Integration: The Complete Story from the
Back Office to the Web.
Rachel Welsh, Webmaster and Director of Data
Operations, ...
Integration: The Complete Story

From behind-the-scenes work to the Web

Blackbaud’s Conference for Nonprofits — Charlesto...
Integration: The Complete Story

The Shipley School Databases in 2005

Blackbaud’s Conference for Nonprofits — Charleston ...
January 2005
Integration: The Complete Story

Business
Office
Financial
Edge

US
Discipline
Database

MS
Tracking
Databse
...
Integration: The Complete Story

Shipley Databases Today

Blackbaud’s Conference for Nonprofits — Charleston | Rachel Wels...
Integration: The Complete Story

NetCommunity
& Online Campus
Community Website
Management and
Portal System

General
Ledg...
Integration: The Complete Story

How did we get there?
Systematic, Coordinated, Interactive Process

Stages
1. Exploration...
Integration: The Complete Story

Stage 1: Exploration

Athletics
Scheduler

Assistant
Division
Heads

Acadmic
Areas
Rachel...
Integration: The Complete Story

Shipley’s Exploration Results
 “The data is here but I can’t access it in useful ways.”
...
Integration: The Complete Story

Stage 2: Information Gathering
1.
2.
3.

A Shared Vision & Clear Definition of Ideal Data...
Integration: The Complete Story

Shipley’s Ideal Database Management System
 Collection of interrelated data
 Smooth ret...
Integration: The Complete Story

Considerations Choosing a System
 Impact on
– Current way of doing business for each off...
Integration: The Complete Story

Stage 3: Implementation
HOS Assigned Tri-chairs
1.

Rachel Welsh
•

2.

John Zelek
•

3.
...
Integration: The Complete Story

Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #14
Integration: The Complete Story

Linking Records (Details)
1.
2.
3.
4.

Merge RE Duplicates
Link AO & SB – merge duplicate...
Integration: The Complete Story

Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #16
Integration: The Complete Story

Stage 4: Ongoing Maintenance:









Supporting the Vision and the System
Direc...
Integration: The Complete Story

Stage 5: Moving to the Web

Blackbaud’s Conference for Nonprofits — Charleston | Rachel W...
Integration: The Complete Story

Pre-Promotion & Promotion of the New Site
 Pre-launch views
– All-colleague meeting
– Up...
Integration: The Complete Story

Initial Features, Enhancements & Recent Projects
 Release Started by just making some
ex...
Integration: The Complete Story

Benefits of using BBNC/OCC
 Online data changes – single point of entry
 Online directo...
Integration: The Complete Story

Drawbacks of Integrating Databases into Web
 “Hostage” to data base entries
– Can easily...
Integration: The Complete Story

Unique Configurations for Shipley
 Targeted content with profile forms
 Profile forms u...
Integration: The Complete Story

Making Your Move

Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Pag...
Integration: The Complete Story

Considerations for the Project












Do you have the necessary support f...
Integration: The Complete Story

Considerations for the Project: The Data
 Phasing/timing of implementation/roll out
 Po...
Integration: The Complete Story

Considerations
for the Project:
The people

Blackbaud’s Conference for Nonprofits — Charl...
Integration: The Complete Story

Cultural Change in School Administration
 Communication between offices
 Work Flow
 Wh...
Integration: The Complete Story

What to Expect
 Culture Shift
 Roles and job description changes
 New positions
 Bump...
Integration: The Complete Story

In order to succeed focus on the people

Blackbaud’s Conference for Nonprofits — Charlest...
Integration: The Complete Story

In order to succeed focus on the people
 Has to be directly and actively supported by th...
Integration: The Complete Story

In order to succeed focus on the data

Blackbaud’s Conference for Nonprofits — Charleston...
Integration: The Complete Story

In order to succeed focus on the data
 Give yourselves a generous/workable timeline for ...
Integration: The Complete Story

Don’t skimp on the …
 Pre integration/conversion Data Clean-up
 Training
 Internal Com...
Integration: The Complete Story

Implementing a Database Driven Website
 What we did right
– Clean and integrate EE and R...
Integration: The Complete Story

Resources


Administrative Databases
–



http://iris.inresonance.com/directory/1

Data...
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BBCON 2009 - Integration: The Complete Story from the Back Office to the Web.

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BBCON 2009 - Integration: The Complete Story from the Back Office to the Web.

