We were contacted by three NYPD-based labor union and benefit funds groups—the Lieutenant’s Benevolent Association (LBA) and the Captain’s Endowment Association (CEA), and the Superior Officers Council (SOC)— to help them implement a seamless NYPD system with a membership management solution.
Problem
The core challenge we faced was consolidating three separate desktop-based systems with separate databases and duplicate data into a single integrated system that streamlined their business processes.
Prior to the upgrade project, the LBA/CEA/SOC tracked and updated membership data manually using paper-based processes. Adding and updating member data and associating members with their benefits data was cumbersome, time-consuming, and error-prone.
The LBA/CEA/SOC wanted a more efficient way to keep track of their members and their relevant information. They hired Winmill to implement an eMembership solution that could consolidate these three databases into a centrally accessible and secure Cloud-based solution.
Major Challenges
The task of consolidating three different systems with several thousand members proved challenging. A thorough data validation and cleansing effort across the three departments was required. All business processes needed to be evaluated and optimized to fit into an integrated and modernized application architecture. Winmill needed to design a solution that smoothly migrated every member to the new eMembership software with minimal impact.
Solution
Winmill began by addressing how each group tracked and updated membership and benefit fund information.
The project effort included consolidating each database into a single shared repository. We wrote data-cleansing and migration scripts that migrated the desktop database into the eMembership database. We undertook a well-managed effort to ensure all the data was consistent.
We also developed a strategy to ensure the transition to the new platform was simple and painless. This strategy included a weekend cutover and staying on site as long as we were needed to assist with training and troubleshoot issues or problems.
Winmill specializes in transforming legacy applications into secure, hosted cloud solutions.
Result
Not only did eMembership reduce the need for physical paperwork and manual data entry, it enabled quick and seamless updates of membership information in the new NYPD system. The central database eliminates the need for three separate databases to keep track of members in different organizations.
LBA/CEA/SOC continue to effectively use the platform. Several enhancements have been implemented on the platform since the initial rollout, which continues to support a highly optimized business process solution.
FAQs
Can eMembership consolidate multiple union databases into one system?
Yes. eMembership is designed to serve as a single centralized platform. In this project, three separate desktop-based systems with independent databases and duplicate member records were consolidated into one shared, cloud-hosted repository, eliminating redundancy and improving data accuracy across all three organizations.
How does Winmill handle data migration from legacy systems to eMembership?
Winmill's implementation process includes a structured data validation and cleansing effort. Custom migration scripts are written to move data from legacy desktop databases into eMembership accurately, with review steps to ensure consistency before go-live. The goal is a transition that is simple and low-impact for staff.
What happens to existing business processes during an eMembership implementation?
Winmill evaluates existing workflows as part of the implementation and works to optimize them within eMembership's architecture. The aim is not just to replicate what a union was doing before, but to modernize and streamline the processes so staff work more efficiently in the new system.
How does eMembership reduce manual data entry for union membership management?
eMembership replaces paper-based and desktop processes with a centralized digital platform. Member records are added and updated electronically, benefits data is associated directly with member profiles, and all information is accessible in real time without manual re-entry across multiple systems.
Is eMembership suitable for unions and benefit funds that share membership data?
Yes. eMembership is built to support organizations that need to manage members across multiple affiliated groups. A single shared database gives all authorized parties access to the same current member information without maintaining separate systems or reconciling duplicate records.
Does eMembership continue to evolve after the initial implementation?
Yes. eMembership is a living platform that receives ongoing enhancements. After the initial rollout, additional features and improvements can be implemented as the organization's needs evolve, without requiring a full system replacement.
