PIMMS User Manual
Contents
1. sf PIMMS User Manual 5 gt The Management System for By Property Investor Associations NZPIF ORG NZ Contents Introduction and Overview Of PIMMS sceseseeeeeseeseeneenees 2 Getting Started ssssss155555 525555 555 555555u 5555uu055uuunnnnnnn 3 Purpose of USING PIMMS cceceee eee e cece seat ee eee eee eeenaeeeteataeeas 3 Requirements io ais ccsisc see s va cseatnats ddauls E ndanani Ss Dee Eiaa yaa ina 3 Fitting PIMMS into your current membership system 4 Important information cccceeeeee eee ee eee eens teens ea enaeeeeeaeaeees 4 Setting up your Associations Preferences scssssssesseeseesnes 6 Add New membership typ cccceeeeeeee eee eeeeeeeeeeeeeaeneeeeeaes 6 Edit a membership typPe cceceeeeeeeeeeeeee eee ee eee ee enaeeeeeeeaeeas 7 Entering your committee details ecceeeeeeee ee eeeeeeeeeeeeees 7 Membership System sssssssssssus 555555 55 5 8 Operational OVErVieW cceceeee eee eens eee eee teats ea eeae ee enae neta eed 8 The PIMMS Membership Screen cceeeeeeeeeeeeeeeeeeeeeeteeeaes 9 Adding New Members ecceeeeeeee ee eeeeeeeeeeeeeeenaeeeeeaenenaenaes 9 Find a Membership ccccceceeeeeceeceeeeeeeeeeeeeseseeeeeeneeeeeenenes 14 Editing Memberships cceceeeeeeeeeeeeeeeeeeeeeeeeseteeteeeaeenenenes 14 Searching and downloading Membership information2. ith Excel default z Save to Disc IV Do this automatically For files like this From now on Settings can be changed in the Downloads section of Tools Options Cancel You can either choose to open the report directly or save it to a disc which can also save directly to your hard drive If you want to always show your report like this then select Do this automatically for files like this from now on Click OK when ready By creating Excel Spreadsheet lists you have the ability to then send mail merged letters or formatted emails to members Mail Merging using Microsoft Excel and Word is relatively easy It is likely that the person handling your Associations membership will be able to create mail merges If not you will need to find a committee member or someone familiar with Excel and Word who can teach them Page 19 of 22 Website enquiries from Property Investors Property Investors who come to the NZPIF Website may want more information about your local association They do this by making an enquiry which appears in the Membership Enquiries section of the Admin Panel View New Enquiries This shows a list of new enquiries from property investors viewing the website and wanting information on your Association The number of new enquiries is shown on the right hand side of the heading The list can be viewed by clicking on View New Enquiries and then each enquiry selected b
3. mosths tdc casarte Artiw 0 00 450 50 c o Roling 0 mosths t c un e Attree 0 09 9000 wi Boling 17 merth ve E bat Tt VE 96 Reling FFP months From the Membership Type screen you can add new membership types your Association has and edit your Associations Membership Types Add New Membership Type Click on Add New Membership Type 1 ADD A MEMBERSHIP TYPE Name Status Active z Joining Fee Annual Fee Number of People Number of Cards i Structure Roing Months for Rolling fiz Year End for Calendar March E Show on the Enquiry Page Yes z Save From this screen you enter the following 1 Name ofthe new membership type 2 Select active if you are implementing it straight away 3 Any joining fee you may have or leave this field blank 4 The annual fee 5 The maximum number of people members that the membership may contain i e couples 2 Corporate 3 6 The number of NZPIF cards issued under the membership Note that the NZPIF capitation fee applies for each card issued by the NZPIF Office 7 Structure This may either be Rolling or Calendar Rolling means they start in one month and end usually a year later I e they start in August and end in July the following year assuming the months option next field is set to 12 The Calendar option is for Associations that have a set year end for all memberships 8 For rolling only Number of months that th
4. 15 Identifying members when it is time to renew ceeeee eee 17 When a Member R news cceeeeceeeeeeeeeeeeeeeeeeeeneeaenaeeeeaas 18 Printing labels ccccceeeseeeeeeeeneeeeeeeeeeeeeaeeeeeneeeeaeeaeeneeaeenes 19 Website enquiries from Property Investors ccessesseees 20 VIEW NEW ENQuITES vievcccnccicieissaseesesvabevsee cies sedaeseeraebenereweses 20 View Old Enquiries ccccceeceeeeeceeeeeseeeeeeeeeeeeseeeeeeneaeenenes 21 Back Up nen sccsccseeeeeneeeeeeeeeeeeeaeeeeeneeeeaeeaeeeeeneeaeeeeeneeseaseaeeneeaeens 22 Page 1 of 22 Introduction and Overview of PIMMS PIMMS is essential for your Association to speed up access to membership benefits such as Website access BaycorpAdvantage membership discounts etc PIMMS streamlines the administration of memberships and may reduce duplication of effort We recommend that you continue using whatever system you are currently using until you are satisfied that PIMMS provides all the membership management functions you require and is accurate in maintaining your membership records PIMMS has many useful applications however if it does not perform any task you would like it to then let us know and we will try to incorporate them into the system Here are some of the key functions that PIMMS performs Membership Management PIMMS allows you to accurately manage your existing new and renewing members PIMMS can also be used for printing labels and no
