Fundraising Software Implementation Project
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Presentation for kick-off meeting Blackbaud CRM Implementation
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Fundraising Software Implementation Project
- 2. Blackbaud eCRM Selected (BBeC) 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 2 People TechnologyProcess
- 3. BBeC Project Team Work and Cooperation! 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 3
- 4. BBeC Project Goals and Objectives Implement and Convert the existing Fundraising Database FR100 to Blackbaud Enterprise CRM Database Go-Live June 6, 2016 “Pay it forward” resources will be here for 2 weeks. Mission critical functional system at go-live “What we can do now” All current processes and procedures available All users trained and competent All critical go-live reports available Functionality based on gold standards and best practices 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 4
- 5. BBeC Project Optimization Goals and Objectives This is Optimization. To troubleshoot, fix, re-train and stabilize system after go-live. Also, to implement any new functionality not part of mission critical go-live. 1-3 months after go-live (on-going) “What we can do in future” “Fix anything we missed” 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 5
- 6. BBeC Project Technology General Information • BBeC is cloud based available over internet and using browsers. • The system will work on all mobile devices. • Complex password security rules will apply. • There will be 4 to 5 data conversions phases. • There will be an on-site test system (aka Sandbox) • There will be user labs available. 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 6
- 7. BBeC Project Data Conversion Phases Process Review FR100 Data Clean up Convert (Fusion Labs) Testing & Adjustment Approved or Not Approved 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 7
- 8. BBeC Project Functional Workgroups Purpose • Goals and Objectives of Functional Workgroups – How do we do it now? (Current State - business processes and workflow) – How will we do it in new system? (Future State – business processes and workflow) – User Case Scenarios – test accounts, reports, etc… – User Acceptance Testing (UAT) and validations – Change Control – How do changes affect organization – Challenges and Resolutions – Training and documentation material input – Communication on team progress to Sr. Team – Time commitments dependent on workgroups 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 8
- 9. BBeC Project Functional Work Groups Roles • Roles and Responsibilities – Subject Matter Experts (SMEs) (Like Super Users but can be on process as well as FR100 expertise.) – Professional Representative • The professionals are to approve any policy, process, or procedures for the workgroups. Also to clarify any process questions or changes. – Senior Management Team Representative • Executive representatives are to provide oversight and leadership in keeping workgroups focused and on task and provide any final decisions on escalated challenges. 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 9
- 10. BBeC Project Functional Workgroups Technology Ted George* Mario Dana (JFNA) Sal (JFNA) Finance Ted Barbara W.* Rudy Donnavan Maria Carole Myrna Reporting Ted* George* Marisabel Detra Michelle W. Teresa Campaign Operations Ted Abbey* Ofi Marisabel Adela Soiby Matt Events+ Ted Meredith* Abby M. Lerida Adela Jill Mimi Data Services Ted* Barbara F. Evelean Seth Carole Prospect Management Ted Sydney* Simon Abbey Lerida Jill Supp & Corp Sponsor Ted Simon* Carole Emily Abbey (Alternate) Communications Ted Nicole* George Naomi Tiffany Bonnie P. 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 10 *Professional Representative Ted is facilitator for all groups Steve S. Jeff Bonnie Jacob +Super Sunday will have its own Workgroup
- 11. BBeC Project Functional Secondary Workgroups PJ Library Ted Joy* Evelean Inbar Planning Ted Dahlia* Maayan Shelley Inbar HRD/LEAD Ted Mimi* Lori JWORK Ted Flora* JCRC Ted Carol* Carmen CAJE Ted Rabbi Arnie* Lynda Bonnie P. HMC Ted Sharon* Lida Tiffany Mishkan Ted Rabbi Fred* Foundation Ted Steve L.* Jill Teresa Tonya Judy Emily APT Ted Steve S.* David Kawai Yahaira Lerida Jo-Ann Shelley 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 11 *Professional Representative Ted is facilitator for all groups Michelle Steve S.Jeff Jacob
- 12. BBeC Project Calendar of Milestones June 2015 Data Clean (ongoing) Workgroups Started JFNA Tech weekly calls* Project Plan Completed Change Control Begins July 2015 Workgroups Scheduled Fusion Project Plan Completed Functional Design Begins Data Mapping Begins Data Clean up Begins pre conversion Aug 2015 1st Data Conversion 1st Validation Begins Workgroups Continue Workgroup User Lab started September 2015 Sandbox Available 1st round User Case Scenarios 1st round Data Clean up based on testing October 2015 User Case Scenarios Testing Continues Workgroups Continue Data Clean up continues November 2015 2nd Data Conversion 2nd Validation Begins Workgroups Continue Workgroup User Lab started December 2015 Sandbox Available 2nd round User Case Scenarios 2nd round Data Clean up 2nd round January 2016 DSOD and IT continue February 2016 3rd Data Conversion (IT & DSOD) 3rd Validation Begins (IT & DSOD) March 2016 DSOD and IT continue April 2016 All Staff Training Begins Final Data Validation Final Change Control Final User Case Scenario Testing May 2016 All Staff Training Continued with JFNA and pay it forward Feds on site Final Data Cut Over Go-Live June 6, 2016! 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 12 *Every Week Schedule is fluid and subject to change. Final Convert
