Maintain Member Records

Old Process: A Network server at state association, known as Multi-Board-Management (MBM) contained

membership records.

New Process: Local servers now contain membership records and are linked to a new national server

(NRDS) maintained at the national association headquarters in Chicago.

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Create Records

Log on, enter into MBM.

Records

Weekly

POE

250

15

Update Records

Log on, enter into MBM.

Records

Weekly

POE

925

15

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Create Records

Entered into a database program on the local server (no logon), batch upload to NAR weekly. Much faster than previous system.

POE

250

15

(54.17)

Update Records

Entered into a database program on the local server (no logon), batch upload to NAR weekly. Much faster than previous system.

 

 

POE

925

15

(215.83)

 

 

Review Records

Old Process: Real Estate commission records are reviewed to identify new members and members with outstanding invoices prior to billing for upcoming years dues.

New Process: This process is still performed, however the new system automates certain tasks.

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Review records for new

Look for new members. Since dues are paid in advance for the coming year, new members will automatically have an outstanding balance for the current year.

Records

Annually

State

1400

2

Create bills for new members

Create the invoice for any current year dues owed by new members. The dues are prorated back to date of membership for the current year.

New Members

Annually

State

250

10

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Review records for new

No change

State

1400

2

-

Create bills for new members

Do not have to perform his activity for new electronic members, new system automatically prorates current year's dues when they go online to pay.

State

87.5

10

(27.08)

 

 

Verify Records

Old Process: POE asks local boards to verify member records prior to invoices being created.

New Process: This process is still performed, however the new system speeds up certain tasks.

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Request records verification

Make a blanket request for verification of member status for member whose information in MBM did not match al Estate Commission information, examples: assigned agency, any dues waived and accuracy of data from state.

Boards

Annually

State

14

5

Verify records

Had to look at record and start from scratch, no system at local board to compare information against, had to place calls to RE commission, agents office, etc.

Discrepancies

Annually

Local

112

45

Update database

Make any revisions to membership information.

Revisions

Annually

POE

112

1

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Request records verification

Still request local boards to verify membership information. This activity would potentially go away if all members were electronic.

State

14

5

-

Verify records

Process is the same, only now information resides on a membership database program on the local board server. This results in quicker access to membership information to resolve discrepancies.

Local

112

15

(56.00)

Update database

Still request local boards to verify membership information. This activity would potentially go away if all members were electronic.

POE

112

1

-

Run Invoices & Distribute

Old Process: State ran manual invoices for all members and sent to the 14 local boards.

New Process: Manual invoices are only processed for non-electronic members now.

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Billing set-up

Update rate table in Paradox program. Previously a rate table was set-up in the MBM program at the state level for all boards.

Worksheets

Annually

State

14

10

Create Invoice

Paradox program pulled in member information from the MBM and created an invoice automatically from the rate table.

Invoices

Annually

State

14

5

Print Invoice

Used old DOT Matrix printer to print invoices on a 4 part form. Printed for all members and sent to each board

Invoices

Annually

State

1400

2

Mail Invoice

Manually stuff, wrap, seal, apply postage and mail.

Boards

Annually

State

14

10

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Billing set-up

Annually a worksheet is set up for each board that contains dues rates, due dates and late fees. More variables and fields under new system (e.g. groups, DR & sub field, due dates, late fee rates)

EPOE

15

10

0.17

Create Invoice

Go into eCommerce billing site and hit link on billing request. Fill in three or four fields and hit submit. Invoices are generated overnight and show up as an attachment to email the next day

EPOE

14

5

-

Print Invoice

Invoices only have to be created for non-electronic members. Invoices can be either emailed or faxed to any electronic member requesting a hardcopy.

EPOE

490

2

(30.33)

Mail Invoices

Print and mail invoices for non-electronic members

EPOE

14

5

(1.17)

 

 

Process Invoices

Old Process: Local board received invoices generated by the state and reconciled it to their members.

New Process: State now only sends invoices for non-electronic members. Local boards still reconcile for all members.

 

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Receive the invoice

Separate carbon sheets, tear off tractor feed, alphabetize and the file board's copy.

