gms cleansing the databasefiles.pitchero.com/counties/8/1433930650.pdf · gms – cleansing the...

GMS

Cleansing the Database

GMS – Cleansing the Database

Introduction

One of the major issues with GMS is data. The data on the system has been in existence for

approximately 10 years and it is highly likely that the data has never been cleaned or updated. The

majority of the time the data has only ever been added to. What this means is that most

organisations are now faced with an incredibly out of date database that contains old players,

members, coaches, volunteers etc that either no longer fulfil the duties stated on the system or have

moved on from the club.

The system will also display historical

An extremely important factor to bear in mind with the system, is that if individuals are not removed

from the organisation when they are no longer affiliated to the club. If they still know their

username and password and the role is still associated to them, they can access the system and look

at the data.

In order to cleanse the data, it important to inform the users with the required knowledge required

to use the system, this can be through training courses, which are arranged annually, supporting

guides and videos. It is of equal important to instil confidence in the user, to feel comfortable with

“playing” with the system and seeing what it is capable of, its features and functionality.

This support document will hopefully help dispel some myths around the system in the process.

Tickets

Ticket Allocation is determined by the following

League Status

Golden/Handbook Roles – Must be fulfilled by somebody

Registered Mini/Midi Players – Capped at 75 Maximum

Teams – All Active Teams must be listed

Coaches – Based on being assigned the role in GMS and number of points awarded are

based on level of qualification

Referee – As above

Therefore

If you already have + 75 mini/midi players, deregistering players will not affect number of

tickets

Adult Players do not affect tickets – If they no longer play, or will never play in the leagues,

remove them

Members do not affect tickets – Don’t leave them on the database, remove them

Funding

As part of the funding application process and once funding has been received at the club, part of

the ongoing commitment in the terms and conditions is to keep GMS up to date


Communication

The RFU, its staff, the CB and hopefully clubs can use the data on the system to communicate with

those involved in the game.

As an example, annually the RFU will email all International Ticket Contacts, requesting that certain

data on GMS is kept up to date in order for the club to receive its full allocation. Typically it is also

around this time that the RFU are contacted by hundreds asking why they don’t receive the

information or how to change the role.

If the person listed as fulfilling that responsibility at the club has changed. The club need to update

this information.

This is the case with a most roles at the club. Coaching information will be sent to Coaches and

Coaching coordinators. If the role is not up to date, the right people are not getting the right

information.

In order to cleanse the system and have as accurate a picture of the organisation as possible, I

believe the following 12 steps needs to be completed

1. De Register inactive players

2. Deactivate old schemes

3. Create current schemes

4. Archive Members/Remove from Club

5. Bulk Upload

6. Add New Members

7. Merge

8. Assign Memberships (Buy)

9. Add Relationships

10. Which Grid?

11. Updating Details (Including Add & Remove Roles)

12. Sending Credentials

1. De Register inactive/old players

To deregister a player or groups of players, firstly you must ensure you have the role on GMS of

either

Adult Registrar

Women’s Registrar

Youth Registrar

Or all three if you want to deregister across all sections.

Please be aware:

Youth Players do not automatically become Adult Players

If youth players are playing adult rugby, either Playing up or moving to adults, they need to

be re-registered as an adult player, by the adult registrar at the club, against the same RFU

ID. If they will no longer play Youth rugby, they must be de-registered as a Youth Player. If


they will be playing Youth & Adult rugby they must be registered as both an Adult & Youth

Player against the same RFU ID

De-registration is a manual process, completed by the Registrars

When either adding a new player, transferring an existing or adding a new status (i.e. Adult

Player to a Youth Player) the system request a search is performed. Please check the search

results thoroughly, it looks across the whole database. If the individual appears as a player,

member, coach, volunteer at any club, as long as they are on the database somewhere, they

will be returned in that search. It is vital that the registration is entered against the existing

record. Otherwise a duplicate could be created, leaving a record at the old club and the new.