5. or renewing member into PIMMS and selects the start month ag The new membership details are immediately available to the NZPIF Office a The NZPIF Office processes the Membership so that the Membership number is available for the Association and the member to view and the Membership card is sent to the Association or directly to the member depending on Association policy a Each calendar month the NZPIF Office produces a report showing each association s new and renewing members for that month plus the total number for the month If a member is entered in May but their membership starts in June this member will not appear in the May report a An invoice for each Associations Affiliation Fees is produced and the above report is attached New Renewing Member Associations i l l l Membership Number Membership Card PIMMS oe NZPIF Offic Monthly Account are Page 8 of 22 The PIMMS Membership Screen See Getting Started on page 3 for login details To enter the Membership System click on PIMMS from the Admin panel asia ewe o ma n e Josi Denn eet Erte al ek lB rte eee eee eee a ee tt tae we Ot rene g ots reortatr Le inves Lan Enon j ee ost ms erea L a PROPERTY aT ae INVESTORS E ie E From this screen you can enter new members renew existing members search the membership database and export information from the system You can also manage enquiries from the public re
6. bership This membership is complete let me add another Let me view this membership in standard mode When all members have been added to the membership you can choose to add another membership or view the membership If you leave the screen before entering all members click on Find a Membership from the main menu and locate the membership then select add an individual to add the missed member Page 13 of 22 Find a Membership When a member renews their membership search for the membership through Find a membership in the menu On the top menu bar of this screen you can also search for individual members i Find a Membership Membership o i Address Ss Show 25 gt Phone 4 Results 1 25 of 554 Fax Ee Search Download Name Type Expiry Individuals Actions This option displays all records when first selected These results can be downloaded to a spreadsheet by clicking on Download To Find a specific membership enter either the Membership name address phone or fax number and click on Search You can then click onto the located membership to bring up their records Editing Memberships To edit a membership first you find the membership by clicking on the Find a membership option on the main Menu Finding and Editing Members is similar except you choose Find a Member from the Menu Bar at the top of the screen You can search by Name Address Phone or Fax number Ente
7. e membership lasts 9 For Calendar only Month that your Associations memberships end Page 6 of 22 10 Select Yes if you want this membership type to appear on your Associations section of the NZPIF website For instance you may not want to show a Life Membership option to the public Edit a membership type This is when you make changes to your membership types such as changing your membership fee Click on the Edit 2 option of the membership type you wish to change This opens the following screen O ee eee Name rapada States Active long fea faa gt 3 3 is is You can then make any changes required and click save when completed Entering your committee details Page 7 of 22 Membership System The members section is where the Associations membership will be maintained The amount of information that is stored is determined by each Association This document aims to explain how the Members section may be used not how it must be used Different Associations may use the membership system differently Associations may also have suggestions or requirements for how the system can be improved The NZPIF will collate these requirements and suggestions and use them to continually improve PIMMS Operational overview a Investors apply for membership of their local association or an existing member renews a The local Association membership Manager enters the new
8. ed members and Guests This allows you to select all previous members and guests of the Association This could be used for a membership drive advising them of a special meeting they may be interested in or alerting them to industry information they should be aware of All This allows you to download all members past and present plus guests that are held in PIMMS This could be used to advise them of some industry information Identifying members when it is time to renew Use the Payment Filter option under Payments in the Main Menu to identify renewing members See 4 Payment Filter on page 16 for more information _ SEARCH PAYMENTS FILTER PAYMENTS Filter Payments List By Membership Show 25 x C Member Filter By Renewals next month i Results 1 Renewals next month Renewals in two months Search Renewals in three months 3 Download Lapsed this month Membership Financial Members Expiry Members Actions Financial Members next month Lapsed Members Ensure you list your search by Memberships 1 At Filter By 2 you may choose to select Renewals next month Renewals in two months or three months to download just those members who are due to renew This option may suit if you are just sending a notice to these members advising them that they need to renew their membership If you are sending members renewal notices with an Association newsletter or magazine you may choose to