Invoices

Annually

Local

1400

1

Reconcile

Verify membership, office information, status (Realtor, Affiliate, etc.).

Invoices

Annually

Local

1400

2

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Receive the invoice

Only performed for non-electronic members

Local

490

1

(15.17)

Reconcile

Will still reconcile to make sure all their members have paid, but now reconciled to a report for electronic payments.

Local

1400

2

-

 

 

Edit & Reprint Invoices

Old Process: Revision are made due to a variety of root causes, primarily because of new members or transfers

between boards.

New Process: Still performed, however, new system has automated functions for electronic members.

 

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Edit Invoice

Make any corrections identified by local board manually in Paradox

Edits

Annually

State

112

5

Reprint Invoice

Reprint the board invoice after revisions have been made.

Invoice

Annually

State

112

3

Distribute to local board

Re-distribute invoice to board

Invoice

Annually

State

12

3

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Edit Invoice

System automatically calculates the new rate, the EPOE has to only hit billing request link.

EPOE

112

2

(5.60)

Reprint Invoice

Do not have to reprint any electronic member invoices.

EPOE

39.2

3

(3.64)

Distribute to local board

Has been eliminated. Now it is done right at the board by EPOE

N/A

0

0

(0.60)

 

 

Collect Dues

Old Process: Local board distributes invoice to its members and collects the amount due.

New Process: Local board only has to distribute invoice for non-electronic members now.

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Distribute to local agents

Copy three inserts ( two for credit card payments, one for lobbying disclosure), fold, stuff and put in box or mail.

Invoices

Annually

Local

1400

1.5

Collect money

Make calls to local offices to notify them of non-payments (Made calls to 50% of offices)

Calls

Daily

Local

250

3

Answer Inquiries

Answer general questions about invoices from agents and offices. (5O% of members)

Inquiries

Daily

Local

700

3

Process Payments

Record payment on invoice, record payment in income ledger, record payment on deposit slip.

Payment

Daily

Local

1400

3

Make bank deposits

Make deposit at bank

Bank trips

Daily

Local

25

15

Update database

N/A

Updates

N/A

POE

0

0

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Distribute to local agents

Should be only non-electronic members in the future, however local boards feel their will be a lot of push back from agents for a paper copy and they will get a lot of calls regarding timing to avoid a late payment charge.

Local

490

1.5

(22.75)

Collect money

No change

Local

250

3

-

Answer Inquiries

There are less calls because electronic members can view their account information on-line. (Estimated that there were calls from 50% of non-electronic members)

Local

122.5

3

(28.88)

Process Payments

Performed only for non-electronic members resulting in 65% fewer checks to process.

Local

490

3

(45.50)

Make bank deposits

No change

Local

25

15

-

Update database

Print report of electronic payees and update list of all payees in local board membership records program.

EPOE

1400

1

23.33

Issue Checks

Old Process: Checks are issued by the local board for dues collected

New Process: Only performed for non-electronic members now.

 

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Cut checks Dues months

Cut two checks, one to VAR and one to National.

Checks

Monthly

Local

2

300

Cut checks Non-dues months

Cut two checks, one to VAR and one to National.

Checks

Monthly

Local

10

15

Mail Check

Check along with remittance copy of invoice are mailed back to the state association

Checks

Monthly

Local

12

15

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Cut checks Dues months

Only issue checks for non-electronic members now.

Local

2

105

(6.50)

Cut checks Non-dues months

No change, fewer checks

Local

10

5.25

(1.63)

Mail Check

No change

Local

12

15

-

 

 

Receive and Reconcile Payments

Old Process: Reconcile any member's dues that had not been paid on the invoice.

New Process: Payments are still reconciled.

 

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Reconcile payments to invoice

Look for agents with missing payment. Typically because local board claimed member's license had been warehoused or members who have outstanding dues from prior years.

