Have you outgrown your accounting solution?

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Abila with RBP Methods explores the process for identifying if your current accounting solution is the right fit for your organization and if it is time for a change, how to go about evaluating alternatives.

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Have you outgrown your accounting solution?

  1. 1. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA© COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA HOW TO KNOW WHEN YOUR SMALL BUSINESS SOLUTION NO LONGER SERVES YOUR NONPROFIT BUSINESS Kent Arnold, CEO, RBP Methods September 26, 2013
  2. 2. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA MEET YOUR SPEAKERS Kent Arnold, CEO, CPA (OR) RBP Methods John Clese Director Of Marketing Strategic Initiatives abila
  3. 3. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA Abila Abila, formerly Sage Nonprofit Solutions, is a provider of software solutions dedicated to serving nonprofit organizations and government agencies. Abila recently acquired McLean, Va.-based Avectra, a leading provider of Web-based CRM solutions for associations and not- for-profits..
  4. 4. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA RBP Methods RBP Methods helps not-for-profits maximize their revenue usage for programs by supporting effective and efficient application of technology. .
  5. 5. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA THE FIVE TAKE AWAYS
  6. 6. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA THE FIVE TAKE AWAYS 1. Know when it’s time to change 2. Learn how to evaluate a new system 3. Understand what you will get and what you will give up 4. Pick a partner who will stand with you 5. Be comfortable with your decision
  7. 7. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA PICK THE THREE MOST IMPORTANT ITEMS TO AUTOMATE
  8. 8. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA PICK THE THREE MOST IMPORTANT ITEMS TO AUTOMATE • Why change or automate? What are you really trying to overcome? • Complex allocations process? Comprehensive financial reporting? Inclusive and thorough budgeting process? Extensive purchasing and connection to suppliers?
  9. 9. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA INCLUDE EMPLOYEES IN THE SELECTION AND IMPLEMENTATION PROCESS
  10. 10. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA INCLUDE EMPLOYEES IN THE SELECTION AND IMPLEMENTATION PROCESS • Get their input on what makes their work lives easier • Their early buy-in means less difficulties or obstacles later • Pick team, assign your duties, hold them accountable • Your partner can help you define roles and goals
  11. 11. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA DOCUMENT PROCESSES AND PROCEDURES
  12. 12. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA DOCUMENT PROCESSES AND PROCEDURES • Know what you do and why you do it before you try to automate it • Automating no concept yields no result • What you automate may not fit your procedures or may complicate your process
  13. 13. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA DETERMINE YOUR PLATFORM
  14. 14. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA DETERMINE YOUR PLATFORM • In-house (on premise) or cloud based • Client/server or browser • Each is a conversation on its own accord
  15. 15. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA ENSURE EASY TRANSFER OF YOUR DATA AND DETERMINE WHAT NEEDS TO CONVERT
  16. 16. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA ENSURE EASY TRANSFER OF YOUR DATA AND DETERMINE WHAT NEEDS TO CONVERT • Is 10 years of history really necessary? • Automated Y2Y comparison for five years is the max generally • Vendor detail necessary? Customer detail? Budgets? • What is your project budget? These decisions impact the project scope and budget
  17. 17. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA CHECK OUT THE SOFTWARE VENDOR
  18. 18. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA CHECK OUT THE SOFTWARE VENDOR • Ask for negative references as well as positive • Weigh the negative with the reasons for the feelings
  19. 19. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA BE REALISTIC ABOUT THE SYSTEM STRENGTHS
  20. 20. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA BE REALISTIC ABOUT THE SYSTEM STRENGTHS • Financials systems won’t do third-party and Medicaid billings • Comprehensive web-based purchasing system may not produce financial statements or write checks to your check stock • Substantial systems won’t allow unaudited changes to linked transactions like you might be used to
  21. 21. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA DETERMINE YOUR NEED FOR A CONSULTANT
  22. 22. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA DETERMINE YOUR NEED FOR A CONSULTANT • Can you really do this without? What is the value the consultant brings? • Be sure the consultant is a partner not a vendor • Be sure the consultant has done this before • Not your boss’ brother who has never seen a nonprofit before • Partners will do whatever it takes to get the job done
  23. 23. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA HAVE A PROJECT PLAN
  24. 24. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA HAVE A PROJECT PLAN • Commit the resources • Set a “go-live” date and stick to it • Be sure everyone is on the same page • Set up training procedures • Who gets trained and at what point • Best to do with your consulting partner if you have one
  25. 25. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA CHECK FOR DATA INTEGRITY
  26. 26. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA CHECK FOR DATA INTEGRITY • Often overlooked item, post-conversion review. Take the time to make sure it’s all OK or acceptable • No conversion is perfect, it’s impossible. Know your limitations of acceptable variance and corrective actions
  27. 27. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA HAVE A BACKUP PLAN
  28. 28. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA HAVE A BACKUP PLAN • If things go awry, be able to carry on the organizational functions without the new system • Make time to review with your consultant
  29. 29. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA REVIEW
  30. 30. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA REVIEW 1. Know when it’s time to change 2. Learn how to evaluate a new system 3. Understand what you will get and what you will give up 4. Pick a partner who will stand with you 5. Be comfortable with your decision
  31. 31. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA Q & A
  32. 32. © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA RBP METHODS KENT ARNOLD (503) 648-9051 KARNOLD@RBPMETHODS.COM WWW.RBPMETHODS.COM ABILA JOHN CLESE (312) 420-4516 JCLESE@AVECTRA.COM ABILA.COM

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