OLD PROCESS

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)