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Implementing a Cloud Solution

1. Section Needed o eon na Total Staff Cost Change Management X Design and Conduct Training X Staff Participation in Training x System Configuration and Implementation x Data Migration x Additional Steps x Approximate _ Total Cost ONetSuite 2015 Implementing a Cloud Solution 52 TLL NETSUITE idealware Now you ll determine your consultant costs In the chart below fill in the total hours of external time needed for each section from the Gantt chart you created in the previous worksheet Then write in the cost per hour for consultant time Next multiply those two columns to determine the total cost for your consultant hours Section Be tue PE T Hours Cost Change Management x Design and Conduct Training x Staff Participation in Training x System Configuration and Implementation x Data Migration x Additional Steps x Approximate Total Cost Finally add the total from this chart to the one on the previous page to find your total estimated cost for the project and fill in the space below Total cost of project Does that total cost fall within the feasible range for the budget you ve established Think back to your Golden Pyramid again Would you decrease the scope or add length to the schedule to lower the project cost Congratulations You ve finished the difficult part Now turn the page for your next steps
2. File Sharing and Backup cee page 23 Data DASCS ssaaiaciePacndtisneonaanevenghsaanismneaeensatubtnsbess page 27 Office and Productivity Software page 31 Accounting and Payroll eee page 35 Individual Email Calendar sesrsrercsurirenan page 39 ONetSuite 2015 Implementing a Cloud Solution 19 TLL NETSUITE idealware File Sharing and Backup Nonna memos File sharing and backup systems are often fairly straightforward to implement BE CONFIGURED However as these systems store almost all of your organization s files you ll Folder system need to spend some time determining what information you want to keep and what can be left behind User permissions Back up schedule System Configuration In the chart below identify what you expect will need to be configured in your new file sharing or backup solution Refer to the list of words in the box at right for ideas Who will be responsible for making this happen Will you be able to Remote and mobile access accomplish it with existing staff or will you need to hire a consultant About how much time do you expect this to take If you re not sure write in a question mark you may need the help of a consultant just to estimate how long it will take to configure a new system Keep in mind that even if you re planning on hiring a consultant you ll need to assign some internal time to managing them Configuration to access on each computer What has to be configur
3. oe N NETSUITE idealware Now plot each of the different types of High information from above on the chart at right Start by determining where the data fits horizontally by how important it is for the future Then determine where it fits vertically by how easy it will be to re enter it manually Finally draw a dot on the chart where those two meet and label it so you know which point refers to which type Ease to of data it s OK to use an abbreviation Re enter as long as you know what it means What data does it make sense to migrate and what does it make sense to re enter later What can be left behind Everything in the bottom right of the diagram almost certainly needs to be moved while everything in the bottom left should almost certainly be Low left behind Not all of your data will be that clear cut however You might Low Importance for the High find things in the middle top left or Future top right that will require substantial consideration How difficult would it be to re enter this data from scratch if you didn t move it Some types of data like employment records are likely stored elsewhere and could be re imported after you change systems or used in other systems Other data like files in current use would be difficult to access in a different system It can be valuable to once again talk to the staff members who own that data or are likely to use it to gather the
4. Table of Contents Introduction 1 Defining Your Project Goals 2 How This Project Will Affect Your Processes 3 Change Management 4 Training 5 Budgeting for Your Hardware Costs 6 Finding a Consultant 7 Defining a Timeline for the Project 8 Creating Your Project Budget Conclusion Checking in on Project Success ONetSuite 2015 idealware Implementing a Cloud Solution 12 16 40 45 52 54 3 MI NETSUITE Introduction So your organization is implementing a new software solution Maybe you re getting a new database in the Cloud or maybe it s an online file share Regardless of the type of system you need to think though the implementation How will you get your nonprofit set up with everything needed to support your staff How does this change affect how your staff does their work Who will need to be trained on how to use the system What do the schedule and budget for this project look like Even for a straightforward solution these questions can require some consideration That s where this workbook comes in It will help you to define what your project does and does not include It will also help you better understand the information your organization has and to decide what is worth migrating to your new system and what you can leave behind Along the way you ll explore all the ways this change could impact your organization s processes from how you enter data to wh
5. on page 49 you may want to quickly copy them over to the corresponding chart there now to save time later Use the space below to reflect on where there might be issues and what steps you can take to manage that change idealware HOW DO YOU GET BUY IN Sometimes getting buy in is as simple as giving yourself a bit of time to proactively hear think through and address issues and people s concerns If you think that you might need to do a lot of this and it seems daunting consider hiring a consultant with experience in this area lts also helpful to carefully design communications to staff about the project to increase education and eliminate surprises Finally scheduling meetings and designing them to build staff enthusiasm for the project can go a long way toward gaining support ONetSuite 2015 Implementing a Cloud Solution 15 TLL NETSUITE 4 Training idealware With very few exceptions you can t expect your staff members to be able to pick up and start using a new technology without an adjustment period and in many cases training In this worksheet you ll identify the processes affected by your project that will require training as well as the type or style of training they ll need You ll also determine who will design and administer the training whether that s someone on your team a consultant or the software vendor In the table on the next page write down
6. write in a question mark you may need the help of a consultant just to estimate Keep in mind that even if you re planning Remote and mobile access on hiring a consultant you ll need to assign some internal time to managing them Chart of Accounts Setup on individual computers User permissions Integration with database Integration with website online functionality Automatic payment cycles What has to be configured Consultant hours Ss Who will do the work Internal hours to do this oeo ihe in the new system You ll be using these estimates again in the charts starting on page 49 please copy them over to the corresponding chart there now to save time later Data Migration Like your constituent database your Accounting and Payroll system contains some of your organization s most important information As a result you ll have to think carefully about what to do with your data when implementing a new system what needs to migrated over now and what records can be left behind or reentered manually How important is it to you to be able to access it in the new system For instance you could consider transitioning between fiscal years and leaving your old transactional data outside your new system making the migration straightforward but more difficult to look up historic data In the chart on the next page look over the types of data we listed as a start and cro
7. 2015 Implementing a Cloud Solution 22 TLL NETSUITE Looking over the chart on the previous page what stands out to you as your most thorny questions What should you look out for as you move forward NetSuite 2015 idealware DATA HYGIENE The migration process is also a good reminder that you need to maintain your data by keeping it up to date and making sure all fields have been entered correctly In other words keeping your data clean or healthy Whether you re dealing with donor records a mailing list or staff documents and other files the healthier your data is now the easier it will be to import it into a new system And if you haven t already defined the proper way for data to be entered for example the correct naming scheme s for files and folders or who is responsible for maintaining data now is a good time Implementing a Cloud Solution 23 TL NETSUITE idealware Databases A new constituent database can be complicated to implement Many databases need significant configuration for example setting the fields for dropdown boxes adding custom fields or even installing or building out new functionality to provide what your organization needs In addition the way each database organizes and stores data can vary widely from system to system meaning your existing records even if they re just in Excel are unlikelyto easily map and import to a different databas
