If you are implementing MatrixMaxx for the first time, here are the general steps we will follow. Your particular organization may have some customization of these steps.
The Web address for your MatrixMaxx Intranet system will be:
http://maxx.yourdomainname.org
Here is the launch process:
Association sends final data to Matrix
- When you send us this data, please flag several pieces of data that changed in the last 24 hours in your database. This will help us to check that we in fact received the correct data (We one time had someone send us data that was 2 months old rather than the most current data. This check on our end ensures that such a mistake will get caught.)
- E.g., Jane Smith changed her last name to Myers. Bob Jones added an email address to his record. We created a registration for the Feb conference for Gregg Boyd.
- Once this data is sent to Matrix, the association MUST have a plan for handling changes during the 1-4 days it typically takes to get the live MatrixMaxx up and running. This means either:
- The association will ‘lock’ their current database and staff will be told to NOT make changes during the loading time, OR
- The association will continue to make changes in the current database, but every change must be tracked and then manually entered into the MatrixMaxx Database
- Data import into MatrixMaxx: 1-4 days
- Live Intranet Site LAUNCH
- Test Data Import on LIVE Intranet site
- Minimal Staff involved at this point
- Check total numbers: nonmembers, members, prospects. Seem correct? Look at companies and individuals
- Check individual records, both company and individual
- Addresses, Demographic Data
- Expiration/Join Dates
- Meeting Attendance
- Lists
- You SHOULD NOT start to change or input new data into Maxx until you ‘approve’ the data import. If a serious issue is discovered after data entry is started, and we need to reimport, all changes will be lost.
- Initial Intranet Setup
- Setup remaining Staff with appropriate Access Levels
- NOTE! Matrix will setup all staff with basic staff and read-only access during data import
- Input changes received during downtime
- Input ‘little things’ that couldn’t be imported correctly
- E.g., any corporate parent companies that don’t inherit membership from their child
- Setup remaining Staff with appropriate Access Levels
- Dual Entry Period
- We recommend a ‘dual entry’ period, where you are making changes in your old database as well as your new. This way, if a gap or issue is found, you can use/rely on your old database while MatrixMaxx is adjusted.
- The dual entry period will vary based on your reliance on your data and your comfort level with MatrixMaxx.
- Some associations have done no dual entry
- Some do about a week
- One did it for 5 weeks to close out the end of the calendar/fiscal year
- Initial Intranet Usage + Preparing WWW Pages
- Part of your initial usage of the intranet will be to enter data so that the WWW side may be launched
- Matrix will setup a temporary URL for you to use so that you can see the WWW pages that MatrixMaxx generates
- Your ‘real’ domain is busy serving out your current site!
- We’ll setup a temporary one to allow you to test your WWW pages as you set them up.
- Then, we’ll want to train first on the most critical items for initial day to day usage and WWW launch:
- Meeting Setup:
- Any meeting you need to flesh out the calendar must be entered before your WWW calendar page launches
- How to setup the meeting, input a registration, run reports, etc.
- Commerce Setup: Products
- Create products and publish them to the store
- Inputting and fulfilling Orders
- Committee Setup
- Create committees and associated mailing lists
- Add people to committees
- List Setup:
- Any mailinglists that you want available on WWW side or that you may use immediately
- Directories: Reviewing Directory setup
- WWW Profiles: Reviewing WWW profile process
- Meeting Setup:
- WWW Launch
- The launch of the WWW portion typically occurs 1-3 weeks after the launch of the Intranet portion. This varies by association, however.
Verifying Data Import into MatrixMaxx
Your data import will NOT be perfect, because there is never an exact match between the business logic of two different databases. But we want it to be the best it can be, with no serious, overarching issues.
- Organizations
- All Companies
- Blank Search: Check Total Numbers
- All Companies
- Members
- Check Member Overview Numbers
- Do searches for each membership type, as applicable, and check numbers
- Prospects
- Check numbers via search
- Dup Report Checks
- Possible Duplicate Companies
- More than 10 Addresses
- Specific Company Examples
- Choose several to check: one of each member type, one of each company type, one with subsidiaries/parents, one with international address
- Check all key data
- Addresses
- Phones
- Demographic Data
- Expiration/Join Dates
- Make sure Primary Contact is flagged properly
- Individuals
- All Individuals
- Blank Search: Check Total Numbers
- Search for Primary Contacts: seem reasonable?
- Specific Individual Examples
- Choose several to check: a primary contact, one with international address, someone on a list, someone who attended a meeting
- Check all key data
- Addresses
- Phones
- Demographic Data
- Lists they should be on
- Meetings they should have attended
- All Individuals
- Meetings
- Search for total number of meetings; eyeball list
- Check registrations for at least three different meetings
- Lists
- Search for total number of lists; eyeball names
- Check names for at least three different lists
Viewing WWW Pages during the Pre-WWW-Launch Period
WWW Page links are auto-generated in the right-navigation of each module.
HOWEVER, when you are in the period between the Intranet Launch and the WWW Launch, these links will not work because the domain will not yet be correct.
During this period, you may use your temporary WWW URL to ‘fix’ these URLs so you may view the pages as you set them up.
Process to view pages at the temporary URL …
- With your mouse hovering over the link, you should be able to right-click and choose ‘copy link location’
- Then paste the link into another browser window or tab, into the URL address line, but don’t hit return to start the browser searching
- Instead, replace the domain with the temp one
- THEN click enter on the browser line to submit.
- Once you do it once, you can just bookmark it. So the meetings team could bookmark the www calendar for the next week, etc.
Staff Access
Each member of the Association staff will need their own login to access the MatrixMaxx system. (This is also the same username and password you will use to login to your WWW site pages that require login.)
As a siteadmin you may:
- Set them up with a username and password, or simply use our default
- Set them up with access
There are different access levels available for association staff in the MatrixMaxx system. Each staff person will need to be assigned to at least one of these access levels to gain access to MatrixMaxx. You will find the Access Levels page located under the admin menu, which can be found in the upper right corner of every page.
SiteAdmin Access
- If a user has Siteadmin access, which any ‘poweruser’ like you should have, you just need this one access level to do EVERYTHING.
Non-SiteAdmin Access = Layered
- Any user who is not set as a siteadmin will need layers of access. For example, you might give someone Staff + Membership: Add-Edit + MeetingMaxx to be able to access the Intranet, add an individual, and then register them for a meeting.
We general recommend starting staff with high access levels, and then only downgrading if necessary. We have seen only one instance where staff have needed to be downgraded due to abusing access (which is easily traceable due to the various change history reports in MatrixMaxx), but we have seen many instances of associations bumping up access to higher levels as users need to be able to access more parts of the system to use its integrated offerings properly.
Initial Staff Setup
- If you want to start all staff with full ‘siteadmin’ access, we can set that after import, for you
- If you want all staff to start with basic Intranet access (staff + membership read-only access), we can alternately set that. We’d set a few of you to Site admins and then you can upgrade individuals as you wish.