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UNIVERSITY ADVANCEMENT SYSTEM

PROJECT KICKOFF

SEPTEMBER 26, 2016

Project Vision2

• Database with a workflow engine, ad-hoc reporting, and associated technologies (including integration with other internal and external systems)

• Contains data and information on all constituents and their activities, including giving, volunteering, and most touch points with Rice (events, athletics affiliations, residential college, etc.)

• The system must entail and reflect our values, ethics, business rules, and practices

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Project Objectives3

Database of record for constituent data management, fundraising, and engagement1

• Constituent Data Management (alumni, donors, corporate partners, faculty/staff, etc.)

• Prospect Management• Fundraising Revenue Operations• Marketing/Communication (Direct Mail and Email) • Online Giving and Engagement• Event Management• Volunteer Management & Community Engagement• Stewardship & Recognition

Project Objectives4

Replacement of Millennium and Flatbridge2• Migration of data• Evaluation of current usage and business requirements• Design of Blackbaud CRM delivered features to

accommodate the business requirements

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Project Objectives5

Integration with other systems to achieve the following objectives:

3• Comprehensive profile of students, alumni, parents,

faculty/staff, corporate partners• Facilitate fund management and posting of

gifts/pledges to the financial system• Comprehensive view of fundraising revenue including

sponsored research/grants, payroll deductions, and pledges

• Comprehensive view of contacts, touch points, and engagement with the calling program, Rice website, campus event attendees, and athletic ticket purchases

• Manage and track registrants in the Executive Education and Continuing Education programs

Project Objectives6

Development of reports or other methods of retrieving information from the system

4• This will be an ongoing process that requires

prioritization

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Project Objectives7

Training, documentation, and support5• Provide the training, documentation, and support

required to build staff skills and knowledge of the system

• Provide training, documentation, and support for system administrators and technical support staff to effectively resolve system issues and be well versed in maintaining the system

Benefits8

More Information and Easy Access for Data-Driven Decisions

• Holistic view of constituents

• Best practices for business processes and management of data

• Improved data access and reporting

• User access from any location, including web and mobile

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Benefits9

Increased Efficiency and Flexibility

• Streamlined alumni and development day-to-day processes

• Reduced reliance on third-party solutions to better understand the constituent relationships

• Reduced need for data imports, exports, and manipulation due to Blackbaud’s integrated solution and associated service offerings

Guiding Principles10

Business requirements submitted by departments will be carefully considered in the design process and must meet the following criteria:

Design addresses a unique need or requirement

(requires approval of Executive Sponsors)

Design aligns with best practices used by peer institutions

Design aligns with intended use of the system

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Guiding Principles11

We will leverage the standard features and functionality of the Blackbaud products.

Changes to the project scope will be carefully managed and must be approved by the Executive Sponsors.

The project team will adhere to the principle of transparency in its communication, and the method of delivery or messaging will always be unified, clear, and focused.

Guiding Principles12

Staff who have been identified as Subject Matter Experts will be available to participate in project activities and be empowered to make decisions for their department or functional area. Management will support the investment of time spent.

System security configurations will adhere to Rice IT security standards. The system access model will facilitate a comprehensive view of institutional data, ultimately preventing silos of information.

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About Blackbaud13

Blackbaud CRM Product14

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Blackbaud CRM University Partners15

Implementation Approach16

Design and Configuration

Data Conversion

Data Integration Reporting Training

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Timeline17

INITIATE PLAN DESIGN TEST DELIVER CLOSE

Summer 2015 Summer 2016 Fall 2016 –Summer 2017

Spring 2017 –Fall 2017

Spring 2018 Summer 2018

Project Initiation Finalize Project Plan

Conduct AdoptionReadiness Interviews

Begin Environment Installations

Deliver Initial Standard Conversion

Conduct Design Walk-throughs and Validations

Configure System

Software Development Kit (SDK) Training

Begin Custom Development Work

Deliver Project Team Training

Convert Full Data Test Runs

Hold User Acceptance Testing (UAT)

Install Data Warehouse

Begin Custom Report Writing

Develop trainingmaterials

Deliver End User Training

Execute Final Data Conversion

Prepare for System Cutover

Go Live!

