Implementing Fellowship One

Transcription

1 Implementing Fellowship One 1 OVERVIEW Fellowship Technologies offers several different Fellowship One implementation packages to meet the needs of churches of all sizes. The primary goal of the implementation process is to maximize return on ministry as the church transitions to Fellowship One. Implementation packages are comprised of Service Offerings bundled into three distinctive Implementation Methodologies: Partnered, Assisted and Solo. Fellowship Technologies also provides add-on services: Data Conversions, Onsite Check-In Support and Follow-up Consulting. 2 SERVICE OFFERINGS 2.1 IMPLEMENTATION SERVICES The Implementation Services team consists of experienced consultants that guide churches through the initial transition to Fellowship One. They work closely with the church s leadership to ensure everyone is fully trained, that the system is properly configured, and that the data is correctly converted from the previous Church Management Software (ChMS) to Fellowship One. Most importantly, Implementation Services mentors the church through the change management process that is present but often ignored in software implementations. 2.2 EDUCATION SERVICES The Education Services team provides Fellowship One training resources for the church users. This team maintains the expanding online help tool to provide users with context sensitive help within Fellowship One. Education Services also provides a growing curriculum of training videos known as Fellowship Technologies euniversity (FTeU) available anytime covering the features of all modules in Fellowship One. During the implementation process, church users will view the FTeU classes to learn the effective use of Fellowship One features relevant to their ministry or administrative responsibilities. In addition to FTeU, Education Services offers live, instructor-led Question & Answer sessions in a group setting to clarify any issues arising from the recordings. These are held weekly on a predetermined schedule. 2.3 SUPPORT SERVICES Once the initial implementation project is complete, the Support Services team serves as the church s primary point of contact. They are available to answer basic questions about Fellowship One and to guide the user to the appropriate resources to resolve issues that may arise. The Support team is available 7 days a week to help meet the church s needs long term. 1

2 3 ADD-ON SERVICES The following optional services may be purchased to enhance the transition to Fellowship One. 3.1 DATA CONVERSION Data Services provides expertise in the migration of data from a church s current ChMS or custom database into Fellowship One. In most cases, this process consists of two conversions; the first is an initial trial run to allow for testing and the second for going live with Fellowship One as the new ChMS. As part of the process, a data validation plan is provided for the church to confirm the data was imported correctly from the previous system. 3.2 ONSITE CHECK-IN SUPPORT When purchased, a consultant can be onsite during the initial Check-In event to ensure a smooth experience. Onsite training of check-in operators may occur as needed. A review of Check-In station configurations will be conducted accompanied by best practice recommendations. Assistance during the check-in time experience will be provided to the check-in operators. A post mortem discussion of the initial check-in experience will take place resulting in best practice recommendations. 3.3 FOLLOW-UP CONSULTING After the initial implementation project is complete and the church has been using Fellowship One hands-on for a while, questions usually arise that make a follow-up consultation very timely and helpful. This can be done remotely (via the phone, and computer sharing tools) or onsite (via face-to-face meetings at the church) for a couple of days. A consultant will review the church s current Fellowship One usage, offer recommendations for best practice procedures and address the natural, realworld questions that arise in the early days of new system use. As the church database grows in FellowshipOne, this is also an excellent time to benefit from an experienced consultant as users seek to gain greater mastery of the reporting and query builder features. 2

3 Support Services 4 IMPLEMENTATION METHODOLOGIES 4.1 PARTNERED IMPLEMENTATION The Partnered Implementation method is the best way to empower church ministry through the transition to Fellowship One. The church project manager is partnered with a Fellowship Technologies (FT) Project Manager throughout the initial implementation project. This method provides the optimal transfer of knowledge and real-world guidance based on years of experience partnering with thousands of client churches. The church gains the benefits of a dedicated FT Project Manager, church user training, ministry process improvement, system configuration, and implementation project management. Project Management Discovery Configuration Church Ownership Onsite Check-In Project Wrap-Up Fellowship Technologies euniversity (FTeU) Follow-Up Consulting IDC FDC Go Live Project Management A FT Project Manager co-owns the project with the Church Project Manager. The church is provided a customized project collaboration environment known as FellowshipOne Implementation Center (FIC). FIC provides the convenience of one simple environment to see all action items, project completion milestones and project communication. The FT Project Manager partners with the Church Project Manager as they successfully guide the church through the change management process involved when transitioning to a new information system. Discovery - Using a combination of questionnaires and staff interviews we learn about the church s existing operational processes. We then make best-practice recommendations on any changes to existing processes or propose new ones. FTeU Church staff and volunteers are provided access to FTeU s core curriculum of online training videos and live, online help, and interactive Q & A sessions. The videos and online help are available 24/7 as long as the church is an F1 partner. The Q & A sessions are available on a predefined teaching schedule. Initial Data Conversion (IDC) A snapshot of the church s existing data is imported into the Fellowship One database as a trial run of the conversion process. This allows the church to verify the converted data and train using real church information. Configuration Based on the information gathered during the Discovery phase, the FT Project Manager guides the Church Project Manager through the initial configuration of Fellowship One. The Church Project Manager acquires the knowledge to accommodate ministry management and people involvement via Fellowship One as the church grows and changes in the years ahead. 3

