A legacy of old IT systems, substantial membership growth and the need for more streamlined and transparent processes set Gymnastics NZ on an eagerly anticipated journey to digital transformation.
A ‘labyrinth’ of systems
Gymnastics NZ used what their Operations Manager, Andy Adams, described as “a labyrinth of isolated IT systems” to manage everything from membership data, training, events and invoicing. Their systems included a heavily customised Microsoft Dynamics CRM 2011, MYOB, Mailchimp and numerous Excel spreadsheets.
Each of the 108 clubs supplied quarterly membership updates to Gymnastics NZ on spreadsheets in a range of formats. The data had to be massaged into shape before uploading it into the NSO’s database. This complex task took internal admin two weeks every quarter to complete – a solid eight weeks a year. This resulted in a piecemeal approach for the Gymnastics NZ Finance Manager who could only issue invoices as each dataset was verified and drip-fed through the spreadsheet process.
An impressive 67% increase in membership over the last five years was exciting for Gymnastics NZ, but it came at a price. “The need for data cleansing grew substantially and our service delivery capability wasn’t improving,” says Adams. “We knew that automating the process of receiving membership data and invoicing was critical going forward, notwithstanding the need to drive insights from an ever-expanding data source.”
eForm reform needed
At the same time, Gymnastics NZ wanted to address the administration-heavy registration process for existing and aspiring coaches and judges. With no easily accessible ‘Directory’ anywhere, clubs and members alike had to contact Gymnastics NZ directly to identify existing and in-progress qualifications.
As well as maintaining current qualification records, the NSO takes bookings for their 100+ training courses per annum. Previously, members submitted their qualification details, training course enrolments and registrations for international events to Gymnastics NZ via a Google eForm. Unfortunately, as a security measure, Google eForms don’t automatically populate data. Which meant, for example, an athlete touring overseas 4-5 times a year still had to give their passport details every time they registered to compete. Frustrating. Gymnastics NZ staff too were slowed down by painful processes such as receiving the member data from Google, manually copying it into the main database, then generating and sending out invoices by hand.
Club purchases of certificates and other NSO collateral also involved a tedious combination of Google eForms, emails, spreadsheets and individually generated invoices.