Millennium Software Upgrade Users - Project Kickoff Meeting

Presenter: Ted Van Patten

Agenda

Project Introductions

Project Purpose

Project Plan and Time Line

How Does This Affect Me?

Communication Plan

Project Purpose Currently on version 7.7 need to upgrade to 7.9 Service Pack 2

Updated and New Functionality

Graphic User Interface changes (GUI)

Process and Procedure changes

New Server, faster speeds, better integration with browsers

Communication Plan

Weekly updates to project sponsors and stakeholders

Monthly updates to users

Google web space created for the curious that will contain all project documentation

Ad-hoc updates where needed.

Project Phases Phase 1 – Project Discovery and Planning

Phase 2 – Current System Analysis and Clean Up

Phase 3 – Test System Implementation and Testing

Phase 4 – New Functionality Review

Phase 5 – Training and Best Practices

Phase 6 – Go-Live Production and Data Cut over

Phase 7 – Post Go-Live Optimization

Project Time Line

Feb Mar Apr May June July Aug

There will be some overlap

How does this affect me? Training schedules

Users will need to be available for training based on individual schedules

Subject Matter Experts (SMEs) for each department needed for:

Reporting audit and clean up

Data audit and clean up

Process & Procedure review

Phase 1 – Project Discovery and Planning

Contracts and budget items finalized

Interviews with stakeholders on expectations and roles

Review of current statuses and documentations

Vendor contacts established

Project charter plan and communication plan approved

Project Manager access to all applicable systems

Establish a project space for all users effected by change

Project Kickoff Meeting with all users

Phase 2 – Current System Analysis and Clean Up

Establish an issues log mechanism and process

Create top priorities’ issue process w/ stakeholders

Meet with infrastructure team to review any issues

Meet with departments to review any issues

Analyze and Audit current report library

Analyze and Audit current data tables

Analyze and Audit any customizations

Phase 3 – Test System Implementation & Testing

Step-by-step review of new server and software install to validate install Current test system is 7.9 with SP1 needs to be SP2 Test system will also be used as training environment Establish Security Matrix Test each user role access Create user case scripts to check each process module Evaluate any changes to current data entry processes Test reporting mechanisms and process Evaluate any changes to current reporting processes Move or recreate any customization html or data views Review of Known issues in 7.9.2 and evaluate impact on process workflows

Phase 4 – New Functionality Review Visual Analyzer

Plan demo, FFB and ROI with key stakeholders

Idea Plan demo, FFB and ROI with key stakeholders

Summaries Plan demo, FFB and ROI with key stakeholders

Outlook integration Mx not using MS Outlook investigate usability

Interfaces ADE – Advanced Data Examiner Business Office Accounting Evertrue – Alumni Directory My Back Pack – Parents Constant Contact – Alumni Email Wealth Engine – Wealth Screening

Audit Log Plan demo, FFB and ROI with key stakeholders

Phase 5 – Training and Best Practices Train the trainer approach – Ted Van Patten will train himself, and where needed, will contact Sage Millennium resources Training will also include a process and procedure review, which will be adjusted if necessary to accommodate changes in the software. Basic View Training for all users in presentation format Gift Entry Training and Process Review Biographical Entry Training and Process Review Event Entry Training and Process Review Prospect Management Training and Process Review Stewardship Training and Process Review End User Reporting Training and Process Review

Phase 6 – Go-Live Production and Cut over

Production Environment Created and Tested

Data Entry Freeze

Data migration refresh

Data Validation

Report Validation

Test all functionality

Cut Over

System Validation

Phase 7 – Post Go-Live Optimization

Post Go-Live Process Review

Fixes to missed conversion data

Fixes to missed reporting data

Known issues review with software

Continued Issues log

Change management

New processes instituted

Questions?