March 2, 2017 Update from Sarah Bradham

Building on last week’s work in the Website Phase of the project, OMBU delivered version 2 of the site map to the Mazamas. The site map was reviewed and conversation led to several additional tweaks and revisions to the proposed site map. Version 4 of the site map is the version that OMBU will use to build wireframes of the site (wireframe: an image or set of images which display the functional elements of a website or page, typically used for planning a site’s structure and functionality).

OMBU will present the wireframes to the Mazamas on March 9.

We are also beginning work on the Data Collection part of the project. Data Collection involves getting data from a variety of locations, including the current Mazamas Access Database (DB), Mazamas2 hiking DB, climb data from Expression Engine (where our current website is built), and various excel documents and Google docs being used by committees. The type of data we are working to collect in order to populate the new system:

  • Membership Info (held in the Mazama Access DB)
  • Climb Data (some is in the Mazama Access DB, some is in Expression Engine)
  • Hike Data (Mazamas2 SQL DB)
  • Volunteer Data (some is held in spreadsheets)
  • Participation & Enrollment data (some is held in spreadsheets)

In addition to needing to collect the data that we already have that exists in the locations listed above, we are working to create new data to link everything we are building together. In our current setup, none of our “systems” talk to each other. So while we have climb data that we are tracking on our website, it doesn’t connect to our Access DB. In the new setup, the majority of our systems will be connected. In such a relational database, you need to have data that can be easily connected, and in order to do that, you have to standardize and split your data into different tables.


  • Current system: We have a multitude of Mt. Hood climbs that can be scheduled by climb leaders
  • We have a multitude of Mt. Hood climbs that can be scheduled by climb leaders
  • These climbs exist in one single table, where you enter the climb name “Mt. Hood South Side,” data about the climb including elevation, distance, drive time, etc …

New system

  • There will be a Places table
  • Within this Places table, Mt. Hood will be a mountain
  • There will be an Activity table
  • Within the Activity table, Mt. Hood South Side will be a Climb, and its place will be Mt. Hood, which will establish a link between the Activity and Place table
  • In order to create the Place table we have to create … Places!

The Places to populate the Places table is just one example of a data set that we need to create by pulling together data from a variety of different sources.

We expect this data collection phase to take approximately three weeks, and we are reaching out to committees that might have some of this data in order to get it into the appropriate data migration templates.

We are shooting for having 60% of our data collected by the end of March. At this time OMBU will work to build scripts to migrate the data into the new CRM. They will then push that data into the CRM and we will be able to work with this real data as we test the new CRM, website, and eventually CMS tools.

Over the summer we will continue to work on populating these data collection documents, and we will likely ask for some of your help as we do this work. By the end of the summer we need to have this data 100% ready for transition into the new system. Once we are closer to the launch of the actual site, we will push this updated data into the CRM, replacing the nown old test data.

February 21, 2017 Update from Sarah Bradham

This is an exciting week for the project! Today several members of our team met with the OMBU staff to kick-off the next phase of the project. This next phase is the WEBSITE phase of the project and is where we get to start designing the next iteration of the Mazama website.

Phase I: CRM & IT Tools, was all about building the brains of the the Mazama database that will drive the enhanced functionality of the new Mazama website.

The kickoff meeting for the Website Phase is where we took everything we learned from the Discovery and Build Validation process, and added it to what we created in the CRM & IT Tools Phase to help inform what the new Mazama website will look like.

We started by talking about what is working and not working the current Mazama website. Information on what is working/not working comes from:

  • Discussions with key volunteers and committee leads during the Discovery Phase
  • Google Analytics data
  • Recurring questions that staff and volunteers receive regarding website navigation

Then we discussed the enhanced functionality this new site will have and identified new features we will be adding to the site, and from there we came up with a proposed site map.

Next week OMBU will provide us with an updated version of the site map based on what they heard from the Mazamas in this kickoff meeting.

The CRM & IT Tools Phase of the project is almost complete with fewer than 10 system bugs that need to be fixed.

January 5, 2017 — Update from Peter







by: Peter Tung, IT Project Manager, Encore SVP Fellow

Beta-testing of Sprint 5 brought to light some challenges with our data model in the use of places and locations. After a detailed conversation with OMBU they have agreed to make several tweaks to the data model to better meet our needs.

OMBU demonstrated Sprint 5 software to us to showcase the remaining CRM features, including reporting, payment, multipart-activity, multipart-activity instance, and teams. The sprint software is deployed and the Beta testing will start this Friday.

December 27 Update from Peter







by: Peter Tung, IT Project Manager, Encore SVP Fellow

The Sprint 4 software is running well with most committed features.  There are some privilege restriction failures that should be easily fixed by OMBU.  We have completed S4 Beta Testing, submitted the defects, and marked all high priority defects that must be fixed to get our acceptance.

We will have more detailed conversation with OMBU regarding some challenges with the data model after the holidays.

October 31 Update from Peter







by: Peter Tung, IT Project Manager, Encore SVP Fellow

We are continuing to move forward on the CRM & IT Tools Software. We are currently Beta-Testing Sprint 2. Steps taken over the last few weeks:

  • Accepted Sprint 1 with minor defects. These defects will be addressed with OMBU over the next few weeks.
  • OMBU demonstrated the Sprint 2 release on Oct. 27, and deployed the software to the staging site on Oct. 28.
  • We are now beta-testing the Sprint 2 features, including memberships, groups, opportunities, and campaigns.
  • We have identified some minor bugs in Sprint 2, in addition to one major functionality challenge.
  • We will be providing OMBU with a detailed bug defect report by end of day on Wednesday, Nov. 2.
  • With what we have currently identified in Sprint 2, we are expecting to be able to sign off on Sprint 2 with only minor defects.


Welcome to our new Mazamas IT Project blog. We want this project to be as transparent as possible, and to achieve that goal we will be regularly updating this blog to keep you up to date.

What can you look forward to?

  • Weekly posts from Project Manager Peter Tung, SVP Fellow
  • Bi-monthly guest posts from Project Stakeholders and Project Ambassadors
  • Project details including Overview, Timeline, and Goals
  • Project Personnel

How can you get involved?

  • Become a Project Ambassador: If you are excited about this project and willing to devote the time to staying up to date on this blog, then we want you to join our team. Learn more (coming soon).
  • Become an Early Adopter: As we move into beta-testing phase we are going to need a group of people who want to dive in and start testing and working within the system. Learn more (coming soon).