Background
The Renaissance Society is an organization primarily of older adults who take programs on a wide variety of subjects taught by volunteer teachers, who are members of Renaissance. Our members pay a single fee either for the academic year or for the Spring Semester. They can then sign up for as many programs as they wish. Our membership peaked at about 2,300 prior to Covid. It fell during Covid but is rebounding; currently around 1,800.
The programs[1] range from a single session to 3-, 5-, or 12-session programs spanning the entire semester. These can start any time during the semester. Some programs allow for overlapping enrollment in a given time slot, while for others (selective enrollment) members can only sign up for one program. There are also weekly forums with non-member speakers and speaker series with member and non-members speakers. We are offering 120 programs during the current semester.
Prior to Covid, our programs were exclusively in person with the vast majority on campus on Fridays, some on Saturdays, and a few programs at various sites around the Sacramento area. When Covid hit, we switched to holding programs only on Zoom. We developed a new position of Technical Host which handles the Zoom portion of the program, allowing the leader to focus on teaching or facilitating. As Covid has abated, quite a few of our programs have returned to in-person on Campus. Some of these are taught on Zoom simultaneously. We still have many programs on Zoom only and a few off-campus that are in-person only. We are associated with California State University, Sacramento (CSUS). They provide IT services and classrooms for our on-campus programs under a memorandum of understanding.
We are currently running our member signup and program enrollment on software maintained and customized by the College of Continuing Education (CCE) CSUS. CCE is not able to continue the level of support for this system that they have in the past. They have suggested that we obtain a Commercial off the Shelf (COTS) application to take over these functions. Our mass emails are run on Constant Contact under a separate contract.
SYSTEM OBJECTIVES
- Automate joining and renewing processes for our members
- Manage program creation for each semester
- Assist Leaders in program management
- Facilitate member enrollment in programs
- Donation acceptance and tracking
- Reporting on all aspects of organization
MEMBER JOIN AND RENEW
1. Payment Processing
- Online Payments: Integration with secure online payment gateways to accept credit card payments.
- Check Payments: Manual entry and processing of check payments by office staff.
- Allow Donations during signup and any other time
- Coupon code functionality (Nice, but not required. Could be a good way to manage different kinds of comps.)
- Support per-course enrollment payments (This is not something we do currently, but if we were to implement it in the future, we wouldn’t want to have to redesign our whole system.)
2. Member Identification
- Unique Identifiers:
- Automatically assign a unique six-digit identifier preceded by "RS" to each new member upon joining.
- Ensure no duplicate identifiers are assigned to the same person.
- Ensure each individual has one only RS#.
- Renewing Members sign in with their RS# and Last Name (or password). Then prior information auto-populates. For existing members, automatically fill phone, address etc. and then allow for updating
3. Member Information Collection
Member Type
- 1 Regular: Full Year, Half Year
- 2 Complimentary: Over 90 Years Old, Forum Speaker, Other
Fields
- Name: First, Last
- RS Number (ID)
- Badge Name (if different)
- Email
- Phone (allow 11 digits)
- Address: Street (Unit # if applicable), City, State, Zip
- Emergency Information: Contact Name, Contact Phone, Emergency Notes
- Housekeeping fields: Badge Needed (Y/N), Directory Listing (Y/N), Library Card (Y/N) [Add $10 charge if Y]
Demographic Information: Collect detailed demographic information during the member intake process to analyze member distribution. Include fields for age, gender, ethnicity and other relevant demographic data.
Name Badges: Allow members to specify a different name for their name badges. Ensure the intake form supports this semi-manual process for name badge customization. (We will more likely rework the name badge process to fit the new system.)
Program Creation and Management
- Integrate information from Application to Teach forms into system.
- Check forms for completeness
- Edit fields for length
- Highlight grammar or content discrepancies to assist in final editing.
- Allow for approval or disapproval of Program.
- Automate/facilitate preparation and submission of CSUS Room Requests
- Allow for creation of Program Groups to limit or reject enrollment in programs with overlapping times or dates.