9. eir discount cards faster a Associations will have membership numbers quickly for members in a hurry to immediately sign up to Baycorp or Caltex a Members can update their own records when contact details change Provides a system for Associations to manage their membership a Reduces potential for errors between Associations and NZPIF records a Associations don t have to manually send membership changes to the NZPIF office a NZPIF can send accounts to Associations monthly and in arrears saving Associations having to pay affiliation fees before their members can get NZPIF Membership Cards D Requirements Your Membership Manager will need the following to incorporate PIMMS into your current management system a A computer with internet access dial up OK a Excel Works or some form of spreadsheet Page 3 of 22 Fitting PIMMS into your current membership system Different Associations manage their membership in different ways This could be paper based or in a computer using a spreadsheet or database system PIMMS is flexible and may be able to fit in with your current system however some changes to your system may need to be made Over time and in consultation with Associations changes will be made to PIMMS to make it the best system for Associations to manage their membership As with any new system implementing PIMMS will require some initial effort from Associations however the benefits that PIMMS can bring Assoc
10. er allows you to search for an individual member either by the Membership Details or the Members name address phone fax or email It is primarily to find members within PIMMS so their details can be edited It can also be used to quickly identify all those who are to receive your Associations Newsletter and download this information to a spreadsheet 3 Payment Search Payment Search is for finding details based on payment information you have such as a cheque number cheque name or when their membership started or finished Membership Start Date after Show 25 x m d Address Eoo Start Date before LO o o y y Results 1 25 of 74 Y m d Phone End Date after 5 och earch Fax End Date before Download fe y m d om Chq Name Chq Number Name Type Expiry Individuals Actions Page 15 of 22 4 Payment Filter This option is good for producing membership address labels and name labels for meetings Click on the Payment Filter option under Payments in the Main Menu Filter Payments List By Membership Show 25 oy Member Filter By Renewals next month z Results 1 Search Download fe Membership Type Expiry Members Actions There is a list by option which allows you to sort the membership information by either Membership order or Member order The Filter By option lets you select from eight different options Select the appropriate option and click search to generate a l
11. garding joining your association Adding New Members NB Don t use the forward and backward arrows of your web browser when using the Add a new member screens Under Memberships in the Main Menu click on Add a new Membership ADD A MEMBERSHIP STEP BY STEP Give the membership a name This might be a Trust company or the persons name Next Step 1 Give the membership a name This could be ABC Ltd Simon Smith Simon and Sharon Smith etc then click next NB This field is used for generating the name on NZPIF cards and is likely to be used for address labels or addresses on standard letters you may Page 9 of 22 wish to use It is best to put first names first then surnames for individuals couples Step 2 Enter the main postal address phone and fax numbers for the membership If the Association does not want membership addresses to be seen by the NZPIF Office then the Associations postal address will be automatically selected if this option is chosen in Preferences Otherwise these fields can be left blank NB If Associations do not want the NZPIF Office to see members Addresses then cards will have to be sent to the Association rather than the member adding to administration effort and slowing when the member receives their card ADD A MEMBERSHIP STEP BY STEP Give the membership a name This might be a Trust company or the persons name Simon and Sharon Smith 2 Please enter t
12. he main postal address for this membership 25 Smith St Smithsville Postcode Phone 08 234 5678 Fax 08 234 5666 Next Click Next when completed Step 3 Enter payment details and membership start date Select Membership type This is set through Preferences Enter the month that the membership will start This could be the current month or it could be the following month Associations may decide that after a monthly meeting memberships will start on the following month This will all set the NZPIF membership date Page 10 of 22 ADD A MEMBERSHIP STEP BY STEP Give the membership a name This might be a Trust company or the persons name Simon and Sharon Smith Address 25 Smith St Smithsville Postcode Phone 08 234 5678 Fax 08 234 5666 3 Membership Payment What type of membership is being purchased Membership Type Coupe H Start Date ist Juy e2006 Amount Paid zo Payment method cheque Cheque Name sss Smith Cheque Number 2395759 Next The amount paid will automatically be entered based on your settings in preferences See Setting up your Associations Preferences on page 16 You can choose to enter the payment method and details then click Next Page 11 of 22 Step 4 Enter the members of the membership This could be an individual a couple or members of a corporate membership ADD A MEMBERSHIP STEP BY STEP Give the membership a name Th
