Digital operations SOP

Purpose

This SOP defines the operational standard for NSVA.org digital systems: role-based communication, role-based access control, workflow routing, and governance visibility.

This document is the implementation baseline for website workflows and leadership continuity.

Digital Infrastructure Vision

NSVA.org is the central operations platform for:

• Membership management
• Donations and receipts
• Events and convention workflows
• Ships Store operations
• Department communication and approvals
• Leadership oversight and audit visibility

Core Operating Principles

• Role-based communication tied to office, not individual.
• Automated workflow routing by function and department.
• Executive Board visibility into operational status.
• Durable records for approvals, financials, and membership actions.

Official Office Email System

All office accounts remain attached to the role and transfer during leadership transition.

National Executive Board

• Commander@nsva.org
• ViceCommander@nsva.org
• Secretary@nsva.org
• Treasurer@nsva.org

Governance Officers

• JudgeAdvocate@nsva.org
• Resolutions@nsva.org
• Chaplain@nsva.org
• Historian@nsva.org

Membership Department

• MembershipChair@nsva.org
• MembershipSupport@nsva.org
• MembershipRecords@nsva.org

Finance Department

• Treasurer@nsva.org
• Finance@nsva.org
• Donations@nsva.org

Events and Convention

• EventsCoordinator@nsva.org
• ConventionChair@nsva.org

Ships Store

• ShipsStore@nsva.org
• StoreManager@nsva.org

Outreach and Communications

• Outreach@nsva.org
• PublicAffairs@nsva.org
• Newsletter@nsva.org
• Media@nsva.org

Fundraising

• Fundraising@nsva.org
• Sponsorship@nsva.org

Technology and Administration

• Webmaster@nsva.org
• WebAdmin@nsva.org
• ITSupport@nsva.org
• Security@nsva.org
• Admin@nsva.org
• Support@nsva.org
• Contact@nsva.org

District Leadership Structure

• District1@nsva.org
• District2@nsva.org
• District3@nsva.org
• District4@nsva.org

Island Leadership Structure

• IslandCommander@[Island].nsva.org
• IslandSecretary@[Island].nsva.org
• Examples:
  • x3commander@nsva.org
  • x3secretary@nsva.org

Role-Based Access Control (RBAC)

• Level 1: Public visitors
• Level 2: Member access
• Level 3: Department chair access
• Level 4: Executive Board oversight
• Level 5: System administrator

Current platform baseline mapping

This mapping reflects existing application roles so SOP levels can be enforced consistently.

Application Role	SOP Level
member	Level 2
island_officer	Level 3
island_admin	Level 4
secretary	Level 4
regional_commander	Level 4
national_admin	Level 5
super_admin	Level 5

Workflow Routing Standards

Membership Application Workflow

Routes to:

• MembershipChair@nsva.org
• Secretary@nsva.org
• Treasurer@nsva.org

Process:

1. Membership Chair review
2. DD214 validation (if applicable)
3. Treasurer payment confirmation
4. Secretary archival of records
5. Membership number assignment
6. Applicant confirmation notice

Event Submission Workflow

Routes to:

• EventsCoordinator@nsva.org
• Secretary@nsva.org
• Treasurer@nsva.org (if financial impact)

Process:

1. Review
2. Approve or deny
3. Publish event
4. Notify submitter

Donation Workflow

Routes to:

• Treasurer@nsva.org
• Commander@nsva.org
• Fundraising@nsva.org

Process:

1. Donation received
2. Transaction recorded
3. Receipt issued

Ships Store Workflow

Routes to:

• ShipsStore@nsva.org
• Treasurer@nsva.org

Process:

1. Order received
2. Payment verified
3. Inventory updated
4. Shipping handled

Notification System

Website workflows should trigger both:

• Email notification to routed department addresses
• Dashboard notifications for assigned approvers

Triggers include submissions, approvals, payment events, and scheduled event actions.

Security Requirements

• Encrypted authentication
• MFA for leadership accounts
• Role-based authorization checks
• Activity logging and audit trails
• Secure backup and recovery procedures

Leadership Transition Procedure

When leadership changes:

1. Remove outgoing officer access.
2. Provision incoming officer access.
3. Keep office email addresses unchanged.
4. Preserve role permissions and dashboard scope.

Implementation priorities

Priorities are ordered for dependency and risk: visibility first, growth and fundraising next, then governance, then communication parity, then financial rigor, then long-run resilience.

• 1. Office & membership core: Office email routing, membership workflow engine, baseline role mapping (SOP Levels 1–5), routing inspection.
• 2. Executive oversight & commerce: Dashboard / Operations Center, event and Ships Store workflow routing to office mailboxes, donation routing.
• 3. Insight & growth: Analytics and operational pipeline metrics, island locator enhancements (search / deep links), sponsorship inquiry pipeline (public → admin → email).
• 4. Governance & audit foundation: Audit logging for sensitive actions (e.g. sponsorship lifecycle), production hardening for non-production-only endpoints, clear criteria for what must appear in the audit log; expand coverage incrementally.
• 5. Communication parity: Every major workflow action that routes to an office role also triggers both email and in-app notification where appropriate; documented role assignment / revocation; production email via Microsoft 365 from @nsva.org (no test redirects or non-production mail settings in production).
• 6. Financial & compliance logging: Order/payment/donation state transitions recorded for review; approvals/rejections audited consistently across workflows; alignment with retention and PII policies already in the platform.
• 7. Data continuity & operations: Exported records strategy (membership, orders, donations, approvals), backup/restore validation, leadership transition checklists (access, mailboxes, forwarding), and preserving continuity of office communication history across personnel changes.

Organizational Outcome

This operating model provides communications continuity, workflow automation, financial transparency, and scalable national operations with durable governance controls.