4. Program Table/Fields
- Program Name: Sometimes Program Series are listed as a single program, sometimes they are listed individually/weekly (up to 14 instances per semester).
- Program Code (Connect to Leader and Tech Host tables)
- Program Description
- Type of Program: On Campus In-Person, On Campus Hybrid, On Campus In-Person (live) and Recorded, Off Campus In-Person, Off Campus Zoom Only, Off Campus Hybrid, Off Campus In-Person (live) and Recorded
- Number of Sessions: One-time Presentation, Weekly for 2 to 14 weeks, Bi-weekly, Monthly, Year-round or during semester only (weekly, bi-weekly, or monthly)
- Program Group [connected to the Program Groups table … see below]
- Start Date, End Date, Start Time, End Time
- Duration (auto-populate based on start and end time)
- Set up time needed? (Y/N), Dry run needed? (Y/N)
- Day Pattern (days of the week)
- Status (Active, Closed, Canceled, etc.)
- Headcount, Date of the headcount
- Program Type (Seminar / Shared Interest Group / Forums, etc.)
- Maximum Program Enrollment: Zoom, In-Person
- Wait List Size: Zoom, In-Person
- Location (if not Zoom)
- Concurrent In-Person enrollment restrictions (i.e.: You can’t be in two places at once)
- For Zoom, Hybrid, and In-Person (live) and Recorded Programs: Zoom link, Generic SacLink Account or personal Zoom Account
- Way to account for pre-filled ongoing programs (Closed Programs): Some ongoing programs have the same people semester to semester and can’t accept new enrollees. We need to account for them in the system but show them as full.
5. Program Groups
- Group Name (example: 3-6 Week Friday Morning Seminar)
- Group Sort (sets the order that the groups are displayed)
- Group Header (information to be displayed at the top of the program group when registering)
- Multiselect–flexibility to allow or prohibit enrollment in more than one program in the group
6a. Leader/Member-Speaker Bio
6b. Non-Member Speaker
- Name, Email, Phone
- Speaker ID
6c. Non-member Speaker Bio
7. Tech Host
8. Program-Leader Table (matches programs to leaders and tech hosts)
- Program Code
- Leader ID (Allow multiple leaders)
- Tech Host ID (Allow multiple Tech Hosts)
- Speaker ID (Allow multiple Speakers)
PROGRAM ENROLLMENT
9. Ability to Sign up for Programs
- Ability to close program enrollment
- In-person: Ability to prevent enrollment in multiple programs in the same time slot
- Hybrid programs: The system should support requiring member to choose either in-person or Zoom enrollment for hybrid programs.
10. Waitlist
- The system will have 2 separate waitlists for hybrid programs: In-Person or Zoom
- Control over Enrollee Status: Allow leaders to modify status of enrollees
- In-person or Zoom preference moves when leader enrolls participant in program
Program Assignment:
11. System encompasses current Application-to-Teach forms
- Once submitted by leader, information goes to staff to review and approve/edit to fit catalog style guide.
12. Catalog and Registration System Integration
- Upload of approved programs into program table, leader table and Tech Host tables
- Link between the catalog and the program registration system: Allow users to seamlessly search for and enroll in programs classes by connecting information from the catalog directly to the registration process.
- OR (preferred) be able to use the registration system as a catalog: Include ability to export for printing if desired. Support for graphics would be nice.
13. Track Locations/Classrooms for in-person/hybrid programs and track information for Zoom and other programs:
- Load approved classrooms and hours into system.
- Location for programs (on or off campus), Size of classrooms, Hours available
- Program title and program description
- Delivery formats (zoom, hybrid, in-person, recorded, etc.)
- Leader, co-leader, and tech-host names
- List of enrollees, and waitlist
- Capability to track off-campus public locations
- Ability to record attendance if desired
Leader Assistance:
14 Allow Leaders to email enrollees:
- Ability to attach documents to email to program enrollees and/or waitlisted members
- Allow for leaders to email enrollees and those that are waitlisted individually or all at once
- Ability to copy, paste, and include attachments
- Ability to have basic formatting options like bold, underline, etc.