8. Total Design and Conduct Training Training Type Needed Internal Hours External Hours Elapsed Time Total NetSuite 2015 Implementing a Cloud Solution 46 MI NETSUITE idealware Staff Participation in Training Training Type Needed Internal Hours External Hours Elapsed Time Total System Configuration and Implementation What needs to be configured Internal Hours External Hours Elapsed Time Total ONetSuite 2015 Implementing a Cloud Solution 47 TLL NETSUITE idealware Data that something needs to be done with Internal Hours External Hours Elapsed Time Total Is there anything else that needs to be done that hasn t been accounted for yet Add it to the chart below and estimate the hours internal and external and elapsed time needed for each Additional Steps Process Internal Hours External Hours Elapsed Time Total Now add together the hours needed for all the categories phases you ve defined Grand Total of Hours NetSuite 2015 Implementing a Cloud Solution 48 MI NETSUITE Creating a Gantt Chart for Your Project The next step is to schedule each phase of the project To help with that you ll create a project management tool called a Gantt ch
9. and what gets left behind You defined your project timeline with a complete Gantt chart and you calculated your overall project budget There s only one thing left to do Put your project plan into action Good luck NetSuite 2015 Implementing a Cloud Solution 54 TRANSFORM YOUR NONPROFIT ORGANIZATION WITH NETSUITE One integrated cloud application to manage your entire organization e Innovative probono services software donations through NetSuite Org ensures every nonprofit can leverage NetSuite to fuel its mission e Robust financial management solutions purpose built for nonprofit organizations Unified nonprofit solutions that integrate fundraising accounting HCM and more e Dedicated team of nonprofit professionals committed to your success Join the hundreds of nonprofits who are using NetSuite to fuel their missions Apply to NetSuite Org grant program at www netsuite org Questions Email Donations NetSuite com NI NETSUITE AA suiTeEVolunteer
10. is it to have future move this data volume to Low this data to the new easy access to this Leave it volume system one by one data Re enter it Contact information for constituents active in the last year Contact information for constituents active in the last 2 to 4 years Contact information for constituents active more than 4 years ago History of services provided History of donations History of registration or events 4 Consult Chart User passwords and access information NetSuite 2015 Implementing a Cloud Solution 25 MI NETSUITE idealware Now it s time to plot each of the different High types of information listed above on the chart at right Start by determining where the data fits horizontally by how important it is for the future Then determine where it fits vertically by how easy it will be to re enter it manually Finally draw a dot on the chart where those two meet and label it so you know which point refers to which type of data it s OK to Ease to use an abbreviation as long as you know Re enter what it means What data does it make sense to migrate and what does it make sense to re enter later What can be left behind Everything in the bottom right of the diagram almost certainly needs to be moved while everything in the bottom left should almost certainly be left Low behind Not all
11. it into the first column of the chart below In the second column write down who will do the work of moving that data whether on staff or a consultant Next estimate how many hours that will take If you re not sure write in a question mark you may need the help of a consultant just to make this estimate Keep in mind that even if you re planning on hiring a consultant you ll need to assign some internal time to manage them Data that something has to Consultant hours E EN Who will do the work Internal Hours to do this to do this You ll be using these estimates again in the charts starting on page 49 please copy them over to the corresponding chart there now to save time later Looking over this chart what stands out as your most thorny questions What should you look out for as you move forward NetSuite 2015 Implementing a Cloud Solution 27 TLL NETSUITE idealware Office and Productivity Software Compared to other solutions covered in this workbook office and productivity software can be straightforward to implement Configuration might involve little more than setting up your staff members showing them how to access the software from their computers and configuring remote access This type of solution is also the least likely to have many files or other information to migrate to a new system However keep in mind that even a straightforwar
12. make this estimate Keep in mind that even if you re planning on hiring a consultant you ll need to assign some internal time to manage them Consultant hours to do this Data that something has o badeni Who will do the work Internal Hours to do this You ll be using these estimates again in the charts starting on page 49 please copy them over to the corresponding chart there now to save time later Looking back at this information what stands out to you as your most thorny questions What should you look out for as you move forward NetSuite 2015 Implementing a Cloud Solution 35 TLL NETSUITE idealware Individual Email and Calendar Email and calendar for your individual staff members can be a moderately complicated system to implement Configuration itself is likely to be fairly straightforward focused more on user accounts access and setting up how calendar events and emails are organized Depending on how much historic email and calendar data you have and how strongly your staff feels about having access to old emails the migration process may take some thought System Configuration In the chart below identify what you expect will need to WHAT MIGHT NEED TO BE CONFIGURED be configured in your new database Refer to the box at right for ideas Who will be responsible for making this happen Will you be able to accomplish this with your existin
13. on a shoestring budget We can pay whatever is needed Shoestring to get it done budget 2 3 4 5 b 1 8 9 10 Scope How much of the project can you afford to implement Do you need to scale back your goals or are you more flexible We can cut part of We need what the project to get we need cost and schedule down 2 3 4 5 b 1 8 3 10 In an ideal world what you ve defined here would look great but what about in the real world where there are more restrictions on how much staff time or budget you have to work with Go back through again on the next page but this time allocate a total of just 15 points across all three spectrums ONetSuite 2015 Implementing a Cloud Solution 6 TLL NETSUITE idealware Schedule How loose is your schedule Do you need this project done immediately or just whenever Whenever it We need this on happens it a very aggressive happens schedule 2 3 4 5 b 1 8 2 10 Money Are you able to allocate additional money to this project or are you working on a shoestring budget We can pay whatever is needed Shoestring to get it done budget 2 3 4 5 b 1 8 9 10 Scope How much of the project can you afford to implement Do you need to scale back your goals or are you more flexible We can cut part of We need what the project to get we need cost and Schedule down 2 3 4 5 b 1 8 3 10 How well does the project you ve defined work with the more limited resources Remember tha
14. system or to individual computers independent of the software you use If your organization uses custom design templates for example you may need to consider migrating those but the overall process will likely be more straightforward than other types of Cloud solutions Look at the types of data we listed in the chart on the next page and cross out any that don t make sense Then add any other data you might have that would be affected by this project NetSuite 2015 Implementing a Cloud Solution 28 MI NETSUITE idealware Then fill out how much of each type of data you have Then based on both the volume and complexity of the data think through how difficult it would be to add every example of that data type one by one For instance it would likely be difficult to import all the donors from the last year one at a time but less so at least for a small organization to set up user names and passwords for each staff member one by one NOTE Ignore the last column for now we ll come back to it at the end of this worksheet 1 How much data 2 How easy would 3 How important 5 Should you is this it be to add all of is it to have future move this data High volume to this data to the new easy access to this Leave it Low volume system one by one data Re enter it User passwords and access information Document templates 4 Consult Chart Now plot each of the
15. to move forward ONetSuite 2015 Implementing a Cloud Solution 53 TLL NETSUITE idealware Conclusion Checking in on Project Success You ve got a solid plan that maps out your Cloud implementation project But you re not done yet First let s revisit the five project goals you defined all the way back in the first worksheet on page 8 and copy them into the chart below For each goal think about how you will know when you ve succeeded in reaching it What would success actually look like Write that in the second column Finally setting goals is meaningless if you don t actually check to see whether you ve met them When will you check your progress toward each Set a date for a first check in perhaps three quarters of the way through the project for example to allow you to understand how you re doing toward meeting these goals and then a second check in a month or two after project completion to determine whether it seems like you succeeded Write those dates in the last two columns below Approximate Approximate What does success look like date for a first date for a first check in check in Goal 1 Goal 2 Goal 3 Goal 4 Goal 5 You re done At least you re done with the project plan You ve identified how this project will affect the way your staff works and what steps or training you ll need to mediate that change You determined what data moves into the new system
