Stakeholder overview and implementation plan
3 months (12 weeks)
Every band member
24/7 music access
We are creating a dedicated members portal that will transform how our band members access sheet music and stay informed about ensemble activities. By integrating our existing part distribution software with our band website, we'll provide a professional, reliable system that serves our members better while reducing administrative workload.
Imagine a vibrant online community where ACWE members can instantly access everything they need to stay connected and informed. Our membership portal will be the central hub for ensemble life - where members check upcoming rehearsal schedules, confirm performance dates, access the latest announcements, and coordinate with their sections. Beyond sheet music, the portal will feature member directories for networking, event calendars with RSVP capabilities, and discussion forums where musicians can share insights about repertoire and technique.
This integrated platform will foster deeper engagement among our musicians, creating opportunities for mentorship between experienced and newer members, facilitating carpooling coordination for performances, and enabling seamless communication about everything from concert dress to volunteer opportunities. Members will receive personalized dashboards showing their attendance status, upcoming commitments, and section-specific information - all while maintaining the security and privacy standards our professional ensemble requires.
The portal will automatically publish parts when our music librarian prepares them - no manual uploading or individual emails required. Members log in anytime to download their parts, see all available parts for their section, and coordinate with section leaders on part assignments. Built-in copyright compliance features ensure we meet our retention obligations, with automatic reminders after final performances.
3 months (12 weeks)
January, 2026
Every band member will have 24/7 access to their sheet music and timely information about concerts, rehearsals, and ensemble news.
We're in the process of transitioning to electronic sheet music distribution, moving away from printed parts. As we begin using email-based distribution, we're already identifying several challenges with this approach that we want to address proactively.
When parts are distributed via email, they can easily get caught in spam filters or buried in busy inboxes. Members who need to reference a part from a previous rehearsal sometimes can't find it, leading to requests for re-sending. If a part needs correction after initial distribution, we have to re-email everyone, and it's difficult to know whether members are using the corrected version or still working from the original.
Centralized location for band announcements and discussions.
A password-protected area of our website where members log in to access resources.
Our existing music library software will automatically publish parts to the website.
Weeks 1-4
Weeks 5-8
Weeks 9-12
As a community band, we must respect the rights of composers and publishers who create the music we perform. Our ability to continue accessing quality sheet music depends on compliance with copyright law and our licensing agreements.
When you first log in to the members portal, you'll be asked to accept these terms:
All sheet music remains the property of Austin Civic Wind Ensemble. Copyrights belong to the publisher or composer.
You may download and use your assigned sheet music ONLY for:
You may NOT:
After the final performance of a work (or if ACWE requests), you MUST:
Do not post, email, or make the music available to anyone else.
Nothing! We're building everything behind the scenes.
Not at all! Those communication channels continue as they always have. The portal is primarily for music access and official announcements, complementing our existing communication rather than replacing it.
We'll provide personal support. It's designed to be very simple - if you can check email, you can use this.
No. This is provided as part of your band membership.
Yes! The portal is mobile-friendly and works on all devices.
Yes! You can download all parts for your section. This is useful for trying parts before committing, or if you're covering multiple parts. Just coordinate with your section leader on which part you'll ultimately play in performances.
No. They should download their own copy from the portal using their own login.
Your information is secure. Only logged-in members can access the portal, and you only see your own section's materials. We maintain audit logs for copyright compliance, but your personal information is protected.
Standard password reset via email, just like any website. Support available if needed.
| Phase | Dates | Member Impact |
|---|---|---|
| Month 1: Foundation | Weeks 1-4 | None - behind the scenes |
| Month 2: Building | Weeks 5-8 | Beta testing opportunity for volunteers |
| Month 3: Integration | Weeks 9-11 | Training sessions scheduled |
| Launch | Week 12 | Full member access begins |
This project represents a significant step forward in how we serve our band members. We're committed to:
Our goal is to make every member's experience with the band better - easier access to music, better communication, and a more professional, organized operation.
Please reach out to [Contact Person] at [Email/Phone]
We're looking for beta testers and feedback providers - let us know if you're interested!