AIS Office Activities

1
AIS Office Activities
The AIS Office, while maintaining a small staff
is a very busy place. While it may seem simple
to think that there are only a basic set of
activities that take place in the office, the
reality of the detail and time necessary to
complete these tasks is quite complex and
expansive.   On the following pages you will find
a detail of the general overview of the office
functions and activities. I have broken these
functions down into seven main categories.
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AIS Office Activities

• Conference
• Membership
• General Office
• Financial
• Council Related Activities
• External Relations
• AIS Sponsored Activities
• Technology

3
AIS Office ActivitiesConference

• Review contracts
• Negotiate contracts
• Maintain proposals
• Sponsorship invoices, payments, logos,
  registrations
• Exhibitors invoices, payments, registrations
• Budgets
• Assist in logistical planning
• Maintain historical data
• Maintain corporate memory
• Design web registration

• Design database for conference
• Coordinate data for programming of website
• Test data collection processes
• Test registration web site
• Implement web site
• Collect order/registrations via web, telephone,
  fax, and via USPS or delivery services
• Data entry of orders received other than via the
  internet

4
AIS Office ActivitiesConference Continued

• Follow-ups for incomplete orders,
  incorrect/rejected credit cards
• Manual entry of credit card information received
  via telephone, fax, mail and delivery services
• Receipt of checks/money orders
• Daily deposit and log of checks/money orders
• Daily log of deposited credit card orders
• Print out of receipts
• Mailing of receipts

• Resolve issues/problems with online registrations
• Resolve problems with website
• Answer questions regarding process, status,
  receipts, fees via telephone, email and fax
• Co-ordinate with universities and associated
  groups for bulk payments of registrations
• Co-ordinate with exhibitors and sponsors for
  special registrations

5
AIS Office ActivitiesConference Continued

• Co-ordinate with conference personnel for
  volunteer and other special registrations
• Co-ordinate with conference personnel for
  additional tickets meals, events, drinks, etc
• Visa letters for international registrants
• Verification of membership status of registrants
  against membership database
• Issuance of monies due notices

• Issuance of reminders of approaching deadlines
• Investigate arguments posed by registrants
  regarding deadlines
• Creation of reports for conference chairs
• Assist conference chairs in analyzing numbers to
  estimate number of attendees, room blocks, meal
  counts, etc...
• Process credit card payments
• Reconciliation of registration payments

6
AIS Office ActivitiesConference Continued

• Order materials for name badges badge holders
• Prepare name badges
• Organize data and monies for ancillary groups for
  whom we handle registration
• Co-ordinate awards, plaques and certificates for
  papers, chairs and other awards
• Prepare awards, have plaques engraved, etc..
• Purchase of materials with which to run
  registration booth

• Assist conference personnel with purchase of
  gifts or other conference related accessories
• Coordinate with SIM regarding institutional
  membership at SIM workshops - ICIS
• Arrange registration materials alpha order by
  pre-paid, monies due, non-paid, exhibitor,
  sponsor, and volunteer status
• Ship registration materials to hotel/onsite

7
AIS Office ActivitiesConference Continued

• Participate in pre-conference meeting with
  hoteliers and conference chairs
• Set up database and registration materials onsite
• Train volunteers onsite
• Assist/manage stuffing of conference packets
  onsite
• Coordinate storage of conference materials onsite
• Staff and supervise registration booth onsite
• Distribution of registration materials

• Onsite registration
• Collection of monies owed and onsite registration
  fees
• Collection of monies for additional ticket
  purchases
• Answer questions regarding membership
• Provide directions to activities
• Lost and found
• Radio contact point
• Oversee breakfasts and coffee breaks

8
AIS Office ActivitiesMembership

• Maintenance of membership database
• Updating of CAIS/JAIS database
• Membership renewals
• Membership new entries
• Membership contact information updates
• Maintenance of account status student, academic,
  retired, non-rich, institutional
• Issuance of membership renewal notifications

• Processing of credit card payments for membership
• Receipt/deposit/logs of membership fees via
  check, money order
• Invoices sent for P.O.s received for membership
• Answer questions regarding membership via
  telephone, email, fax, etc
• Printing of membership form
• Printing of journal discount coupons