- Set reply-to address as Leader’s email
15 Allow leaders to submit their course proposals for editing and approval by staff before publication in catalog
- Leader(s)/tech host contact
- Program name and description
- Start and end times and dates (including dry-run and equipment check/set-up times if desired)
- Maximum program size/waiting list size
- Location if off-campus, or preferred location on-campus
- Technology needs
- Manage pre-filled ongoing programs
16. Track Tech Host recruitment
- Maintain a listing of Tech Hosts
- When a program has a Tech Host, Enter it in the Program Table
- Facilitate and Track Tech Host-Leader agreement
Member Area:
17. Once logged in members can:
- Update contact information/preferences
- Enroll/drop programs
- Get a report emailed to them that has all current enrollment
- Export .ics calendar files (nice but not required)
- Access Member Directory for members that wish to be included
- Access recordings (time limited or perpetual) (very nice but not required)
- See what programs they were enrolled in previously
- Maybe communicate with program leaders/classmates? Email or message boards?
- Ability to “favorite” programs in the current catalog for enrollment planning would be nice
Other:
18. Communication (either through the system itself or playing nicely with Constant Contact- API?)
- Email individuals, Email select groups
- Configure email for graphics
- Add video to email message (not required)
- Personalize Thank You communications for donations
- Automate email distribution
- Generate mailing labels
- Integrate Committee File Management project
Donations
19. Donation Management
Donor Profiles
- Contact Information
- Ability to connect donor households (able to handle mail-merge with same and different last names), Totals by individual or household
- Interests/Connections, Anniversary Dates
- Ability to customize profiles
- Tie to RS number
- Ability to track cumulative donations
Donation Campaign
- Title, Fund, Date range
- Set up dummy campaign for donations not tied to a campaign
Funds
- General Renaissance Fund, Scholarship, Special Programs Fund
Accepting Donations
- Allow donations of any amount, Allow donations at any time
Donation Tracking/Reporting
- Link to Donor Profile, Link to multiple profiles
- By Date, Year over year comparisons
- By “Quarter” (Q1=June-Sept, Q2=Oct-Dec, Q3=Jan-Mar, Q4=Apr-May)
- By Campaign, By Fund
- By Type (check, online, RMD, sent direct to foundation, etc)
- By Dollar Amount, Group into year-end Donor Levels
- By Frequency (one time/recurring/etc.)
- Ability to link individual donations by couples/family
- Chart/Graph reports would be nice
Communication
- Ability to personalize Thank-You communication
- Ability to automate email distribution
- Capacity to generate mailing labels
- Track contact (example: member donated x amount so needs personal phone call from board member, track who contacted and when)
20. Social media (low priority)
- integration with social media platforms and other communication software.
- Features to manage and track social media interactions.
21. Reports
- Request custom reports from vendor, Create custom reports on the fly
- Configure and alter forms
- Define custom reporting requirements for Members, Donors, and Programs.
- Duplicate current reports for Library cards, credit cards processed, on and offline members; directory
- List of reports from the current system: All Member Information, New Members, Members Not Renewed, Members Renewed, Donations, Library Cards, Credit Cards Processed, Checks Processed, Members In Directory, Offline Directory, Offline Catalog, Offline Newsletter, Program Summary, Member Program Counts, Member Totals, Comparison
- Reports from the Leaders and Tech Host table: Be able to report by academic year or a group of years. (Basic info of Leader/Tech Host, type of program, name of program).
22. Miscellaneous Integrations
- Ability to import data from and to external sources. This should include all sources, current and historical
- Include a coordinated system with Constant Contact for streamlining purposes.
- Store Zoom links, Store Zoom recording links
23. Security
Data Security:
- Prevent Duplicates: Implement checks to prevent duplicate member numbers from being assigned to the same individual even if a break in the membership
- Implement measure to prevent renewing member from creating a new membership account
- If member has already paid for annual membership, prevent them from paying for mid-year membership.
