Membership Process Workflows For the › 2015 › 06 › ...Membership Process Workflow – IES 6...

Membership Process Workflows

For the

February 2014

10A Lor N Telok Karoh Singapore 319637 Phone: +xx xxxx xxxx Web Page: http://www.cypernet.com

http://www.cypernet.com/

Membership Process Workflow – IES 2

Table of Contents Membership Process Workflows ............................................................................................................ 1

For the Institution of Engineers Singapore ............................................................................................. 1

Membership Processes ........................................................................................................................... 4

Customer / Contact Relationship ........................................................................................................ 4

Company Structure ......................................................................................................................... 4

Corporate Structure ........................................................................................................................ 5

Membership Life Cycle ........................................................................................................................ 6

Sample ............................................................................................................................................. 6

High Level Life Cycle Process Workflow .......................................................................................... 7

New Member Process ......................................................................................................................... 8

New Member – With Board Approval ................................................................................................ 9

Enter Customer Details ................................................................................................................. 10

Enter Subscription Details ............................................................................................................. 12

Calculate Subscription ................................................................................................................... 13

Member Receives Invoice ............................................................................................................. 14

Receive Payment ........................................................................................................................... 15

Membership Renewal Process .......................................................................................................... 16

Select Criteria ................................................................................................................................ 17

Generate & Refine List .................................................................................................................. 18

Template (Already Setup) ............................................................................................................. 19

Membership Upgrade/Downgrade ................................................................................................... 20

Find a Member .............................................................................................................................. 21

Update Member Information ....................................................................................................... 22

Calculate Subscription ................................................................................................................... 23

Member Receives Invoice ............................................................................................................. 24

Receive Payment ........................................................................................................................... 25

Suspend / Resign a Member ............................................................................................................. 26

Find a Member .............................................................................................................................. 27

Update Member Information ....................................................................................................... 28

Uploading Member Applications & Contracts .................................................................................. 29

Entering Member Interactions .......................................................................................................... 30

Company Calendar ............................................................................................................................ 31

Importing Contacts ........................................................................................................................... 33


Workflow Essentials – Forms , Documents, Reports and Workflow Engine ..................................... 36

Forms Automation – DataForm ........................................................................................................ 37

Reporting - DataPA ........................................................................................................................... 41

DataDash – Business Intelligence Dash Boards ................................................................................ 47

Snapshots and Real Time Updates .................................................................................................... 48

Snapshots of Entire Job Function ...................................................................................................... 50

Web Integration ................................................................................................................................ 52

Join Online ..................................................................................................................................... 52

Renew Online ................................................................................................................................ 53

Pay Invoices Online ....................................................................................................................... 54


Membership Processes

Customer / Contact Relationship

Company Structure


Corporate Structure


Membership Life Cycle

Sample

Time passes

New Customer Prospect

Membership Enquiry

Receive Application

Form

Run New Member Process

Issue Invoice

Send Member Welcome Package

Due Date Billing Cycle

Time passes

Renewal Process Process New membership

invoices Send out invoices

1month

Process 1st Reminder

1month

Resignation Process If no payment is

received convert to ex-member.

Suspend Process

Time passes


High Level Life Cycle Process Workflow

Membership

application

Exist Survey

New Member

Process

Process

subscription

Payments

Membership

Communications

Run Renewal

Listing

Process

subscription

Payments

Upgrade

Membership

Process

Suspend / Resign

Membership

The Membership Life cycle depicts a basic life cycle of your customers.

You receive Membership application which is entered into your member database,

accept payment and start a cycle (hopefully for many years) that will repeat itself year

after year until the members resigns or ceases their subscription.

This process flow intends to indentify the processes and the workflow required to

maintain your membership database.


