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ClubRunner and Rotary International Database Integration

Introduction and OverviewNovember 2010

ClubRunner

Agenda

1. Introduction – OneRotary Initiative2. API vs. Email Integration3. Supported Updates and Privacy4. Importance of RI Member ID5. RI Member Access Portal (MAP)6. Getting Started7. Future Plans and Enhancements8. Q&A

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Introduction

• ClubRunner Database – Club/District/Zone• Hosted by ClubRunner’s Data Centers• Independent of Rotary International’s

Databases in Evanston, Illinois• Double data entry for Club Secretaries• Semi Annual Reports (SAR)• Email notification system (Old RI Reporting)

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OneRotary Initiative

• Allow software providers to connect to RI Databases to synchronize member updates

• ClubRunner worked closely with RI to pioneer this initiative and set technical guidelines

• ClubRunner first and only company to have this integration (as of November 2010)

• Released to all ClubRunner customers November 1 2010 and available today under Version 2.0.

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API vs. Email Integration

Previous Email Notification System:

• Every time a member profile is updated, software sends updates to data@rotary.org

• Wait one to two weeks for data to be processed by RI Data Services Division

• Exceptions/errors – further delays• No feedback on new member additions

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API vs. Email Integration

New API Integration System:

• ClubRunner and RI databases tied via a secure connection

• Every time an Active or Honorary member profile is updated, ClubRunner updates RI database in real time

• Wait 10 minutes for update to go live• Strict business logic layer for catching exceptions

and protect data integrity

ClubRunner

Email Integration (Old)

ClubRunner Rotary International

Member Updates (Emails)

RI Data Services Division (Manual

Data Entry)

1 to 2 weeks

• No confirmation of changes• No security or business logic layer• No return of RI Member No.

= LOW ACCURACY

ClubRunner

Web API Integration (New)

ClubRunnerDatabase

Rotary International

Database

Member Updates

(Web Service)

Security Rules and

Privacy Settings

API Library

Return RI Member No.

HIGH ACCURACY & DATA INTEGRITY

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Supported UpdatesAvailable Updates to Existing Members:

• Name changes (Mandatory)• Home address (At least one address is mandatory)• Work address• Home Phone• Work Phone• Cell (Mobile) Phone• Home Fax• Work Fax• Email

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Supported UpdatesNew Members:

• Add New Member – Automatic Email Notification to RI

• One week until updated at RI• RI Member No. populated on ClubRunner

member profile• Updates to that member from that point are

automatically synchronized

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Privacy OptionsClub and Member Privacy Options:

• Club decides which fields to share with RI• Found under RI Integration link, under

Membership tab• Individual members can further decide to opt

out of certain fields• Found in Member Profile, under Privacy tab

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RI Member No.• This is the key to making successful updates• Found within ClubRunner member profile,

under Rotary tab• Automatically populated once you switch on

API Integration• Allow one hour for completion• Unmatched members report found in RI

Integration link, under Membership tab

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RI Member Access Portal (MAP)

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www.rotary.org

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RI Member Access Portal (MAP)

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Login Screen

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RI Member Access Portal (MAP)

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Administration Options

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RI Member Access Portal (MAP)

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Membership List

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Getting Started

• Opt in at Rotary Member Accesshttp://www.rotary.org/en/secureselfservice/Pages/AddVendorOrganization.aspx

• Opt in at ClubRunner• Set your club’s privacy options• Wait for RI Member No.s to get populated

(under one hour)• Continue to make updates through

ClubRunner as before

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Opt in at Rotary.org

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• Log in as Club President, Secretary or Executive Secretary/Director• Click on Update Club Data on the left menu

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Opt in at Rotary.org

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• Scroll to bottom of page, and look for Partner Organization section• Click on the Add Partner Organization link

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Opt in at Rotary.org

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• Select ClubRunner from drop down menu• Read the terms and conditions, and if you agree, press I Agree button

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Opt in at ClubRunner

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• Log into your ClubRunner V2 site as Site Administrator• Click on the Switch on Data Integration with RI (Automatic) link

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Opt in at ClubRunner

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• Check the checkbox to switch on integration• Customize your privacy options by selecting the fields to synchronize• Press the Update Privacy button

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Opt in at ClubRunner

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• Verify your Rotary Club ID is properly set by going to Edit Club Info & Settings from the Admin page

• Enter your Club ID if not already populated, then press Save Changes

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Opt in at ClubRunner

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• If you have some members who prefer not to send data updates, go to their ClubRunner member profile, and select the Privacy tab

• Uncheck the fields which you do not wish to share with RI for that member

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Ongoing Updates

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• Now that Integration is switched on, continue to make updates through your ClubRunner site

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Ongoing Updates

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• Click on Edit to make changes

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Ongoing Updates

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• Click Save, and synchronization with RI will happen automatically

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Future Plans

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• Ongoing plans to expand to more types of updates

• Club officer changes• Club meeting and address information• Two way synchronizationTo stay up to date on this project:www.clubrunner.ca/integration

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Q&A

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