ATTCHMENT 2.1

NSPE 2007 Renewal Plan / As Of: October 23, 2006

The NSPE BIG Renewal consists of about 27000 invoices with the first file to drop either tomorrow or VERY early next week. The second file will drop within a week of the first file. Below are notes on what we’ve done to improve the renewal process, resulting in more accurate billings, efficient reporting and improved mailing.

  • UPDATE:

This is intended as a periodic update on the NSPE dues renewal process.

Yesterday, NSPE dropped the November 30, 2006 membership renewal file consisting of 3107 members. Please note that the November file increased because we advanced to November 30, 2006 the expiration dates of members expiring from 9/30/05 to 12/31/05, also resulting in a later invoice date for November expires.

The mailing of the November file is a week later than originally reported for two reasons. The first reason is that we had to recreate the invoices for all of the members we moved to 11/30/2006 to reflect new dues rates. This required deleting old invoices and running an invoice process in netForum. Both processes are automated so there was no manual work needed. We also took some additional time to analyze the FIRST invoices run after completing ALL of the items in the renewal plan. I'd like emphasize that we're confident that the numbers in the invoice file are accurate. Graduated dues amounts were calculated correctly, there were no invoices for dissolved chapters and all of the new dues rates are reflected in the November billing. In addition, this is the first billing where we'll be billing for partial dues payments.

We're currently working on the December renewal and hope to have it out soon. I will have a better feel for the invoice date of the December file in the next few days. We're expecting December to run as smoothly as November so, we anticipate the December mailing within a week or two. The December file will consist of about 23000 invoices and we'll also be taking additional measures to ensure the accuracy dues amounts in that file. We're also in the process of applying "Future Dues" payments to December expires. This will not delay the December mailing because we can identify people who paid "Future Dues". We'll apply future dues payments to open invoices and bill for the remainder if there is a balance due.

We're prepared and excited about this coming renewal season and we look forward to working with all of you to make it a success. I will keep you informed in the days and weeks ahead as we move forward in this important process. Thank you for your support. Please let me know if you should have any comments or questions.

  1. New Department Structure
  • Data Processing – Includes batch processing, new member entry, address updates, chapter changes, member status upgrades and changes, state data requests.
  • Data and Process Improvement – Includes report generation, data fixes, vendor oversight and communication, training, and SOP development.
  • Project Management - Includes state netForum OnDemand implementation, netForum customizations and integrations, upgrade management and issue resolution.
  • UPDATE: State OnDemand Implementation

TN - contract signed

SD - contract signed

TX - in process

KY - in process

CO - in process

MD - live

NY- live

IL - live

  1. Data Entry Training – Data entry staff is currently undergoing training for batch processing, data updates and basic netForum navigation. Training is 3 times per week on Monday, Wednesday and Friday from 10AM – 12PM.
  1. Simplified Invoices in netForum
  • Voluntaries were removed as a part of the state dues package. This means no ZERO dollar voluntary sales will appear on reports. It also means less clutter on the dues invoice as it appears in netForum.

OLD VIEW

New View

  • Modified the order of the lines items on the invoice to replicate how they are ordered on the dues invoice. National, State and local Chapter.
  • Made enhancements to state Interest group renewals. This will eliminate 0 dollar sales of state interest groups where they’re not free.
  1. Streamlined the Invoice report
  • We can now bill for partial payments when a member under pays.
  • Eliminated state interest group selections where the state has indicated that they do not have a practice division. This means that states without interest groups will not have members at the state level showing on their reports.
  1. Graduated Dues Billing is Working
  • First Year Grad – Student Rate
  • Second Year – 80% Off
  • Third Year – 60% Off
  • Fourth Year –40% Off
  • Fifth Year – 20% Off
  • Sixth Year – Regular Member Rate
  1. Student Upgrade Process

We have defined and implemented a student upgrade process that will result in more efficient and accurate student billing. In the coming months we’ll be customizing netForum to automate this process.