16. will interact with a processes related to a system ask around the office and system in different ways for example fundraising or make sure to check in with different types of staff members client facing staff may use your existing database to to get the full picture run donation reports while your IT staff has their own set of processes for creating new users installing Who should you ask updates and maintaining the system e IT staff These staffers will have to deal with a Use this space to identify all the processes that new or different system to maintain How will their will change at your organization after you have maintenance procedures change with the new implemented this new system Use the word bank system If you re moving from a solution installed on boxes to the right of each section as prompts to your own servers to one based in the Cloud some help you think through the processes each type of processes may go away but the new system could staff member might do that would be affected by bring all new ones the change Leadership What do your directors and managers use the system for Keep an eye out for specific eports or dashboards that they may rely on to analyze financial or program data Everyone Almost all of your staff are likely to interact with the system in some way Try to get as much input as you can to make sure you don t miss anything NetSuite 2015 Implementing a Cloud Solution 8 TLL
17. Migration Changing over to a new constituent database can be a complicated process Depending on how long you ve had the system and how many donors volunteers clients or other constituents you have tracked there can be thousands of individual records to deal with In addition to the volume of data you ll also likely have to get your existing records to work properly with the new system as different systems will organize information in different ways You ll likely need a consultant familiar with the system you re implementing to help you with the data migration Start with the types of data we ve listed in the chart on the next page and cross out what doesn t make sense Then add any other data you might have that would be affected by this project NetSuite 2015 Implementing a Cloud Solution 24 TLL NETSUITE idealware L Then fill out how much of each type of data you have Then based on both the volume and complexity of the data think through how difficult it would be to add every example of that data type one by one For instance it would likely be difficult to import all the donors from the last year one at a time but less so at least for a small organization to set up user names and passwords for each staff member individually NOTE Ignore the last column for now we ll come back to it at the end of this worksheet 1 How much 2 How easy would 3 How important 5 Should you data is this High it be to add all of
18. NETSUITE idealware Processes for Most Staff Members What do most of your staff members do regardless of their specific areas or roles that will be affected by the new system Where they go to find XYZ information Examples of Processes for Most Staff How they would create and send email How where they access the system Where how files are saved How they enter data Who does what job How thet see data reports How they work with email documents other information IT Processes What does your organization s IT staff do on a regular basis that will be affected by the new system Examples of IT Processes The way users are set up in the system Weekly or monthly maintenance Ongoing backup process What the help desk does Ongoing data imports exports Processes for Leadership Staff Examples of IT Processes What data is used for decision making How new process are overseen How they see data report How leadership is involved in day to day work Ko NetSuite 2015 Implementing a Cloud Solution on NETSUITE Processes for Other Specific Staff Members Which of these processes are worth thinking about more and which are simply unlikely to be obvious to your staff Judge them conservatively it s better to err on the side of further consideration rather than to leave staff member
19. Now we re going to add a central component to creating a project schedule Elapsed Time In addition to the hours needed to complete a part of the project you also need to consider the elapsed time or how those hours are spread out For example the eight hours you estimated for developing staff training might not occur in a single day but two hours every Monday for four weeks For the things you ve decided will be done internally consider your staff workload when determining the duration of a task It s usually not feasible for this project to completely interrupt all day to day work business needs to continue as usual Before allocating a task to someone check how much work they already have that week if they don t have enough room for an additional eight hour task you ll need to spread it across another week If all staff members are already at capacity for the duration of the project are you going to need to rely more on consultants doing the work or is this just not the right time to take on something of this scope For each category total up the hours needed for all the associated processes as well as the overall elapsed time of the category in the charts on the next page NetSuite 2015 Implementing a Cloud Solution 45 MI NETSUITE idealware Change Management Change Needed Internal Hours External Hours Elapsed Time
20. TLL NETSUITE ideal Adapted by NetSuite with permission from the Idealware workbook Implementing a Cloud Solution ONetSuite 2015 MI NETSUITE idealware About This Workbook Authors Kyle Andrei Research Analyst Laura S Quinn Executive Director Chris Berrnard Editorial and Communications Director How Was This Report Funded This report was funded through two sources NetSuite org the donation arm of NetSuite a cloud based business management suite that encompasses ERP financials CRM and ecommerce substantially funded the report to ensure every nonprofit has the tools and support to determine whether the cloud makes sense for them NetSuite had no editorial input or control over the workbook It was also substantially funded in its original form by other sponsors who bought ads that do not appear in this version Idealware is committed to unbiased impartial research all advertisers committed to payment before the report was distributed for review and none had any control over the text of this report NetSuite adapted the content from the original workbook for its own use with permission from Idealware which provided all the research and writing Reprinting and Quoting For information about reprinting quoting or repurposing this workbook please read Idealware s policy online at http idealware org reprinting and quoting ONetSuite 2015 Implementing a Cloud Solution 2 MI NETSUITE
21. art a bar chart that shows when each process and task you ve defined in the earlier worksheets starts and ends for your project Its a useful way to see how you ve allocated the work for your project and to visualize how each task interacts with the others For example what has to happen before a specific task can begin what tasks can overlap or happen concurrently and what has to happen at the same time Your Project Gantt Chart idealware ONLINE GANTT CHART TOOLS If you prefer there are a number of online tools you can use to create your Gantt chart Tools like Ganttic SmartSheet or TeamGantt can help you create charts to be shared with or edited by other staff members working on the project For more information read our blog post covering these types of tools in more detail at http idealware org gantt_charts Use the chart below to create a Gantt chart for your project This can be a bit time consuming but the thought process is as valuable as the final result Start by thinking through the earliest feasible date when you could begin the project and write it into the corresponding box in the charts on the next page Then think about how long the project is likely to last Check the box below that most closely matches your estimate and follow the instructions beside it Three months or less Fill in the date for the first day of each week in boxes 1 through 12 Three to s
22. ation How difficult would it be to re enter this data from scratch if you didn t move it Some types of data like employment records are likely stored elsewhere and could be re imported after you change systems or used in other systems Other data like files in current use would be difficult to access in a different system It can be valuable to once again talk to the staff members who own that data or are likely to use it to gather their input at this stage Once you ve determined whether you ll leave re enter or move each of your data sets complete the chart on the last page by filling in the last column Now copy the types of data that need to be moved or re entered into the first column of the chart below In the second column write down who will do the work of moving that data whether on staff or a consultant Then estimate how many hours that will take for each If you re not sure write in a question mark you may need the help of a consultant just to make this estimate Remember even if you re planning on hiring a consultant you ll need to assign some internal time to manage them Consultant hours to do this Data that something has to be done with Who will do the work Internal Hours to do this You ll be using these estimates again in the charts starting on page 49 please copy them over to the corresponding chart there now to save time later NetSuite