When registering Youth Players and entering parents details, not only will the player appear

in the Non Members grid upon registering, the parents will to.

Once the role has been assigned, log into GMS and a new tile (module) will be displayed, Player

Registration

Select Player Registration

Once in the system, go to Club/Player Management

This will list the group of players the registrar is responsible for (Men, Women, Youth) all 3 if all

three roles have been assigned.

It is now possible to find the players that are no longer playing at the club, select either individually

or bulk and select De-Register players


Once De-Register has been selected it will take 7 days for adult men to become inactive, whereas

adult women and youth are deregistered immediately.

Please remember, de-registering players does not remove them from the club or make their

membership invalid. There is still the requirement to remove them as members at the club, if they

have left completely.

2. Deactivate old Membership Schemes

Old Membership schemes, simply clog up the list of active membership schemes, it is far better to

remove those that are no longer relevant and only have displayed what is necessary and current.

Go to GMS, select Finance


Select Membership Schemes

From the list of schemes, select (tick) the scheme to be removed and select Edit

From the Membership Details screen, select Status and select Inactive & Save

Returning to the Membership Scheme page, the scheme has been removed and whilst those that

currently hold the scheme will continue, no new individuals can be assigned the membership and it

cannot be renewed.


3. Create Current Schemes

Via Finance & Membership Schemes, it is vitally important when cleaning up the database that you

start with current and existing membership schemes at the club that can be assigned the new and

existing members

Important Note: Do not name club Membership Schemes, Registered Player, Registered Youth.

Anything that could be deemed “Registered” this has in the past caused confusion in that clubs

believe an individual is eligible to play for the club, because they have been assigned the

membership of Registered Player.

Registering a Player and being Registered to Play is a status, it is not a membership. Once the

player is registered to play at the club, it is then possible for that individual to be assigned a club

membership. However membership is a club specific feature, it in no way impacts on the

individual’s ability to play for the club. Even if the Registered Player is archived as a member, their

status to play at the club remains until they are deregistered or transferred from the club.

Select New

The Schemes details page is created

Scheme Details include:

3.1 Membership Details:

Name – Manual Entry (Club Specific)

Type

Adult – Single Membership Scheme (assigned to one member)

Junior – As Above

Individual – As Above

Group – Enables the club to create a membership scheme that can be

assigned to multiple individuals


Family – This scheme is where the club can outline how many adults and

how many juniors can be assigned to the membership. If Family is selected it

is possible to assign multiple individuals to that scheme. It is also possible to

outline the relationship for the family group i.e. who is the child, parent etc.

Code – Default code entered by the system

Status – Active (Current)/Inactive (not currently available)

Available for Purchase Online – This will post the membership to the Clubs website (If they

are using the FSI website available to create via GMS) Allowing existing and new members to

sign up and buy their memberships online via the website

Status on Purchase - Which grid and status does the individual hold once they sign up

Pending – Allocates the individual to the pending grid

Active – Individual automatically appears in the Membership grid

3.2 Duration:

Duration – Years/Months/Lifetime (Never Expires)

Unit – How many months, years?

Renewal

Anniversary = Set a specific date for the scheme to expire and be renewed.

Month – Which month does it commence

Day – Which day does is start for the month

Join Date = The date the individuals are assigned the scheme, the scheme

commences and renews based on the join date and length of scheme i.e. 1

year.

3.3 Price

Effective From – The date the scheme commences. This defaults

Effective To – If the scheme is only valid for a limited time then entering an effective too

Currency – GBP

Unit Price – How much does it cost. (0.00 if free)

3.4 Renewal

Renewal Notification Period – How early can the individual be assigned the new membership

type and an email is sent automatically to the individual to let them know their membership

is up

Automatic Renewal – In conjunction with the above, if auto renew is enabled then the

individual will receive a membership renewal notice and a link to pay for their membership

online (one off payments, not instalments)


Once all the information has been populated, select Create

The new membership can now be allocated to the individuals.

4. Archive Members /Remove From Club

Removing individuals that are no longer involved with the club is paramount to ensuring that the

organisations database remains credible and current.