Transition to Support

Ongoing Support

System Stabilization

Project Organization18

Blackbaud Rice

Executive Sponsors

Engagement Manager

Project Manager

Implementation Consultant(s)

Business Analyst

Installation Engineer

Design Team Leads

Conversion Analyst

Technical Lead

DBA

Developer/BI Developer

Trainer

System Architect

Application Developers

QA Analyst

Trainers

Project Steering Team

SMEs

Consultation Groups

Product Owner

Portfolio Manager

BI/Reporting Consultant(s)

Business Advisory Committee

Report Writer

Source System Developers

SMEsConversion Lead

Testing Lead

Change Management

Precision Partners

Project Advisor

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Rice – Key Roles and Responsibilities19

• Approve for scope, schedule, or budget changes• Assist in the resolution of significant project issues• Monitor risks and the execution of contingency plans• Monitor the progress of the project

Executive Sponsors

• Implements the risk management strategy• Provides feedback on the progress of the project• Encourages positive and productive team environment• Escalates to Executive Sponsors if decisions cannot be

reached

Project SteeringTeam

• Advises the project on business objectives of the institution

Business Advisory

Committee

Rice – Key Roles and Responsibilities20

• Holds the project team accountable for managing scope, budget, schedule, risk, resources, and quality of the project deliverables

• Removes roadblocks impeding the project team’s ability to successfully manage outcomes

• Communicates the strategic benefits and challenges of the project to internal and external stakeholders

Product

Owner

• Primary point of contact for the project• Manages scope, budget, schedule, risk, resources, and quality of

the project deliverables• Escalates issues to the Product Owner or Executive Sponsors

for resolution

Project Manager

• Leads development efforts• Mentors developers throughout the transition to a new technical

platform• Responsible for the quality of technical deliverables

Technical

Lead

• Work with project team during design and testing activities• Accountable for collecting all feedback and deliverables from

colleagues• Provide vision into desired business processes

Design Leads

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Blackbaud – Key Roles and Responsibilities21

• Blackbaud primary point of contact• Manages Blackbaud tasks, deliverables, and resources• Escalates issues to the Rice project team members for resolution

Engagement Manager

• Provide industry, implementation, and design expertise• Design the new system and related business processes • Provide support, guidance, and recommendations for key

decisions• Configure and support the new system during the project

Implementation Consultants

• Maps application data• Manages data mapping and conversion issues• Converts client data sources.

Lead Conversion Analyst

• Provide training to the project team, technical support team,report writers, and application usersTrainers

Precision Partners – Key Roles and Responsibilities22

• Provides objective assessment of project health• Provides coaching and guidance for effective decision

making• Provides guidance for risk management strategy and

contingency planning• Provides recommendations to increase team performance

Project Advisor

• Provide strategy to increase data quality as a part of the conversion

• Provide guidance and support during data conversion activities – data mapping, data clean-up, and validation

Conversion Strategists

• Provide strategies for staff to move confidently through the changes that will occur as a result of this project

• Maximize the adoption of the new system and operational procedures

Change Management Consultants

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Change Management23

Building awareness of the change

Discovering and fostering themotivation to make the change

Increasing knowledge of how to change

Developing skills and ability to make the change

Reinforcing changes

Individual Change Organizational Change

OCT

4-6

OCT

26-27

Business Requirements

Discovery

Project Team Training

Next Steps24

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And the system name is…25

Project Information

Project Folder

• Presentation slides• Project team contact

list

Contact the Project Team

• owlconnect@rice.edu

Get Project Updates

• owlconnect.rice.edu

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Count me in!27

Name:_____________________Department:_________________Email:_____________________Phone Extension:______________

The success of this project is important to me because_________________________________________________________________________________________________________________________

My contribution to the project is________________________________________________________________________________________________________________________________________

Q & A28