  1. 1. Integration: The Complete Story from the Back Office to the Web. Rachel Welsh, Webmaster and Director of Data Operations, The Shipley School Stephen Clark, Sales Engineer, Blackbaud, Inc.
  2. 2. Integration: The Complete Story From behind-the-scenes work to the Web Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #2
  3. 3. Integration: The Complete Story The Shipley School Databases in 2005 Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #3
  4. 4. January 2005 Integration: The Complete Story Business Office Financial Edge US Discipline Database MS Tracking Databse BlackBaud Admissions Office External Relations Raisers Edge US Attendance Database US Comment Writing Database MS Comment Writing Database Whipple Hill Enrollment List (spreadsheet) Custom Excel Database Athletics BlackBook Learning Support Database LS Comment Writing Database Student Support Database Medical Records Schedule Star Auction Database Student Service Learning Custom Access Database for Colleges & Reps OTHER - Informational lists student awards, extracurricular activites..... Community Service Service Summary E-class Winschool MS US scheduling Shipley Shops MS Disciplne Database LS scheduling LS Attendence Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #4
  5. 5. Integration: The Complete Story Shipley Databases Today Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #5
  6. 6. Integration: The Complete Story NetCommunity & Online Campus Community Website Management and Portal System General Ledger Student Billing Financial Edge Cash Receipts Accounts Payable Admissions Office NetClassroom Blackbaud Education Edge Raiser’s Edge FA Web Registrar’s Office Wealthpoint Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #6
  7. 7. Integration: The Complete Story How did we get there? Systematic, Coordinated, Interactive Process Stages 1. Exploration – A snapshot of the current reality 2. Information Gathering – – Explore a shared vision What will most likely close the gap between the current reality and the shared vision 3. Implementation – – Consideration and support for everyone Distributed and Shared Leadership 4. Supporting the Vision and the System – Leadership, Accountability, Planning 5. Moving to the Web Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #7
  8. 8. Integration: The Complete Story Stage 1: Exploration Athletics Scheduler Assistant Division Heads Acadmic Areas Rachel Welsh, Webmaster Teachers College Counseling Rose di Benedetto Director of Instructional Technology Divisioanl Administrative Assistants Nurses Admissions Office Learning Support Development Office Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #8
  9. 9. Integration: The Complete Story Shipley’s Exploration Results  “The data is here but I can’t access it in useful ways.”  “The database source that I use is unreliable and not available in a timely way.”  Concerns regarding the possibility of changes to the databases? (fear and hope?) “None, anything would be better than this.”  The Website can’t be audience specific. Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #9
  10. 10. Integration: The Complete Story Stage 2: Information Gathering 1. 2. 3. A Shared Vision & Clear Definition of Ideal Database Management System A Solution A Plan Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #10
  11. 11. Integration: The Complete Story Shipley’s Ideal Database Management System  Collection of interrelated data  Smooth retrieval and storage of information  An environment that is convenient and efficient to use  Ability to mine the data for specific information  Safety of information  Concurrency controls Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #11
  12. 12. Integration: The Complete Story Considerations Choosing a System  Impact on – Current way of doing business for each office – Tech Department – Training on teacher time/schedule  Training options/availability  Support – on campus, offsite, online, phone, web  In-house expertise  Summer availability of Staff / Faculty  Learning curve that will extend for a few years Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #12
  13. 13. Integration: The Complete Story Stage 3: Implementation HOS Assigned Tri-chairs 1. Rachel Welsh • 2. John Zelek • 3. Webmaster Director of Technology R J R Rose di Benedetto • Director of Instructional Technology Committee – Representative from each module/system Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #13
  14. 14. Integration: The Complete Story Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #14
  15. 15. Integration: The Complete Story Linking Records (Details) 1. 2. 3. 4. Merge RE Duplicates Link AO & SB – merge duplicates Add RO (import) – merge with AO/SB duplicates Link EE & RE – record-by-record 1. Began with current students & their families Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #15
  16. 16. Integration: The Complete Story Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #16
  17. 17. Integration: The Complete Story Stage 4: Ongoing Maintenance:         Supporting the Vision and the System Director of Data Operations Skilled users Access to training Policies & Procedures Limited privileges Single point of entry for records Movement to Web Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #17
  18. 18. Integration: The Complete Story Stage 5: Moving to the Web Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #18
  19. 19. Integration: The Complete Story Pre-Promotion & Promotion of the New Site  Pre-launch views – All-colleague meeting – Upper School Parent Visiting Day  Postcard to all constituents  “Warning” to parents – New site required login Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #19
  20. 20. Integration: The Complete Story Initial Features, Enhancements & Recent Projects  Release Started by just making some existing content password protected  After 3 months made move to “fun” BBNC tools, i.e. directories, targeted content  Advanced BBNC training to create new layouts – www.shipleyschool.org/news  No longer printing and mailing family directories – www.shipleyschool.org/directories  Did not print a 2008-2009 Annual Report  Coming Soon! Online Application  In R&D – Teacher Pages  In R&D – User Networking Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #20
