Structured Process Analysis

Structured Process Analysis 

Process: Membership Reviewal & Acceptance 

The IEEE membership management process involves the following steps to accept a member: application submission, application review, application acceptance/denial, payment of membership dues, and lastly the welcome package. After accepting and receiving the welcome package the member will have access to a number of different benefits that are only given through membership acceptance. After being accepted as a member the member would fall into the membership management process which encompasses a few different aspects such as managing member information, providing access to IEEE resources and databases, and the processing of payments. 

 Steps to Fulfill and Complete Process: 

  1. Application Submission: Prospective applicants mail in or submit applications for review. 
  2. Application Review: The IEEE membership committee carefully reviews and considers every application. 
  3. Application Acceptance/Denial: After reviewing applications, applicants will now be accepted which leads to membership, or they will have their application denied. 
  4. Membership Dues Payment: Applicants who receive their approval and acceptance as IEEE members are now required to make their dues payment to receive IEEE membership for the calendar year. 
  5. Welcome Package: Newly accepted members will receive a welcome package that includes important information and perks that come with their new membership. 
  6. Membership Access Benefits: Accepted members will now have access to multiple aspects of IEEE such as conferences, societies, professional networking, and publications. 
Process Evaluation 

This process is very systematic and structured and works efficiently in the manner of managing membership applications, conducting a proper review, and providing access to member benefits and advantages once approved and accepted. 

Potential Issues: 
  • The complex and intricate application review may cause a delay in response time. 
  • Manual payment processing is a very time-consuming process. 
Supporting Information System: Membership Management System 

Components:

  • Database (Siebel): Used to store, update, provide, and secure all member information. 
  • Payment Processing (Oracle Next-Gen): The platform that is used to handle all payment processing, billing, and accounts receivable information in regard to members and their dues.  
  • Resource Access (Siebel): Members can access e-text publications, conference information, or professional networks through their user interface when logging into Siebel on their member side. They may also request physical copies of publications as well. 
  • Communications (Siebel/IEEE Gmail): All members receive notifications and emails through Siebel and their emails associated with their IEEE membership accounts. 
  • Reporting (Tableau): All reports and metrics in regard to members are done and documented through Tableau. 
Information Silo: 

  • Potential silos in between the application review process and the processing of payments could exist due to delays in time and lack of communication. 
Silo Elimination: 
  • The increased integration of communication modules and communication between department groups will minimize the information silos. 
Information System Issues: 

  • Manual Payment Processing: The current system relies on manual payment processing through Siebel and Oracle Next-Gen which may cause delays and lack in overall efficiency. 

  • CRM: Customer Relationship Management System 
  • ERP: Enterprise Resource Planning System 
  • EAI: Enterprise Application Integration System 

Major ERP Vendors: The major ERP Vendors are Oracle, Sage, SAP, NetSuite, Workday, and many more. 

IEEE ERP Platform Usage: IEEE uses Oracle Next-Gen to handle finances for payments such as billing, accounts receivables, creating transactions (credit/debit memos), and creating receipts. Oracle Next-Gen also serves as a platform where employees can enter HR-related information such as benefits, goals, growth, and HR communications. 

IEEE CRM Platform Usage: IEEE uses Siebel as its customer relationship management platform. Siebel is where IEEE stores and updates all member-related information. Additionally, members have their own access and user interface in Siebel where they can communicate with IEEE and access their different membership benefits. 

Inter-Enterprise IS: a platform or system in place that permits communication and the exchange of information between organizations. 

IEEE Inter-Enterprise IS: IEEE has no direct Inter-Enterprise information systems; however, Siebel can operate as such in certain instances. When exchanging information with a school account such as information in regard to membership dues payments for members representing a school chapter, Siebel will be used in these occasions as a means of communication. School chapters (school organizations) will reach out with membership applicant requests so students can become members of IEEE and the IEEE school chapter. IEEE student applicants will then be subject to the application process, and following acceptance will be inducted into the IEEE school-designated chapter, the schools will be notified, and payments will be then made and processed through Oracle Next-Gen. 


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