Darim's Synagogue Data Series, Part 3


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Darim's Synagogue Data Series, Part 3

  1. 1. Transitioning to a New Data Management System:Evaluating, Choosing and Migrating to a New System November 2011
  2. 2. The Planning ProcessIn the first half of the project, define precisely what you’re doing. Consider Explore Identify Define Improving Options and Goals Needs Processes Decide
  3. 3. Identify Goals
  4. 4. Identifying GoalsWhat do youhope to achieve?How will youdefine success?What is includedin thisproject, and whatisn’t? This could require just single meeting, or a month-long process
  5. 5. Define NeedsWhat Does Your System Need to Do?
  6. 6. Tracking Information GiftWorks by Mission Research www.missionreasearch.comHow can it help manage relationships, not just store contact info?
  7. 7. Getting Information Out • Reporting and Querying • Mail Merging and Emailing • Integration with Other Systems • Relationship Milestone Management
  8. 8. Ease of Use • Online vs. Installed? • Better for Power Users or Novice? • How is it Organized? • Support and Training Think about who gets access- chairs of committees or just office staff? Are there permission restrictions?
  9. 9. What Will It Cost?• Interview and get estimates from consultants• Talk to organizations who have implemented similar programs• Call possible vendorsMake sure you right size the tool.Choosing the most expensive system is often not the right choice.This is the back-bone of your org.- don’t UNDER-invest either!
  10. 10. Synagogue FocusWhat do you gainfrom a synagogue-specific tool?What are youmissing from thewider market?
  11. 11. Consider Process Improvements
  12. 12. Consider Improving Your ProcessesMake sure you’re not just building a monument to the wayyou’ve always done thingsUnderstand how you’recurrently doing the tasksrelated to the project.Consider standardizing tobest practices, or optimizethem to reduceinefficiencies.
  13. 13. Explore Options and Decide
  14. 14. Identify a Team of StakeholdersMake sure everyone who will use or be affected by the system isrepresented
  15. 15. Define Your Needs Research common needs, and talk to stakeholders to define your own. What’s critical, versus just nice to have?
  16. 16. Explore Your Options: Research Research what’s working for other organizations like yours Consult Idealware, NTEN, TechSoup Talk to similar organizations
  17. 17. Explore Your Options: DemoIf you’re selectinga system, choose3-5 systems andschedule vendordemos.Make sure to doreference checks,too.
  18. 18. How to Talk to a Vendor1. Skip the power point2. Come with a list of questions3. Ask your questions one at a time4. Run through a series of real life processes with vendor5. Don’t get distracted by the bells and whistles6. Stick to your budget
  19. 19. Compare Options Against Your Needs And choose the right one for you!
  20. 20. Implementing and Rolling OutMake sure to allot resources to these often-underestimated stagesImplement Migrate Train and Measure Define Support and and Data Usage Users Check in Configure
  21. 21. Implement and Configure
  22. 22. Implement: SetupGet itup, running, andworking in it’s finallocation
  23. 23. Implement: Customize or ConfigureSet custom options, fields or setting
  24. 24. System Migration
  25. 25. Data MigrationMoving data from one system to another is hard. Get someone to help!
  26. 26. First, make sure your data is clean and solid
  27. 27. Migration Challenges Mapping your data properly is essential. Mistakes are easy to make. • Hard to match the fields from one system to another • Have to know both systems very well • Some systems don’t let you easily get data in or out • Migration always takes longer than you think! Help will be essential in this process.
  28. 28. Test and Test Again Review your transfer and import to make sure you trust that you data is up and going. Testing: • Proper mapping • Data correlation • Field by field transfers • Random checks
  29. 29. Define Usage
  30. 30. Setting Clear GuidelinesWhat rules should people followwhen using the new system?Who’s responsible for the dataand will answer user’squestions?Who’s responsible forcontinuing success andreliability of the project?
  31. 31. How do you enter data uniformly?
  32. 32. Periodically Test and Clean Your Data
  33. 33. Reporting and Using Dashboards What data are you reporting on? What are you tracking in dashboards? Common Ground by Convio
  34. 34. Train and Support Users
  35. 35. Train UsersTraining is a criticalstep.Think about bothprior to use andongoing training.Remember to trainon what to do withthe data, as well ashow to use thesystem.
  36. 36. What kind of support do you get?
  37. 37. Measure and Check-In
  38. 38. Measure and Check-inYou’ve defined what success would mean… areyou achieving it?What measures will help youknow if the transition workedas you hoped?Schedule anongoing processto understandwhat’s workingand how tofix what isn’t.
  39. 39. Software Selection Timeline Plan Implement Identify Goals Customize and Configure Define Needs Migrate Data Improve Processes Define Usage and Research Options Support Vendor Demos Train Users Select Software Measure The whole process would typically take 1-6 months
  40. 40. Questions?