13. iations should warrant this initial effort If you currently use a paper or spreadsheet based system information can be exported from PIMMS into a spreadsheet such as Excel which can then be organised to match you requirements After using the trial version of PIMMS there may be some essential changes you require to PIMMS for it to work Please notify us of these as soon as possible so they can be accounted for If you are using a database system you may have some features that are not available in PIMS Please let us know what these features are so we can attempt to include them in PIMMS for other Associations to potentially benefit from If you are having difficulty seeing how PIMMS can fit into your existing membership Management system please contact NZPIF Vice President Andrew King on 09 815 8642 or email Andrew propertyInvestor info Important information Members versus Memberships A Membership is one entity within an Association that may be an individual couple or business corporate membership A Member is a person who has joined the Association under a membership category So you can have John Smith as a member under the John Smith Membership or John and Jane Smith as members under a couple membership or John Smith Jane Jones and Stephen Tindall under a corporate membership All members need to be linked to a Membership Membership dates Associations can select either a Monthly Rollout or Calendar based system depe
14. ies from non member investors and provides further opportunities to promote your association to them helping to increase your membership Page 2 of 22 Getting Started It is probably a good idea to allocate administration of your Association s section of PIMMS to one person probably the person already in charge of maintaining the Associations Membership List We refer to this person as the Membership Manager To use PIMMS go to the NZPIF Website Home page www NZPIF org nz and click on Local Associations from the top tool bar then select your Association from the list At the bottom of the screen there is a toolbar with association login on the right hand side Click on this to log into the system A faster alternative method is to enter http www nzpif org nz afa asp idWebPage 11564 or even better create a shortcut to this within your browser To protect the information displayed on your Associations section of the Website you have to enter a username and code Enter this and click the login button If you lose your password there is an option to have it sent to you If you have any problems contact the Webmaster Sarah King on Webmaster NZPIF org nz or 09 815 8642 If you need help at any stage you can click onto the Help section from the Admin Panel contact the Webmaster or contact the NZPIF Office Purpose of using PIMMS a Provides members with website access ag Members will get th
15. ion such as details of your next meeting Once an enquiry has been opened and the person has been contacted the enquiry should be archived This moves the enquiry to the Old Enquiries section and makes it easy for you to keep track of which enquiries have been answered Page 20 of 22 View Old Enquiries Old Enquiries are stored in a separate list but are saved in case they are needed in the future This could be for promotional events Page 21 of 22 Back up If you have any problems using PIMMS go first to your manual or online Help If you need to speak with someone about an operational or system matter contact the NZPIF Office in the first instance NZPIF Office Susan Rees Phone 03 357 9243 Fax 03 358 3914 Email Admin NZPIF org nz If the NZPIF Office cannot assist you or you have a technical enquiry contact the Webmaster Sarah King Webmaster Sarah King Phone 09 815 8642 Fax 09 815 8648 webmaster NZPIF org nz lose your password there is an option to have it sent to you If you have any problems contact the Webmaster Sarah King on Webmaster NZPIF org nz or 09 815 8642 If you need help at any stage you can click onto the Help section from the Admin Panel contact the Webmaster or contact the NZPIF Office Page 22 of 22