Remove from Club removes the link from the individuals to the organisation. Any roles are removed

and memberships are archived.

Bear in mind, if the individual holds a current (Membership Grid/Pending Grid) or has previously

held membership at the club (Lapsed), it will be possible to retrieve their information by filtering on

Archived Members.

If they only appeared in Non Members, then once they are removed, their details are not

retrievable.

It is also important to note, that current players cannot be removed until they have been de-

registered and individuals holding a golden role, this must be reassigned before removal can be

completed.

To remove from Club, go to the Everyone Grid, select the individual or multiple individuals to be

removed, select More and Remove from Club

(Note: The Remove from Club feature is available from every grid. You may want to complete the

process by using each grid to understand the status of the individuals when you remove them)

The details for the individuals are displayed and the page confirms the action that is to be applied


5. Bulk Upload

The bulk upload tool is a facility that enables clubs and CB’s to upload a group of individual at the club on mass. Via a template spreadsheet, the club can choose to download and populate the document with the individuals it wants to upload. (Please be aware that there are not currently restrictions on total numbers, but the greater the number, the longer it will take to upload. As an example 1000 individuals could take up to 10 minutes to upload.

The spreadsheet that is populated and uploaded is a standard template. It is only ever possible to upload the data listed in that spreadsheet, if additional columns or data is included, this will be discarded and the upload will fail.

Currently the data that can be uploaded is as follows:

Title

First Name

Other Name

Last Name

Gender

Date of Birth

Number

Building

Address 1

Address 2

Address 3

City

County

Country

Post Code

Tel Home/Work/Fax/Preferred

Email Home/Work/Preferred

Via the Everyone grid, select Bulk Upload

The Bulk Upload screen will appear, from here the standard template can be downloaded and populated. Select Download

Please bear in mind the individuals being uploaded will not hold any status at the club at that point of being uploaded, the will not have a membership, a role or be a registered player. If they are in

fact one of the above, then these statuses will need to be associated to them post upload. i.e. once uploaded the individual

can then be registered as a player.


Once the template has been downloaded, start to populate the columns and rows with individual’s data. Once populated, Save the document to the computers desktop

Upload the document to the Bulk Upload tool. Select Browse, find the document on the computer

and upload

Upon selecting upload, the document will appear in the Files to Import display

Select Import

A list will appear informing the user of how many of the individuals have been uploaded. NOTE: If

there are any duplicate records the n the system will not upload and they fall under the failed rows

column. To see why they have failed, select Error Records. If complete, select Finished.


The Everyone grid will load, from here it is possible to filter to see if the individual was entered.

It is important to bear in mind, upon Bulk Uploading those individuals, they are not currently

members, therefore they are only viewable via the Everyone and Non Members grids.

6. Add New Members

Rather than complete a Bulk Upload, if there are only a few individuals that need to be added, this

can be achieved within GMS and Create New Member

Create New Member in GMS enables the administrator to create individuals and assign them to

memberships and/or create a family group and assign them to a family membership

NOTE: Please see the Create New Member guide to understand the many variable for Creating New

Members

To start the process of adding single or new Family Memberships, select any Grid and Create New

Member

7. Merge

Merge is completed when an individual has two records on the system. A duplicate is created for

various reasons, but it is determined by someone with the same personal and contact details, but a

different RFU ID

Via the membership list select the individuals to merge. (NOTE: Only two records can be merged at

once)

Select the two individuals to be Merged, Select More and Merge


The two records are displayed, at this point it is possible to select which information to keep and

what can be discarded.

Select Save

Upon returning to the grids, only one record will remain.

8. Assign Memberships (Buy)

8.1 Following Bulk Upload:

If the Bulk Upload tool was used to add multiple individuals, then they those individuals will sit in

Non Members, awaiting a Membership to be assigned to them.

In order to assign memberships to the individuals or Families,

To see the full process, please use the Buy and Update Membership Guide.

