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Pardon Us—While We Computerize
PARDON US-WHILE WE COMPUTERIZE Caroline Rogers, R.N. At the request of the AORN Board of Directors, Mrs. Rogers has undertaken an intensive three-month study o j the Association’s Membership Department. New initial recommendation has been that the membership records should be placed on computer as the first step leading to full computerization of Association records, including Journal, membership and acc0untin.g. In this article, Mrs. Rogers tells of her work in preparing the Membership Department for computerization. Statistical experts agree that AORN is ready for the age of the computer. Certainly, an organization of this size and importance is ready to discard its quill pens, and set aside the Smithsonian relics which laboriously, and ineffectively, stamp out its membership renewal forms and Journal labels. AORNs membership is growing at an unprecedented rate. During the last six-month period we have seen more than 200 new members added to our rosters each month, and 200-plus “new member” months should be common in 1970. Computer experts agree that once an Association’s membership exceeds 5000 it becomes more and more difficult to efficiently process the records by hand. AORN’s membership now exceeds 10,000 professional operating room nurses. We definitely are overdue for the age of the computer. In August, your Board of Directors asked me to prepare an analysis of the membership system presently in use at Headquarters, to purge that system of errors, and to study the relative advantages to be gained from having our own inhouse computer capability or, as an alternative, for utilizing services of a computer service bureau. Our investigations to date would indicate that in-house computerization may prove more costly than the Association can bear at
50
this time, and certainly more costly than retaining the services of a computer service bureau. Developing an in-house capability places the burden of employing reliable, qualified computer personnel squarely on the Association. On the other hand, service bureaus must have available to them wellqualified people or they cannot survive. My preliminary studies indicate that the rental of computer equipment, plus salaries for the operating personnel, will add up to more than the yearly service charge of a bureau to handle the work for us. There are advantages and disadvantages to both methods, obviously. Indeed, we may want to take one small step first, and go to keypunch. In any event, the final choice will depend on the tally after all information is gathered. At this point, I would like to emphasize that the computer is only human-it’s only as accurate as the materials that are fed into it. Therefore, it is most important that all source information be correct. During this difficult period of transfer, your utmost cooperation is respectfully requested. A handwriting expert may have to be employed on the Headquarters staff in order to decipher many of the applications that are received. (I suppose I do have a slight edge on the problem, having worked for surgeons for many years.) Much of the very unusual handwriting we receive at
AORN Journal
Headquarters is eventually deciphered, but much still remains that only a mind reader could interpret correctly. We quickly acknowledge that Headquarters has made its share-indeed, more than its share-of mistakes in the past, when processing membership applications and renewals. But, in our own defense, let me say that the staff in the membership department has had to live with an antiquated system that could not adapt to the yearly membership increase we have experienced. We have had to live with it primarily because of a lack of space. The out-dated equipment, (which invariably chose to break down at the busiest time of the month) could not be replaced because the type of machine that would serve us well simply would not fit into the existing oftice space. This is, by the way, one of the many reasons why the AORN Board chose to relocate the National Headquarters. While the Headquarters search was going on, it seemed prudent that we bide our time and tie the machines together with bits of string, hoping for the best, and looking toward the future. The past few months have been spent in a concerted effort to correct previous mistakes, which, in the record-keeping business, tend to compound themselves as time goes on. This chore has been made tolerable by the excellent cooperation we have been getting from the chapter treasurers. Even the efficiency of our present system, such as it is, depends upon the source material that is fed to us. For example, when new-member applications are initialled by the chapter treasurer, before being sent to us, it ensures that the application has been properly and completely filled out with the essential information. Most treasurers also realized that applications neatly typed, or printed heavily enough to show clearly on the carbon copy, make their own jobs easier when the records are returned with the chapter rebate checks. Completing the section pertaining to the present job of the applicant enables the local treasurer, and Headquarters, to
December 1969