16. is might be a Trust company or the persons name Simon and Sharon Smith Address 25 Smith St Smithsville Postcode Phone 08 234 5678 Fax 08 234 5666 3 Membership Type Couple Salutation Mr Mrs Ms etc M First name imn a Last name mihn Phone Fax Email Simon xtacone Date of Birth ra ot A Property Types M Residential I Commercial m Boarding House Newsletter ves C No Notes Next The only fields that must be completed red asterix are the members first and last name All other fields may or may not be used Date of Birth and Property Types are for research purposes and to alert specific members of factors that may affect them such as changes to the RTA regarding Boarding Houses The Date of Birth can be left blank if not known You can leave have the year entered but not the day or month If you don t know if the member wants a newsletter or not leave as Yes When complete click Next The new screen shows the members that have been added and allows you to add more members to the membership Page 12 of 22 ADD A MEMBERSHIP STEP BY STEP f Give the membership a name This might be a Trust company or the persons name Simon and Sharon Smith Address 25 Smith St Smithsville Postcode Phone 08 234 5678 Fax 08 234 5666 3 Membership Type Couple These members have been added E Simon Smith E Sharon Smith Add another person to this mem
17. ist on screen If correct click on Download to download to a spreadsheet The correct option will depend on your Associations system and possibly linking in with Magazine postings Filter options Renewals Next Month Selects members who are in their final month of membership E g if run on April 25 will select members who membership ends at the end of April Renewal in two Months Selects members whose final month of membership is the following month E g if run on April 25 will select members who membership ends at the end of May Renewal in three Months Similar to above Can be used as the first advise to members giving them plenty of opportunity to renew their membership early Could link in with an early payment discount to encourage them Lapsed this month Selects the memberships that have lapsed in the month the option is run I e if run on April 25 will select the members whose membership expired at the end of March Lapsed last month Selects the memberships that have lapsed in the month prior I e if run on April 5 will select the members whose membership expired at the end of February Financial Members Allows you to search for all members who are currently financial Financial Members Allows you to search for all members who are currently financial from the following Page 16 of 22 month This could be used for producing address labels at an early stage such as for distributing the magazine Laps
18. nding on their current system Monthly Rollout allows memberships to start on any month and go for one year As an example a member joining in July will be a member until the following June at which time they will be invited to renew their membership The Calendar option is for Associations who have a standard end date for all members Associations can enter into PIMMS which month all memberships end As an example an Associations policy may be for all Page 4 of 22 memberships to finish in March and renew in April A member joining in July will be a member until the following March at which time they will be invited to renew their membership along with all other members Downloads When you download information from PIMMS it is saved in a CSV file Comma Separated Values A CSV file can be opened by most spreadsheets including the most common spreadsheet Excel The person handling your Memberships should have a spreadsheet and knowledge of how to use a spreadsheet so they can produce standard forms or letters in Word for instance and merge the information with the spreadsheet to produce letters to members address labels meeting labels reminder notices etc Page 5 of 22 Setting up your Associations Preferences From under Admin in the main Menu select Membership Types Name Status Joes Fee Annual csr Details Actions lnthy 3ias Attree 0 29 195 20 wt Railing 12 months Eda oad B Artie 0 00 27240 GO Roling
19. nt from the Financial History section of the screen ADD A MEMBERSHIP PAYMENT Membership ABC Company Fees Schedule Membership Type Corporate z Name Join Fee Annual Fee Start Date ist Juy A 2006 Thdividuals 0 00 195 00 Amount Paid fss050 Couple 0 00 272 00 Payment method Corporate 0 00 450 50 Committee Free 0 00 0 00 Cinque Namis Lifetime Membership 0 00 0 00 Cheque Number Individuals on this Membership Save Name Phone Email Good Company 1234309 edit Vice President 2356 edit Select the membership type and start month of the renewing membership The amount paid will automatically be entered Enter the payment method which can either be cheque visa mastercrd cash or other The appropriate fields for the various payment options will appear when the payment method has been selected When entered click save Page 18 of 22 Printing labels To keep the system flexible labels are not generated directly from the database Select the data you want and export the data to a CSV file A CSV file is a special type of text file that can be read with a text editor or more commonly with Microsoft Excel or some other spreadsheet The following screen will appear Opening members_13 Apr 2006 cs a x You have chosen to open z members_13 Apr 2006 cs which is a Microsoft Excel Comma Separated Values File From http auckland nzpif org nz What should Firefox do with this file
