millennium upgrade user kickoff presentation
DESCRIPTION
TRANSCRIPT
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?