determine the applicant’s exact statu-whether active or associate. This exact count is vitally important when the time comes to determine the Congress delegate representation for the chapter. Widely varying titles given to different OR positions, in various parts of the country, make it almost impossible for Headquarters personnel to accurately categorize individuals. The local treasurer is certainly knowledgeable about the true meaning of these titles in her particular locale, and is, therefore, in a better position to determine the status of the applicant. She also can explain to the applicant that the basic difference between “active” and “associate” membership is the privilege of voting and holding oftice. An associate member may not vote or hold office. The yearly dues are the same for both categories, and a Journal subscription is included for both categories. The frequency with which nurses change their residence is startling. We average at least 200 changes of address each month at Headquarters. How simple it would be if every member notified us immediately of their move. Unfortunately, we are forced to depend mostly on Journals that are returned to us with the change of address scribbled on the back of the Journal by some overworked postal employee. This most often leads to group sessions wherein we try to decipher the new address. If we guess incorrectly, and the Journal comes back a second time; there is a noticeable timelag and the member now feels that there is legitimate reason for complaint. Postage costs increase dramatically, too. In addition to the regular changes of address, there is the further complication of chapter changes. The treasurer of the chapter where the member formerly lived may not be aware of the move, and so will continue to carry the member on her roster; the treasurer of the chapter into which the member now has moved may not be aware that the change has taken place, and so cannot inform her secretary. Consequently, meeting notices are
51
not sent and the member feels neglected. We appreciate the treasurer who ensures that she has an adequate supply of transfer forms for use in her area. Then, when she becomes aware of a membership change, she can complete the transfer forms easily, and send them to us. In turn, we can act quickly to ensure that the member does not lose any of the rights or privileges of membership. When we are sufficiently fortunate to get a notice of change of address directly from a member, we send a transfer form to her for completion; provide her with the name of the treasurer in the chapter to which she is moving, and ask her to return the form to us. When this is done, we next notify the treasurers of both chapters concerned. You will agree, I’m sure, that it does take the concerted effort of all parties involved to see that this phase of membership is handled properly. If everyone
cooperates, our records are accurate. If just one person fails to play her part, there’ll be a foul-up. We are not so foolish as to think that once we are on computer all our membership problems will be solved. We know there will be problems in the future, as there have been in the past. But, we also know that with your help and cooperation most of the errors can be eliminated. Please continue your past patience with u3 in this most difficult time. For any inconvenience that may be caused you, we apologize in advance. We do ask that you notify us immediately if you notice any errors in your membership processing. We are certain that, with your help and cooperation, it will be a swift and relatively painless transition. AORN is growing!-and going places!
INCREASE Y O U R CHAPTER MEMBERSHIP Encourage other nurses t o join AORN, to share experiences and to promote growth and achievement of every operating room nurse. Complete and return.
The following nurses are qualified to join AORN and may be interested to know of the advantages of AORN membership. Name
52
Address
City, State, & Zip
AORN Journal
50
this time, and certainly more costly than retaining the services of a computer service bureau. Developing an in-house capability places the burden of employing reliable, qualified computer personnel squarely on the Association. On the other hand, service bureaus must have available to them wellqualified people or they cannot survive. My preliminary studies indicate that the rental of computer equipment, plus salaries for the operating personnel, will add up to more than the yearly service charge of a bureau to handle the work for us. There are advantages and disadvantages to both methods, obviously. Indeed, we may want to take one small step first, and go to keypunch. In any event, the final choice will depend on the tally after all information is gathered. At this point, I would like to emphasize that the computer is only human-it’s only as accurate as the materials that are fed into it. Therefore, it is most important that all source information be correct. During this difficult period of transfer, your utmost cooperation is respectfully requested. A handwriting expert may have to be employed on the Headquarters staff in order to decipher many of the applications that are received. (I suppose I do have a slight edge on the problem, having worked for surgeons for many years.) Much of the very unusual handwriting we receive at
AORN Journal
