Access to reports, labels and online tools (updated)

Moving forward with the AMS system, new processes for data sharing are being rolled out. A roles-based approach will be applied for access to reports, labels and various online tools.

Access and distribution will be based on pertinent leadership positions, streamlining changeover periods for local groups and helping staff be more responsive to requests for assistance.

General

Why switch from individual-based to role-based? There are multiple reasons, but two reasons stand out. First, the new database system is not designed to handle individual-based access to reports. Secondly, role-based access is a sound best practice. Individuals have varying skill sets, and the ability to support and train new leaders as they step into these roles creates an almost impossible task for the long-term support of local groups and officers of the organization.

What if my role needs specific information but I’m not set up to get it? Notify the National Office at localgroups@americanmensa.org to see what can be provided. For example, if other local group leaders are requesting the same information, it’s possible that permissions for roles could be modified. Or access might come by finding a comparable role with the needed permissions. Or, if necessary, a new role could be created with permissions for a general solution.

Why has this transition taken so long to get these tools back up and running? It was necessary to ensure that all data was in the new system properly before all of the pieces could be connected to ensure that reports and online tools were working correctly. During pre-launch checks to connect original processes to new system data, it became clear that the original processes were overly complicated, and the intention to simply connect the original tools to the data was abandoned.

Monthly Funding Statements (Updated)

Beginning in May, Treasurers and LocSecs will be able to view and download monthly funding statements from the website. Funding statements will be made available on the second Friday of each month, via the Local Group Profile, instead of being sent as an attachment to an email.

One of the issues we hear from Local Group leaders is processing the avalanche of information that comes from the National Office. Just as LocSecs can now download their own membership reports, officers will be able to download current and historical Monthly Funding Statements on-demand. The reports will retain the same basic format officers are familiar with, and step-by-step instructions to view/download these reports will be provided before the change is made. This update enables immediate access to the statements, reduces the number of emails, and provides a centralized storage for Local Group financial information.

Another advantage is the availability of your historical financial records, all in one place. In conversations with many local group leaders, we've found that records aren't necessarily passed along during officer transition, and Treasurers sometimes have to scramble for information to complete year-end paperwork. This should aid in resolving that issue.

Should you have any questions or need more information, please email Local Group Services Manager Becky Folger.

Member communication (Updated)

A new tool, Email Your Members, has been developed. (Information on previous tracker changes was rolled out in prior communications.) Of note:

  • Find instructions for using the tool here.
  • The recipient lists correspond to the way that the online reports are generated.
  • The tool allows you to leverage certain data elements, or variables, to personalize the message.
  • The tool allows you to send a test message to view before distributing the email.
  • This tool replaces the former Membership Tracker, Offers of Membership Tracker and Lapsed Member Tracker.
  • The Prospect Management tool is the only tool that this currently does not replace.

Positions with access to the Email Your Members tool include:

  • Local Secretaries and Assistant LocSecs
  • Editors and Circulation Managers
  • Data Coordinators
  • Membership Officers
  • Area Coordinators
  • Gifted Youth Coordinators and Assistant Gifted Youth Coordinators
  • Testing Coordinators
  • Web Contacts
  • Isolated M Coordinator

Will more changes be made in the future?
Yes, it is possible based on an ongoing review of feedback.

Newsletter Upload (Updated)

The Newsletter Upload tool is online and functional again.

Labels (Updated)

Based on the new online reports and feedback we received, the National Office is moving away from providing labels for Offers of Membership, New Members, and Prospects, effective April 1. Most groups are handling these communications differently now, and anything needing an address label is more efficiently done by the local group. (You may now print directly to labels from the online reports.)

Group labels for print newsletter distribution remain available. If your group would no longer prefer to receive labels, email the National Office at localgroups@americanmensa.org and let us know.

Reports (Updated)

Officer reports are available, for those who receive them, through the Local Group Profile.

Additional information

Have any of the reports been updated since the rollout?
Yes. Based on feedback:

  • Many reports can now be filtered by Area/Subgroup.
  • Filtering by ZIP code(s) is available.
  • Excluding additional family members is available for reports such as newsletter distribution.
  • Updates to the Prospect report remove scholarship applicants.

Why is some data displayed in the Membership Directory not available in reports?
The data used for reports is different from that used in the online Membership Directory. A member may update his/her preferences online at any time by going to their profile and clicking on My Communication Preferences (in the right navigation). From there, Member Directory items are linked to the directory and the ”Would you like to be contacted by Mensa or Mensa's partners about discounts, promotions and other partner benefits?” section is linked to the reports. In particular, note the options for “Allow Local Group to contact me by email” and “Allow Local Group to contact me by phone.”

Will more changes be made in the future?
Yes, it is possible based on an ongoing review of feedback.

Why do I not receive my reports by email anymore?
The information is now available via download in the format that works best for you. This was done so that you can get the data you need when you need it rather than being locked into one monthly eblast. Additionally, it is more secure to have you get the information you need, when you need it, rather than sending it through email.