4 Church Ownership - This phase of the project brings together the efforts of Discovery, Configuration, and Video Training. The FT Project Manager provides handson instruction to various ministries within the church on the practical application of Fellowship One in their daily roles and responsibilities. The goal is to transfer ownership of the system to the church staff in preparation for the Go Live milestone. Final Data Conversion (FDC) - After documenting any required changes from the initial data conversion, the church provides a fresh copy of the current ChMS data to be re-converted into the new Fellowship One database. Any configuration changes made within Fellowship One will remain intact. Go-Live Once the Final Data Conversion is complete, the church is considered to be live with their Fellowship One database. Church staff and volunteers are ready to enjoy the full benefits of Fellowship One s church management capabilities in their daily roles and responsibilities. The church no longer needs to update the previous ChMS system. Onsite Check-in Support This optional phase is available for an additional fee. Experienced Fellowship Technologies staff will provide onsite support as the church begins to use the Check-in capabilities of Fellowship One during church services. Project Wrap-Up The FT Project Manager works partners with the Church Project Manager answer any final user questions, wrap up any outstanding issues and indentify relevant Fellowship One reports needed to assist the church prior to concluding the initial implementation project. Support Services Support Services will answer questions about Fellowship One and address any concerns or problems that may arise. From uploading a new church logo to questions about adding a new household, the Support team is available 7 days a week to help meet the church s need as long as the church is an F1 partner. Follow-Up Consulting This optional service (as described above) is offered within three to six months after the initial implementation is complete. PARTNERED - Considerations Availability Typical Worship Attendance (TWA) Variations Project Hours Duration Cost * Additional onsite visits may be recommended based on complexity of implementation and/or if the church s TWA is greater than All Fellowship One editions Remote 1499 or less Hybrid 2499 or less Onsite Any size Remote No onsite visits Hybrid 1 onsite visit Onsite 2 onsite visits * Will spend what is necessary to complete the project Typically between 90 and 120 days Fixed amount to be quoted + travel expenses. Varies by TWA and edition 4

5 Support Services 4.2 ASSISTED IMPLEMENTATION The Assisted Implementation methodology is designed for churches with lower TWA that have basic ministry requirements. The church carries the responsibility of project management with guidance provided by an FT Consultant to assist the church project manager at regularly scheduled Review intervals. This approach provides limited access to an experienced implementer for churches that have specific implementation agendas of their own and do not select the highly recommended Partnered Implementation method. The Assisted Implementation method is made available to help a church with a limited budget still gain some implementation assistance rather than transitioning to FellowshipOne alone (or Solo). Initiation Review Review Review Project Wrap-Up Fellowship Technologies euniversity (FTeU) Follow-Up Consulting IDC FDC Go Live Initiation Church completes survey and FT Consultant sets up basic church database. Church is provided a basic project plan with milestones to follow during the implementation process. The church will be provided a set of ministry questionnaires to fill out. Once returned, the FT Consultant will build an initial configuration for the church. FTeU Church staff and volunteers are provided access to FTeU s core curriculum of online training videos and live, online help, and interactive Q & A sessions. The videos and online help are available 24/7 as long as the church is an F1 partner. The Q & A sessions will be available on a predefined teaching schedule. Initial Data Conversion (IDC) A snapshot of the church s existing data is imported into the Fellowship One database as a trial run of the conversion process. This allows the church to verify the converted data and train using real church information. Review An FT Consultant provides three consultations with the church to review and offer guidance on the effective use of Fellowship One. These review sessions are scheduled in advance and are dependent upon the church completing assignments. The content of each review is determined by the church. Final Data Conversion (FDC) After documenting any required changes from the initial data conversion, the church provides a fresh copy of the current ChMS data to be re-converted into the new Fellowship One database. Any configuration changes made within Fellowship One will remain intact. Go-Live Once the Final Data Conversion is complete, the church is considered to be live with their Fellowship One database. Church staff and volunteers are ready to enjoy the full benefits of Fellowship One s church management capabilities in their daily roles and responsibilities. 5