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AIS Office ActivitiesMembership

• Mailing of membership forms and journal discount
  coupons
• Integration of memberships from conference
  registrations
• Maintenance of membership web page
• Maintenance of membership forms online
• Reconciliation of membership renewal dates from
  individual to institutional membership status

• Follow up for institutional memberships which
  have not renewed
• Confirmation of non-rich status on discounted
  membership
• Delivery of membership ID numbers for election
  purposes
• Delivery of CAIS/JAIS/E-Library login ID and
  passwords to members
• Maintenance of journal subscriptions

10
AIS Office ActivitiesGeneral Office

• Requests for proposals printing, software,
  consultants, equipment, etc
• Review contracts
• Work with CPAs/auditors
• Marketing and Public Relations
• Management/Recruitment of
• Sponsors
• Exhibitors
• Institutional Members
• Office supplies and equipment
• Technical support
• Proceedings Sales, storage, fulfillment (upon
  delivery from Jan)

• Personnel
• Recruitment
• Hiring
• Reviews
• Training
• Cross-training
• Printing
• Bids
• Arrange orders
• Artwork development
• Updates
• Manage AIS office activities
• Manage relationships with with GSU and other
  vendors

11
AIS Office ActivitiesFinancial

• Non-Profit 501c3 status
• Tax exempt documents
• Tax filing preparation
• Co-ordinate develop budgets
• Work with CPA/Auditors
• Receivables
• Payables
• Reconciliation of accounts (checking and
  investment)
• Investment strategy management

• Insurance (liability, DO, international)
• Travel reimbursements
• Payroll
• Grants Contracts (GSU Account) auditing
• Credit Card accounts
• Merchant accounts
• Maintenance of chart of accounts
• Reporting (monthly, quarterly, cash-flow,etc)

12
AIS Office ActivitiesCouncil Related Activities

• Investment strategy and management
• Co-ordinate with finance committee
• Initiatives
• Archives/history
• Monitor spending
• Manage payments
• Implementation of initiatives
• SIG
• Chapters
• Sponsorships
• ACM documentation and applications
• CSAB membership
• Others

13
AIS Office ActivitiesExternal Relations

• Journal vendors
• Negotiations with publishers
• Weblinks
• SIM
• Pay for joint institutional members
• Publicity of SIM/AIS events and activities
• ACM
• Affiliation processes and applications per
  conference
• Logo exchange
• CASB AACSB
• Annual membership, voting. payment, recognition

• PCMA (Professional Conference Management
  Association), ASAE (American Society of
  Association Executives), GSAE (Georgia Society of
  Association Executives)
• Publicity, Research, Statistics, Training,
  Knowledge
• DSI (Decision Sciences Institute)
• Building relationship, mentor, education, shared
  knowledge
• GSU/CIS Department
• Relationship, publicity, co-operation

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AIS Office ActivitiesAIS Sponsored Activities

• Placement
• Website maintenance
• Receipt of applications
• Receipt of P.O.
• Invoice issuance
• Processing of credit card payments
• Receipt of check/money order payments
• Creation of website links
• Log of receipts/payments
• Answer questions via telephone, fax, email, USPS,
  delivery services
• Deliver login and password to placement
• Follow-up on non-payment
• Collection of past due accounts
• Archival

• Journals/E-Library
• Entry of new members into database
• Issuance of log-in id and password
• Answer questions regarding access, id, password
  via telephone, fax, email and USPS
• Library access
• Contact data
• IP Ranges
• Entry of domains
• Non-Rich Library free access
• Verification of non-rich status
• Contact data
• IP Ranges
• Entry of domains

15
AIS Office ActivitiesTechnology

• Email
• Telephone
• Facsimile
• Computer workstations
• Printers
• Net-based server space
• Website maintenance and updates
• Merchant account gateway for credit card services
• Global PC for manual entry of credit card payments

• Arrange for programmers, oversee and implement
  programming
• Database maintenance, updates, and upgrades
• Web hosting
• Backups and storage of database and files
• Hardware and software planning, selection and
  support
• Move AIS towards web based, mobile
  technologically organized organization