ClubRunner RI Integration

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ClubRunner and Rotary International Database Integration

Introduction and OverviewIntroduced: November 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

ClubRunner Confidential

ClubRunner

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)


ClubRunner

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.


ClubRunner

API vs. Email Integration

Previous Email Notification System:

•Every time a member profile is updated, software sends updates to [email protected]•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

ClubRunner

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

ClubRunner

Supported UpdatesAvailable Updates to Existing Members:

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

ClubRunner

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

ClubRunner

Supported UpdatesTerminated Members:

•When member terminated – RI is Automatically updated•Future updates to that member no longer synchronized (only Active and Honorary)

ClubRunner

Supported UpdatesExecutive and Directors List (Club Officer Information)

•When member is added to the Executive list – RI is Automatically updated•Rotary only collects the following titles

• President• Secretary• Treasurer• Executive Secretary/Director• Membership Chair• Foundation Chair

ClubRunner

Supported UpdatesThe Database Integration also syncs Club Information with RI:

• Club Meeting Place• Club Meeting Address• Club Meeting Date• Club Meeting Time• Club Website

ClubRunner

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

ClubRunner

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

ClubRunner

Compare & Synchronize• Allows you to compare your member data in

ClubRunner with what is available in Rotary Internationals’ Member Access• Sync data between two systems by “pushing”

from ClubRunner to RI or “pulling” data from RI to ClubRunner

• Remove inconsistencies between two systems• Add member directly to RI from here as well• Add member to ClubRunner from here as well

ClubRunner

Getting Started

• Opt in on Rotary’s end from My Rotary• 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

ClubRunner

My Rotary


www.rotary.org

ClubRunner

My Rotary


Login Screen

ClubRunner

Opt in at Rotary.org


• Log in as Club President, Secretary or Executive Secretary/Director• Click on Manage on the top menu and click the Club Administration link

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Opt in at Rotary.org• Click on the Add or Remove Vendor Partner Organization link


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

ClubRunner

Opt in at ClubRunner


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

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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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• 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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• 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

ClubRunner

Ongoing Updates


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

ClubRunner

Ongoing Updates


• Click on Edit to make changes

ClubRunner

Ongoing Updates


• Click Save, and synchronization with RI will happen automatically

ClubRunner

Future Plans and Enhancements

• Ongoing plans to expand to more types of updates

To stay to date on this project or review help documentation:

www.clubrunner.ca/integration


http://www.clubrunner.ca/integration

ClubRunner

Q&A


ClubRunner RI Integration

Business

Transcript of ClubRunner RI Integration