Clubrunner and rotary international database integration
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ClubRunner and Rotary International Database Integration. Introduction and Overview November 2010. Agenda. Introduction – OneRotary Initiative API vs. Email Integration Supported Updates and Privacy Importance of RI Member ID RI Member Access Portal (MAP) Getting Started

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Clubrunner and rotary international database integration

ClubRunner and Rotary International Database Integration

Introduction and Overview

November 2010


Agenda

Agenda

  • Introduction – OneRotary Initiative

  • API vs. Email Integration

  • Supported Updates and Privacy

  • Importance of RI Member ID

  • RI Member Access Portal (MAP)

  • Getting Started

  • Future Plans and Enhancements

  • Q&A

ClubRunner Confidential


Introduction

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 Confidential


Onerotary initiative

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

ClubRunner Confidential


Api vs email integration

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


Api vs email integration1

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


Email integration old

Email Integration (Old)

RI Data Services Division (Manual Data Entry)

Member Updates (Emails)

Rotary International

ClubRunner

  • No confirmation of changes

  • No security or business logic layer

  • No return of RI Member No.

1 to 2 weeks

= LOW ACCURACY


Web api integration new

Web API Integration (New)

Security Rules and Privacy Settings

API Library

Member Updates (Web Service)

Rotary International

Database

ClubRunner

Database

Return RI Member No.

HIGH ACCURACY & DATA INTEGRITY


Supported updates

Supported Updates

Available Updates to Existing Members:

  • Name changes (Mandatory)

  • Home address (Mandatory)

  • Work address

  • Home Phone

  • Work Phone

  • Cell (Mobile) Phone

  • Home Fax

  • Work Fax

  • Email


Supported updates1

Supported Updates

New 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


Supported updates2

Supported Updates

Terminated Members:

  • When member terminated – Automatic Email Notification to RI

  • One week until updated at RI

  • Future updates to that member no longer synchronized (only Active and Honorary)


Privacy options

Privacy Options

Club 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


Ri member no

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


Ri member access portal map

RI Member Access Portal (MAP)

www.rotary.org

ClubRunner Confidential


Ri member access portal map1

RI Member Access Portal (MAP)

Login Screen

ClubRunner Confidential


Ri member access portal map2

RI Member Access Portal (MAP)

Administration Options

ClubRunner Confidential


Ri member access portal map3

RI Member Access Portal (MAP)

Membership List

ClubRunner Confidential


Getting started

Getting Started

  • Opt in at Rotary Member Access

    http://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


Opt in at rotary org

Opt in at Rotary.org

  • Log in as Club President, Secretary or Executive Secretary/Director

  • Click on Update Club Data on the left menu

ClubRunner Confidential


Opt in at rotary org1

Opt in at Rotary.org

  • Scroll to bottom of page, and look for Partner Organization section

  • Click on the Add Partner Organization link

ClubRunner Confidential


Opt in at rotary org2

Opt in at Rotary.org

  • Select ClubRunner from drop down menu

  • Read the terms and conditions, and if you agree, press I Agree button

ClubRunner Confidential


Opt in at clubrunner

Opt in at ClubRunner

  • Log into your ClubRunner site as Site Administrator

  • Click on the Switch on Data Integration with RI (Automatic) link

ClubRunner Confidential


Opt in at clubrunner1

Opt in at ClubRunner

  • Check the checkbox to switch on integration

  • Customize your privacy options by selecting the fields to synchronize

  • Press the Update Privacy button

ClubRunner Confidential


Opt in at clubrunner2

Opt in at ClubRunner

  • 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

ClubRunner Confidential


Opt in at clubrunner3

Opt in at ClubRunner

  • 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 Confidential


Ongoing updates

Ongoing Updates

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

ClubRunner Confidential


Ongoing updates1

Ongoing Updates

  • Click on Edit to make changes

ClubRunner Confidential


Ongoing updates2

Ongoing Updates

  • Click Save, and synchronization with RI will happen automatically

ClubRunner Confidential


Future plans

Future Plans

  • Ongoing plans to expand to more types of updates

  • Club officer changes

  • Club meeting and address information

  • Two way synchronization

    To stay up to date on this project:www.clubrunner.ca/integration

ClubRunner Confidential


Clubrunner and rotary international database integration

Q&A

ClubRunner Confidential


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