Blackbaud project kick off summary

Fundraising Software

Implementation

Project Summary

Blackbaud eCRM Selected (BBeC)

2015GMJF- DATA SERVICES DEPARTMENT - THEODORE

VAN PATTEN - PROJECT MANAGER

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People

TechnologyProcess

BBeC Project

Team Work and Cooperation!



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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



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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”



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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.



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BBeC Project

Data Conversion Phases

Process

Review

FR100 Data Clean up

Convert

(Fusion Labs)

Testing

&

Adjustment

Approved

or Not Approved



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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



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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.



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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.



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*Professional RepresentativeTed is facilitator for all groups

Steve S. Jeff Bonnie

Jacob

+Super Sunday will have its own Workgroup

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



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*Professional RepresentativeTed is facilitator for all groups

Michelle Steve S.Jeff

Jacob

BBeC Project

Calendar of Milestones

June 2015Data Clean (ongoing)Workgroups StartedJFNA Tech weekly calls*Project Plan CompletedChange Control Begins

July 2015Workgroups ScheduledFusion Project Plan CompletedFunctional Design BeginsData Mapping BeginsData Clean up Begins pre conversion

Aug 20151st Data Conversion1st Validation BeginsWorkgroups ContinueWorkgroup User Lab started

September 2015Sandbox Available 1st roundUser Case Scenarios 1st roundData Clean up based on testing

October 2015User Case Scenarios Testing ContinuesWorkgroups ContinueData Clean up continues

November 20152nd Data Conversion2nd Validation BeginsWorkgroups ContinueWorkgroup User Lab started

December 2015 Sandbox Available 2nd roundUser Case Scenarios 2nd roundData Clean up 2nd round

January 2016DSOD and IT continue

February 20163rd Data Conversion (IT & DSOD)3rd Validation Begins (IT & DSOD)

March 2016DSOD and IT continue

April 2016All Staff Training BeginsFinal Data ValidationFinal Change ControlFinal User Case Scenario Testing

May 2016All Staff Training Continued with JFNA and pay it forward Feds on siteFinal Data Cut OverGo-Live June 6, 2016!



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*Every Week

Schedule is fluid and subject to change.

Final Convert

BBeC Project

Communication Plan – Project Status

• Methods

– Newsletter– Emails– OneNote Project– Executive Dashboard

• Schedule

– Periodically– Various– Live– Monthly



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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

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



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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.



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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.



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BBeC Project

Questions?



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BBeC Project

Things to Remember?



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