.....FAQ -
Table of
Questions......
Who….
Q. Who
has access to my club’s/my information?
Q. Who determines who will be the web or database administrators?
What about….
Q. What about privacy? Is my club’s membership/is my personal
information safe?
What are….
Q. What are AmerAust’s responsibilities for this project?
Q. What are a
Club’s responsibilities?
Q. What are the
CCA responsibilities?
Q. What are the database capabilities provided with the Pilot Version?
Q. What are the “database administration” and “database use” roles and
responsibilities? What are the roles needed to proceed with this
database?
What is….
Q. What is the cost of this pilot effort and the database after the
pilot?
Q. What is the
AmerAust Privacy Policy?
Q. What is the
CCA Policy on Privacy?
Q. What is the CCA
Pilot Database?
Q.
What is the benefit to the CCA Curling Clubs?
Q. What is the advantage of using your database over our continuing to
use Access, or Excel or other database?
Q. What is the value to keep two databases? I don’t see this replacing
a club’s database.
Q. What is the ultimate purpose of this system? Clearly this is a
system that can display a club's details and membership as well as club
news. It appears you present this system as one to be a club’s web
page, but it does not seem to have the flexibility needed to do this.
What kind....
Q. What kind of information will be in the database?
Why are….
Q. Why
are we doing this database pilot test?
Q. Why are some of our Provinces and all the Territories not on the
list?.
Why….
Q. Why does the database seem overly simplistic. I’d suggest adding
some additional user defined fields.
Q.
Why is the text ALL CAPS?
When….
Q. When can the CCA database reflect our fee structure? The fee
structure included in the pilot is not useful for our needs.
Q. When will the renovated/revised database be available?
How do I….
Under construction
How….
Q. How do you think a club should use this system? I don't see this
replacing our club's database or our web site. So what is it for?
Q. How does AmerAust or the CCA know what capabilities any one or more
of the Clubs need?
Q. How will I or my club know what progress is being made?
Is….
Q. Is
the USCA satisfied with the database?
......Questions and Answers......
Who……
Q. Who
has access to my club’s/my information?
A. Access to the database will be for a
respective club’s data only. This access is limited to the club’s
system or web administrator and one or two club officers. They will
have access to only their club’s data. All access to information is
determined by the club.
For the CCA Database:
Club administrators can see data for/from their own
club
Club members can only see members from their own
club (NO PERSONAL information)
“Joe Public” can only see club “committee” or staff
(president, treasurer, secretary etc) and selected club contacts that
the club administrators choose to make public.
Club members and the general public may view only
what is defined as public information. This means the general
membership or the public will not be able to see or manipulate personal
or private information
Q. Who determines who will be the web or database administrators?
A. The Club “Committee – President, Club
Leaders/Officials etc.” has the responsibility to decide who will be the
database administrator. The Club decides who, in addition to the
database administrator, has access to any or all information.
AmerAust recommends limiting the number to 3 people.
What about….
Q.
What about privacy? Is my club’s membership/is my personal information
safe?
A. AmerAust has implemented firewalls; required
and recommended operating system and software patches and upgrades; and
password security protocols. Password access to manipulate any of a
club’s the data is limited to those individuals with a NEED to access.
For example: AmerAust is performing system administration, development,
data import, and updates on the database software; sysadmin for the
server operating system; and daily monitoring of system performance and
thus have full system administrator’s access. This is limited to
AmerAust.
Your data will be included in a database on third
party protected servers. This means the server is NOT located,
controlled, or maintained by the CCA, USCA, or any one or more of the
clubs. The server is located at one of the AmerAust server locations –
currently Chicago, Illinois, USA. This platform operating system is
Linux and we are using Microsoft-database Server. The database is
supported by a custom database engine developed by AmerAust. The
platform and the database is administered, monitored, and maintained by
AmerAust.
What are….
Q.
What are AmerAust’s responsibilities for this project?
A. The responsibilities are:
- to coordinate Volunteer Club input (initial
inputs AND…club requested capabilities)
- convert submitted files and import into the pilot
version of the database
- create place holders for each volunteer club;
those who have current files and those that do not
- provide for the current pilot version - a Quick
Reference Manual (QRM) which is a “how to use document”
- coordinate the list of requested capabilities and
in conjunction with the clubs – prioritize
- ensure the access is established for the club
defined roles and responsibilities
- develop or enhance capabilities
- update the QRM for new or enhanced capabilities
- ensure the latest version of the QRM is available
on-line with your database access
Q.