New Member Process

Receive

Application Form

Member ?

q

v Select Membership type

v Membership Group

v Relationship status

qq Calculate

Subscription

fee

Process

subscription

Payments

Generate Invoice,

Welcome letters

and Membership

packs

Enter Customer details

into database

Display

Updated

Membership

details

v Customer Name

v Address

v Prime Contact Details

v Industry details

v Personal details

v Roles

v Communication Profiles

No

Yes

Enter

subscription

details

Include in

Marketing

Membership

campaigns

v Membership Status

v Next due date

v Paid to date

v Paid Date


New Member – With Board Approval


Enter Customer Details


Enter Subscription Details


Calculate Subscription


Member Receives Invoice


Receive Payment


Membership Renewal Process

Select criteria

Generate List Refine list

Select

Template

Send Processed

renewal notices

Update interaction

log

Exclude or amend list as

required

v Due date/Paid to date

v Groups

v Status

v Agreements

Process List


Select Criteria


Generate & Refine List


Template (Already Setup)


Membership Upgrade/Downgrade

Find Member

Change

Membership

agreement

Calculate

Subscription

fee

Process

subscription

Payments

Generate Invoice,

Amendment letters

Display

Updated

Membership

details

v Membership Status

v Next due date

v Paid to date

v Paid Date

Update

member

details as

required

v Member Group

v Member Status


Find a Member


Update Member Information


Calculate Subscription


Member Receives Invoice


Receive Payment


Suspend / Resign a Member

Find MemberUpdate member

Record

v New member Group

v New member status

Run

Suspend /

Resign

routine

Send Notification

Update interaction

log

Select

Template


Find a Member


Update Member Information


Uploading Member Applications & Contracts


Entering Member Interactions


Company Calendar When you think of a Calendar you may be tempted to think only of Outlook where you use its Calendar to manually maintain tasks and appointments.

Coresoft uses Calendars for much more, the data is draw real time from Sales, Membership, events, Marketing and website and displayed in a calendar

form in Contacts, Customers, Membership, events and many other places. This data is not manually maintained, its real time information directly integrated

to these other software modules.

You can display the activities for other staff, customers involved in organisational activities, your department or team co-workers real time.

Plus: Please ask us how we integrate with Outlook and mobile devices !


The Company Calendar allows the users to view the different tasks, meetings, opportunities etc… for each staff member, team member and customer

recorded in the database.

Users may also create meetings, tasks, interactions etc… from the calendar itself against a specific member.


Importing Contacts


Workflow Essentials – Forms , Documents, Reports and Workflow Engine

An essential part of any automated process is the ability to send email forms containing database information (related to the actual process being

performed) merged into the form without the need of software programmers assistance.

Coresoft provides series of modules known as the DataSeries which are unique tools designed to perform specific daily processing functions within an

organization.

The building Blocks of Automation are:


Forms Automation – DataForm Dataform allows you to create a form or report from information (that is related to a process) in the database and produce an email , PDF or both at any

step of a business process.

Dataform comes pre-populated with a number of sample forms that you can clone or adapt to your preferred business processes.

You can built instructions for your staff into Dataform so there is never any doubt to which form is to be used.


These forms can be cloned, edited at any time and you can create as many as needed to automate both member interaction and also internal

administrative functions such as staff expense claim forms or application for annual leave.

You are able to introduce DataForms form many of those common processes such as:

Resignation Application


Information Update


Membership Enquiry (by Phone or Web)


Reporting - DataPA For add hock reports development you can use Crystal Reports or Coresoft’s embedded DataPA software.

The advantage with DataPA being the system comes with a large number of “example” reports you can clone or adapt to your needs.


DataDash – Business Intelligence Dash Boards


Snapshots and Real Time Updates Coresoft provides a number of Dashboard views of Membership data, that are used frequently to gain up to the minute insight as to specific Member

related activities.

Website traffic

This Snapshot shows us show is visiting the website, it knows if they are members or contacts and records that activity against the member.

TIP: Note that the graph is distinguishing between new and known visitors and even separating those clicking through on your bulk email !!


Customer Activity

This graph displays inside the CRM from anyone in the database.


Snapshots of Entire Job Function

Membership snapshot on the other hand is most frequently used by membership managers to “real time” oversee activity.


Activity Viewer

One very popular activity viewer replaces the need for over 30 reports, by bring all the relevant information to the screen and allowing the user to click through to the details.


Web Integration

Join Online


Renew Online


Pay Invoices Online

Membership Process Workflows For the › 2015 › 06 › ...Membership Process Workflow – IES 6...

Documents

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