Invoice

Daily

State

1400

2

Reconcile payment to real estate commission records

Check with Real Estate Commission records to verify member's license status

Invoice

Daily

State

1400

2

Notify local board

Notify of agent status for non-paid licensees

Outstanding

Dues

Daily

State

35

1

Create outstanding dues invoice

Create invoice for any outstanding dues from prior years

Outstanding

Dues

Daily

State

35

5

Update database

Update database with member status

Outstanding

Dues

Daily

POE

35

3

Reconcile state list of final payments

Reconcile state's list of payments to local boards records, used to have to reconcile to payment information in Paradox.

List

Annually

Local

1400

1

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Reconcile payments to invoice

No Change

State

1400

2

-

Reconcile payment to real estate commission records

No Change

State

1400

2

-

Notify local board

No Change

State

35

1

-

Create outstanding dues invoice

No Change

State

35

5

-

Update database

No Change

POE

35

3

-

Reconcile state list of final payments

Eliminated because payment data is only entered once now by POE on local server also resides in NRDS.

N/A

0

0

(23.33)

 

 

Process Payments

Old Process: Processing payments received from local boards

 

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Obtain payees report and fax to local board

Did not have to do under old process, local board was sending check so they knew who paid

Reports

Daily

State

N/A

N/A

Reconcile payments to invoice

Reconcile National and State checks to invoice and make copies

 

Daily

State

1400

5

Copy checks

Checks

Daily

State

149

1

File national checks

National check is filed away until end of month

Checks

Daily

State

149

0.25

Give state check to bookkeeper

Give copy of state check and list of payees to bookkeeper

Checks

Daily

State

149

0.25

Reconcile checks

Reconcile checks to check report & record on deposit

Checks

Weekly

State

149

0.5

Deposit checks

Deposit checks

Deposit

Weekly

State

50

30

Reconcile bank statements

Reconcile bank statement

Reconciliations

Monthly

State

12

30

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Obtain payees report and fax to local board

Before it was all checks, now using report for electronic payments, have to go online to obtain report and fax to local treasurer.

EPOE

240

4

16.00

Reconcile payments to invoice

No change

State

1400

5

-

Copy checks

Only deal with manual checks

State

52

1

(1.61)

File national checks

Only deal with manual checks

State

52

0.25

(0.40)

Give state check to bookkeeper

Only give report and manual checks to bookkeeper

State

52

0.25

(0.40)

Reconcile checks

Reconcile to eCommerce payees report & manual check report. Now you see each individual deposit NAR forwards

State

149

0.5

-

Deposit checks

No change

State

50

30

-

Reconcile bank statements

No change

State

12

30

-

 

 

Send Payments to National

Old Process: Payments are sent by the State board to National

New Process: Only has to be performed for non-electronic member now.

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Process transmittal form and National checks Dues months

Complete form, attach check and send to National

Reports

Monthly

State

3

60

Process transmittal form and National checks Non-dues months

Complete form, attach check and send to National

Reports

Monthly

State

9

15

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Process transmittal form and National checks Dues months

Same process, except this is performed only for non-electronic members now.

State

3

21

(1.95)

Process transmittal form and National checks Non-dues month

Same process, except this is only performed for non-electronic members now.

State

9

5.25

(1.46)

 

 

Request National Payments

 

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Request Payments

Request National payments from local boards who have held payments for interest purposes

Reports

Annually

State

2

2

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Request Payments

Less collection because electronic members have already paid National dues.

State

1

2

(0.03)

 

 

Reconcile National Payments

 

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Reconcile Payments

National payments received are reconciled to State Payments sent

Reconciliation

Annually

State

1

60

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Reconcile Payments

Same process, except is only has to be performed for manual checks now.

State

1

20

(0.67)

 

 

Bill for Outstanding National Dues

 

OLD PROCESS

Activity

Unit of Measure

Frequency

Who Performs

Volume

Minutes Per Activity

Bill for outstanding National dues

Bill local boards for outstanding dues.

Bills

Annually

State

1

60

 

NEW PROCESS

Activity

Who Performs

Volume

Minutes Per Activity

Est. Savings

In Hours

Bill for outstanding National dues

Same process, except is only has to be performed for manual checks now.

State

1

21

(0.65)