23. ces or just one make sure you check references Based on these phone calls think about the pros and cons of each consultant if you need to call their references Use the space below to list out the pros and cons of each person you talked to as well as their cost estimates for the project Name of Consultant Pros Cons General Cost NetSuite 2015 Implementing a Cloud Solution 43 MI NETSUITE idealware Now that you ve spoken to the consultants on your shortlist have you learned enough to fill in the questions you raised in earlier worksheets If not do you need to hire a consultant to help with the planning This is not uncommon and can be a good way to tap into their experience early in a project Based on the notes from your calls and from the references you checked which consultant s seem like a good fit for your organization Is there more than one who might work Write their names in the space below If you failed to identify any good candidates consider adjusting your requirements and starting over ONetSuite 2015 Implementing a Cloud Solution 44 M NETSUITE idealware 7 Defining a Timeline for the Project Now that you ve identified all the tasks that you ll need to take on for this implementation you re ready to define a timeline When will the project start When do you expect it to end In this worksheet we ll work through grouping your pr
24. d implementation must still be accounted for in your project plan System Configuration In the chart below identify the things you expect will need WHAT MIGHT NEED TO BE CONFIGURED to be configured in your new database Refer to the box at right for ideas Who will be responsible for making this happen Will you be able to accomplish this with your User permissions existing staff or will you need to hire a consultant About Remote and mobile access how much time do you expect this to take If you re not sure write in a question mark you may need the help of a consultant just to estimate how long it will take to configure a new system Keep in mind that even if you re Integration with other systems planning on hiring a consultant you ll need to assign some internal time to managing them Setup on individual computers Customization to your organization s graphic design What has to be configured Consultant hours S 3 Who will do the work Internal hours to do this to do this in the new system You ll be using these estimates again in the charts starting on page 49 please copy them over to the corresponding chart there now to save time later Data Migration Unlike the other types of systems covered in this workbook an office and productivity suite will have little to no data that needs to be migrated as most relevant files and fonts will be saved either to your file sharing
25. different types of information from above on the chart at right Start by determining where the data fits horizontally by how important it is for the future Then determine where it fits vertically by how easy it will be to re enter it manually High Finally draw a dot on the chart where those two meet and label it so you know which point refers to which type Ease to of data it s OK to use an abbreviation Re enter as long as you know what it means Low Importance for the High Future NetSuite 2015 Implementing a Cloud Solution 29 TLL NETSUITE idealware What data does it make sense to migrate and what does it make sense to re enter later What can be left behind Everything in the bottom right of the diagram almost certainly needs to be moved while everything in the bottom left should almost certainly be left behind Not all of your data will be that clear cut however You might find things in the middle top left or top right that will require substantial consideration How difficult would it be to re enter this data from scratch if you didn t move it Some types of data like employment records are likely stored elsewhere and could be re imported after you change systems or used in other systems Other data like files in current use would be difficult to access ina different system It can be valuable to once again talk to the staff members who own that data or are likely to use it to gather their input at this stag
26. e Once you ve determined whether you ll leave re enter or move each of your data sets write that decision in the last column of the chart on the last page Now take the types of data you identified above as needing to be moved or re entered and copy it into the first column of the chart below In the second column write down who will do the work of moving that data whether on staff or a consultant Next estimate how many hours that will take If you re not sure write in a question mark you may need the help of a consultant just to make this estimate Keep in mind that even if you re planning on hiring a consultant you ll need to assign some internal time to manage them Data that something has to be done with Consultant hours to do this Who will do the work Internal Hours to do this DATA HYGIENE The migration process is also a good reminder that you need to maintain your data by keeping it up to date and making sure all fields have been entered correctly In other words keeping your data clean or healthy Whether you re dealing with donor records a mailing list or staff documents and other files the healthier your data is now the easier it will be to import it into a new system And if you haven t already defined the proper way for data to be entered for example the correct naming scheme s for files and folders or who is responsible for mainta
27. e As a result you ll likely need the help of a consultant with experience in the system you re implementing to set up your system and manipulate WHAT MIGHT NEED TO BE CONFIGURED your data into a format that will easily migrate Values for specific dropdown menus System Configuration In the chart below identify the things you expect will Pobi euetemieli need to be configured in your new database Refer to Custom processes triggered within the system the box at right for ideas Then fill in the names of the automatically people or roles that will be responsible for making each Setup on individual computers item happen whether internal staff or consultant Then User permissions fill in how much time you expect each item to take If you re not sure write in a question mark you may need Remote and mobile access the help of a consultant just to estimate how long it will Integration with accounting system take to configure a new system Keep in mind that even if you re planning on hiring a consultant you ll need to assign some internal time to managing them Integration with website online functionality What has to be Consultant hours to do this configured in the new Who will do the work Internal hours to do this system You ll be using these estimates again in the charts beginning on page 49 copy them over to the corresponding chart there now to save time later Data
28. ed Who wildo the work Consultant hours Internal hours to do this in the new system to do this You ll be using these estimates again in the charts that begin on page 49 please copy them over to the corresponding chart to save time later Data Migration If you re changing file sharing solutions you ll have to move a lot of files over from the old one With a backup system you ll need to upload all your files While it may be straightforward to simply move all appropriate data take a minute to think through whether it makes sense to leave anything behind Start with the types of data listed in the chart on the next page crossing out what doesn t make sense Then add any other data you might have that this project would affect Then fill out how much of each type of data you have Finally based on both the volume and complexity of the data think through how difficult it would be to add all examples of that data type one by one For instance it would likely be difficult to upload all the files from the last year one at a time but less difficult at least for a small organization to set up user names and passwords for each staff member one by one NOTE Ignore the last column for now we ll come back to it at the end of this worksheet NetSuite 2015 Implementing a Cloud Solution 20 TU NETSUITE idealware 2 How easy would it be to add all of this data to the new system one by
29. ere you turn for help with problems You ll also identify what training is needed whether it s across a group of people online videos for individual users or staff members reading the manual and how to provide or find it Once you ve identified how the solution you re implementing will affect your organization you ll work through the technical details covering the information you ll need to migrate or recreate and configuring the system Who will do the technical work Will you be able to manage it on your own or will you need outside help We ll help you decide and then walk you through the process of finding and choosing a consultant for the steps you can t do in house Finally we ll walk you through completing a project timeline and budget for how much you expect this to cost You ll finish the workbook with a completed plan in hand to implement your Cloud based software solution Ready to get started ONetSuite 2015 idealware THINKING ABOUT CONSULTANTS Unfortunately if you ve settled on a more complicated system you might need to hire a consultant to help you implement or even plan the project The right consultant will have the technical skills experience and familiarity with the system you re implementing that your own staff may not meaning they will be able to do this work in less time and with fewer mistakes A consultant will also be able to devote more time to the project meani
30. es in current use would be difficult to access in a different system It can be valuable to once again talk to the staff members who own that data or are likely to use it to gather their input at this stage Once you ve determined whether you ll leave re enter or move each of your data sets write that decision in the last column of the chart on the last page DATA HYGIENE The migration process is also a good reminder that you need to maintain your data by keeping it up to date and making sure all fields have been entered correctly In other words keeping your data clean or healthy Whether you re dealing with donor records a mailing list or staff documents and other files the healthier your data is now the easier it will be to import it into a new system And if you haven t already defined the proper way for data to be entered for example the correct naming scheme s for files and folders or who is responsible for maintaining data now is a good time ONetSuite 2015 Implementing a Cloud Solution 34 M NETSUITE idealware Now take the types of data you identified above as needing to be moved or re entered and copy it into the first column of the chart below In the second column write down who will do the work of moving that data whether on staff or a consultant Next estimate how many hours that will take If you re not sure write in a question mark you may need the help of a consultant just to
