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
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.