Member Management System (Mms)

BULLET BACKGROUND PAPER

ON

MEMBER MANAGEMENT SYSTEM (MMS)

- MMS IS NOT:

-- An event-planning system or tool

-- A performance measurement system or tool

- MMS IS:

-- The official and legal System of Record for obtaining, storing, and using limited personal information and activity records of ESGR volunteers and staff

-- A tool that replaces “ESGR Net”, paper records, “state spreadsheets” and other “now unauthorized” data management efforts as official records (as of October 1, 2016, all volunteer information will be pulled exclusively from MMS)

-- Fully functional, but not yet at full operational capability due to limited data input

-- Expected to be at full operational capability by spring, 2017

- MMS provides effective capabilities for managing volunteer activity information

-- Records hold contact volunteer information (position, training, mentors) as well as volunteer hours and volunteer awards

-- Pre-built reports are available for volunteer activity by state committee, region, position, etc.

-- Bulk email capability allows communication to “all State Chairs”, “all Military Outreach Directors”, etc.

-- Documents Library stores internal ESGR documents not appropriate for the ESGR public website, such as subcommittee meeting minutes, leadership messages to volunteers, etc.

- MMS protects information through restricted access

-- Located in the “ESGR Portal”, the single access point for secure ESGR applications

-- An approved DD 2793 is required to obtain account

-- Access is dependent on authorized “role”

- State Committee roles are determined by the State Chair, and provide

-- General Volunteer (default): visibility of own contact info and individual correspondence

-- State Leader: visibility of all committee members, group correspondence, and reports

-- State Admin (typically Full Time Staff (FTS) personnel): full access to add/update members, volunteer training, volunteer awards, volunteer hours, with group correspondence and reports

(See attached “MMS Permissions by Committee Position” document)

- A complete member record will include:

-- Volunteer name, email address, mailing address, phone number, volunteer agreement (DD Form 2793), and shirt size

-- Assigned position title (“volunteer” for all AND specific leadership roles for those also holding leadership positions)

-- Volunteer hours, currently input by FTS, but eventually populated from Event Plus

-- HQ ESGR awards (VOTY, 7 Seals, etc.) with generic state level awards (once capability exists)

-- Training completion

- Data loading schedule provides “phased” approach to full operational capability

-- Step 1: State Admin populate FTS and volunteer names and contact information by March 31, 2016 and continue to maintain

-- Step 2: State Admin input mentors and Volunteer Agreements (DD Form 2793) for all volunteers for the period August 1, 2012 through present, by October 31, 2016

-- Step 3: HQ Volunteer Support Directorate (VSD) inputs HQ awards (when capability exists) for the period 2006 through present, based on fulfillment contractor records. State Admin inputs training attendance records, or provides proof of attendance that would support VSD inputting records for the period 2006 through present. Estimated completion date is November 1, 2016.

-- Step 4: VSD updates MMS in order to provide for 5 state-level awards which will be named generically (State Award 1, State Award 2, etc.). Each state will maintain local records referencing what each state level award corresponds to, so that MMS may remain generic enough for each state but also standardized, avoiding the burden of maintaining separate records for state-level awards. Estimated completion date is November 30, 2016.

-- Step 5: State Committees update state awards and training records from 2012 forward. Estimated completion date is TBD, based on technological changes to MMS.

-- Step 6: HQ IT migrates ESGRNet membership and training data from 2006 through July 31, 2012 into MMS by December, 2016

-- Step 7: Automatic updates to MMS from Event Plus, with estimated completion date TBD based on technological capabilities.

- Conclusion: MMS will provide ESGR with effective volunteer management capabilities indefinitely when effectively updated and used. Please contact Ms. Patty Thiel, VSD, at 571-372-0679; with any questions or suggestions.