  21. 21. Integration: The Complete Story Benefits of using BBNC/OCC  Online data changes – single point of entry  Online directories  EE/RE integration means single sign-on  Some audience specific messages  Ease Alumni event registration process for Alumni and Alumni Office  Listing of lost alumni  As constituent moves through the process the web knows – Parent becomes faculty, becomes former faculty, becomes honorary alumni Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #21
  22. 22. Integration: The Complete Story Drawbacks of Integrating Databases into Web  “Hostage” to data base entries – Can easily destroy Web set-up  Shipley has constituent/non-constituent set-up – Can’t use many BBNC features  Transparency of data Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #22
  23. 23. Integration: The Complete Story Unique Configurations for Shipley  Targeted content with profile forms  Profile forms used to display profiles because they show relationships  Chapters used as class pages  All non-class specific alumni data in standard page configuration  Videos on YouTube and Vimeo Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #23
  24. 24. Integration: The Complete Story Making Your Move Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #24
  25. 25. Integration: The Complete Story Considerations for the Project            Do you have the necessary support from your administration? All voices have to be heard Change of attitude as well as practice Fear of having confidential information made accessible to unauthorized individuals Learning curve involved in understanding and using database How would a new system impact individual’s workload Thoughtful timeline for implementation Acknowledgement of the stress involved in change Willingness on everyone’s part to change some aspect of how they do things A willingness to trust that everyone is capable of using and sharing a database That was Then – This is Now Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #26
  26. 26. Integration: The Complete Story Considerations for the Project: The Data  Phasing/timing of implementation/roll out  Possibility of temporarily running concurrent databases  Conversion of data  Growth potential of new system Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #27
  27. 27. Integration: The Complete Story Considerations for the Project: The people Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #28
  28. 28. Integration: The Complete Story Cultural Change in School Administration  Communication between offices  Work Flow  Where to get information  Who has information  Emphasis on working smarter, not harder Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #29
  29. 29. Integration: The Complete Story What to Expect  Culture Shift  Roles and job description changes  New positions  Bumps in the road with data migration Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #30
  30. 30. Integration: The Complete Story In order to succeed focus on the people Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #31
  31. 31. Integration: The Complete Story In order to succeed focus on the people  Has to be directly and actively supported by the top level administration  Process has to be systemic, embedded in everything you do  Need to hold someone accountable for project  Need representation of all database users in the project – representatives need to be held accountable for participation  Establish colleague – including teaching faculty -- understanding of need for database restructuring  Don’t expect it to be a magic database Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #32
  32. 32. Integration: The Complete Story In order to succeed focus on the data Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #33
  33. 33. Integration: The Complete Story In order to succeed focus on the data  Give yourselves a generous/workable timeline for data migration  Need representation of all database users in the project and the representatives need to be held accountable for participation  Establish colleague – including teaching faculty -- understanding of need for database restructuring  Develop institutional point of view for all employees  Educate all faculty and staff on use of new system  Don’t expect it to be a magic database Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #34
  34. 34. Integration: The Complete Story Don’t skimp on the …  Pre integration/conversion Data Clean-up  Training  Internal Communications – You’re changing people’s jobs – You’re changing the way the school does business  External Communication – You’re changing the way people know what’s happening at your institution – You’re changing the way people support your institution Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #35
  35. 35. Integration: The Complete Story Implementing a Database Driven Website  What we did right – Clean and integrate EE and RE – Create and maintain policies and procedures – Put content behind the login that parents need – even if it wasn’t confidential – Decisions by committee • Move to online directories meant support from Administration  What we should have done – Design – use the Blackbaud design team – More promotion – you can’t over-promote the change  What I wish someone had told me – Be prepared to answer 5 “I need my password” emails a day – Before you release a new feature have the video tutorial ready Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #36
  36. 36. Integration: The Complete Story Resources  Administrative Databases –  http://iris.inresonance.com/directory/1 Data Migration – –  http://www.infotechnet.org/ntca/DataMigration.htm http://partners.netapp.com/go/techontap/NGS_migration.pdf Data Integration – –  http://www.inresonance.com/blogs/irkd/?cat=5 http://www.inresonance.com/integration Independent School Ning conversations –  http://isenet.ning.com/group/whipplehillschools/forum/topics/1194706:Topic:31284 Clay Shirky on Collaboration vs. Institutions – http://www.ted.com/index.php/talks/clay_shirky_on_institutions_versus_collaboration.ht ml Blackbaud’s Conference for Nonprofits — Charleston | Rachel Welsh | Page #37

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