OMDR - National PTA's Wave of the Future!

Introducing! National PTA's new Online Membership Data Reporting system (OMDR). You should have received information about this new system in your summer service mailing.

OMDR is required to comply with federal law and to provide members information in a timely manner. It gives PTA units certain functions, like sending email blasts to their members and making mailing labels from the database as well as the ability to print their PTA membership cards using the information that has been entered.

Below is important information for you and your membership chair to get started with OMDR. Please, read and digest this information soon so that you can begin inputting your members into OMDR as soon as possible.You will need the following 2 numbers to get started (sent to unit presidents by email)

National Unit ID
Your Membership #

An easy way to streamline your process is to use the excel spreadsheet in place of your current tracking system. Once you do this, you can easily upload your members in a batch, to minimize the time it takes.

I will also be providing training on OMDR at our upcoming district training. Please, ensure your membership chair attends to get that valuable training. Or, your membership chair can attend one of the online webinars, described below.Please, let me know if you have any questions. I will do my best to answer them.

Information from the National PTA:
PTA expects every PTA unit to be using the Online Membership Data Reporting system beginning this fall. Per capita (membership dues) will still be remitted in the same way as always, but when you enter your members into OMDR, they will be offered the chance to choose for themselves which information and offers they want to receive from National PTA.

You can learn about OMDR when you participate in the webinars (online training sessions) offered by PTA. The webinars last approximately one hour and will take you step by step through the main features of OMDR. The webinar schedule is available online and you can see the schedule and register at http://registration.intercall.com/go/nationalpta
Bulletin Board to ask questions and share information at http://www.pta.org/

An online "bulletin board" that can be used for questions about OMDR and to find information on the latest upgrades is now up and running. To get to the bulletin board, go to "Leadership Resources" on www.pta.org and then to "Leadership Bulletin Boards." You'll need the username and password on the back of your membership card to access the bulletin board.

There are two ways to enter member information into OMDR:
The first and easiest, although somewhat time consuming if you have a large membership, is to individually enter basic contact information for each person who has joined your PTA.

The other option is to "batch upload" using member data that you have entered into an Excel spread sheet. That spreadsheet must have the 22 specific required fields. Not all the fields must have information inserted into them but they must be present as part of the spreadsheet. A list of the required fields is attached.

Once members are entered into OMDR, they will receive a welcome email from PTA telling them how to opt in to get various resources, like e-newsletters, information on benefits available to PTA members and offers from PTA partners. Each member chooses the items desired.

Below you will find:
Accessing OMDR for the first time
Excel Fields for a Batch Upload to OMDR
Some Typical Questions and Answers
For assistance, please contact your PTA District, your PTA Council or National PTA at 800 / 307-4782 .

ACCESSING OMDR FOR THE FIRST TIME
Initial access to a local unit’s OMDR site is given to the local unit president (LUP).
To access OMDR the first time, the local unit president needs the National PTA identification number for the local PTA unit and his/her individual member identification number.
In California, these numbers can be provided to units by either their PTA district or their PTA council. The responsibility for entering the contact information for local unit presidents into OMDR belongs to the PTA district, so be sure that your PTA district knows of any changes in leadership. (If that information is in OMDR, the unit can also obtain access information from National PTA).
Go to https://www.pta.org/omdr.
Click “First Visit” in order to create your username and password.
Enter your first name, last name, member ID, and local unit ID in the appropriate boxes (be sure member and unit ID numbers are 8-digits and include the leading zeros). Choose your position (example: local unit president= LUP) from the drop-down menu. Enter your desired username. Click submit.
Enter your desired password, then retype this password in the appropriate boxes. Enter your e-mail address, choose a secret question from drop-down list, and answer the secret question in the appropriate boxes (this information is used to recover password, if necessary). Click submit.
You will receive a confirmation page indicating that your OMDR account was successfully added.
You can click from this page to go to the local unit sign-in page, or return to the OMDR main menu.
You can now sign in to OMDR using the username and password you just created by going to www.pta.org/omdr and signing on.
Note: As the local unit president (LUP), it is possible that you will not be the primary person within your unit in charge of using OMDR. In many cases, the membership chair, treasurer, or another board member is responsible for keeping track of membership and will need to use OMDR. In order for others to access the system you have two options (but the first option is the preferred method):
The Local Unit President (LUP) can enter into the system the person who needs access and provide them with their Member ID number so that they can go through the "first visit" process and create their own username and password for future use.
The Local Unit President (LUP) can provide his/her username and password to any other individuals within the unit who have been authorized to use OMDR. This option is not recommended because it means that there is no way to take away access should someone leave (without taking away access from all people using the same password).

