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.

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.