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Client Overview
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The organisation was formed following amalgamation of a number
of smaller organisations in the early 1990s. Election of Officers
is held every four years, for which accurate membership data
is required.
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Objective of Assignment
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The objective of the assignment was to standardise the procedures
for the management of the membership database. In order to
achieve the objective, it was necessary to determine how the
organisation’s rules were applied for joining, participating
in and exiting the organisation and how these activities were
processed.
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Process
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Workshops were held to provide an overview of the scope of
the project, which was to determine how the organisation’s
rules and data management procedures were applied in relation
to the management of the membership.
In determining appropriate processes, a number of specific
areas were evaluated, including :
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- reviewing existing procedures;
- identifying how to increase the accuracy of the data;
- understanding the procedures that needed to be applied to
meet specific requirements;
- identifying how data was collected, updated and confirmed;
and
- identifying what was needed to clarify how the rules were
to be applied consistently.
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Outputs |
1. |
Handbook
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An important criteria in drafting a handbook was that it
could be made available to all participants in the organisation
and must therefore be presented in a simple, user-friendly
manner. The information contained in the handbook provided
structured and standardised procedures for the management
of the membership.
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2. |
Common Procedures
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Procedures were designed and developed to provide the required
structured approach to managing the membership under the existing
rules of the organisation.
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3. |
Clear Responsibility Areas
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Processes were designed to ensure transparency, providing
a clear delineation of responsibility areas.
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4.
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Reporting Requirements
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Reporting requirements, as defined in the processes, were
designed as the mechanism for information flow and to provide
transparency of process.
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5.
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How the System Functions
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Although the system had been used by the organisation for
over 2 years, and the features and functionality had been
utilised effectively, in defining the standardised procedures
it became apparent that a number of adjustments and / or enhancements
were required and documented.
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6.
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Training Plan
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The clear delineation of responsibilities of each procedure
mandated the requirement for training in the processes to
ensure consistency of application. In addition, training in
the enhanced features and functionality of the system was
required, and arranged, for relevant staff.
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7.
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Action Plan
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The Action Plan provided an approach to implementation, including
recommended timeframes and an assessment of risks to be addressed
to ensure the successful implementation of the new processes.
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