31. escription of your project using what you ve already defined in this workbook including project goals needed skills your budget range and if applicable your openness to working with multiple consultants Once you ve pulled together that description of the project send it to the consultants or firms on your shortlist and request a phone call Almost any consultant should agree to talk to you it s a big red flag if they don t During each phone call take notes on the different idealware CHOOSING A CONSULTANT THINGS TO LOOK OUT FOR DURING YOUR CALL e Does the consultant firm have at least most of the skills you re looking for Can you understand what they re talking about Do they actually know what they re saying or are they making themselves sound better than they are consultants you speak with These will be helpful when you re Selecting consultants is a similar process narrowing down your shortlist Remember to ask about their to hiring new staff members In addition to projected timeframe for the project how many hours of work evaluating their skills and cost consider their they think it will need as well as their rates personalities and how well they ll mesh with your organization s culture It s also useful to check references past clients can provide insight about how well they were able to handle projects or bring up any issues to look out for As you narrow your list to a couple of choi
32. g staff or will you need to hire a consultant computers mobile About how long do you expect it Organization wide email folder and tag structure to take If you re not sure write in a question mark you may need the help of a consultant just to estimate Keep in mind that even if you re planning on hiring a consultant you ll need to assign some internal time to managing them User accounts Access through different interfaces work Calendar accounts for meeting rooms or other resources What has to be configured Who will do the work Internal hours to do this Consultant hours in the new system to do this You ll be using these estimates again in the charts starting on page 49 please copy them over to the corresponding chart there now to save time later Data Migration Email and Calendar systems will typically have a lot of stored information for every user like archived emails and attached files But what information should be migrated to a new system and what can be re entered manually Is there anything that can be left behind altogether People tend to feel strongly about having access to their old email data but what about calendar data Very old data Very old emails with large attachments Check the system you re moving to before going too far down the path of defining what to take some make it just as easy or easier to pull all data for all users In the chart on the
33. ght it make sense to decrease scope or add money to get the project done faster NetSuite 2015 Implementing a Cloud Solution Bi TLL NETSUITE idealware 8 Creating Your Project Budget Now that you ve defined the work that needs to be done how much time it will take and who is doing it you can define a budget for your project In the chart below fill in the total hours of staff time needed for each section from your Gantt chart in the previous worksheet Next write in the approximate cost of staff time clearly multiple people could be involved in each step but try to think through an approximate hourly rate based on their average salaries Then multiply the two columns to determine the total cost for your staff time on this project Internal Hours DETERMINING YOUR APPROXIMATE COST FOR STAFF TIME Clearly multiple people from your organization could be involved in each step of the project each with a different salary which makes determining the hourly rate for staff time more complicated You can try to determine an approximation of what that rate could be Typically you would divide an annual salary plus benefit costs by 240 work days per year and then 8 hours per day or simply divide by 1 920 to arrive at an hourly rate for your staff You need to be that precise if you don t have all that information on hand you re just trying to get an estimate Approximate
34. hart below Then think about the time and effort required to change them How much will each process change What is needed for that change to be successful How much does this Will this require staff training Process Copied from above change High Medium Low None Will this require staff buy in In the coming worksheets we ll think about how much time each of these changes will require For now think about the staff processes you ve realized will have to change Does any part of that change seem like it will be particularly difficult Is there anything you ll need to look out for as you move forward Write it below NetSuite 2015 Implementing a Cloud Solution 11 TLL NETSUITE idealware 3 Change Management As much as we might think of an organization s staff as members of a close knit team they don t always work that way especially when confronted with something that will disrupt the way the work gets done Implementing a new system for example may be greeted with both applause and resistance In this worksheet you ll work through determining how your own staff members might react to your project You ll also create a committee made up of those affected by the changes to help manage them and estimate the time and effort required to do so Organizational Culture Your organization s culture will have a big influence on how well t
35. he implementation process goes Your staff members tech savviness resistance to change and willingness to make this specific change as well as how frequently you have implemented other technology changes all factor into how difficult this process will be For each factor below plot where on the spectrum you feel your organization belongs NOTE Ignore the areas with shading around the lines for now we ll explain them later Resistance to Change e R Less Resistant More Resistant Aptitude for Technology S Less tech savvy More Tech savvy Frequency of Changes EEE ae Infrequent Very Frequent Willingness to Make This Change eeeoooooooos lt S SSsSsSsSssSssSsSSsS Opposed On board How do you think your organization s culture will affect your implementation process The areas on the spectrums above with shading around the lines indicate the ranges that are conducive to an effective transition Compare them to your own placement Are there any areas that may be more difficult to manage the change Write them in the lines below NetSuite 2015 Implementing a Cloud Solution 12 MI NETSUITE idealware Staff Roles Keep in mind that you re not alone in this project you have directors coworkers and board members who can all help or hinder your progress Who at your organization could be a leader to help make this change happen Who will be directly affected by the change Who are the naysayers that might
36. ilored one on one training in a formal classroom When thinking about what style of training to use for each process or issue at hand consider the learning style of your staff the training skills you currently have at your disposal and the complexity of what you re trying to accomplish Implementing a Cloud Solution 16 TLL NETSUITE idealware Hours to Hours to Hours to Hours to Who will design design design conduct conduct the training training training training training Internal External Internal External Process that requires training Type of Training Total the number of internal and external hours for each process from the chart above You ll be using these estimates and totals again in the charts that start on page 49 please take a moment to quickly copy over your processes estimates and totals there now Now that you ve defined the training your organization will need and how much time it will create to design and conduct that training think through the actual trainings you ll provide What processes should be combined into a single class training or user manual Write them in the chart on the next page Next identify what staff members will require the training Who would directly benefit Who else will be affected by this change in technology that might be useful to include Add them to the who needs to be trained column in the chart on the nex
37. ing has to i Who will do the work AE E be done with Internal Hours to do this You ll be using these estimates again in the charts starting on page 49 please copy them over to the corresponding chart there now to save time later Looking over this information what stands out to you as your most thorny questions What should you look out for as you move forward NetSuite 2015 Implementing a Cloud Solution 39 MI NETSUITE idealware 6 Finding a Consultant Throughout this workbook we ve mentioned that you may need or want to work with a consultant to help with different aspects of adoption and implementation Bringing in someone with experience can make your project easier and more successful but how do you find the right consultant for your needs and budget What should you prepare before you begin the search Look back through this workbook and identify the processes or tasks with which you ll need a consultant s help and summarize them in the space below SKILL SETS TO CONSIDER a a ar Technical expertise Based on what you identified above what skills or skill sets do you need from a consultant Refer to what you wrote above and the box at right for other ideas to help you identify the key skill sets that the Programming consultant s you choose to bring on to the project might need Training design Culture shift Wo