- 13. BBeC Project Communication Plan – Project Status • Methods – Newsletter – Emails – OneNote Project – Executive Dashboard • Schedule – Periodically – Various – Live – Monthly 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 13 Note: As the project gets closer to Go-Live, these schedules can change to weekly. The plan is to integrate Project Status Updates into already scheduled meetings and an agenda item, except for Workgroups they will have to be a different day. • Meetings – Executive Updates – Staff Updates – Work Groups • Schedule – Monthly – Periodically – Monthly/Various Blackbaud Project needs to be part of all regular meetings agenda
- 14. BBeC Project Training • Sandbox part of workgroups • Show and Tell throughout • Self Learning through videos and documents • Incorporated with professional development meetings • Incorporated with regular scheduled meetings • One on One in some cases • All staff scheduled class room training in April and in May with help from other Federation 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 14
- 15. Everyone get involved! • Nick naming the new system competition • Open access to project documentation and progress. • Self learning • Project teams will be approachable to any concerns or questions. • Project updates in regular meeting agendas. • You might be asked for input from workgroups. • You will be trained fully and be comfortable in the new system. 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 15
- 16. BBeC Project Next Steps • I am opening up the FR100 User Profile Survey if you want to edit. New people already have received it. This will be used for permissions and feedback to FR100 processes. • Start looking at Blackbaud Videos and documents • Data clean up already begun and will continue • Shared project location established • I will schedule the initial Functional Workgroups meetings. (Please keep Outlook calendar updated) • Pre-clean up to first conversion has been happening and will continue throughout project. 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 16
- 17. BBeC Project Questions? 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 17
- 18. BBeC Project Things to Remember? 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 18
- 19. 2015 GMJF- DATA SERVICES DEPARTMENT - THEODORE VAN PATTEN - PROJECT MANAGER 19 We Are
Notes de l'éditeur
- As everyone might know by now Blackbaud Enterprise Customer Relationship Management system was selected by the Federation as our next generation Fundraising database system after the vendor selection process was completed. I first want to thank all of you that participated in the selection process. Besides being the industry leader in CRM products 90% of large and Medium Large Federations are going with this product. Which allows the Federations Collective to design and customize the Blackbaud product specifically to the unique was that Federations operate. I will be the project manager and functional lead and George will be the technical lead. George and I will work together to make sure this project is a success. We have already started the next phase of the Implementation process now that all the paper work is signed and it’s official. In this presentation we will review the three key areas of any implementation, the people, the technology and the process. These need to work in harmony together to succeed in this endeavor. People are behind everything and because of that there is no one person that is perfect.
- As you would imagine, George and I can’t do everything or know everything, so it’s very important that we work together and have a common goal in mind and be cooperative. Instead of me emphasizing the criticalness of us working together, I have a short video from some industry leaders. It’s a little humor, but you don’t want to be that decenter who ended up in a precarious situation at the end. Everyone else was trying to figure out a solution.
- Highlight what Critical go-live functionality. Talk about Gold Standards – Gold standards are sets of shared resources and policies for all Federations in the collective so that we are all agreeing on the what the software does and how we do business.
- Along the way we might find that we can institute new functionality that is part of the software “out-of-the-box” For example better prospect management process and functionality.
- All cloud based means that the servers are in a remote location. The mobile htmls will be formatted for the phone or tablet Since it’s available anywhere security needs to be stronger passwords I will talk about the conversion process on next slide
- Ok how is this going to work Every process needs to be reviewed “how do we do it now” and “how will we do it in the future” In order for us to be able to do this we need functional workgroups, which I will talk about in upcoming slides.