To start the process, from the Non Members grid, either select the individual or select the family

group and Buy Membership


8.2 Existing Individuals:

If there are a number of individuals that are “active” members at the club that just need their

membership updating, the chances are these individuals appear within Lapsed (i.e. they once had a

membership with the club, however as the data has not be updated, their membership renewal date

is in the past)

To process and assign a new Membership to these individuals select the Lapsed Grid, select the

Individuals and Buy Membership

9. Add Relationships

When a Youth Player is registered and parent’s details are also added, this creates a relationship link

that can be viewed from the grid.

This is also the case for Buy Membership. If a Family Membership is being added that applies to

multiple individuals i.e. 2 x Adults and 1 x Child, then it is possible to outline who the primary

member is and the relationship between those individuals


However an administrator can also create manual relationships in GMS. To do this, select the two

individuals to apply the relationship to

It is now possible to list what the relationship is between the two parties. Once complete, select

Save

The relationship has been created and can be viewed from the Grid

It is also possible to view these details by selecting the individual’s name

On the summary page


There is also a dedicated Relationships page and this is where any incorrect relationships can be

deleted to.

To remove a relationship, select the Relationship to delete and Delete

The relationship is removed and no longer appears in the grid.

10. Which Grid

The grids and who appears in which grid is determined by their membership status at the club

10.1 Everyone

An amalgamation of all Grids listed below.

10.2 Membership List (Membership Status = Active)

Contains individuals or Family Groups that are fully paid up Members of the

organisation whose membership renewal date is in the future.

10.3 Lapsed Grid (Membership Status = Inactive)

Individuals whose membership has expired i.e. the renewal date is in the past.

10.4 Pending Grid (Membership Status = Pending)

Individuals that have had a membership assigned to them and either been:

Manually moved to Pending

Have been created as new or had a membership assigned to their

existing record, however upon assigning the membership, the

option “Pay Later” was used.

This will typically mean they have an outstanding balance with the club i.e. They owe

money.


10.5 Non Members (Membership Status = Nil)

Non Members is a grid that displays new individuals added to the organisation and

don’t currently have a membership affiliated to them.

Bulk Uploads

New Players

Parents

They can remain in Non Members, as a contact or alternatively Buy a Membership (assign) for them.

11. Updating Details (Incl Add & Removing Roles)

Once the individuals have been added, Memberships assigned etc. It is then important o assign any

roles that individuals has. To do this, select a grid and find the individual to add a role to, existing

roles will also be listed:

Select the Expander Arrow to open the individual’s details.

Once expanded, the individual’s details are displayed, it is possible to edit/update individual details,

by select the Pencil icon. (These include, addresses, email, phone number & Roles)


To remove a role, select the X against any existing roles.

To add, begin typing a Role i.e. Coach the search will return close matches, select Add.

12. Send Credentials

Once the database is up to date, most administrators will want to provide their members with a log

in that will enable them to view, update and edit their personal details. Each members has the

potential to log in and view their own details.

To send credentials, find the individual, select their name

Select Credentials and select the envelope icon.

The system will inform of any issues with sending


The email received contains a link, where the member can assign a password and log in to view their

own personal details

Moving Forward:

Completing the 12 steps above should set the organisation up to make GMS incredibly useful for any

organisation.

However, this cannot be a once in a decade process, it must be completed each season to ensure

that the data remains credible and up to date. Once it is up to date, it is relatively easy to keep up to

date and a lot of it will be automated, especially if members are set up ad renewals etc. However, it

is vital that each season the following is completed:

Clear Down players annually

Archive/Remove From Club old members regularly

Remove Roles from those no longer fulfilling those duties

Send out password reminders and update details requests

Clear down old Membership Schemes

Create New Schemes

This alone should mean that for the forthcoming season, once again GMS remains the clubs main

source of data. Which also means the club will only need to use and keep one system up to date

knowing that GMS is the central source of information.

gms cleansing the databasefiles.pitchero.com/counties/8/1433930650.pdf · gms – cleansing the...

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