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Alpha Delta Pi
Pi Portal - a new digital hub
Pi Portal - a new digital hub
In 2014, Alpha Delta Pi Executive Office embarked on a digital journey to eliminate paper forms and reimagine the organization's digital strategy. The goal was to take an existing chapter management tool from a tech vendor and turn it into our new digital hub, named Pi Portal. Our small project team was challenged with transforming our roster management process, chapter reporting and billing, all while maintaining the intricacies of more than 160 years of policies and procedures.
I was in a unique position to provide direction from two distinct user viewpoints - both as the person that used to both fill out the paperwork AND process the paperwork upon submission:
Chapter Officer: While serving as an Executive Vice President in 2009 at the Gamma Mu Chapter of Alpha Delta Pi at Missouri State University, it was my duty to maintain all chapter files and submit reports and updates to our headquarters; aka Executive Office. This involved filling out paper forms, word documents and excel spreadsheets and mailing it to Executive Office for processing. Even then, sending paperwork via USPS was archaic.
Headquarters Staff: As the Executive Administrative Assistant at Alpha Delta Pi Executive Office from 2011-2013, my primary task was processing paperwork. Yes, the same paperwork I once filled out as a chapter officer. This involved manual data entry in our membership database - a very meticulous and time-consuming task for 160 chapters to maintain their rosters, officer lists and general contact information.
As a member of the Pi Portal team, I had the opportunity to design and develop a new system, lead process enhancements, simplify online ordering and train multiple user groups.
System & process Enhancements
System & process Enhancements
Saying Pi Portal drastically changed the way we do business is an understatement. I wish I could quantify the number of hours saved from filling out forms, mailing, printing and processing - it is infinite. With the implementation of Pi Portal, it put chapter management in the hands of the chapter officers, giving them the ability and power to manage chapter administration in one place. Below are a few of the major process improvements:
Roster Management: managing membership numbers, inactive members and graduating seniors.
New Member Registration: adding new members to the roster and managing initiation requirements; including badge ordering and payment procedures.
Chapter Officer & Advisors Contacts: updating chapter leadership teams and member profiles.
Chapter Billing: simplify chapter and new member billing. No more physical checks!
Discipline & Probation Tracking: streamline the standards and ethics procedures by tracking social and academic probation requirements.
online ordering system
online ordering system
While developing Pi Portal, we also digitized our badge ordering process, which was also previously still done via paper forms. I worked with another vendor to create a seamless online ordering process for our new members to order their coveted diamond-shaped badge, which is a requirement of membership.
The Result = Increased Revenue
We saw an increase in revenue because the online ordering system made it easier to visualize all product options, metal types and stone variations, which led to more custom orders. By this point, online shopping was already a standard practice, so this website helped simplify the process and eliminated ordering errors.
training
training
All system transitions come with a learning curve, so training on how navigate the site was crucial. I created video tutorials, process documents and hosted training webinars for all user groups including, including Chapter Officers, Alumnae Advisory Board members and International Officers.
Phase 2: alumnae
Phase 2: alumnae
Phase one of Pi Portal focused solely on our collegiate chapters, since they are the "super users" of the system. Phase two broadened our scale to our alumnae volunteers, providing management tools for our House Corporations and Alumnae Associations. Reporting improvements have been made allowing our Alumnae Advisory Board members and International Officers to better support their chapters, giving them immediate access to all of the information they need.
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