Why do my reports no longer contain the distribution preferences?
In an effort to adhere to member-release settings, the reports are set to release information according to the member profile. This allows you to focus on the data without having to decipher member preferences.

How do I get information for members to use in a directory?
This information is sensitive, so it will not be provided in regular reports but can be made available upon request. This ensures that multiple versions of similar data, which can easily be used incorrectly, are not being sent. Email localgroups@americanmensa.org for more information.

How do I get demographic information for members for local group use?
As noted in a recent local group leader survey, this information is used only a couple of times a year, so at this point, it will be made available upon request, much like the directory information referenced in the previous question. Email localgroups@americanmensa.org for more information.

What happened to the information that was “withheld” on the previous reports?
Why is there blank information on this one? Do we not have the data? Yes, we have the data. Blank spots indicate that a member has chosen not to have their information released to a local group. (The data is left blank rather than forcing the report to input “withheld.”)

How is youth data displayed in reports?
Working with the Risk Management Committee, it was determined that youth data can be provided to local groups whose communication preferences are honored for releases; additionally, information that identifies a member as a youth will not be displayed. Information identifying a member as a youth will be provided only to certain roles — Gifted Youth Coordinator and Assistant Gifted Youth Coordinator, plus LocSecs who are background-checked — that have a current background check on file with the National Office. Great care is taken with youth data, but it also is important that those members receive the benefits of membership.

Refer to the following chart for guidance on how reports are being distributed.

New Report Replaces Data Fields Contained Description / Recommended Uses Available Formats Role Access
Newsletter Distribution Report A File,
E File,
M File,
Z File,
Alpha Change Report,
Zip Change Report
Member Number,
Name,
Address,
Group/Sub Group,
Email,
Expiration Date,
Newsletter Preference,
Member Type,
Bad Address1,
Delivery Point Code1,
Carrier Route1,
Intelligent Mail BC1
Distribution of both electronic and print newsletters PDF,
CSV,
Labels
Newsletter Editor,
Circulation Manager,
LocSec
Members New to Your Group Members New Listing,
Alpha Change Report,
Zip Change Report,
New Member Report
Reason for New to Group,
Member Number,
Name,
Address,
Phone,
Email,
Group/Sub Group,
Member Type,
Expiration Date
Identify new members and cause of change to reach out and welcome them. PDF,
CSV,
Labels
LocSec,
Membership Officer,
Newsletter Editor
Member Roster A File,
M File,
Z File,
Alpha Change Report,
Zip Change Report
Member Number,
Name,
Address,
Phone,
Email,
Group/Sub Group,
Member Type,
Expiration Date
Listing of all current members of the local group PDF,
CSV,
Labels
LocSec,
Membership Officer,
Area Coordinator,
Circulation Manager,
Web Contact
Members Leaving Your Group Members New Listing,
Alpha Change Report,
Zip Change Report,
New Member Report
Reason for Leaving Group,
Member Number,
Name,
Address,
Phone,
Email,
Group/Sub Group,
Member Type,
Expiration Date
Identify members who have left the group and cause of change PDF,
CSV,
Labels
LocSec,
Membership Officer
Youth Report Young Mensan Report Member Number,
Name,
Address,
Email,
Phone,
Since Date,
Expiration Date,
Birthdate
Identify members who are under the age of 18 and provides relevant information to background-checked individual(s) who is responsible for ensuring that activities are being provided for their members PDF Only Gifted Youth Coordinator,
Assistant GYC,
LocSec (with background check only)
Birthday Report Member Birth Day Listing Member Number,
Name,
Birthdate (Day/Month)
Recognize birthdays in your local group CSV Only LocSec,
Membership Officer,
Newsletter Editor,
Circulation Manager
Anniversary Report Member Anniversary Listing Member Number,
Name,
Month,
Years of membership
Recognize membership anniversaries in your local group CSV Only LocSec,
Membership Officer,
Newsletter Editor,
Circulation Manager
Offers of Membership Report O File Member Number,
Name,
Address,
Phone,
Email,
Group/Sub Group
Candidates who have qualified for membership but have yet to join. Good listing to follow up and get them to join. PDF,
CSV,
Labels
LocSec,
Membership Officer
Prospect Report T File,
Prospect Report
Member Number,
Name,
Address,
Phone,
Email,
Add Date,
Source,
Tests Taken
Individuals who are interested in membership but have not qualified to join PDF,
CSV,
Labels
LocSec,
Membership Officer,
Testing Coordinator,
Proctor
Lapsed Member Report Current year Lapsed Data,
Current year Lapsed Report
Member Number,
Name,
Address,
Phone,
Email,
Group/Sub Group,
Expiration Date
Former members who have not yet rejoined the organization PDF,
CSV,
Labels
LocSec,
Membership Officer
Circulation Statistics Report Circulation Statistics Report     PDF Only Newsletter Editor,
Circulation Manager,
LocSec
1: These data fields will only be available in the CSV report.