Association Management System (AMS) Transition

Frequently Asked Questions (FAQs)

We are investing in our systems and platforms for the long term. We refer to this internally as our “Digital Transformation” project. This work will take a phased approach and is about modernizing our platforms and providing staff and members with software solutions that include all the features that organizations like ours require to effectively develop and nurture relationships, communicate, measure engagement, drive collaboration, and advocate for an Internet for everyone.

It is important to note there will be a one-week downtime to allow the completion of the system change. During this downtime, there will be no access to MemberNova (our current association management system, also known as the member portal), Connect (our two-way messaging platform), Docebo (our learning platform), and for chapter leaders, Fluxx (the Internet Society Foundation’s grant system). We will provide dates for this scheduled downtime shortly.

Below are some of the most frequently asked questions about the system transition.

What’s the status of the new association management system (AMS)?

The user acceptance testing (UAT) process for our new AMS provided by Fonteva uncovered some items that we still needed to address. This led us to delay the 1 July rollout. Since then, we have been focused on addressing those needs, ensuring the new system meets accessibility standards and passes a comprehensive security review. Consequently, the scheduled system downtime and transition have now been rescheduled to December 2023.

What’s happening?

We want to put better tools into the hands of the people who need them to work effectively to support our mission. It is also about ensuring greater agility in adapting to change in future years, as required.

Which systems will be changing?

Two systems will be changing:

1. MemberNova. This is our current association management system (AMS), also known as the member portal. We will replace this with a more widely known and used AMS named Fonteva.
2. Connect. Our engagement platform and two-way messaging forum. Our new AMS, Fonteva, will support these features.

What can I expect from the changes?

We are making improvements to help ensure compliance with accessibility standards. The new association management system (AMS) offers staff and members a more robust and user-friendly interface. Benefits include:

– Improved multilingual navigation
– Enhancements to the member-join process
– The ability for chapters and special interest groups (SIGs) to communicate with their members directly from the member portal rather than relying on an external system.

Overall, members will have a much more intuitive experience from the member portal as we transition to more advanced and widely recognized AMS.

What are the different phases of this rollout?

Phase 1: Launch of the new AMS
The launch of the new AMS will occur in December 2023. The new AMS will have the functionalities of the existing systems (MemberNova and Connect) in a more user-friendly manner and with some additional functionality.

Phase 2: Post new AMS launch
We will roll out some additional enhancements and functionalities. This will take a phased approach. We are determining the roadmap for the post-rollout improvements, with Phase 2 slated to occur in Q1 2024. We will share the Phase 2 launch plans sometime in November.

What is the date of the system transition?

– System shutdown: From 1 December 2023 to 10 December 2023
– New system go-live: 11 December 2023

Why one week?

Downtime is a standard stage of any system implementation when transitioning from one system to another. It is required so that the technical team has a designated time to take data in the old system and move it to the new systems while guaranteeing that no one is simultaneously entering new data. Initially, this shutdown was slated for two weeks. With the delay in delivery, we have worked to shorten the shutdown time frame to one week.

How will this system downtime period impact me?

It is critical to note that there will be a one-week downtime while we migrate from the old AMS to the new one (4-10 December 2023). During this period, you will not be able to log into MemberNova, Connect, Docebo (Internet Society’s learning platform), and Fluxx (the Internet Society Foundation’s grant system – for Chapter Leaders only).

Once the transition has been completed, you must reset your password to access your account in the new system, Fonteva. Additionally, anyone logging into Fluxx or Docebo will also need to reset their password for access.

Will I know how to use this technology?

Standard operating procedures and training videos will be provided to all. Helpdesk support will also be provided for anyone having problems accessing or using the system.

What happens after the downtime period? Will there be something new in its place, and how will I know how to use it?

User training with staff, chapter leaders, and other members who count heavily on these systems will occur in the lead-up to roll-out. After the downtime, our new AMS portal will be available for use, but for most people logging on, the member portal experience will be similar. It will just look a little different. You can also log into Docebo, our learning platform, and Fluxx, the Foundation’s grant management system, as you have in the past. For our leaders of the chapters and special interest groups, as frequent users of our AMS, your regional community engagement manager will be a committed resource to ensure you have the information and resources you need to transition to the new system successfully.

You’ll have to reset your password to access your account in the new system, Fonteva. Additionally, anyone logging into Fluxx or Docebo after the shutdown will have to reset their password for access.

Will mailing lists such as the chapter delegates list, the Internet policy list, and regional lists still hosted on Mailman continue to work?

Yes, email lists will continue to function during the transition, allowing you to stay in contact with one another if needed. However, please note that lists will not sync with our AMS during the downtime, so any communications sent during this timeframe may not be fully up-to-date with the latest member data. After the transition, these lists will be hosted in Fonteva instead of Mailman.

Will historic content be migrated over?

We intend to migrate all historically relevant data relating to a member or chapter’s history to keep a complete profile, all while ensuring compliance with related data privacy and legal requirements.

Need help, or have another question that we haven’t yet answered?

You can contact [email protected].

Last updated Tuesday, 10 October 2023

We’re looking forward to bringing you a new suite of tools that allow you to thrive as advocates for the Internet. We know this transition will bring about a lot of positive change for all of us. We thank you for your patience as we switch from old to new. If you have other questions, please don’t hesitate to contact [email protected].