Understanding Membership Management in International Dzogchen Community Gakyil
Explore the importance of membership management in generating funds for Ling and Gar operations within the International Dzogchen Community. Learn about responsibilities, revenue flow, system updates, and key topics related to managing memberships effectively.
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Membership Management Update July 15th, 2016 INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL
Aim of this document How to deal with membership management in general. Not aimed to technical basic use of Membership Management System (MMS). See other Tutorials in dzogchen.net/tutorials/ or in user menu This document is aimed to Membership Coordinators and Gakyils It will be updated with system changes INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 2
Introduction to Membership Management Income from Membership is generally the most important source of funding for a Ling and a Gar This income feeds the ongoing operations of the Ling, of the Gar and of IDC According to the IDC Membership Regulations, necessarily approved by the affiliated Gars and Lings, All the members of the Gars and Lings affiliated to the IDC automatically become members of the IDC by paying a consolidated membership fee which includes the membership fee of the Ling, that of the Gar and that of the IDC (art.1). In art. 24 about the role of the Gar. The Gar has the responsibility of coordinating the management of the memberships of all its members, including all the members of the Lings affiliated with the Gar . More details in IDC Membership Regulations (dzogchencommunity.org) please read it fully INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 3
Why managing Membership ? Growing our capacity and skills we all do our best to get a correct flow of the Membership revenues to ensure the resources available for the ongoing management of the Ling, of the Gar and of IDC that allows us to benefit our members and potential practitioners making available the services we all in different ways supply (courses, webcast, info on the Community: the Mirror, IDC Portal, local sites) and in such way to support the Transmission of the Teaching INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 4
Membership Management main topics 1. General philosophy of MMS 2. Main critical points from 2015 and 2016 experience 3. MMS particularities in calculation and organization 4. Alternative methods of calculating IDC 15% (and Gar share) during the year 5. Local management of Members renewals and payments 6. Payment of shares to Gar and to IDC 7. Possible restrictions INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 5
1. What is MMS The Membership Management System (MMS) in IDC Portal (dzogchen.net) has a database inside , but it is NOT ONLY a database, that s why is called system MMS has the members payment registration, so it is a membership system MMS has all the Dzogchen Community entities (Gars and Lings) registered and shows their location and data MMS has a system of Assignment of roles (Gakyils, Membership Coordinator, Operators) that represents the official organization of the International Dzogchen Community So, the System is also a live organizational tool The roles assigned can be addressed by selected or mass email by International Gakyil There is also a mass mailing system to the members with translations So, the system is also a communication tool INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 6
1. General philosophy of MMS MMS logic is based on paymentregistrations, NOT on fixed Gar/Ling belonging: where a member pays, there is member of. The system has two concepts: user and contact. User is an online user who registered himself and manages his data himself. Contact is managed by some Membership Coordinator. Both can be members. MMS usually do not distinguish (unless in particular reports) the Welcome Cards (that are not legal members of IDC and of affiliated entities) from the members Any member of MMS that have not payments registered for the three previous years of membership in a row is considered Welcome Card (see limitations for Welcome Card) Various local choices areavailable (read MC tutorial): Paypal (highly recommended for direct payment by user and to avoid MC work) Currency (Local and International EUR/USD) Local Sustaining Alignment with Gar (recommended) Transformation of local currency into Euro (and USD) occurs at the effective exchange rate on the day of the processing Security and selected access to data by MMS roles (Gakyil, MC, Operator) INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 7
2. Main critical points from 2015 and 2016 experience 1. local and international currencies 2. partialpayments by members: a) discounts granted to disadvantaged members b) unexpected 3. Gar payments to IDC (quarterly, timely, independent of internal organization) 4. system user diffusion (ideally 100% users) 5. personal data completeness (email, Date of Birth) and reliability 6. still to eliminate some membership duplications generated by initial file upload and later personal registration INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 8
2.1. Local and International Currencies Only 44% of 2015 membership income was in Euro (accounting currency of IDC), the remaining 56% came in 15 other local currencies, eachwith different behavior. Some of them had and have huge fluctuations or strong devaluation during the year. Different Euro values in different days without any registration or there may be a lower Euro value at the end of a quarter despite payment registrations. Therefore, the value of local currency at the moment of calculation and of payment is important for the result in Euro (IDC accounting). To minimize impact of currency fluctuations, try to minimize the interval between when funds are collected from members and when shares are paid to the Gar and IDC. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 9
2.2. partial payments by members The 2015 final membership amount often didn t match with the standard fees due in local currency. This has different causes: a) discounts granted to disadvantaged members The Gars and Lings are advised to constitute a fund to cover these discounts, that are borne by the Gar or the Ling granting the discount b) unexpected Unpaid installments in multiple payments, not respecting the commitment to complete payment or delaying completion to the next year (or forgetting to make payment) It is necessary for Gakyil/MC to monitor and manage the payments process through reports and communication INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 10
2.3. Gar payments to IDC Certain Gars and Lings delayed payment for inconceivably long periods of time. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 11