38. ining data now is a good time NetSuite 2015 Implementing a Cloud Solution 30 MI NETSUITE idealware You ll be using these estimates again in the charts starting on page 49 please copy them over to the corresponding chart there now to save time later Looking back over the information what stands out to you as your most thorny questions What should you look out for as you move forward ONetSuite 2015 Implementing a Cloud Solution 31 TLL NETSUITE idealware Accounting and Payroll An accounting and payroll system will require a great deal of configuration and migration prior to use From setting up the chart of accounts reports user roles and permissions to integrating with other systems expect to spend a substantial amount of time and effort to implement the system Unless you ve just recently started using an accounting system you may well need to make a hard decision as to how important it is for you to be able to access historic payment records in your new system System Configuration In the chart below identify what you expect will need to WHAT MIGHT NEED TO BE CONFIGURED be configured in your new database Refer to the box at right for ideas Who will be responsible for making each of these happen Will you be able to accomplish Reports this with your existing staff or will you need to hire a Integration with other systems consultant About how long do you expect this to take If you re not sure
39. ir input at this stage Once you ve determined whether you ll leave re enter or move each of your data sets write that decision in the last column of the chart on the last page DATA HYGIENE The migration process is also a good reminder that you need to maintain your data by keeping it up to date and making sure all fields have been entered correctly In other words keeping your data clean or healthy Whether you re dealing with donor records a mailing list or staff documents and other files the healthier your data is now the easier it will be to import it into a new system And if you haven t already defined the proper way for data to be entered for example the correct naming scheme s for files and folders or who is responsible for maintaining data now is a good time ONetSuite 2015 Implementing a Cloud Solution 38 M NETSUITE idealware Now take the types of data you identified above as needing to be moved or re entered and copy it into the first column of the chart below In the second column write down who will do the work of moving that data whether on staff or a consultant Next estimate how many hours that will take If you re not sure write in a question mark you may need the help of a consultant just to make this estimate Keep in mind that even if you re planning on hiring a consultant you ll need to assign some internal time to manage them Consultant hours Data that someth
40. is an important consideration for any system but as this workbook is focused on the timeframe of implementation it isn t covered here NetSuite 2015 Implementing a Cloud Solution 18 TLL NETSUITE idealware 5 Budgeting for Your Hardware Costs Much of the thought process for the technical aspects of your project depends on what you re implementing You ll likely need to configure the system everything from setting up user roles and permissions to building out custom fields or installing add on modules to adapt it to your organization s needs What you do depends on the particular kind of system Its not often that you can install a new system and be able to run it right out of the box Depending on the type of system and your organization s specific needs expect to spend a few hours to several days setting up user roles and permissions configuring custom fields or functionality and either migrating pre existing files and datasets or re entering them from scratch In the list below find the type of system you re working with and skip to that page For some systems that have solutions for multiple types of software needs such as Google Apps or Microsoft Office 365 which cover Office and Productivity Software as well as Individual Email and Calendar more than one worksheet might apply If that s the case think about the category under which the system you re installing best fits and use that worksheet
41. ix months Fill in the date for the first day of every second week in boxes 1 through 12 Six months to one year Fill in the date for the first day of each month in boxes 1 through 12 Note that if you expect your project to take longer than a year you might consider creating a Gantt chart in a spreadsheet using one of the online tools in the blue box above or creating multiple charts for six month periods Now refer to the charts on the previous three pages and copy the processes and hour estimates into the charts on the next page If any processes seem obviously related to one another group them together for a shorter list It s time to plot out when each phase or process will take place Think about the earliest possible time you could start working on each Does the process depend on something else happening first Do you have to wait for another task to be complete or wait until a specific event or phase of the project is over For example before you can conduct any staff training on the new system you ll logically need to design that training first and if you re planning on hiring a consultant to do something you ll have to schedule that task after you ve selected and hired someone Now with that in mind mark when you expect each process to happen on the chart below use a pencil as you may need to revise these dates several times Then considering the elapsed time you ve estimated
42. mark when that process should end and shade the boxes in between Keep in mind that these processes may overlap or depend upon others happening and you need to consider how they affect one another When that happens don t forget to factor in your staff s workload when assigning overlapping tasks When you re done you might find it helpful to print and tape the next two pages together side by side to create a single view of your chart ONetSuite 2015 Implementing a Cloud Solution 49 NETSUITE idealware r Process Change Management Example 1 Example 2 Process Staff Participation in Training Process System Configuration and Implementation ONetSuite 2015 Implementing a Cloud Solution 50 TLL NETSUITE idealware Process Data Migration Process Additional Steps Were you able to make this work Is this a reasonable schedule or are you going to have to adjust expectations of what the project will entail or when it will be finished Think back to your Golden Pyramid from page 9 mi
43. next page look over the types of data we listed as a start and cross out what doesn t make sense Then add any other data you might have that would be affected by this project NetSuite 2015 Implementing a Cloud Solution 36 TL NETSUITE idealware Then fill out how much of each type of data you have Then based on both the volume and complexity of the data think through how difficult it would be to add every example of that data type one by one For instance it would likely be difficult to import all the donors from the last year one at a time but less so at least for a small organization to set up user names and passwords for each staff member one by one NOTE Ignore the last column for now we ll come back to it at the end of this worksheet 1 How much 2 How easy would 3 How important 5 Should you data is this High it be to add all of is it to have future move this data volume Low this data to the new easy access to this Leave it volume system one by one data Re enter it Last years worth of email Two to Four years of historical emails More than four years of historical emails Last years worth of calendar data Two to Four years of calendar data 4 Consult Chart More than four years of calendar data Current year s attached files Older attached files ONetSuite 2015 Implementing a Cloud Solution 37
44. ng the work they do can be done in a shorter timeframe what is referred to in this workbook as elapsed time Whenever you see this symbol consider involving a consultant to help you think through the answer to the question we re asking or to help you with the work it involves Implementing a Cloud Solution 4 MI NETSUITE idealware 1 Defining Your Project Goals This workbook is designed to walk you through the thought process for implementing a single system Before you begin implementation it s important to clearly define your goals for the project the things that need to happen for you to consider this project a success and what has to happen before you can call the project done The skills time and other considerations needed for a technology project largely depend on what type of solution you are implementing In the space below define the system you re looking at for the purposes of this workbook What does success look like for your project How will you know that you re done Use this space to reflect on what needs to happen before you can call this project a Success With your thoughts from above in mind define your top five project goals il 2 3 4 5 While much attention is paid to what has to be done as part of a project you need to give equal importance to defining what is NOT included Adding in new goals part way through the process can delay your p