OMDR - REQUIRED EXCEL Spreadsheet Fields for Batch Upload
These are the 22 "fields" that are required in an Excel spread sheet to "batch upload" data into the OMDR database. Ten (10) of the fields must have an entry (indicated below by "REQUIRED"); the other fields must exist but can be empty.

A. "LU ID number" (local unit identification number) is the 8 digit National PTA identification number (include all the leading zeros to make it an 8 digit number). REQUIRED
Note: all entities in OMDR (both PTAs and individuals) have a unique 8 digit identification number.
B. Name prefix can be: none (default), Dr., Miss, Mr., Mrs., Ms., c/o.
C First Name - REQUIRED - 40 characters maximum.
D. Middle Initial or Name is optional (40 letters maximum)
E. Last name - REQUIRED - 40 characters maximum.
F. Name suffix, such as: Jr., Sr., I, II, III ("none" is the default)
G. Home address #1- REQUIRED - maximum length is 40 characters.
H. Home address #2 - If applicable, use for apartment number or suite number; maximum length is 40 characters.
I. Home Address #3.
J. Home city - REQUIRED - maximum length is 25 characters.
Use the postal service correct spelling/spacing of cities (Fort Wayne, not Ft. Wayne).
K. Home state - REQUIRED - must be two (2) characters only.
L. Home zip code - REQUIRED - Use 5 digits or 9 (zip + 4) but no hyphens. Maximum is 15 characters
M. Home Area Code
N. Home phone – Recommended - Use format xxxxxxx (no spaces). Required for unit presidents
O. Work Area Code
P. Work phone – Recommended - Use format xxxxxxx (no spaces).
Q. Fax Area Code
R. Fax Phone number - Optional. Use format xxxxxxx (no spaces).
S. E-mail is HIGHLY RECOMMENDED since this is the most efficient way for communication
to take place. Maximum length is 60 characters.
T. PTA Position - REQUIRED -
(LUP=Local Unit President, LUM= Local Unit Member).
Abbreviations for most other positions can be provided.
U. Begin Date of being in the position or the membership year - (07/01/2007) REQUIRED Format: MM/DD/YYYY
V. End Date for the position or end of the membership year. REQUIRED Format: MM/DD/YYYY (06/30/2008)

Questions and Answers:
Why do names and addresses of members need to be entered into the National Online PTA database?
In order to comply with federal and state laws requiring all corporations to be in touch with their members.
When will use of the database start?
Some PTAs in California are already participating and National PTA expects everyone to be using the system starting in the summer of 2007.
How do I access this database?
As the system moves from its pilot phase into full implementation, National PTA is getting ready to provide information on its website, www.pta.org. You can reach the database at www.pta.org/omdr
Do I need a password to access this database?
Each PTA president can access the system with their unit's National PTA identification number and the PTA president's individual identification number (which is assigned when the PTA district enters the PTA president's contact information).
Will other people be able to access the database for our units and see our confidential information?
Each level (unit/council/district) can only access its own information. The entire system is password protected.
What will this database be used for?
Record-keeping to comply with federal law and to provide members information in a timely manner. It gives PTA units certain functions, like sending email blasts to their members and making mailing labels from the database as well as the ability to print their PTA membership cards using the information that has been entered.
Can I print out this database so that I don't have to do a separate database on my own computer for our unit? Absolutely! Whatever information you enter will be accessible to you. Also OMDR allows you to send email blasts to your members. Additionally, no longer will membership information be lost when the membership person moves or when the membership records are misplaced.
What if people don't give information like addresses or phone numbers?
Enter the information you do have. If an email address is provided, the member will receive a welcome email that explains how they can opt in to receive various offers and information from PTA.
Does PTA have a "privacy policy" and how can I access it?
Yes, you can access the policy at www.pta.org/privacy_policy.html