1. Information Technology
An Essential Tool for Rotary Clubs

2. Information Systems Initiative
Introducing
the
Rotary District 7750
Information Systems Initiative

3. What are we doing and why?

4. Why Are We Doing This?
To help District 7750 Rotary clubs work better, faster and cheaper
More time for Service, less time for Administration
Quality
(better)
(faster)
Audience Survey
Time
(Cheaper)
Cost

5. Imagine Yourself…. You’re the incoming Club Secretary
All Member contact information is up-to-date
All Attendance information is up-to-date
Monthly District Report is ready to go
Semi-Annual Report is ready to go
All delivered on a laptop -- you just plug in
“I spent several hours over Christmas learning the software and loading all of our attendance data for this year in it. I like it! Wish I had known about it much sooner!”
- Club Secretary

6. Imagine Yourself…. You’re the incoming Club Treasurer
All invoices sent (by prior treasurer)
All bills booked and/or paid (by prior treasurer)
All income booked (by prior treasurer)
Dues
Meals
Fundraisers
A clean set of year-end Financials
Income Statement
Balance Sheet
Cash Balances (checking account, etc.)
A set of books and a checkbook that all balance for a clean start to the year
“We have updated the financial files so that we can send out statements this month for the first time in probably 25 years, rather than just an invoice!”
- Club President

7. Imagine Yourself…. You’re the incoming Club President
A complete member Roster with complete contact information
An “Information Pipeline” in place for communication to
Officers
Board
Committee Chairs
Members
A club that’s ready to go – no “learning curve”, “invention” or “cleanup” required to get the membership information in shape

8. How??
Club Management Software – Rotary International Club Administration System (RI-CAS)
It’s free
It’s easy (Financials + Contact Management)
It works
Import your existing member contact information
Automatic attendance/makeup tracking and calculations
Complete club financial management
Automates Attendance/makeup calculations for District Monthly Report
Automatically files District Monthly Report
Automates Roster maintenance for Semi-Annual Report

9. How?? District 7750 Club/Member Online Database It’s free It’s easy
It works
Includes an Online Club Member Database -- Members can directly update their own information
Includes an optional Club Website – No cost for development, $25/month for hosting
Online delivery of Monthly Reporting to District
Only 3 blanks to fill in
Only 4 mouse clicks

10. District 7750
Club & Member Database

11. District 7750 Club & Member Database
Online NOW
Your club’s own online member database
Your club’s own online calendar
Your club’s own website (optional)

14. District 7750 Club & Member Database
Online NOW
Your club’s own online member database
Your club’s own online calendar
Your club’s own website (optional)
Quick and easy monthly reporting
Seamlessly integrated with local Club Management software (RI-CAS)

16. x

24. Reporting of Rotary Foundation contributions will no longer be required
District newsletter will report only actual contributions sent in and booked at TRF
June 2006

26. “What’s in it for ME?” View YOUR CLUB’s Information:
Online Club Directory
Online Club Leadership Roster
Calendar of Events (Club & District)
Club Bulletin & District Newsletter
Edit and maintain your member data online – Automatic update to RI
Club-wide automatic distribution
Your Own Web Directory

27. RI Club Administration System
(RI-CAS)

28. RI-CAS
Downloadable at No cost from

29. RI-CAS = Club Administration Software

30. RI-CAS Downloadable at No cost from www.rotary.org
Membership data (contact) management
Communication management
Mail
Attendance management
Financial management

31. Current Member Data Searchable Sortable Mailing Labels Email
Integrated with Invoicing
Complete history of club positions, PHF levels, etc.

32. Meeting Management “Check the box” attendance entry
Prints “Checkin Sheet” – all current members
Checkin “on the fly” using laptop at meeting
Prints barcode labels for scanning badges

33. Attendance Management
Automates application of makeups
Automates attendance calculations
Start/End date range queries
Missed meetings
Reports for Attendance Committee

34. June 2006

35. Financial Management Automates Invoicing
Automates Income/Expense booking
Dues/Meals
Fundraisers
Automates Financials
Bank Accounts
Income Statement
Balance Sheet

36. RI-CAS Club Management Software is recommended, but optional – clubs can use the method of their choice to manage attendance and financials
The District Club & Member Database is not optional – clubs are expected to maintain current member data online and to file District Monthly Reports online

37. Club Secretary’s Home or Office
RI-CAS Networking
Internet
Cable or DSL Modem
Another RI-CAS User?
Router +
Switch
Other Computers
On Home/Office Network
Club Secretary’s Home or Office
RI-CAS PC

38. Remote Connection Technologies
RI-CAS Remote Access
Remote Connection Technologies
PCAnywhere
Purchased – 1-time cost -- Requires client software installed on users’ PCs (~$200)
GoToMyPC.com or LogMeIn.com
Monthly Service – no first cost ($15/mo)
Works through web browser – any PC, with a user name/password
Internet
Treasurer
President
Router +
Switch
Other Computers
On Home/Office Network
Cable or DSL Modem
Club Secretary’s Home or Office
RI-CAS PC
+ “Host” for
Remote Users

39. RI-CAS + District 7750 Database
District 7750 Database Club Databases
Internet
Router +
Switch
Other Computers
On Home/Office Network
Cable or DSL Modem
Club Secretary’s Home or Office
RI-CAS PC
+ “Host” for
Remote Users
Treasurer
Club Members
President

40. District 7750 Club & Member Database
RI-CAS Club Management Software

41. What if I Have a Problem?
Requests by – replies by or phone
District 7750 Online Database Support
Online Frequently Asked Questions (FAQs)
Online Instructional Videos
Support
(district)
(vendor)

42. What if I Have a Problem? RI-CAS Support Online User Manual
RI-CAS Support Forum (RI Website)
RI-CAS Users Group – support forum
RI-CAS Support
(district)
(vendor)

43. What if I Have a Problem? District Information Technology Support
District Secretary (Frank Kolb, )
District IT Support

44. Why Are We Doing This?
To help District 7750 Rotary clubs work better, faster and cheaper
More time for Service, less time for Administration
(better)
Quality
(faster)
Time
(Cheaper)
Cost

45. Information Technology
An Essential Tool for Rotary Clubs