Team Presentation - Copy

The Information Technology
AMS Team
Sarbjit Dhanjal
Demetria Jones-Davis
Steven Rayford
Ann Turner

Our Charter

The AMS team mission is to ensure that the AIA’s association
management system (AMS), netFORUM, is a stable, reliable, and
maintains a high-degree of data integrity. The team’s priority is to
ensure that staff, components and other stakeholders have the tools and
information they need to support the members and customers of the
AIA.
Steven Comment: What about a mission
Accountable for:

Our Team

Sarbjit Dhanjal
Sr. Manager, Database Development
Responsibilities:
• Developing and maintaining netForum reports and queries.
• Importing data from external sources.
• Developing and maintaining forms and wizards for both iweb and
eweb, adding database tables, fields, back-end functions and
procedures.
• Updating and cleanup of data, setup from back-end, set-up of
security groups and securing permissions in netForum.
• Resolving Track-it tickets and working with Abila to resolve issues.
• Testing functionality of netForum customizations during upgrades
and new development by vendors.
• Supporting CES DataWarehouse and CES Audit process.

Demetria Jones
Specialist, Business Systems Support
Responsibilities:
• Provides help desk support for netFORUM by responding to
tickets, troubleshooting problems for end users, and improving the
use of the system by liaising with business stakeholders and third
party vendors (Abila).
• Handles day-to-day administration of user security within the
AMS’s 800+ users by maintaining the AMS user log-in information,
assigning appropriate level of access, and deleting user accounts,
as applicable.
• Participates in rotational on-call duty with other AMS staff and
issues system advisory notices to AIA business systems users
when needed (schedule TBD).
• Confirms that all new and existing AMS users (Nat’l, State and
Local staff) have received targeted and timely training. This
includes organizing and assisting with scheduled weekly training
sessions, managing AMS user agreements, and providing users
with adequate resources and materials.

Ann Turner
Sr. Director, Development and Systems Engineering
Responsibilities:
• Maintaining legacy systems & applications, such as
Stellent and Endeca on classic.aia.org
• Providing analytics reporting on all legacy systems.
• Managing the AMS and Development & Systems
Engineering budgets.
• Managing AMS and Development & Systems
Engineering team projects.
• Vendor and contract management for AMS and
Development & Systems Engineering team.
• Supervising AMS staff.

Steven Rayford
Manager, AMS Technical Support
Steven’s areas of responsibility are:

Today’s Agenda

I. Overview
II.

Overview

Overview
DEMETRIA TO ADD FROM FLYER:
Abila’s netFORUM is an association management system (AMS) and it serves as the
Institute‘s centralized repository for all member and customer data.
The AMS team provides support, access/training, development, and management of
netFORUM and it’s integration with most of AIA’s web-based applications and
systems.
netFORUM offers 22modules and integrates with most of AIA's
applications and websites, such as:
AIAS
ACD purchase process
CES Discovery
Event registration
Membership information
Online join and renew
Documents on Demand
MyProfile
SharePoint
ArchiPac & Advocacy Network
CES Transcripts
KnowledgeNet
Single Sign On (SSO)
Archipac & Advocacy Network

If time, money, and resources were not barriers
or constraints, it would be great if we could:
• Have netFORUM subject matter experts within each department
• Be on current NF version
• More development staff, less 3 rd party vendors
• Automated troubleshooting tool
• Implement a formal Change Request Board
• Implement a Data Governance Board
• Implement an Institute-wide Code Version Control and Release
Management
• More training!

Top 3 2016 Accomplishments
• SARBJIT TO ADD: DT reports
• Reduced trouble tickets by 75% in 2016
• AIAS adoption of netFORUM membership and events modules
• Renewal seasons went smoothly in 2016!
• Re-write CES Audit process using Data Warehouse
• Various RealMagnet Queries
• Support DT (modifications to Web Methods for online renewal, reports for
caching layer, new fields/child forms, email templates)
• Ability to track counties for state/local chapters
• Data update for new step dues set up
• Joint Membership and AMS training
• IRT Training/VAXX in house training
• Implementing training/ improving distance
• Improved vendor relations (ie biweekly calls with vendors)
• Implemented training survey for feedback
• ACH Report

Challenges
Past:
Staff turnover
Present:
Service Pack
Introducing another
business unit in netFORUM
(AIAS)
External data imports (ABC,
prospects)
Future:
Upgrade in 2018
Vantiv migration
Supporting 3rd party customizations
Data Hygiene (e.g. - Duplicates)
Response Time from Business Units
Last Minute Requests
Rare occurrence/unable to replicate

2017 Priorities
1. Service Pack
2. Data governance – integrity, clean-up
3. Release Management/Version Control
4. 2018 Upgrade Planning

Calendar
Monthly Tasks:
Sales Tax rate update
HanleyWood report for
AIArchitect magazine
Update member flag for lapsed
members
Members missing AIA designation
Training
DIP (Dues Installment Process)
Annual Tasks:
Address Validation
ABC Data Import
Prospect Members Data Import
Annual DOD and DOD Plus price
changes

January
Run Mass Termination
Process
Run Write-Off Process
Grassroots setup in nF
(i.e. discount codes)
February
Membership Incentive
Drawing (Renewal
related)
March
• Grassroots Resource
Center – AMS table
April
Membership Lapse
Process
CES Audit Process
Convention voting data
May
June
Membership Incentive
Drawing (On-site
convention registrants)
July
AIAS Termination
Process
AIAS Grassroots
support
August
Clear membership
fields so that DIP
members are not
automatically renewed
as DIP
September
Membership Renewals
Start
Create Invoice
templates Membership
(for each member
category) and CES
October
AIAS Lapse Process
November
December
Convention logins for
testing
AIAS FORUM support

Power User Teams
Accounting
CES
Contract Docs
Membership
Events

Support
New requirements/development/vendor/CRs
Get list from service catalog
Abila Support
Vendor Support
Standard Operating Procedures (SOPs)
Deployment
Service Level Agreement (SLA)
The AMS team provides prompt response to all
trouble tickets submitted via Track it.
We have SLA with Abila and we will strive to
meet that SLA.

AMS Dashboard
Status
Key support points:
Approximately 600 support tickets in Track it annually.
Open
Closed
Canceled
Approximately ## training sessions conducted annually.
20
15
10
5
0
Departments
Membership AIAS Events ACD Component Relations

Thank you!