure that specific fields can be added. Three Committees (USA, New Zealand and ICOM CC) already handle payments on-line. Five Committees (USA, Denmark, Norway, Canada and CIMAM) have developed an interface with an accounting software. The major expectations of both National Committees and International Committees can be summarized as follows: a) Access to relevant and updated data on their members, similar to those maintained by the Secretariat; b) Functions allowing flexible searching, mailing, extractions, reporting, including financial figures, similar to those used by the Secretariat Such expectations have been taken into account in the request for a proposal sent to the potential vendors in mid-november ) Targeted functions of the database 2.1 Two major phases: the members and contacts database identified as a Phase 1 should lead to a global ICOM database on a longer term, as follows: Phase I - Members and Contacts Database to be effective by September 2010 for the tier 1 priority functions and by the end of 2011 for the tier 2 functions (see section 3 below). This phase should cover the following key processes: - membership administration and management, including accurate and complete members profiles and appropriate linkage between the Secretariat data and the Committees data; - contacts management of both ICOM members and non ICOM members. 5

6 Phase II / ICOM Database In a medium / long term and depending on available resources, the goal is to expand the database to all the Secretariat services/departments, including Programmes, Fundraising and Press/Communications. Such specifications will be mentioned in the Call for Tender to ensure that the chosen software will be able to be adjusted accordingly. 2.2 Phase 1 should lead to an automated and integrated tool on which both the Secretariat and the Committees will leverage to manage their daily operations and sub-process, including: - Call for membership payments and actual tracking of payments received by the Committees and Secretariat; - Mailings and subscriptions for ICOM publications; - Mass ings; - Record of participation and attendance in ICOM activities and meetings; - Voting delegations in accordance with the statutes; - Subventions and financial support granted to the Network. The future system will manage a directory composed of: a) Individual members (ICOM members and ICOM Foundation members) and individual non- members (subscribers, designated institutional member representatives,...); b) Institutional members and non-members. Access to the application will be as follows: a) An on-line web-based access for a group of 11 national committees and 11 international committees; b) A delayed read-only access through a web service for the other; c) For those Committees without access, data will be extracted as Excel files and imported; d) Interface with the Internet web site to allow on-line membership requests and updates; e) Multilingual in English, French and Spanish depending on the user; f) Contractor hosting (in-house hosting will be considered once technical details such as server size requirements will be identified and physical conditions for security will be available); g) Users with granted access, depending on the following profiles - the Secretariat (the Membership Department, including the database administrator), - the first eleven National Committees by number of members, - the first eleven International Committees by number of members, - members of the Executive Council, - the Presidents of Affiliated and Regional Organizations, - progressive access to other Committees. 6

7 3) Targeted timetable of Phase JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC VENDOR TEST TEST TEST TEST TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 1/ Cleanup and recovery of data 2/ Software development 3/ Test 4/ Follow up of the proper functioning SECRETARIAT TEST TEST TEST TEST TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 1/ Cleanup and recovery of data 2/ Test 3/ Follow up of the proper functioning TESTING GROUP TEST TEST TEST TEST TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 1/ Cleanup of data 2/ Formation 3/ Follow up of the proper functioning GROUP A - COMMITTEES TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 1/ Cleanup of data 2/ Follow up of the proper functioning GROUP B - COMMITTEES WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) 1/ Cleanup of data 2/ Follow up of the proper functioning PRESIDENTS AND SECRETARIES TEST Web(2) Web(2) Web(2) Web(2) Web(2) Web(2) MEMBERS Web(2) Web(2) Web(2) Web(2) 2011 JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC SECRETARIAT TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 2 TIER 2 TIER 2 TIER 2 TIER 2 TIER 2 TIER 2 TESTING GROUP TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 2 TIER 2 TIER 2 TIER 2 TIER 2 TIER 2 TIER 2 GROUP A - COMMITTEES TIER 1 TIER 1 TIER 1 TIER 1 TIER 1 TIER 2 TIER 2 TIER 2 TIER 2 TIER 2 TIER 2 TIER 2 GROUP B - COMMITTEES WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) WS/ S(1) MEMBERS Web(2) Web(2) Web(2) Web(2) Web(2) Web(2) Web(2) Web(2) Web(2) Web(2) Web(2) Web(2) Details 7

8 TEST: Validation of the proper functioning with seven testing Committees as identified below Tier 1: First priority functions (membership and payments management, multicurrency management, application forms, searching, reporting, mailing, mass e- mailing) Tier 2: Second priority functions (interface with a billing application, interface with the membership card machine, PDA version, synchronization with messaging, mapping with social networks, tax receipt) WS / S (1): These Committees will have access to a 'web service' or contact the secretariat to have information from the database. WEB (2): Members may change their personal data via their personal page on the website (after approval by the National Committees and/or the Secretariat). Groups of users The testing Committees should include the followings: National Committees = France, Switzerland, Germany, USA and Canada (39% of 2008 members) International Committees = CIDOC, CECA, ICOM CC Group A - Committees National Committees or 65% of the members Germany France Netherlands Switzerland USA Austria Denmark Spain United Kingdom Finland Canada International Committees or 68% of the members ICOM CC CECA CIMAM ICMAH ICFA ICOFOM CIDOC ICDAD ICME INTERCOM NATHIST Group B - Committees: the other National and International Committees, and the Affiliated Organizations. Potential providers In the past three months, the Secretariat met nine potential vendors as follows: Scope, Delssi, Sage, Oracle, Eudoweb, Inet, Salesforce, Carrenet, Mediapost. It was an opportunity to present our expectations with respect to the database, and to test the feasibility of the project. Our project is welcome and all are committed to responding to our request. Following the selection process to be completed by the end of 2009 / early 2010, the effective implementation is scheduled to take place in the first half of

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