2.4. system User adoption The Users registered in MMS are at July 1st 2016 5200, representing only 76 % of 2015-2016 members. The target is ideally 100% registered users out of member count (though some members not using PC at all will remain). A User has the advantage to self-modify personal data, to pay directly in MMS via Paypal (if active), to access to the webcast (closed and replay) with the same User Name and password, to receive communications from IDC. It is necessary to be a User to have a role assigned in MMS (Gakyil, MC, Operator). A campaign of sensitization and, in certain cases, technical support to Contacts with difficulties should be launched by Lings and Gars. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 12
2.5. personal data completion Beside the name, few data are mandatory for a User: email Date of Birth Country of actual domicile City email (or full address) is not mandatory for MMS Contacts Without the DoB in member s record it is not possible to enter payments. The refusal to supply such data is a common problem By IDC Statute a member has to supply the required data (we have chosen the lightest identification set allowed by Italian law). A Contact without DoB (and therefore payments) and email (or alternative identification) cannot become actual (=legal) member of IDC and of its affiliated Gars and Lings. An awareness campaign by Gars and Lings is necessary to encourage acceptance of this requirement, even with direct contacts. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 13
2.5. data security The data supplied in the system are secured by use of security techniques and privacy rules, which are compliant with EU standards: https Local Membership Coordinators can access detailed data only of their own managed members Operators and other Gakyils may see Search or some general reports with only basic data of all Community members to check membership status for courses, retreats etc. It is assumed that individuals selected for this responsibility are reliable. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL
2.6. Member duplication There are still some membership duplications to eliminate. These duplications are generated by : initial file upload (late 2014) and later personal registration with slightly different name or Date of Birth repeated trials to register as User without following the right procedure or letting the system the time to react The duplicates can be solved by the system following the procedure in next chart, simply aligning the differences between the two (name, DoB) INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL
2.6. Member duplication resolving procedure To resolve duplicate as two Contacts: 1. Check with the person what is his first and last name in the passport and birthdate. 2. Update both Contacts. You need to ask coordinator of his last payment to do it, if different. Override the duplicate warning when saving Contact 3. The system will merge Contacts into one where he/she paid last. To resolve duplicate as User and Contact: 1. Update Contact to match user's first, last name and birthdate. Override the duplicate warning when saving Contact. 2. The system will merge Contact into User. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL
3. MMS particularities 1. of calculation (total amount shown and used in reports) 2. of organization (method) INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 17
3.1. MMS particularities of calculation The total amount shown and used in reports may vary according to: a) use of Exclude Exclude function is aimed to exclude from totals the registrations of years previous 2015 (before IDC membership). A limitation of use of Exclude for years 2015 and after is implemented in the system If you do not apply Exclude to payments for years before 2015, they concur to totals on which a share is paid (to Gar/IDC) b) payment Removal generally to be avoided, unless particular cases of mistake; definitely avoid using this function to remove registrations in previous quarters (historical data will become unstable); maybe this will become a system block with System Admin authorization INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 18
3.2. MMS particularities of organization Organize your work such as to register a payment as soon as possible. Especially the member s first payment of the year as this is the official renewal. Registering payments as they happen (e.g. monthly) records an important information on payment behavior that can be shared with Gar and IDC which can help in decisions. At worst, make an effort to settle the registrations within the last day of any quarter ! Periodically (at least per quarter) examine system Reports. There you can notice if something is amiss and ensure that the collection and registration process is proceeding well INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 19
4. Alternative methods of calculating IDC 15% (and Gar share) during the year 1. based on fees actually paid (like 2015) supported by present MMS reports (if registration done correctly) EUR-USD value subject to change fluctuations in case of local currencies IDC share on multiple payments and discounts slipped toward year closure Affected by improper use of functions + plus - minus + - - - 2. based on annual standard fees at first payment (like 2016) IDC share (and advisably Gar share) is paid when a member renews and starts to enjoy IDC (and Gar) services (webcast, Mirror, main teachers) Less currency fluctuation expected (max. three month lapse) supported at moment by off-system excel quarterly report (based on MMS data) because complex to program in MMS Requires work time for processing and sending Some difficulties with change of Gar/Ling and of M.Type after the first payment (few cases) + + Note: at year end the full standard fee is applied anyway INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 20
5. Local management of Members renewals and payments 1. reports (tools): MMS b) off-line excel spreadsheet possible organisation a) 2. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 21
5.1.a MMS Reports MMS Reports are: 1. Under the Reports menu 1. In the Specialsection of Reports For detailed description of all reports see Report Tutorial in Tutorials INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 22
5.2 Possible organization 2016 for a Gar quarterly Previously define with own Lings the proper time for receiving Gar share (specially critical for the 1st Q) 1. Receive quarterly Excel report of the Gar from Yellow IG in the first two weeks of following quarter Check the numbers Transmit the owed amount of share to own Lings Pay IDC within three weeks after the quarter end (e.g. mid July for 2nd Q) Check the MMS reports for your members who have not renewed or not completely paid and decide on appropriate actions 2. 3. 4. 5. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 23