20. r one or more details and click on Search Click on the name of the Membership you want to edit to bring up their details ASC compan C Name ABC Company gii i z re Individuals on this Membership Association Auckland Postal Address PO Box 23456 Name Phone Email Ci Companvuille Good Company 1234309 a I edi Bastcodes Vice President 2356 a edit Street Address Postcode Add an individual Phone Fax Notes Financial History A member for X years 0 Type Start End Corporate 01 07 2006 31 03 2007 Add a payment Recent Calls Date Subject Add a call Click Edit at the top menu to edit the membership details Click on the individual members if you want to edit their details Page 14 of 22 Searching and downloading Membership information Depending on what information you want to download there are four options on the Main Menu for searching and downloading Membership Information These are Find a Membership Find a Member Payment Search Payment Filter Pe eS 1 Find a Membership This option allows you to search for a membership either by the membership name address phone or fax number It is primarily to find memberships within PIMMS so their membership can be renewed or their details can be edited You can also download full information from within PIMMS to a format that can be opened in a spreadsheet 2 Find a Member Similar to the Find a Membership option Find a memb
21. select all financial members or all financial members next month This will download all members who are due to receive the newsletter or magazine and you can then search the spreadsheet to identify those that are due to renew so they can have a renewal notice included as well Once you have downloaded the members to a spreadsheet 3 you can merge the spreadsheet with a standard letter that advises members to renew their membership This standard letter could include a reminder of Page 17 of 22 the benefits of being a member and an invoice that they can retain for their tax records When a Member Renews When a member renews their membership search for the membership through Find a Membership in the menu See Find a Membership on page 14 Click on the membership to bring up their records The following screen will appear Ae COMPANY Name ABC Company ror f res Individuals on this Membership Association Auckland Postal Address PO Box 23456 Name Phone Email Company gt Companyville Good Company 1234309 S edit Bastcodes Vice President 2356 s edit Street Address Postcode Add an individual Phone Fax Notes Financial History A member for X years 0 Type Start End Corporate 01 07 2006 31 03 2007 Add a payment Recent Calls Date Subject Add a call Check if any of the membership details have changed and update the records To renew the membership click on Add a payme
22. tifying members that their membership year is nearly completed and time for them to renew their membership PIMMS allows the NZPIF Office to immediately know of your Associations new and renewing members so they can immediately start receiving some of the benefits from belonging to your Association This also saves your membership manager from separately having to list all new and renewing members organise a cheque for affiliation fees and send these items to the office for them to process PIMMS allows the office to send your Association a monthly account of accreditation fees along with a list of your new and renewing members so you have a printed record to check against The streamlined system that PIMMS offers should help your membership administrator to save time and effort in keeping track of membership activities Promoting your Association The NZPIF website has been designed to attract as many people searching for property investment information as possible Searchers can click onto their local PIA section of the website and find out about your Association You control what they see You can use the front page to promote your association and can also include local news of interest and events that you are putting on such as your regular meetings social events or seminars There is an information form for searchers to complete and send to you and they can request you to contact them PIMMS provides a method of keeping track of enquir
23. y clicking on View next to the enquirers name Hint A quick way to answer enquiries is to use the signature option in Microsoft Outlook This allows you to store and retrieve a standard reply to people making an enquiry without having to rewrite the reply You can edit your message once it is in an email The following instructions may differ depending on your Operating System To set up a signature for replies select Tools Options to bring up a screen Select the Mail format tab and click on Signature Picker at the bottom of the screen Click on New from the screen that appears Enter a name for your signature such as Enquiries email reply or whatever you prefer Choose options on how to create your signature and click Next Enter the standard reply you would like to send Experiment with the various options available When you are happy with your reply click Finish Click OK in the next screen Click OK again in the next screen This has set up your standard reply signature To use this signature click onto the enquirers email address from within the NZPIF database and an addressed email will automatically open Select from Outlooks tool bar Insert Signature and select your standard reply This will place it into the body of your email If required you can edit the standard reply by adding the enquirers name and answering specific questions they may have left in their enquiry plus letting them know current informat
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