Membership and Licensing - Yearly Tasks

These are items which need to be done manually at specific times each year. (Specific instructions are NOT included here, this page is for reference and can be fleshed out.)

PFL/Member Certificate Backgrounds

• July 1st - New for next year for TX (not critical)

• October 1st - New for next year Member & PFL

• November 1st - Need next year PFL but will have already been done

Terminations

• October 1st

  • Terminate Memberships (all but HO, EM, 2xTX, STATE) from the prior year for those that didn’t renew the current year.

  • Terminate Member PFLs from the prior year for those that didn’t renew the current year.

  • Go to “Processes” and “Drop Membership Process” (and “Drop Subscription Process”) then “Inactive Schedules” and “Details” from the last year’s run.

    • Check that the correct products are included. They should be from previous year.

    • Change range years forward

    • Change 12/31/xxxx forward

    • View Drop List

    • Export and/or Email Drop List to have a record

    • Run - Process takes some time, once complete…..

    • Check using the same parameters, nothing else should “Show”. If they do, re-run on those.

• November 1st

  • Terminate Paid PFLs from the prior year for those that didn’t renew the current year.

  • Steps

    • Change range years forward

    • Change 12/31/xxxx forward

    • View Drop List

    • Email Drop List

    • Run

    • Check

  • Terminate Waiver PFLs from the prior year for those that didn’t renew the current year.

• December 31st

  • Terminate all recurring TIPAC donations

  • Coordinate with Director of Grassroots & Political Affairs to schedule recurring donation processes for the upcoming year.

Accounting

• Before January 1, add new Fiscal Year (Accounting, Setup, and each Business Unit, 12 periods, monthly, default).

• Transactions will not work for any staff or members if there isn’t a valid Fiscal period.

SSLs

• Yearly process for all sites, detailed here: SSLs

re:Members (formerly Impexium) Web Template

• ~January 1, adjust year in footer copyright.

re:Members (formerly Impexium) Queries

Anything that’s year specific need to “moved forward” as re:Members (formerly Impexium) doesn’t have a “this year” or “last year” concept in dates in queries. (Big limitation, but manually works, just have to remember.)

• October 1st

  • ISSUE - (YEAR+2) Members

    • Made to determine if someone is renewed further ahead than should be.

    • Move date and name ahead one year.

• November 1st

  • ISSUE - (YEAR+2) PFLs

    • Made to determine if someone is renewed further ahead than should be.

    • Move date and name ahead one year.

DataWarehouse/Thaddeus

When the Membership's flip to "next year" for new purchases on October 1st, Thaddeus automatically changes into "next year" mode flipping things forward for Exports and such.

However, one task must be manually done September 30 / October 1 in order for the Five Year charts to correctly update.

That is taking a snapshot of the numbers from the current year at the time into a stats database table so that they are then locked and fixed and not calculated.

This is found under "DataWarehouse" and "YearlyStats" and includes the following fields:

• stat_year

• num_universe - Total number in the universe.

• num_total_members - Total number of members.

• num_new_members - Total number of new members.

• num_pfl_paid - Total Paid PFLs.

• num_pfl_waiver - Total Waiver PFLs.

• num_compliant - Total number compliant (sum of all PFLs).

• revenue_license - Total $$ from Paid PFLs.

A new row should be added first thing in the morning on October 1st with all the final values for that year from the calculations.