NEW MEMBERSHIP RECORD SYSTEM PROJECT – GO-LIVE STRATEGY
Phase 1 of the new membership system project is nearly complete and we will shortly be going live. This will mean there is a new Microsoft Dynamics membership system to replace Integra and a new member portal to replace OLS.
We will need to freeze Integra and migrate all member data across to Microsoft Dynamics. This will take around five days to complete. This is a complex body of work which is why we haven’t been able to be more specific on timings or give longer notice. However, if all goes to plan, Integra will be switched off from 5pm this Thursday 7thDecember before Dynamics and the new member portal go-live from 5pm next Tuesday 12thDecember.
This means there will be around five days where CWU Headquarters will not be able to update records in Integra and Branches will only be able to view records in OLS. Any changes made during the migration period will not be saved in the new system.
We understand that this is late notice of this change, however, projects such as these are extremely complex and timings are fluid. Accordingly we have to make the change as soon as we are confident that we can, hence the timelines notified in this communication.
Members will still be able to join during this time via online join but there will be a delay before their membership is confirmed.
To prepare for this outage and the switch over, we recommend the following to branches:
- Please be aware that the new members portal is only accessible via an email sign in. As such, please go onto OLS and ensure that you have an email address associated with your personal membership record.
- Instructions will be emailed to those with existing branch admin OLS access once we go live with the new system for you to sign up to the new member portal where you can administer your branch members.
- During the migration period, please save member detail changes for when the new members portal is live.
- Keep an eye out for an email to access the new members portal. This will be sent to the email that you have on your personal member record file as detailed in point 1.
I am sure Branches familiar with OLS can appreciate the sheer amount of data that we are migrating and the complexities that this will have meant in building a brand new membership system from the ground up. Once we go live there will be bugs to fix and ongoing improvements to be made so we appreciate your patience and feedback as we implement and improve the new system in 2024 and beyond.
I also want to take this time to thank Branch Secretaries and Administrators who took part in the user testing for the new members portal. There will be some changes to the way that we manage and share member data and your continued feedback will shape any changes we make to the new system. Please email apps@cwu.org if you would like to get in touch about the new system.
Thank you for your patience and support during the transition to the new system. We apologise for any inconvenience this will cause.
Any enquiries regarding this Letter to Branches should be addressed to the Senior Deputy General Secretary’s Department on telephone number 020 8971 7237, or email address sdgs@cwu.org.
Yours sincerely,
Tony Kearns
Senior Deputy General Secretary
CWU Eastern No5 Branch 
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