What are a Club’s responsibilities?
A. Club responsibilities are:
- provide any available electronic/digital versions
of membership database
- assign to specific club individuals the duties
and responsibilities of maintaining the Club’s database
- provide AmerAust with names of club individuals
who will perform the required tasks of each of the defined roles
- maintain the currency of the club data
- continue to support this effort
Q. What are the
CCA responsibilities?
A. The CCA initiated this effort and their
responsibilities are:
- continue support of this effort
- continue to encourage clubs to take advantage of
the database capabilities and availability which, when finalized, will
be a benefit of membership and association with the CCA.
Note: - The CCA does NOT have access to the
database information
Q.
What are the database capabilities provided with the Pilot Version?
A. The Pilot Version has fairly simple
capabilities. There is a database of membership with a wide range of
member information such as name, address, phone numbers, fee structure,
classification (junior, senior etc.), and gender.
The database supports providing reports by sorting
on data fields. And, if nothing else, a club has a concise and current
membership roster.
Q.
What are the “database administration” and “database use” roles and
responsibilities? What are the roles needed to proceed with this
database?
A. The list below is a sample for your
consideration. You may wish to assign different responsibilities.
Sample Club Database Roles and Responsibilities:
The “Roles” listed here are for your
consideration. The Club determines if an assistant is needed; if two
club officials should have access; and who shall have the access. The
“role titles” are samples. These can be changed later.
The Club has the responsibility to decide who will
be the database administrator.
The Club decides who, in addition to the database
administrator, has access to any or all information. AmerAust
recommends limiting access to 3 people.
Database administrator – the person who
will manage a club’s data. This can include but is not limited to:
data input, report generation, adding topics the club wishes to track in
its database. Example – shoe size.
Assistant DB Admin – the person who will
help with the duties and responsibilities of the administrator. Access
for this person can be limited or full access.
Club Official 1 – (club determined) with
access to generate reports – President?
Club Official 2 – (club determined) with
access to generate reports – Treasurer? Secretary? Other?
Other “title” - a club may wish to create
other titles for any of these listed above.
What is….
Q.
What is the cost of this pilot effort and the database after the pilot?
A. The Pilot effort is sponsored by your CCA and
AmerAust Technologies.
After the Pilot and Licensing – the continued use
of the database application is a benefit of your membership with the CCA.
Q. What is the
AmerAust Privacy Policy?
A. AmerAust does NOT and will NOT use, sell, or
distribute any CCA club or any other club’s information. Our use of
your data is solely to support the CCA Database effort. This means we
use the data to evaluate format, convert, import, and test the database
and performance. All data are owned by the respective clubs.
Q. What is the
CCA Policy on Privacy?
A. This is quoted from Danny Lamoreux’s 2/12/04
email to CCA Clubs.
Quote: The CCA's privacy statement is clear
on this pilot: We will not have access at any time to your
club's information stored in this program.
The information is stored on third party
protected servers.
Moreover, the administrators of the database
software have signed an agreement to not only protect the information to
the letter of the law, but to agree not to divulge the information on
the servers under any circumstance.
If you agree to take part, we will forward you a more detailed legal and
privacy statement for your signature. Unquote.
Q. What is the CCA
Pilot Database?
A. A database was developed for the US Curling
Association (USCA) to have a centralized database that meets the needs
of all US Curling Clubs to document membership, schedule events, etc.
a. AmerAust Technologies, who developed the USCA
database, have taken the structure and format of the USCA database and
replicated ONLY the format to become the CCA database. Thus, some of
the structure (meaning some of the capabilities and data types stored)
in the CCA database may not be needed, required, or desired by the
Canadian Clubs - YOU. This is why we need you to Pilot test-drive the
database to discover what you want and what you do not want.
b. To ensure the database provides you with the
capabilities you want, we ask you to list what you want. From your
responses, you have told us you need and want a database capability and
you have already sent a number of capabilities you want included.
c. Please know the “Pilot Version” will NOT have
everything you’ve asked for.