Headquarters is eventually deciphered, but much still remains that only a mind reader could interpret correctly. We quickly acknowledge that Headquarters has made its share-indeed, more than its share-of mistakes in the past, when processing membership applications and renewals. But, in our own defense, let me say that the staff in the membership department has had to live with an antiquated system that could not adapt to the yearly membership increase we have experienced. We have had to live with it primarily because of a lack of space. The out-dated equipment, (which invariably chose to break down at the busiest time of the month) could not be replaced because the type of machine that would serve us well simply would not fit into the existing oftice space. This is, by the way, one of the many reasons why the AORN Board chose to relocate the National Headquarters. While the Headquarters search was going on, it seemed prudent that we bide our time and tie the machines together with bits of string, hoping for the best, and looking toward the future. The past few months have been spent in a concerted effort to correct previous mistakes, which, in the record-keeping business, tend to compound themselves as time goes on. This chore has been made tolerable by the excellent cooperation we have been getting from the chapter treasurers. Even the efficiency of our present system, such as it is, depends upon the source material that is fed to us. For example, when new-member applications are initialled by the chapter treasurer, before being sent to us, it ensures that the application has been properly and completely filled out with the essential information. Most treasurers also realized that applications neatly typed, or printed heavily enough to show clearly on the carbon copy, make their own jobs easier when the records are returned with the chapter rebate checks. Completing the section pertaining to the present job of the applicant enables the local treasurer, and Headquarters, to
December 1969
determine the applicant’s exact statu-whether active or associate. This exact count is vitally important when the time comes to determine the Congress delegate representation for the chapter. Widely varying titles given to different OR positions, in various parts of the country, make it almost impossible for Headquarters personnel to accurately categorize individuals. The local treasurer is certainly knowledgeable about the true meaning of these titles in her particular locale, and is, therefore, in a better position to determine the status of the applicant. She also can explain to the applicant that the basic difference between “active” and “associate” membership is the privilege of voting and holding oftice. An associate member may not vote or hold office. The yearly dues are the same for both categories, and a Journal subscription is included for both categories. The frequency with which nurses change their residence is startling. We average at least 200 changes of address each month at Headquarters. How simple it would be if every member notified us immediately of their move. Unfortunately, we are forced to depend mostly on Journals that are returned to us with the change of address scribbled on the back of the Journal by some overworked postal employee. This most often leads to group sessions wherein we try to decipher the new address. If we guess incorrectly, and the Journal comes back a second time; there is a noticeable timelag and the member now feels that there is legitimate reason for complaint. Postage costs increase dramatically, too. In addition to the regular changes of address, there is the further complication of chapter changes. The treasurer of the chapter where the member formerly lived may not be aware of the move, and so will continue to carry the member on her roster; the treasurer of the chapter into which the member now has moved may not be aware that the change has taken place, and so cannot inform her secretary. Consequently, meeting notices are
51
not sent and the member feels neglected. We appreciate the treasurer who ensures that she has an adequate supply of transfer forms for use in her area. Then, when she becomes aware of a membership change, she can complete the transfer forms easily, and send them to us. In turn, we can act quickly to ensure that the member does not lose any of the rights or privileges of membership. When we are sufficiently fortunate to get a notice of change of address directly from a member, we send a transfer form to her for completion; provide her with the name of the treasurer in the chapter to which she is moving, and ask her to return the form to us. When this is done, we next notify the treasurers of both chapters concerned. You will agree, I’m sure, that it does take the concerted effort of all parties involved to see that this phase of membership is handled properly. If everyone
cooperates, our records are accurate. If just one person fails to play her part, there’ll be a foul-up. We are not so foolish as to think that once we are on computer all our membership problems will be solved. We know there will be problems in the future, as there have been in the past. But, we also know that with your help and cooperation most of the errors can be eliminated. Please continue your past patience with u3 in this most difficult time. For any inconvenience that may be caused you, we apologize in advance. We do ask that you notify us immediately if you notice any errors in your membership processing. We are certain that, with your help and cooperation, it will be a swift and relatively painless transition. AORN is growing!-and going places!
INCREASE Y O U R CHAPTER MEMBERSHIP Encourage other nurses t o join AORN, to share experiences and to promote growth and achievement of every operating room nurse. Complete and return.
The following nurses are qualified to join AORN and may be interested to know of the advantages of AORN membership. Name
52
Address
City, State, & Zip
AORN Journal