5.2 Possible organization 2016 for a Ling quarterly 1. Receive from the Gar, in the first two weeks of the following quarter, the quarterly amount of share owed Check the numbers Pay the Gar at agreed time Check the MMS reports for your members who have not renewed or not completely paid and decide on appropriate actions 2. 3. 4. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 24
5.2 Summary of Special Actions (Gars and Lings) 1. An awareness campaign and, in certain cases, technical support to Contacts with difficulties should be launched by Lings and Gars to increase the number of registered Users in MMS An awareness campaign by Gars and Lings, even with direct contacts, to encourage members to complete at least the minimum set of personal data: date of birth, e-mail, country of domicile Assign ALL your Gakyil members because MMS is also a Communication tool There are still some membership duplications to eliminate. 2. 3. 4. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 25
6. payment of shares to Gar and to IDC The payments to IDC have to be: Quarterly - unless small amounts < 700 only if bank transfer is expensive (not applied for paypal transfers). Timely - punctuality in payments is a regular feed for IDC ongoing operations benefiting the Community (webcast, Mirror, courses, ) and a sign of awareness of the importance of the work of IDC and Gar. 20 days from the end of the quarter is generally a sufficient time for checks in Gars. Independent of internal organization - IDC should receive the total payment from the Gar , not from the single Lings, and should receive it independently on the actual collection or not. It is an important institutional role of the Gar to coordinate the Lings and to give an organizational support. Nevertheless, the Lings have to be prompt in their quarterly payment to the Gar to ensure that the financial resources for IDC share and Gar are available to support ongoing services. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 26
7. Possible Restrictions 1. Payment of next year fees 2. No change of local currency during the year 3. Change of Gar/Ling after first payment 4. Change of Membership type during the year: a) Upgrade b) downgrade (for multiple payments, in case of impossibility to keep the level declared at first payment) 5. Payment to Gar/Lings based on declared residence (limited to Country of residence or nearest Gar) INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 27
7.1 payments for next year There is no guarantee the membership fees for next year will have the same structure and the same amount as now. No payments should possibly be accepted for next year until fees are approved by IG (approx. in November). This at least should apply regarding Global tiers decided by IDC. But this is advisable also for Local tiers, in case the membership structure changes. Instead of eliminating the chance of paying membership for the next year, we ll add a warning on the possibility that these payments may be insufficient due to fee change or the membership type may be canceled. No refunds if lower, integration due for higher amounts. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 28
7.2 change of local currency during the year Changing local currency (e.g. from EUR to Local Currency or vice-versa) during the year means that a Ling/Gar has two currencies in the same year. This generates a problem for managing and understanding the off-line calculations and statistics. MMS can cope with it if we stay on Euro value, but adds a double exchange problem to understand the membership income, because you have to interpret data according two fluctuations Please: NO change of currency during the year. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 29
7.3 change of Gar/Ling after first payment If a Member makes a full single payment, there is no problem; he/she remains in that Gar/Ling until next year renewal. If the member makes multiple payments, each payment remain where it was done in MMS, and this change generates the following problems: - In processing the off-line calculations and statistics regarding the number of members in the Gar/Lings: the member is counted in all Gar/Lings where he/she has paid, unless a manual investigation, choice and correction was done - The Gar/Ling where the member has paid first has already paid the full 15% (and maybe the Gar share) and sees then an incomplete fee payment, while the second Gar/Ling receives the remaining payments but also sees an incomplete fee, and, if not corrected manually, will be charged again the 15% (and maybe the Gar share) in other words, there are always some disparities between the Gar/Lings involved and an inaccuracy on general member counting unless corrected manually Solution requested: NO CHANGE after first payment (only at next renewal) INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 30
7.4 change of Membership type during the year a) Upgrade after first payment This should be encouraged, of course. But creates a problem for off-line calculations and statistics regarding the number of members in each type (same member present in both types). Manual investigation, choice and correction off-line is necessary. The upgrading in MMS is possible through Admin/Payments Registration, select the new type, Pay partial, enterpayment and confirm Warning: MMS shows the last as official membership type, but counts both the first and the upgraded type for its Statistics report. b) Downgrade after first payment (for multiple payments, in case of impossibility to keep the level declared at first payment) To be avoided, if possible, but in real case of necessity, corrected through a new payment : Admin/Payments Registration, select the new type, Pay partial, Remove limit, enter 1 cent payment and confirm For off-line report, same problem of manual investigation, choice and correction off-line. Do not cancel the previous payment(s) in previous quarters ! This changes calculations in the past ! Warning: MMS shows the last as official membership type, but counts both the first and the downgraded type for its Statistics report. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 31
7.5 payments to Gar/Lings based on declared residence The IDC Membership Regulations write: The portal is automatically showing to people residing in a specific country only the Lings of that country and the Gar to which they are affiliated. ... If the application is submitted directly to a Gar by a person residing in a town where a Ling is established, the Gar should assign the applicant to that Ling. The meaning is to drive membership income resources where the member can actually enjoy the Community activities (residing there) and to give the local Ling the resources to do that. To apply that, the Country of residence is a fundamental info (sometimes is missing). MMS is designed to apply this restriction based on Country of residence, even if at moment is deactivated. IDC is in favor to apply this restriction. INTERNATIONAL DZOGCHEN COMMUNITY GAKYIL 32