HOWEVER, after the test period and after we have
collected all your requested capabilities, we are redesigning the
database – in essence customizing or tailoring the database for your
use.
d. When we have collected most or all of the
suggestions, we will prioritize. This means – if of the 26 volunteer
clubs, 24 want capability xyz; that becomes a high or highest
priority. If only one of the 26 clubs wants capability abc, then
that is a lower priority in the redesign schedule.
e. When all of the volunteer club databases
(those that have one) are received and imported into the database, we
will develop a timeline to show milestones – Test the pilot version,
redesign (while you continue to use the pilot version), and test the
“new and improved version. We are only redesigning the
framework/format. Your data will be safe and will be imported into the
new framework. So you will not lose any data.
f. AmerAust would then continue to maintain the
structure/format, continue improving and/or adding to the capabilities,
and monitor performance on a regular basis.
g. The Club (database administrators) would
maintain the currency of its database information.
Q.
What is the benefit to the CCA Curling Clubs?
A. This list was sent by Danny Lamoreux.
- Classify members into categories
- electronic communication with all members
- invoice members for dues and non-dues activities
- in-depth reporting of member data
- search function
- include sponsor advertisements
- members can update their information
- gives members ability to communicate with each
other
- enable members to make payments or renewals
through your website
- export data into other applications
- add a custom membership
Q. What is the advantage of using your database over our continuing to
use Access, or Excel or other database?
A. The CCA sponsored database is a service and
not a software package. Club leaders and membership will have a web
based/web accessed information system and not be forced to maintain
different versions of a software package.
This database is simplistic in design to facilitate
easy updating.
The database will be, in final form, one that
allows each club to customize the information required.
Q. What is the value to keep two databases? I don’t see this replacing
a club’s database.
A. This goes back to the range of complexity
across the board. Your club may be one with a mature system and
database. The “value” at this time for clubs with mature databases is
to begin import into the database as your membership grows/changes. You
can opt out of “using” it until it has the capabilities/functionalities
you want. But, when the capabilities are there, the value is your data
are in place. We shared earlier that the data will remain constant
through changes made.
For the clubs without a database, this system gives
them capability they do not have. This system, even in its simple mode,
gives a club more flexibility in keeping information and generating
reports.
Over the course of the database system and
capability evolution – as we renovate the design, improve and add
capabilities – the one thing that will remain constant and permanent is
– your club’s data.
This system is web based – this means once your
club members are entered, they can provide information updates
remotely. This also means if you (dba) need to do something to your
club database, you can do it from home if you wish and not “trek into”
the office.
Q. What is the ultimate purpose of this system? Clearly this is a
system that can display a club's details and membership as well as club
news. It appears you present this system as one to be a club’s web
page, but it does not seem to have the flexibility needed to do this.
A. First, we present a system to accomplish
administrative tasks with regard to membership - typical name, address,
email, dues, etc. This is the first step with the simple bare minimum
capabilities. However, we are creating a foundation, “backend” that
supports the simple tasks BUT the website will evolve to be a website
where your club members can read club news, pay membership dues, and
possibly chat online in chat rooms or forums.
What kind….
Q.
What kind of information will be in the database?
A. The initial database input fields are listed
below but the evolving or final list is not limited to this. The Club
determines how much of the information is needed and also how much of
the database information will be open to the public. The Club
determines the level of access by: Club members and the general public.
To see the “current” list of information fields
in the database,
click
here. The list is also in the Quick Reference
Manual as Appendix C.
Some of this information was pre-filled for you
when we created the club in the database. Please review and correct as
needed.
Why are….
Q. Why
are we doing this database pilot test?
A. Again to quote from Danny’s 2/12/04 email to
the CCA Clubs:
Quote: The goal of these pilot projects, is to
create/design a membership database software final product that meets
the needs of all curling clubs and can be delivered as a free and safe
web-based software by use of all Canadian Curling Clubs. Unquote.
Q. Why are some of our Provinces and all the Territories not on the
list.
A. Of the 10 Provinces and 3 Territories, only 7
will be “in the list” for this pilot effort. Over time, all will show
up. Currently, all of the Provinces represented by the volunteer clubs
are in the list.
Why….
Q.
Why is the text ALL CAPS?