45. ocesses into categories and defining how many hours are needed for each as well as the elapsed time for each category If your project will be done mostly internally you ll be able to make a pretty firm estimate but if you re planning on working with one or more consultants you may need to consider this timeframe as more of a ballpark range For the charts below you ll use some of the information you identified in Worksheets 3 4 and 5 the staff training you ll need the things you ll need to configured in the new system and the data that you ll migrate as well as your estimates for how many hours each of those components will require If you haven t already done so copy that information into the corresponding charts on the next pages HOW TO THINK ABOUT TIME ESTIMATES Think about how much time you ll need internally for the whole project Will you need time to think between phases in the middle of the project Are you thinking the project will be done in one big chunk or will it be broken up into multiple smaller phases It s often a good idea to break up tedious tasks like data entry into smaller chunks Can you think of anything else that hasn t already been defined in this workbook that you should consider as part of your project timeline If so include it under the Additional Steps category Defining the Phases of Your Project You ve already determined how many hours each task will take
46. of your data will be that clear cut however You might find things in the middle top left or top right that will require substantial consideration How difficult would it be to re enter this data from scratch if you didn t move it Low Importance for the High Future Some types of data like employment records are likely stored elsewhere and could be re imported after you change systems or used in other systems Other data like files in current use would be difficult to access in a different system It can be valuable to once again talk to the staff members who own that data or are likely to use it to gather their input at this stage DATA HYGIENE The migration process is also a good reminder that you need to maintain your data by keeping it up to date and making sure all fields have been entered correctly In other words keeping your data clean or healthy Whether you re dealing with donor records a mailing list or staff documents and other files the healthier your data is now the easier it will be to import it into a new system And if you haven t already defined the proper way for data to be entered for example the correct naming scheme s for files and folders or who is responsible for maintaining data now is a good time ONetSuite 2015 Implementing a Cloud Solution 26 TLL NETSUITE idealware Now take the types of data you identified above as needing to be moved or re entered and copy
47. one 1 How much data is 3 How important is 5 Should you move it to have future easy this data Leave it access to this data Re enter it this High volume Low volume General Files 1year old General Files 2 4 years old General Files More than 4 years old User passwords and access information 4 Consult Chart Employment Records Now it s time to plot each of High the different types of informa tion listed above on the chart at right Start by determining where the data fits horizontally by how important it is for the future Then determine where it fits vertically by how easy it will be to re enter it manually Pees to Finally draw a dot on the chart Re enter where those two meet and label it so you know which point refers to which type of data it s OK to use an abbreviation as long as you know what it means Low Importance for the High Future NetSuite 2015 Implementing a Cloud Solution 21 MI NETSUITE idealware What data does it make sense to migrate and what does it make sense to re enter later What can be left behind Everything in the bottom right of the diagram almost certainly needs to be moved while everything in the bottom left should almost certainly be left behind Not all of your data will be that clear cut however You might find things in the middle top left or top right that will require substantial consider
48. re han two fiscal years ago Current payroll information Historical payroll records ONetSuite 2015 Implementing a Cloud Solution 33 oe A NETSUITE idealware Now plot each of the different types of High information from above on the chart at right Start by determining where the data fits horizontally by how important it is for the future Then determine where it fits vertically by how easy it will be to re enter it manually Finally draw a dot on the chart where those two meet and label it so you know which point refers to which type Ease to of data it s OK to use an abbreviation Re enter as long as you know what it means What data does it make sense to migrate and what does it make sense to re enter later What can be left behind Everything in the bottom right of the diagram almost certainly needs to be moved while everything in the bottom left should almost certainly be Low left behind Not all of your data will s be that clear cut however You might Low Importance for the High find things in the middle top left or Future top right that will require substantial consideration How difficult would it be to re enter this data from scratch if you didn t move it Some types of data like employment records are likely stored elsewhere and could be re imported after you change systems or used in other systems Other data like fil
49. resist the change Think through the people who meet these criteria and write their names beneath each role listed below Project Manager Executive Sponsor Who is responsible for getting the Who s making high level decisions for the project done O organization as needed Who is officially involved on a team for this project o0 ie D Who are the key people affected If there are many brainstorm likely representatives Of those affected who is likely to be a cheerleader S iy Of those affected who s likely to have negative feelings and resist or even actively work against the change Do From the list you just created circle three to seven people to join a committee to help guide the project to completion while addressing any staff issues that may arise You ll obviously need to include the project manager and executive sponsor but make sure to include a mix of other staff members affected by the change Don t forget to include at least one of your naysayers involving them can help earn their buy in on the project by better addressing their concerns ONetSuite 2015 Implementing a Cloud Solution 13 TLL NETSUITE idealware Now that you ve identified the important players for this project it s time to identify the scope of the work In the table below copy over from the table on page 14 each process that will require b
50. rking in a highly charged environment Data migration experience Experience with a particular Cloud solution Strong project management skills Conducting training Helping define new staff processes ONetSuite 2015 Implementing a Cloud Solution 40 TLL NETSUITE idealware Should you look for a consultant in your local area or are you willing to work with someone remotely from another part of the country Both have their pros and cons In the boxes below check off the qualities that seem most important to your organization Local Remote Can meet face to face Potentially cheaper than local consultants Likely more familiar with your organization Larger pool of consultants with specific skills Easier to get up to speed on your processes and staff Larger pool of consultants with the right set of skills Likely more connected to your community Based on your preferences and the boxes you checked off would a local or remote consultant make more sense Use this space to reflect Should you look to work with an individual consultant or a firm Again both have pros and cons In the boxes below as before check off the qualities most important to your organization Individual Firm Often less expensive than a firm Less risk and more continuity if an individual consultant leaves mid project Your projec
51. roject increase your costs and distract your team from the task at hand What might come up that should NOT be included in this project Brainstorm in the space below ONetSuite 2015 Implementing a Cloud Solution 5 MI NETSUITE idealware Balancing Your Project Resources Time Technology projects are dependent on three finite resources your organization s time your organization s money and what you ll accomplish as part of the project or your project s scope All projects need a balance of the three If you want a project with a large scope that s done quickly you ll need to pay more money to make it happen If you can t budge on time or money then you ll need to cut back the scope of the project until it s more manageable Project planners refer to this balancing act as the Golden Pyramid Money Scope How does your project balance your schedule your budget and the scope of what you want to accomplish For each of the three elements of the pyramid think about where you feel your project falls on the spectrums below from one the most flexible to 10 least flexible and circle the corresponding number Schedule How loose is your schedule Do you need this project done immediately or just whenever Whenever it We need this on happens it a very aggressive happens schedule 2 3 4 5 b 1 8 3 10 Money Are you able to allocate additional money to this project or are you working
52. s wondering what to do which risks them feeling that the new system is hard to use Go back through the processes above and circle those that you think might be significantly affected requiring additional training or substantial staff buy in NetSuite 2015 idealware Examples of Processes for Other Specific Staff Members The method by which individual donations are entered How specific data donations new clients is entered How to reconcile one system with another How they see data reports documents HOW DO YOU KNOW How do you know if you ll need staff training staff buy in or technical skills to change these processes When we talk about staff buy in we re talking about getting staff members to accept a change in how they do their work Will this transition disrupt or drastically change the way something that s been done the same way for years Will this be a welcome change or is it likely to ruffle some feathers Typically things that require staff training include introducing a process or tool that is substantially different from what staff members are used to A new database could have a new confusing layout and staff will need training to know how to use it for example Staff members who are less tech savvy are also more likely to need or want training Implementing a Cloud Solution 10 MI NETSUITE idealware Copy the processes you circled in the previous two pages into the c
