IM Committee (interim) YEAR END REPORT
Date 9/17/04
There will be another report filed prior to convention, with updated information.
COMMITTEE: Information Management
COMMITTEE CHAIRPERSON: Bill Marshall

COMMITTEE MEMBERS: Lance Adams, Linda Campbell, Andrea Forrest, Bruce Foster, Gary Moore

COMMITTEE GOALS AND OBJECTIVES FOR THE YEAR:
Work with Orix, Inc. to re-write our Animal Registration software including adding Nigerian Dwarf and Sable herd books.
Work within our budget to meet this goal.
Work with various other committees as needed.
SUMMARY OF WORK AND ACTIVITIES FOR THE YEAR:
Worked with Jim Wilson & Bryan Lenihan to prepare for the major programming task.

Worked with Bryan Lenihan & Shirley McKenzie to transition ADGA through Jim Wilson's untimely passing.

Committee member Forrest has spent untold hours working on ADGA's web page to keep it updated.

Committee Member Campbell developed, donated and hosted AdgaCommittees.org website for the National Show trophy sponsorship sales and publicity for donors.

Committee member Moore has worked as a liaison with other ADGA committees to gather information as needed for the programming project.

Committee member Moore has traveled to Spindale as needed to monitor progress on the programming project.

Committee members Marshall, Moore & Campbell has participated in conference calls to monitor progress on the programming project.

The project to completely re-write ADGA's registration system is still in progress as I write this, it is on schedule to be completed on time and within budget.

FINANCIAL REPORT - COMMITTEE EXPENSES THUS FAR:
We will not be able to have a full financial report until convention since we're rapidly approaching some additional milestones for payment on the programming project. That said I can report this so far:

Total Budget for year $ 108,380.00
Software $ 665.90
Hardware 32.08
Conference Calls 75.86
Project hardware & Programming 21,668.00
Format 4 Programming 2,080.00
Office maintenance Programming 3,243.94

Total expenses YTD $ 26,971.50

PROBLEMS ENCOUNTERED:
I want to take this opportunity to reiterate and expand on what was said in our Mid Year report. I think most members of ADGA don't realize what a grievous loss we suffered this year with Jim Wilson's passing. It isn't often that an organization is blessed to have an employee that lives and breathes for the good of that organization. We had such an employee in Jim Wilson. In my time as IM Chair and prior to that Jim was always there with a ready answer for my questions and a bright word for the day. I know that there are many others that can tell you of the innumerable times that he went "above and beyond" to help when needed. I think that ADGA should do something significant to honor Jim's years of service and dedication. It may be too late for Jim to hear it from us directly but we need to insure that the recognition that is justly his be given.

The only problem other than working to cover for Jim's loss was the discovery of some data in our database that was not properly recorded. As an example numbers where there should be text and text where there should be numbers. This can be traced to some weaknesses in our current version of ARMS. Shirley and staff will be working to correct these entries so we can convert the entire DB over in January.

DECISIONS REQUIRING BOARD ACTION:
Orix proposal for ongoing maintenance $24,000 per year.

Upgrade workstations and software for staff - $15,000 approximately.
This would update all the workstations in the office, these updates should be good for 2-3 years.

Equipment, Programming & Security for online registration, pedigree searches, etc. - $60,000
A more detailed proposal will follow as time allows.

Financial compensation for Andrea Forrest's website work - $2,500.

WORK TO BE COMPLETED BY NEXT YEAR'S COMMITTEE:
Update and upgrade hardware and software used in the office.
Continue to update and improve ADGA's Internet home page.
Install and configure the infrastructure we need to enhance our online presence.

COMMITTEE MEMBERS NOT RESPONDING TO CORRESPONDENCE:
None

CHAIRPERSON'S SIGNATURE ___William Marshall