How to Query and Download the Membership Database

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How to Query and Download the Membership Database

• Neal J. Couture, CPCM
• Executive Director
• NCMA Leadership Summit 2005
• Charleston, South Carolina
• June 17-18, 2005

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History

• NCMA used Aztech, an association membership
  database software from 1991 2002.
• It was not relational, it became obsolete and was
  poorly supported.
• The quality of membership data declined over
  time.
• Implemented Avectras netForum in 2003.
• Web-based, hosted ASP application, with
  e-commerce features.

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The Challenge

• Under Aztech, the National Office would
  periodically (monthly, then weekly) download the
  membership data into ascii format, and upload it
  on our website.
• Chapters could query and download against that
  database mimic.
• Problem was data was obsolete to some degree as
  soon as it was posted.
• Example Jane Doe joins on June 8, but if the
  chapter were to query the database on June 10,
  Jane would not show up.

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The Solution Part 1

• Despite netForums extensive capabilities, we
  still do not have the ability to delegate full
  download access for the live data to chapters.
• This is partly due to license rights limitations,
  and partly to data security issues.
• Therefore, for chapter downloading, the National
  Office continues to use a mimic database.
• This is now done daily to make the data as timely
  as possible.

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The Solution Part 2

• Chapters can query and search the live database
  directly through e-web.
• As a matter of practice
• If the chapter wants to download the roster for
  mail labels or email addresses, access the
  mimic.
• If the chapter wants to find an individual
  record, access e-web.

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To Download the Chapter Roster

• Go to http//intranet.ncmahq.org
• This is the NCMA Intranet homepage.
• Start by downloading the Membership Database
  Download Instructions.

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Click here
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Click here
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You can save the file by clicking File Save As
Or print the file by clicking File Print
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Click here
Step 1 From the intranet home page, go to
Membership.
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Then go to Membership Database (search or
download.
Click here
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Step 2 Log in User Name officer Password
information Click Submit Query.
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You can limit the search by name, organization,
city, state, zip code, chapter or region.
Select your chapter to limit download to your
chapters members.
Choose Web format to browse. Choose
comma-separated to download.
Click here to continue.
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This is what the search result looks like for
Charleston, South Carolina Chapter, in the Web
file format output.
Click on the members name to go to their
individual record details.
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(No Transcript)
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This is what the search result looks like for
Charleston, South Carolina Chapter, in the
Comma-separated file format output.
Step 4Once the results appear, go to your tool
bar and choose File, then Save As. When the Save
Web Page screen appears choose OK.
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Select a location to save your file and rename
the file. Under Save as type choose Text
File. Choose Save. Close your Web browser.
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Step 5Open Microsoft Excel. Go to File -
Open. Under Files of type change to Text
Files. Select the file you saved previously and
choose Open.
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Check the box for Delimited and choose Next.
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Check the box for Comma and choose Finish.
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You now have a spreadsheet containing your
chapters current roster.
Step 6 To save your file in Excel to avoid
reconverting the file next time you open it, go
to File then Save as and choose Excel.
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Quick Query Accessing the Membership Directory
From the NCMA homepage, select Membership
Membership Directory.
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Quick Query Accessing the Membership Directory
Login using your six digit member number (login
name) and your last name properly capitalized
(password).
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Quick Query Accessing the Membership Directory
Conduct a search similar to the mimic
database. Search on chapter, name, city, state,
zip code, or committee.
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Quick Query Accessing the Membership Directory
Click on members name to view contact details.
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Quick Query Accessing the Membership Directory
This is the live database. You can view all of
the members available contact info, not just the
primary.
You cannot edit another members information.