53. ss out what doesn t make sense Then add any other data you might have that would be affected by this project NetSuite 2015 Implementing a Cloud Solution 32 TLL NETSUITE idealware 1 Now fill out how much of each type of data you have Then based on both the volume and complexity of the data think through how difficult it would be to add every example of that data type one by one For instance it would likely be difficult to import all the donors from the last year one at a time but less so at least for a small organization to set up user names and passwords for each staff member one by one NOTE Ignore the last column for now we ll come back to it at the end of this worksheet 1 How much 2 How easy would 3 How important 5 Should you data is this High it be to add all of is it to have future move this data volume Low this data to the new easy access to this Leave it volume system one by one data Re enter it Detailed transaction level data for current fiscal year Detailed transaction level data for last fiscal year Detailed transaction level data for more than two fiscal years ago Summary level data for current fiscal year Summary level data for last fiscal year Summary level data for more than two fiscal years ago Budget data for current fiscal year 4 Consult Chart Budget data for last fiscal year Budget data for mo
54. t page With those defined estimate the total number of people and total time commitment of the training taking into account your estimates from above As this workbook only includes the up front implementation cost don t worry about ongoing training costs for now Multiply the number of attendees by the hours of training to determine how much total staff time will be taken up by training and add it to the chart on the next page NetSuite 2015 Implementing a Cloud Solution 17 MI NETSUITE idealware Trainin Who needs to be Number of Hours of up front Total hours of g trained people in training training needed up front training x x x x x x Again you ll be using these estimates again when beginning on page 49 please copy them to the corresponding chart there now to save WHAT ABOUT ONGOING TRAINING time later While we ve mostly focused on the How much training will you need to design and conduct for this project initial upfront training around the Is this more or less than you initially expected Use the space below to system implementation you ll almost reflect on the impact you expect this training to have on your staff certainly need to repeat the training down the road for example when a new staff member starts as a refresher to ensure that everyone uses the tool in a consistent way or for staff members who want to hone their knowledge on the functionality This
55. t will likely get more priority as individual consultants usually only work with a few Wider array of skills available on staff clients at a time Often more experience with project management More likely to be local Often more experience working in a charged Opportunity to work with same person throughout political environment the project Based on your preferences and the boxes you checked would an individual consultant or a firm make more sense Use this space to reflect NetSuite 2015 Implementing a Cloud Solution 4 TLL NETSUITE Looking at the skills you identified do you need a generalist someone with a broad but shallow skill set or someone who specializes in one area Keep in mind that you may not be able to find one consultant who can effectively meet all the skill sets you need It s common to bring on two or more for example a generalist to help out with your training and change management and a specialist to migrate your data Do you need to look into two or more consultants for this project If so what would each be responsible for The next step is to identify a shortlist of the consultants or firms you plan to reach out to In the space below write down the names of five to eight individuals or consulting firms that could potentially meet your needs You ll be winnowing them down later so here you re j
56. t you can t have all the time budget and scope of your project that you want Use the space below to think through what this means to you Will you have to compromise on one area or another Can you try to get buy in for more time or money before you continue ONetSuite 2015 Implementing a Cloud Solution F TLL NETSUITE idealware 2 How This Project Will Affect Your Processes Any major change in your organization s technology will likely affect your processes including what staff members need to do with the associated technology and how those things are done The first thing you think of may be the technical ramifications of implementing new software including setup migration and the learning curve for example and we do cover that starting in Worksheet 5 on page 22 but the organizational impact of a new system is just as important What changes will it bring and what kind of training will staff need to adjust lts important to define and understand your current UNDERSTAND AND DEFINE CURRENT PROCESSES processes The best way to do that is to simply talk to your staff members Ask everyone currently It s unlikely that one person can identify all the things involved with the system you are replacing to find everyone in the organization does on a day to day basis out what they do on a day to day basis and how You ll likely have to do some sleuthing to find all the they do it Different staff roles
57. the processes you flagged in the table on page 14 as needing staff training Then take a minute to think through any other areas that might require training did you miss anything Add it to the list Thinking through the list at a high level what type s of training do you think might make sense for you Copy the full list of processes from above into the chart on the next page For each refer to the list of types of training in the sidebar at right and consider which makes sense Then ask yourself who will actually design the training curriculum and who will lead the training These may be the same person or different people will it be staff members consultants or the software vendor Then write down your estimates for how long each will take If you re not sure write in a question mark You may need the help of a consultant just to make this estimate NetSuite 2015 TYPES OF TRAINING There are different types of training you can employ each better suited for some processes or solutions than others Some aspects of your new software may only require that staff members read the manual or other print instructions rather than formal training while more complicated processes could require online trainings like webinars or on demand videos Very complicated processes and systems substantially different from what your staff is used to will most likely need in person training for a group or more ta
58. ust identifying them idealware WHERE DO YOU GO TO FIND A CONSULTANT It can be difficult to find individual consultants or firms to fit your project In the past sending out Requests for Proposals RFPs was commonplace but in the current market many established firms including those most likely to meet your needs may not choose to take the substantial time to answer an RFP when they don t know the likelihood of winning your business Instead there are a few places you can look for recommendations Try checking with your state association for nonprofits as it might have a list of nearby consultants on its website or may have even worked with one or more firms in the past Similarly try checking with any membership organizations that you belong to Email discussion lists of similar organizations or groups related to your cause can also be useful resources as can asking around nonprofits comparable to your own for recommendations of consultants they ve worked with in the past for similar projects Many of Idealware s reports including the Consumers Guide to Content Management Systems for Nonprofits or the Consumers Guide to Donor Management Systems feature directories of consultants that specialize in the specific type of software they cover ONetSuite 2015 Implementing a Cloud Solution 42 NETSUITE Before you contact any consultants put together a brief roughly one page d
59. uy in Then define who will be responsible for making sure that change happens and estimate how much time it will take to get buy in Keep in mind the factors you considered above is there likely to be a lot of support for the project or a lot of resistance Note that it s worth investigating up front to make sure there won t be a lot of time spent later on a staff that resists or even ignores your new system If you expect to need a consultant to help manage this change make sure to estimate how much of their time will be required too If you re not sure how much time these changes will take write in a question mark you may need the help of a consultant just to make this estimate Remember that even if you re planning on hiring a consultant to do much of the work you ll still need to devote internal time to managing them a good bet is about 10 percent of the time you ve estimated for the consultants If the consultant will be expecting you to make complex internal decisions about the task or to take on some of the work yourself you might need to set aside considerably more time than that Estimated internal hours Estimated consultant hours required to get buy in required to get buy in range range Who will be responsible for getting buy in Process NetSuite 2015 Implementing a Cloud Solution 14 MI NETSUITE You ll be using these estimates again in the charts starting

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