  1. Auto application of dues credits

If a member has a credit for his/her dues, netForum will automatically apply the credit towards the renewal invoice when the invoice process is run. This will eliminate manual application of credit for dues invoices.

  • UPDATE: Testing functionality, planning on using for the December renewals.
  1. Ad Hoc Changes and Improvements
  • Hiring a new vendor for invoice mailings
  • Moving members with expiration dates between September and December 05 to 11/30/2006
  • Manual drops of members who wish to not be contacted
  1. Enhancements to mailing process
  • First Check All invoice files will be run through NCOA prior to mailing
  • Second Check All invoices will be mailed First Class. This means ALL undeliverable mail will be returned to NSPE
  • Third Check NSPE has enrolled in the Post Office Address Change Service. All address changes will be available for download on the Internet if there is an address change with a forwarding address.
  1. Batch Processing Enhancements

Last Year / This Year
Prior to backlog 1 person was responsible for processing batches / 4 FULL TIME employees are responsible for batch processing
1 person was responsible for reviewing and closing batches / 3-4 people responsible for reviewing and closing batches.
No batch check out procedure / Batch check out procedure will be implemented
No person running the floor – answering questions and solving issues / 1 person running the floor to answer questions and resolve issues
No Staff overtime – relied on temps / Staff overtime with NO temps processing batches. Temps will ONLY perform address updates.
From October to January 1383 batches were processed averaging 17 batches per day. 1 day with 87 batches. Each batch contains 25-50 payments / *We’re expecting more batches and payments since the renewal is bigger.
*Data entry specialists are expected to process 10 batches per day during normal working hours. This results in 40 processed batches per day not including overtime.
  1. Other Notes
  • Plan to drop about 1700 members who expired before September 2005 ASAP. Will happen early next week.
  1. UPDATE: DONE
  • State and National Administrative review team.
  • UPDATE:

Key Deliverables

1. State and National Handbook

2. Template for Documenting Membership Programs

3. Documented Membership Programs. Once we finalize the template we'll want to document the current programs using the template. We realizewe'll have to fill in a lot of blanks.

4. Documented admin policy with standard operating procedures

5. Recommended procedure and template for new membership programs.We'll have to work with the membership comm on this one, however, it isimportant that we've addressed key issues before we go to the board witha recommendation instead of after.

Deliverables prior to our meeting on the 30th

1. Template for documenting membership programs.

  • description of the program
  • target audience
  • implementation plan
  • customization and tracking in netForum
  • Reporting procedures and specifications
  • post implementation analysis
  • rules and guidelines for the program
  • marketing plan
  • SOPs and training plan
  • Go-Live\Launch date
  • Recommendation for sunsetting/discontinuance of program.

2. List of Issues regarding ANYTHING NSPE where there are no documented SOPs or policies. Below are our categories. We need to identify our concerns and questions regarding each category. Once we've identified the issues, having an idea for solutions prior to the meeting is alsoencouraged.

* NSPE Membership Programs

* NSPE Policy and Operating Procedures as they relate to membership andmember services.

* Member Rejoin Process

* Member Renewal Process

* Equitable Distribution of Dues

* Change of Address Procedure

* Drop Member Process

* Member Join Process

* State and National Reporting

* Membership Recruitment Plan\Procedure

3. Table of Contents for State and National Handbook. Here are some things we thought of. We'd like for this to be a living document.

* Dues Dictionary - With documented procedure for changing membershipdues.

* Member Requests (turn around time)

* State requests (turn around time)

* Documented policies

* FAQ's

* State and National Staff Directory

* Membership program documentation

* Copies of Brochures, Invoices, Mailings, Newsletters from states andnational.

* State Outreach and Jumpstart fund application process.

*Copy of Policy manual and strategic plan

* Best Practices

4. Zarca survey to query states on the categories defined above. Weneed to collect as many questions about each as possible to that we canaddress each question and hopefully come up with policy that works foreveryone.

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