6 Support Services Support Services will answer questions about Fellowship One and address any concerns or problems that may arise. From uploading a new church logo to questions about adding a new household, the Support team is available 7 days a week to help meet the church s need. Follow-Up Consulting This additional service (as described above) is offered within three to six months after the initial implementation is complete. ASSISTED - Considerations Availability Typical Worship Attendance (TWA) Project Hours Duration Cost All Fellowship One editions 500 or less Limited. Varies by TWA and edition Typically between 75 and 100 days Reduced amount to be quoted. Varies by TWA and edition 6

7 4.3 SOLO IMPLEMENTATION The Solo Implementation method is available primarily designed for plant churches with lower TWA purchasing the Fellowship One Core edition. This provides for churches that have minimal ministry requirements and will transition to Fellowship One on their own. The church is fully responsible for configuring and implementing Fellowship One for the specific church requirements. In the Solo Implementation mode, The initial Fellowship One system is provisioned for church access and there is no interaction with an FT Consultant. Church Configures Support Services Fellowship Technologies euniversity (FTeU) FDC Go Live Church Configures The church is fully responsible for configuring and implementing Fellowship One for the specific church requirements. FTeU Church staff and volunteers are provided access to FTeU s core curriculum of online training videos and live, online help, and interactive Q & A sessions. The videos and online help are available 24/7 as long as the church is an F1 partner. The Q & A sessions will be available on a predefined teaching schedule. Final Data Conversion (FDC) If this additional service is purchased, the church will provide a copy of their current data which will be imported into Fellowship One. Any configuration changes made within Fellowship One will remain intact; however, any previously entered data (e.g. individual & household information, attendance, contributions, etc.) will be overwritten (erased) by this FDC process. Go-Live Immediately, the church is considered to be live with their Fellowship One database unless a data conversion was also purchased; in which case, church is considered live with Fellowship One immediately following FDC. Church staff and volunteers are ready to enjoy the full benefits of Fellowship One s church management capabilities in their daily roles and responsibilities. Support Services The Support team is available 7 days a week to help meet the church s basic Fellowship One needs ranging for example from uploading a new church logo to questions about adding a new household. The Support team does not provide assistance with system migration, database configuration or initial system implementation as this is available via the Implementation Services team. Solo - Considerations Availability Typical Worship Attendance (TWA) Project Hours Duration Cost Fellowship One Core edition 249 or less; N/A Typically 2-3 Days Minimal 7

8 5 FELLOWSHIPONE IMPLEMENTATION CENTER FellowshipOne Implementation Center (FIC) is provided when a church purchases the Partnered Implementation method. The FT Project Manager and Church Project Manager use this customized project collaboration environment to manage the implementation project to successful completion. FIC provides the convenience of one simple environment to see all action items, due date milestones and project communication. Below is an example of this helpful, collaborative environment. 5.1 PROJECT OVERVIEW Easily see upcoming implementation project Milestones and To-Do action items. No worries because everything is in one convenient location. 8

9 5.2 PROJECT MESSAGES Collaborate the way that is best for your style using the Messages area to capture your communications and comments. No need to sift through histories to locate the information. It s all in one place. 9

10 5.3 PROJECT TO-DOS All the action items are organized on To-Do lists. Everyone can see who needs to take action for mutual project success. As each To-Do item is completed, just check it off the list. Have a question or comment about a To-Do item? Simply click next to the item, enter your comment and optionally notify other project members by as shown below. Now that is easy project collaboration. 10

11 5.4 PROJECT FILES Keep all the documents and files related to the project in one easy to access area. FellowshipOne Implementation Center provides the ultimate collaborative environment for Partnered Implementation projects. 11