- Ensure data integrity and accuracy within the membership database.
- Implement security measures to protect member and program information.
- Ensure compliance with data protection regulations.
- As needed, update reporting tools and security measures.
- Ensure System aligns with Sac State requirements
- Provide Associate Program Leaders with ren accounts (associated with CSUS Zoom and classroom technology)
- Determine roles and access permissions:
- System administrator: Access to modify software, Full system access, Design standard reports, Modify forms
- User Administrator: Modify table data, Write and design standard reports, Modify forms
- Read only access: Read access to tables, Create custom queries
- Senior Clerk (Lorene): Edit/Modify content/forms, Test content, Generate reports, Close or Cancel programs, Change dates/times, Change enrollment status
- Office Access: Generate reports, Modify member data, Enter data to forms, Track donations
- Leader/Tech Host access for their program: Manage enrollee listings, Review Wait List, Change enrollee status, Email enrollees
- Member access: Catalog access, Program Signup access, Review/modify own signups
24. Customization and Flexibility
Database and Form Customization:
- Provide the ability to customize and alter the membership database and intake forms as required.
- Ensure the system is flexible to accommodate changes in information collection needs over time.
- Allow additional information fields to be added without significant system modifications.
25. System Integration and Usability
- User-Friendly Interface: Ensure easy navigation, data entry, and reporting.
- No 2-factor login authentication (Member, Leader/Host, Office, Read Only).
- No requirement for changing password (Member, Leader/Host).
- Office Staff interface should be user friendly
- Integration with Existing Systems: Import data from existing management program.
IMPLEMENTATION
Phase 1: Requirement Analysis
- Gather detailed requirements from stakeholders (Tech Committee, Program Committee, Office, Board, Leaders, Members).
- Identify key features and functionalities.
- Validate requirements with stakeholders.
- Develop a budget.
Phase 2: CRM system
- Find a CRM/LMS/CRS/etc. with proper architecture and design user interfaces.
- Student group to build out prototypes in WordPress and Moodle.
- Explore Program Registration Software listing from Capterra.
Phase 3: Testing
- Implement payment processing integration and member identifier assignment.
- Conduct comprehensive testing of functionality and performance.
- Test payment processing, identifier assignment, and data collection features.
Phase 4: Deployment
- Deploy the system in a live environment (limited rollout parallel to old system).
- Provide training for office staff and users.
- Adapt training modules to Renaissance needs.
- Make final switch to new system.
Phase 5: Maintenance and Updates
- Monitor performance and address issues.
- Update to accommodate changing requirements.
Questions to Address:
What are we buying?
- Semi-custom system built on Moodle or WordPress, System documentation, Support
- Integrating payment processing, Costs for modifications, Adequate reporting
- Finding a host (CSUS or Other), Software compatibility with CSUS servers/computers
- Level of Support, Custom reporting costs, Extra charges for upgrades
- Subscription to Software as a Service (SAAS): Integration level with CSUS systems (UTAPS, CCE, etc.), CSUS requirements
Determine Support Levels available
Costs
- One time cost, Software upgrades, Troubleshooting, Monthly/Yearly subscriptions
- What is included? What is extra? Who is responsible for maintaining/upgrading?
- What adjustments will we have to make to our processes?
- Maintain historical data, Security and privacy
- Who owns the software? Is Renaissance information to be used in marketing by vendor?
[1] TERMS:
Program: broad term for classes, special interest groups, discussion group and lectures.
Leaders: instructors, facilitators, coordinators, or group organizers.
Forum: anchor program on Friday afternoons featuring high profile guest speakers.
Complimentary (comps): free memberships for members 90 years and older, some special non-members that have given presentations to our members, and some members of the university that help support our efforts.
Donation Types: Scholarship and Special Programs Funds (through University Foundation), and general fund (non-tax-deductible).
Delivery Format: In person, Zoom only, Hybrid (in person and on Zoom), In Person (live) and Recorded (asynchronous).
