News
Version 1 develop new Membership System for Mandate
18 October 2006
Version 1 have deployed a new web-based membership and subscription management system to help Mandate manage membership and improve its administrative processes.
Established in 1994, following the amalgamation of IDATU and INUVGATA, Mandate represents over 45,000 members in shops, pubs & offices.
"We needed to improve our administrative processes so that we could improve our services to members," said John Douglas (General Secretary, Mandate). "One key area identified was the development of a new membership and subscription management system."
Membership records were previously managed using a combination of manual records and simple PC-based databases. However, this was not sufficient to cope with the complexities of a modern trade union and the unique aspects of Mandate's operation. Any new system would have to be designed to cope with an organisation that:
- Has a high rate of membership change every year circa. ten thousand new retail workers join Mandate.
- Has a hierarchical management and membership structure - Mandate is run by a National Executive Council and its members belong to branches linked to one of seven divisions
- Accepts payments of subscriptions by several methods from cash payments through direct debits to payroll deductions
"The new web-based system will be accessible from all Mandate offices and allow users to enter and maintain membership information. It will also provide a single, centralised view of membership information that will allow management to view up-to-date membership status information and produce timely and accurate management information that will inform Mandate's decision-making process. This includes the ability to produce definitive year-end audit information," said Justin Keatinge (Managing Director, Version 1).
In addition, the system will also support comprehensive fee control including management of all paid and due subscriptions, recording of subscription receipts and processing of data files from employers reflecting subscriptions paid at source. Management will also be able to view accurate subscription information.
"The system has been designed to be intuitive, easy to use and to provide a solid platform on which to build future functional enhancements," said Keatinge.
"We approached Version 1 because of its excellent reputation in the marketplace. This project had a very tight timeframe but Version 1 delivered the functionality required, within budget and within the deadline required," said John Douglas.
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