In this presentation, we explore the re-implementation process for Apricot 360 and Apricot Core nonprofit database software. Organizations experiencing significant workflow and reporting challenges within their Apricot software may benefit from a system re-implementation. This video will cover: - What to expect from your Apricot database - 10 key indicators for re-implementation - Phases of a re-implementation project - Re-implementation approaches and considerations Watch the video: https://youtu.be/oHXw4VPBu9c About Sidekick Solutions Sidekick Solutions is an independent software consulting firm, specializing in Social Solutions Apricot 360, Apricot Core, and Apricot Essentials software. We help new and existing Apricot users make the most of Apricot’s suite of features with a range of professional services for implementation, workflow optimization, reporting/analytics, consulting and training, integrations, and database audit/cleanup. We make Apricot easier to use and more capable for our clients, yielding higher return on investment in their Apricot software license.

1. Re-Implementation for Social Solutions
Apricot 360 and Apricot Core
When to consider it and what it looks like

2. 2 © 2020 Sidekick Solutions LLC
Hi, I’m Keri
Apricot Consultant
Sidekick Solutions
info@sidekicksolutionsllc.com
In this video...
● What to expect from your Apricot
database
● 10 key indicators for re-implementation
● Phases of re-implementation
● Approaches and considerations

3. What to expect from your Apricot database
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4. What is Apricot Core and 360?
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Customizable nonprofit database software for tracking and
reporting on your nonprofit’s many data sets.
• Clients
• Volunteers
• Partners
• Programs
• Services
• Outcomes
• Referrals
• and more...

5. Getting Apricot “right”
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• Streamlined user experience and data entry
• Compatible form and link structure for reporting
• Data is reportable in Apricot using standard tools

6. What is re-implementation?
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Designing and implementing a new set of forms in an existing
system to align with an organization's unique:
• Workflow
• Program model
• Reporting requirements

7. 10 key indicators for re-implementation
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8. Indicators for re-implementation
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1. Inability to generate key reports
2. Duplicative data entry
3. Extraneous forms
4. Challenging or confusing workflow
5. Reliance on other tools/systems to fill gaps
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9. Indicators for re-implementation
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6. Independent form sets for each program
7. Repeating fields on the same form
8. Undefined relationships between associated forms
9. Poor data quality due to non-standardized fields
10. Changes to priorities, programs, reporting requirements
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10. Phases of re-implementation
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11. Re-implementation phases
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Maintenance4
● Report configuration
● System refinements
● Ongoing support
Deployment3
● Data migration
● Go-live planning
● User development and onboarding
Implementation2
● Design
● Configure
● Test and review
Assessment1
● Review priorities and end user feedback
● Assess current design
● Recommend solutions

12. 1 - Assessment
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• Review priorities and end user feedback
• Assess current design
• Recommend solutions

13. 2 - Implementation
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• Design
• Configure
• Test and review

14. 3 - Deployment
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• Data migration
• Go-live planning
• End user training and onboarding

15. 4 - Maintenance
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• Report configuration
• System refinements
• Ongoing support

16. Keys to a successful project
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Program
Knowledge
Technical
Expertise
Project
Management
Staff
Resources

17. Re-implementation timeline
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• Scope (# of programs)
• Design and implementation approach
• Key operational deadlines
• Project team’s availability
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On average, re-implementation projects typically span 3-6 months.

18. Approaches and considerations
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19. Deployment Approach: Linear vs. Phased
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Linear Phased
Simultaneous implementation of all scoped
programs.
Benefits:
● Onboard all staff at the same time; no
split-system usage (may facilitate adoption)
● System adjustments identified during build
and testing can be reviewed and addressed
holistically across all programs (i.e., how
will this impact the rest of the system?)
Use for: Small- to medium-sized implementations
Similar programs implemented in groups over
multiple iterations.
Benefits:
● System available quickly for priority programs
● Staff onboarding in phases; increases
manageability
● Opportunity to improve implementation
methods with each iteration
● Shorter engagement terms required of project
stakeholders
Use for: Large implementations

20. Design Approach: Independent vs. Overlay
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Independent Overlay
Configure new form structure independent of
existing form structure.
Benefits:
● No impact to end user experience during
configuration
● Cleaner forms
● Decreases project risk and scope
Use when:
New form structure is significantly different from
existing form structure.
Configure new structure around existing structure,
reusing forms and fields where applicable.
Benefits:
● May be able to re-use existing reports
● If migration is required, may decrease scope
● If migration is not required, data “archived in
place” is more easily accessible to end users
Use when:
New form structure shares the same “bones” as
from existing form structure and/or historical data
preservation is important.

21. Migration Approach: Fresh Start vs. Migration
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Fresh Start
(“Archive in Place”)
Data Migration
(partial to full)
No data migration. Legacy data remains
accessible for reference and reporting. Reports
on historical data are run using prior methods
and reports on new data are run using new tools.
Best done at a Fiscal Year or Reporting Period
break.
Benefits:
● Cost saving
● Shortened project timeline
● Move away from poor data quality that may
exist in historical data
Migration of some or all historical data from legacy
system. Migration scope (which forms and date
range of records) determined by budget and
reporting requirements.
Benefits:
● Continuity of data; historical data available to
end users and able to report on historical data
in new reports

22. Summary
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23. Key takeaways
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• Apricot Core and 360 are flexible and customizable
• Remain aware of key indicators for re-implementation
• Re-implementing can save time, money, and user training
• Re-implementation projects can be complex
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24. Have questions about Apricot?
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info@sidekicksolutionsllc.com
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