2008-04-17
Business Process Reengineering: AVA Recognized Vaulting Competitions
The following is my Commentary giving a vision of what the process could be.
From a business process engineering point of view tasks like e-mailing the Official AVA membership list to the competition [fest] organizers should be almost automatic. Basically the fest manager / show secretary should fill out a form with all the "AVA Recognized Competition Application" information either in the Competition Management section of the members area on AmericanVaulting.org and/or in CompWeb. The website should then send the National Office Manager an e-mail and/or a "pending" list item asking him to confirm payment and approve or deny the "AVA Recognized Fest" status.
Next the website / membership database should automatically publish the event in the Calendar section of AmericanVaulting.org and send an e-mail to the AVA Competition Secretary, Vaulting World Editor, listed Judge(s) [per the application] and the Organizers confirming the approval. The e-mail to the Organizers should also include the requirements reminder / guide that the AVA Competition Secretary now sends, as well as links to fest management, publicity and sponsorship resources.
Then a few days after the close of entries the website should send the National Office Manager an e-mail and/or a "pending" list item asking you to approve the official membership list. Once he does, the website / membership database should e-mail the approved list. And CompWeb's Registration List should include a member/non-member column populated using a join with the approved list on AVA#. Based on a boolean compare with the US Citizen column CompWeb should also be able to highlight any registered participants who need pay a non-member fee.
A few days before fest, the website should send a reminder to the Organizers [and optionally to the listed Judge(s)] highlighting the "During Fest" requirements.
A few days after the fest the website(s) should: move the Calender item to a past events archive; e-mail AVA Competition Secretary the official membership list (and if in CompWeb the list / total number of non-members as computed); and e-mail a reminder to the Organizers of the "After Fest" requirements. CompWeb could also send a notice to National and any Regional Highpoint Secretaries if scoring was done in CompWeb.
This is of course the ideal, but it can serve as a vision of how this process could eventually work, and something that we can incrementally work toward.
From a business process engineering point of view tasks like e-mailing the Official AVA membership list to the competition [fest] organizers should be almost automatic. Basically the fest manager / show secretary should fill out a form with all the "AVA Recognized Competition Application" information either in the Competition Management section of the members area on AmericanVaulting.org and/or in CompWeb. The website should then send the National Office Manager an e-mail and/or a "pending" list item asking him to confirm payment and approve or deny the "AVA Recognized Fest" status.
Next the website / membership database should automatically publish the event in the Calendar section of AmericanVaulting.org and send an e-mail to the AVA Competition Secretary, Vaulting World Editor, listed Judge(s) [per the application] and the Organizers confirming the approval. The e-mail to the Organizers should also include the requirements reminder / guide that the AVA Competition Secretary now sends, as well as links to fest management, publicity and sponsorship resources.
Then a few days after the close of entries the website should send the National Office Manager an e-mail and/or a "pending" list item asking you to approve the official membership list. Once he does, the website / membership database should e-mail the approved list. And CompWeb's Registration List should include a member/non-member column populated using a join with the approved list on AVA#. Based on a boolean compare with the US Citizen column CompWeb should also be able to highlight any registered participants who need pay a non-member fee.
A few days before fest, the website should send a reminder to the Organizers [and optionally to the listed Judge(s)] highlighting the "During Fest" requirements.
A few days after the fest the website(s) should: move the Calender item to a past events archive; e-mail AVA Competition Secretary the official membership list (and if in CompWeb the list / total number of non-members as computed); and e-mail a reminder to the Organizers of the "After Fest" requirements. CompWeb could also send a notice to National and any Regional Highpoint Secretaries if scoring was done in CompWeb.
This is of course the ideal, but it can serve as a vision of how this process could eventually work, and something that we can incrementally work toward.
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Copyright by Tom Sayles.
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