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ICE embarks on membership database project

04 March 2019

MEMSYS has been ICE’s primary membership management system for almost 19 years but with membership figures now at more than 92,000, a new solution that will better serve the organisation is being sought. 

ICE embarks on membership database project

A project team, overseen by a project board chaired by ICE Senior Vice President, Paul Sheffield, has been set up to explore a replacement system that provides more flexibility and allows for improvements to the way that ICE handles its data.

ICE is also looking to appoint one of its members to the project board to add expertise and provide independent oversight of the project. Details of the role can be found at the end of this article.

The current system is used for all of ICE’s core functions including management of membership applications, subscription payments, training agreements, events, Initial and Continuing Professional Development.

MEMSYS is the primary source of contact information for all ICE members, ex-members and aspiring members as well as a large number of non-members who use ICE services. The information held in MEMSYS also feeds into many other systems.

It also provides the functionality for MyICE, the secure web portal used by members to administer their ICE membership, applicants and those booking events as a well as supporting a range of high-volume online payment and application processes.

Feasibility phase

The project is currently in a feasibility phase and work is ongoing to meet with several organisations to share experiences and understand the market for this type of system.

ICE is also gathering requirements and has already held several workshops with staff to determine current and future needs.

Consultants and suppliers have also been engaged to offer specialist advice to support the project board and team.

Work has started on analysing and cleaning data on the existing system to ensure that ICE is in a good position for any future migration.

Due to the size and complexity of the project, it is expected that a solution will take in excess of two years to be implemented and updates will be shared with members via ICE’s website.

Board member

Paul Sheffield said: “We know that many of our members have significant experience in managing large-scale IT projects of a highly technical nature.

"This is a great opportunity for an ICE member with skills in this area to gain experience as a non-executive board member on a major project whilst helping the Institution with this important project.”

The member will sit alongside other Project Board members and offer their independent input and analysis of the project’s progress, as reported by the project team, as well as providing critical oversight.

Find out more about the role.

  • Simon Barney, head of communications at ICE