Developing a Custom Association Management System for the VFW Auxiliary 

Tricension helped the VFW Auxiliary move beyond an outdated mainframe and off-the-shelf software to MALTA—a custom Association Management System purpose-built to align with their current needs and future vision.

About The Client

• Name: VFW Auxiliary
• Location: United States
• Industry: Nonprofit / Membership Organization
• Founded: 1914
• Core Mission: Supporting veterans, military personnel, and their families through charitable initiatives, patriotic programs, and legislative advocacy.

The Veterans of Foreign Wars (VFW) Auxiliary, one of the oldest veteran service organizations in the United States, has supported veterans, military personnel, and their families for over a century. Yet, as their membership and mission grew, their outdated systems hindered their efforts. 

In an attempt to move past its legacy system, the VFW Auxiliary turned to an off-the-shelf solution. However, it soon became clear that it lacked the flexibility to fully address the organization’s complex operational demands.

The VFW Auxiliary was looking for a transformation that would streamline operations, enhance member engagement, and prepare them for future growth. That’s when Tricension stepped in. 

Identifying Operational Challenges 

Tricension’s partnership with the VFW Auxiliary began with a thorough assessment of their current workflows. Our experts identified critical issues within their mainframe legacy system that were hindering the auxiliaries progress:

1. Data Fragmentation and Limited Reporting Capabilities
   The existing system scattered essential data, making it hard to access and analyze. It was difficult to generate accurate reports, which hindered strategic planning and responsiveness to member needs.
   
2. Restricted Member Access and Lack of Self-Service Options
   Members found it difficult to access essential services, and the system lacked the self-service options that modern users expect. This resulted in high administrative workloads and a less engaging experience for members.
   
3. Paper-Heavy, Manual Processes
   The system relied heavily on physical paperwork for core functions like event registrations and voting, creating inefficiencies and adding to staff workloads.
   
4. Scalability Challenges
   With a growing membership base, the VFW’s legacy system could no longer scale to meet evolving demands. Integrating new technologies was nearly impossible, limiting the Auxiliary’s ability to expand or add future features.
   
5. Security and Compliance Vulnerabilities
   Data security was a pressing concern. The mainframe’s outdated security protocols posed risks to sensitive information, leaving the Auxiliary exposed to potential data breaches and non-compliance with data regulations.

Solution Ideation: Custom Association Management System

After a clear understanding of the Auxiliary’s challenges, we proposed a custom-built Association Management System (AMS) named MALTA—a solution tailored to completely align with their current needs and long-term goals. MALTA offered:  

1. Centralized, Cloud-Based Database
   MALTA would feature a robust, cloud-based database to consolidate all member information, providing a single, accessible source. This centralization would streamline data management, giving staff real-time access to member data and simplifying reporting processes.
   
2. Self-Service Member Portals
   To enhance member engagement, we proposed user-friendly self-service portals that enable members to update their information, register for events, and participate in online voting. It would also reduce administrative burdens on staff.
   
3. Automated Digital Workflows
   By digitizing processes such as event registration, voting, and charter access, MALTA would minimize the likelihood of manual errors. Going paperless would ultimately lower operational costs, and speed up response times.
   
4. Enhanced Security and Compliance Measures
   We designed MALTA with advanced security features, including encryption, multi-factor authentication, and compliance with data privacy regulations.
   
5. Scalability
   MALTA was designed with a microservices architecture, which allowed individual components to scale independently based on usage. This setup provided flexibility and enabled the Auxiliary to handle seasonal or event-based spikes in demand without sacrificing performance.

Each aspect of MALTA was carefully crafted to solve the Auxiliary’s immediate problems and provide a flexible framework for future expansion. By adopting a cloud-based, modular design, we ensured that MALTA would evolve alongside the Auxiliary’s needs.

Development Phase: Overcoming Technical Challenges

Like any complex project, developing MALTA came with its challenges. But with Tricension’s expertise in legacy modernization and cloud migration, our team was ready to navigate these hurdles with a proactive approach.

One of the primary challenges was migrating data from an aging mainframe to a modern cloud environment. This required meticulous planning to ensure both security and accuracy. To address this, we used secure ETL (Extract, Transform, Load) processes with end-to-end encryption, minimizing risks and preserving data integrity throughout the transition.

We also implemented automated testing across development phases to support a seamless shift to digital workflows. These tests validated each workflow, allowing us to catch issues early and guarantee that every feature functioned smoothly. 

Regular feedback from the VFW Auxiliary’s team was instrumental during the development phase. It helped us refine MALTA’s capabilities and align the system perfectly with their operational needs.

Solution Deployment 

Deploying MALTA was a multi-step process. 

We began with a pilot rollout, allowing us to address any integration issues before full deployment. During this phase, we provided detailed documentation and training sessions, preparing staff to navigate MALTA confidently. 

Change management was a critical focus. Recognizing that adapting to new technology could be challenging for some team members, we encouraged feedback, addressed concerns, and offered ongoing support.

As we scaled to full deployment, data security and compliance remained top priorities. We conducted security assessments and compliance checks to confirm that all systems were up to date with regulatory requirements. 

Key Outcomes 

The implementation of our solution transformed the VFW Auxiliary’s operations. MALTA now supports the Auxiliary’s mission, ready to grow with them as they continue their legacy of service.

Here’s what MALTA helped the VFW Auxiliary achieve:

• Improved Operational Efficiency.
  
• Enhanced Member Engagement
  
• Scalability for Future Growth
  
• Cost Savings and Paper Reduction
  
• Strengthened Data Security and Compliance
  

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