I need to hire an emergency consultant

[UGS]

Hello,

I have recently undertaken a project that I think can be completed by using CiviCRM as the solution.  Im not 100% because I have only just become aware of CiviCRM and have installed it just once.  But from reading and playing around with its functions I think it will do the trick.  The problem is that because I DON'T know how to use it to its full capacity I am going to need some help meeting my deadline.  I need to have the project finished by Thursday of this week (November 1).  I have a lot of other projects to do as well (non-web related) and I think it will be a better usage of my time to get help from someone who does know.  Please take a look at the enclosed document and let me know if this is something you can help me with by the date requested.  Please tell me how much it will cost.  I dont have a lot to give as I quoted a very small amount due to the apparent simplicity of the project, but I am willing to pay what I can for you to at least get me started in the right direction.  I have already installed Drupal and CiviCRM 1.9.  Thank you.

Please note that there is no need for strict adherence to the document.  Please ask any questions.  Send me an email to damon@jc-media.com. 

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Membership / Event System

   1. Membership System

There are two types of memberships – Individual and Business.  Each type of membership will require an approval process.  The Individual member will allow individuals to sign up for a membership providing the following information:

Step 1 
[see registeri.htm]

Step 2 (if credit)
Credit Card Number, CID, Year

BUSINESS MEMBERSHIP

The business membership will allow the business different levels of membership.  The different levels of membership will be at different costs, the more costly the membership the more associate members will be allowed.  For example, the Silver Level would allow 10 associate members while the Gold Level would allow 15 associate members.  An associate member is someone who works for the company and would get the benefits of having discounts on events and access to micropages.

Since adding the associate member section is not always done in one attempt, the person submitting the application can submit the application without listing all associate members; if this is the case, the user will be warned that they will need to email  to add remaining associate members.

The POC and CEO information is what is collected in Step 1 and it does not always mean they will be members – a check box will allow them to select if they will be associate members or not in Step 1– if so then it would count towards an associate member and autopopulate their information in one of the associate fields.  Below are the fields that would need to be collected for the business membership:

Step 1 
[see registeri.htm]

Step 2
[see register_2.htm]

Step 3 (if credit)
Credit Card Number, CID, Year

1a. Approval Process
For both the individual and business membership, they will need to be approved by the  Membership Committee before they actually get charged or invoiced.  Once the member is approved the membership system should send the member an application received email. There are 3 ways to get approved to be a member:

   1. If three committee members approve the membership
   2. If the chairperson approves the membership
   3. If the Director of Membership Services or the EVP approves the membership after consulting with a committee member.

1b. Emails

The following section will outline which emails will be sent to the members and approvers

   1. An email will be sent to the prospective member after they fill out the application stating their application is in review.  The email will also have invoice information included only if paying by check.
   2. An email will be sent out to the approval admins and chairperson with a link to either approve or deny membership.  The email should include all of the prospective members ‘ information for review.
   3. Once the prospective member is approved or denied they should get an email stating what the result was, i.e. welcome/your application has not been approved. If approved, the credit card is charged, the database is populated with the member information to include assignment of a member number, and the member receives an email which contains a receipt.
   4. 60 days before the membership is set to expire the business POC or individual will get an invoice to renew their membership.

1c. Reports

Admins should have access to see the following reports:

         1. Prospective Members who are pending approval  ( Users a, b, c in paragraph 1g. have access to this report)
         2. Denied Applications – contains all information about the denied application (users a, b, c in pargraph 1g. will have access to this report and will be able to save comments about why the applicant was denied)
         3. Active individual members – report containing all members information – the report should be sortable by Name, Membership Date, Company, Membership Expire Date (users a and e in paragraph 1g. have access to this report)
         4. Inactive individual members – report containing all of member information – the report should be sortable by Name, Membership Date, Company, Membership Expire Date (users a and e in paragraph 1g have access to this report)
         5. Active business members - report containing all of POC, CEO, and Associate information – the report should be sortable by Company, Name, Membership Date, Membership Expire Date (users a and e in paragraph 1g have access to this report)
         6. Inactive business members - report containing all POC, CEO, and Associate information – the report should be sortable by Company, Name, Membership Date, Membership Expire Date (users a and e in paragraph 1g have access to this report)
         7. Exhibitors/Non-members – report containing information on exhibitors and non-members attending events – report should be sortable by name, company and event (user a in paragraph 1g have access to this report)
         8. Invoicing – duplicate of each auto-generated invoice shall be sent to users A and E in paragraph 1g at the same time that it is sent to the individual member or company POC.

 

1d. Invoicing

Since memberships are on yearly basis, 60 days prior to membership expiration, the membership system shall auto-generate an invoice and email it to the individual member or company POC. The admin shall also be able to generate an invoice manually for email or hard copy.  Since members can pay by check the admin should be able to manually set their account active or inactive by changing the Membership Expiration Date.  If a member pays by credit card through the invoice online then their account should automatically be renewed. 

1e. Editing Member Information

Membership information can’t be edited by a member.   Editing information will need to be done manually by an Admin.  However, a member will have the ability to change their own password.

1f. Member Login

A member will be able to login to the  website using their username (which is their email address) and a password (which they setup during the application) if the member forgets his or her password it is emailed to them.

Once the individual member or company POC is logged in, he or she can pay invoices, sign up for events, change password, or access microsites.

1g. Types of Users

A user can belong to more than one type of role in the membership system:

   1. Admin – has access to everything
   2. Membership Committee Approval Admin – has access to approve or deny members and who can see pending members, accepted members and denied members reports
   3. Membership Committee Chairperson Approval Admin – one account who can approve a user by only one vote and view the pending, accepted and denied members’ report.
   4. Members – the ability to pay invoices.  For business associate members only the POC will be able to pay and see invoices.
   5. Accountant – read only capability.

1h. Inputting members
 
Admins should be able to manually add people into the membership system through the admin section.  There are roughly 3500 members that need to be manually added into the membership. Manually adding a member can be done through a CSV (Excel) file or by typing in their information.  Manually adding a member into the system would bypass the approval process. Admins should be able to edit and update information at any time.

1i. Membership Numbers
 
Once the system is implemented, staff will assign membership numbers to the existing membership. All subsequent individual or corporate memberships, after approval (see 1b.), will be assigned a system generated number based on an  designated sequence, as follows:

      Individual Member – IN1234-5678

      Individual Academic Member – IA1234-5678

      Individual Government Member – IG1234-5678

      Individual Student Member – IS1234-5678

      Corporate Associate Member – C1234-5678

The membership number can also be manually entered or changed by an admin.
2. Event System

Additions to the event system will include:

    * Only members will be able to login to the event system and have their information populated.  Non  members can still sign up for an event but their information will not be stored to be used for another event, they will need to retype it.
    * Exhibitors and sponsors will be able to sign up for an event
    * In the attendee report it should clearly show who are nonmembers so they can be contacted to join for a membership
    * When a member logs in, they chose the attendee type at the member rate.
    * If a non-member registers, they will be able to pick the Attendee type but will not receive the Member discount.