A. One use the USCA makes of this system is mass
mailing of newsletters or other items where a mailing list is
generated. The requirement for upper case evolved from US Postal
requirements for these mailings. We need to discover Canada’s
Postal requirements IF.. the clubs will also use the output from the
system for mass mailing.
Q.
Why does the database seem overly simplistic. I’d suggest adding some
additional user defined fields.
A. Yes, this pilot version is very simple. As we
shared in an earlier Infogram - the web site as it stands was just a
copy of the USCurling Association site, and their initial requirements
reflected fairly simple needs. This is the reason we have asked you to
use/test the capabilities and tell us what you want. Our goal is to
provide you with a fully customizable membership database that can do
anything you want (need) of it.
Our primary task at this time is to provide you
with the bare minimum, and ask what you need from there. Some of the
clubs have already provided items for the “wishlist,” the latest summary
is included at the end of this Infogram.
We do ask clubs to keep in mind the diversity in
the range of complexity of existing club tools. Some clubs have rather
mature database systems with a broad scope of information while others
simply have their membership list in a text file. We need to determine
the common ground for the basics while providing the customization
abilities at the club level to provide the club with capabilities they
need.
The database may seem rigid but please keep in mind
the pilot structure is based on the fairly simple INITIAL needs of the
USCA. After you (CCA Clubs) do your test drive and provide comments,
suggestions, and requests for change or added capabilities, we will be
tailoring/customizing the CCA Database to serve YOUR needs. But, we
need to know what you want.
Similarly, the USCA is gathering input from the US
Clubs and when that list is put together, the USCA Database will better
serve their needs.
When…..
Q. When can the CCA database reflect our fee structure? The fee
structure included in the pilot is not useful for our needs.
A. This is another item based on USCA needs.
This can be changed to address the Canadian Clubs needs with the values
that will be useful. This is another area where we need your
input.
Q. When will the renovated/revised database be available?
Q. We do not have a time frame yet. Other than
some minor tweaking, major enhancements will not start until after the
testing period. The timeframe is dependent on your testing and your
suggestions and requests. We know we will be upgrading the database and
its functionality. The “Final CCA” version is dependent on what the CCA
clubs want.
Note: All data imported by AmerAust into the
database now and data you input will be PRESERVED and migrated into the
enhanced database. Nothing will be lost.
How…
Q. How do you think a club should use this system? I don't see this
replacing our club's database or our web site. So what is it for?
A. Each club has the option of deciding how to use
the system. A club with a well developed or even a simple web site may
wish to just have a link from their webpage to the database. This keeps
your club’s web site highlighted and in the forefront as the “go to
place.” The link from your website to the “club database” page can
merely serve to ensure the club database is up to date. Members can
submit name, address, and other information change. Members will
ultimately be able to pay their membership dues on-line. Clubs need not
decide at this time exactly how to use the system’s news sharing
capabilities until we have complete the redesign. Again…your
input is needed for the redesign to make this system what you need and
want it to be.
Q. How does AmerAust or the CCA know what capabilities any one or more
of the Clubs need?
A. Each Club has a “POC” Point of Contact to
submit to AmerAust their list of needed capabilities. AmerAust has
developed a “wishlist.”
Each Club HAS TO SEND their suggestions/requests to
AmerAust, or we will not know what you want or need.
Send to:
Sylvia@ameraust.com
Q. How will I or my club know what progress is being made?
A. AmerAust is sending “Infograms” periodically to
ensure information sharing with all of the volunteer clubs. We will be
establishing a “support web site” with information, FAQ, infogram
archive, and documentation files for your download.
How do I....
Under construction. Due to the size of this FAQ, the "How do
I..." questions may be placed in another page.
Is……
Q. Is the
USCA satisfied with the database?
A. Yes, the initial version provided them the
capabilities they requested. After they used it, they decided they
wanted additional capabilities. However, they are currently using the
basic same database and they too are developing a “wishlist” to improve
their database use.
To date, just over 50% of the USCA clubs are using
the database because they now are able to have an easy to update
membership database.
Obviously, the USCA Clubs may want or not need
capabilities wanted or not needed by the CCA Clubs. We plan to share
the generic “wishlists” with both groups so each will have the best
possible database system available for use.
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