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ClubRunner and Rotary International Database Integration

ClubRunner and Rotary International Database Integration. Introduction and Overview Introduced: November 2010. Agenda. Introduction – OneRotary Initiative API vs. Email Integration Supported Updates and Privacy Importance of RI Member ID RI Member Access Portal (MAP)

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ClubRunner and Rotary International Database Integration

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  1. ClubRunner and Rotary International Database Integration Introduction and Overview Introduced: November 2010

  2. 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

  3. 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

  4. 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 Confidential

  5. 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

  6. 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

  7. 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

  8. 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

  9. Supported Updates Available 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

  10. 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

  11. Supported Updates Terminated Members: • When member terminated – RI is Automatically updated • Future updates to that member no longer synchronized (only Active and Honorary)

  12. Supported Updates Executive 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

  13. Supported Updates The Database Integration also syncs Club Information with RI: • Club Meeting Place • Club Meeting Address • Club Meeting Date • Club Meeting Time • Club Website

  14. 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

  15. 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

  16. 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

  17. 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

  18. My Rotary www.rotary.org ClubRunner Confidential

  19. My Rotary Login Screen ClubRunner Confidential

  20. 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 ClubRunner Confidential

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

  22. 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

  23. 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

  24. Opt in at ClubRunner • Log into your ClubRunner V2 site as Site Administrator • Click on the Switch on Data Integration with RI (Automatic) link ClubRunner Confidential

  25. 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

  26. 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

  27. 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

  28. Ongoing Updates • Now that Integration is switched on, continue to make updates through your ClubRunner site ClubRunner Confidential

  29. Ongoing Updates • Click on Edit to make changes ClubRunner Confidential

  30. Ongoing Updates • Click Save, and synchronization with RI will happen automatically ClubRunner Confidential

  31. 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 ClubRunner Confidential

  32. Q&A ClubRunner Confidential

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