AMS Resource Page - Targeted Reports

CRM Terminology Reminder
Let’s pretend Lucy’s individual membership has an expiration date of Nov. 30, 2009.

• Even though the expiration date is Nov. 30, 2009, Lucy is still considered a member until Dec. 31, 2009 (ACA gives one month grace period).
• From Dec. 1 through Dec. 31, Lucy is still a member, but her status on CRM reports would be "Lapsing" (meaning she is in her grace period).
• On Jan. 1, 2010, Lucy’s membership would be "Terminated" (we used to call this "Lapsed"). When you see "terminated" in reports, that means the person/camp/business is no longer a member.
• See instructions below on how to view ONLY the people, camps, or businesses in the 30-day grace period

Finding Individuals, Camps, and Businesses Whose Membership Is About to TerminateIn the Excel files e-mailed to Membership Chairs, Treasurers, and Standards Chairs each month, there is LOTS of data. This page will show you the steps to find the individual, camp, or business whose membership is close to terminating.

1. Open your Excel attachment called:
   • Membership Chairs and Treasurers: "ACA Membership Chair Targeted Marketing Analysis Export.xls"
   • Standards Chairs: "ACA Standards Camps and Operators by Section" AND "ACA Standards Visitor Contacts by Section"
2. Click on the Sort & Filter button:
   • In Excel 2007, the button is on the far right on the "Home" tab.
   • In Excel 2003, click on one of the cells in row 1 and go to Data > Filter > AutoFilter.
3. Filter the records:
   • Membership Chairs and Treasurers: In column G (Expires which month?), click on the drop-down arrow, and only check "Last Month" (you can click "Select All" to check or uncheck all boxes at once).
   • Standards Chairs: In column E (Expiration Date), click on the drop-down arrow, and only check "Last Month" (you can click "Select All" to check or uncheck all boxes at once).
4. That's it! The records on your screen are the individuals, camps, and businesses whose membership expiration date is past, but they are not yet terminated. In other words, they are in the 30-day grace period.

Improving our Retention Efforts
When individuals or camps approach their ACA expiration date, here is how you can target the ones before and after their membership terminates.Example:
Camp ABC's ACA renewal date is April 30, 2009.

• The camp's Expiration Date is April 30, 2009.
• The camp's Termination Date is May 31, 2009.

ACA gives individuals and camps a 30-day grace period after their Expiration Date in which they are still current members. These are the camps and individuals whom ACA should be making an extra effort to retain as members.Tip: If "Last Month" does not show up in the "Expires which month" drop-down, then that means you don't have any records that are lapsing (in the grace period).If you have a new report that you want created or have a suggestion for an existing report, please let me know.Tom Schenk
IT Director
American Camp Association
765-349-3513
tschenk@ACAcamps.org [1]
www.ACAcamps.org [2]