Arena Implementation: What to Anticipate (Course #A112) Presented by: Linda Johnson Shelby Contract Trainer

Transcription

1 Arena Implementation: What to Anticipate (Course #A112) Presented by: Linda Johnson Shelby Contract Trainer

2 Objective This session will provide you a glimpse of what to anticipate as your organization either evaluates to transition to Arena or has already made the decision to transition to Arena, with specific focus on: Assessing the current ChMS environment A closer look at the Arena features Timeline from purchase to launch Your Arena Administration Team Communication with Your Staff Learning the lingo Data Evaluation Resources

3 Current ChMS Assessment As you evaluate moving to Arena, consider evaluating the current products used. Shelby Membership Does your organization track prospects? Does your organization process background checks either through v.5 or another product? Shelby v.5 Organizations Does your organization use Roster Reports and/or Check-In? How many kiosk stations are used? Does your organization use Quick Print for visitors? Shelby v.5 Contributions Does your organization use Project Codes? Does your organization use Check Express? Does your organization use Commemoratives? Does your organization use online giving either through Shelby v.5 or another product? Does your organization use pledges? Does your organization use statement, print statements, or a combination? Does your organization use check scanners? Does your organization use envelopes?

4 Current ChMS Assessment (contd.) Shelby v.5 Profiles Does your organization use Profile comments? Shelby Add-Ons Does your organization use Mailroom? Does your organization use Shelby Teller? Communication Does your organization use Shelby v.5 and/or SMS (TXT) communication methods? Does your organization use Constant Contact? Custom Tabs Does your organization use Custom Tabs? Promotions/Online/Resource Scheduling Does your organization use online event registration either through v.5 or another product? Does your organization use v.5 Resource Calendar or another resource scheduling product? Reporting What Selection & Listings reports are currently used? Are samples available? What Reports are currently used? Are samples available? What additional tools are used for tracking and reporting?

5 Arena Products Select vs Premium While most features are available non-purchase features are supported by Shelby Community and Shelby Trainers. Hosted vs Self-Hosted If self-hosted, you will have access to server items such as the SQL server and can run Family Registration (first time guests) and Mailing. Hosted customers can still customize features such as CSS, Word merge and check-in themes.

6 Arena Features by Product: Arena Portals/Websites Four portals are included with each installation of Arena. Portal Name (ID #) Arena (1) Arena Mobile (3) Arena Web (2) Members Responsible Portal (4) Primary site used by staff* Intended Users Mobile portal with abbreviated functionality of Portal #1 designed for staff use on smart phones. External site for members online contributions, event, group and serving registrations, etc. External site for members using a responsive template. *If configured, the Arena portal can be made available to staff off campus.

7 Arena Features by Product: Sandbox, Production and Training Sites Locally installed Arena Premium or Select clients have the no-cost option to have Arena installed a second time for the purposes of having an Arena Sandbox. Below are short-term and long-term uses for an Arena Sandbox: First Run Data Evaluation Initial Arena Administrators and general staff (End User) training and ongoing training of new staff. Testing of additional features implemented after Phase I Go Live and future releases Hosted Arena clients will have a training site available where the first run data is converted and can be used for training. Once training is complete, the Arena Production site is used for all purposes. Sandbox and Production instances are completely separate Databased, reports, and SQL.

8 Timeline from Purchase to Launch Hardware and Software Preparation For self-hosted environments, allow time for Any new hardware and software. You can download requirements from the Shelby Community site. Shelby v.5 and Arena must be installed on the same SQL instance. Installing.NET 4.0 (or newer) and Report Viewer 9.0 (or newer) on each laptop/computers/kiosks that will use Check-In, Family Registration or Mailroom. Configuring server access items: Access to Report Manager and Report Builder allows designated users the ability to edit reports. Determine whom will have access to the Arena Web Server (Arena ChMS) folder for purposes such as customizing Word merge documents. Very often, IT professionals are learning so be sure to factor this time into the overall timeline.

9 Timeline from Purchase to Launch General Milestone Self-Hosted Installs 1. Purchase is made. 2. Welcome to Arena Kickoff Call. 3. Remote installation and First Run Data Conversion 4. First Run Data Evaluation and Arena Administration Training (and Discovery if time allows) 5. Production Customization 6. End User Training 7. Final Conversion 8. Go Live Self Shelby Hosted Installs 1. Purchase is made. 2. Welcome to Arena Kickoff Call. 3. First Run Data Evaluation in an Arena Training site. 4. Arena Administration Training/Discovery 5. Production Customization 6. Upload Shelby v.5 & Arena Production for final conversion* 7. End User Training* 8. Final Conversion 9. Go Live Steps 6 and 7 can be changed to fit the organization s timeline. The above timeline is based on converting from on Shelby v.5 only. Allow more time is any data is converted from non-shelby products.

10 Arena Administration Team Who is the ideal Arena Administrator? A thorough understanding of your current database(s) Familiar with each area of ministry Good planning skills Aptitude to learn and confident to customize Arena The ability and authority to make decisions Basic web knowledge (ideal) A working knowledge of SQL and report writing (ideal) Adequate time to dedicate to Arena, especially during initial transition. IT WEB MEMBERSHIP CONTRIBUTIONS

11 Communication and Your Staff Considerations Phases of Implementation What is your implementation plan and timeline? What will be communicated to the staff? Organization Programs and Staff Availability What key events such as holidays and vacations can impact staff availability? New Vendors Will new third-party vendors be added? How do these new relationships impact the existing processes and timeline? Set realistic expectations Plan time for unforeseeable gotchas The 20% rule Allow enough time for the unforeseeable

12 Communication and Your Staff Phased Approach Example Phase III Phase I Shelby Functionality Phase II Online Giving Event Registration Group Leader Toolbox & Group Locator Volunteer Registration & Volunteer Scheduling Missions Phase IV Check-In Prayer Tracking Communication Assignments Contributions Tags Web Content: enewsletters Podcasts Classifieds ecards Groups Membership Arena Integration Plan Member Page on External Portal?????

13 New Lingo Shelby v.5 Member Records, Background Checks, Mailing, Lists Organizations Profiles Custom Fields/Tabs Company Purpose Project Code Selections & Listings Check-In by Name Quick Print Servant Commemoratives Shelby Arena Membership Groups Tags Person Attributes Organization Fund Project Code Public/My Lists Check-In by Phone # or ID Family Registration Personality/Spiritual Gifts Honorariums

14 Data Evaluation What converts? Record Data Global File core contact information name, addresses, phones, family role Organizations with attendance occurrences Attributes Individual Information how received, date received, special profile, source, member of, other dates. Option for Life Events Employer information Social Security number Print Statement, if checked Statement frequency Profiles Photos (optional) Birthday with 1900 added to records with missing birth year Wedding anniversary date Other Relationships* Custom Tabs Contributions Contribution history Funds and Project Codes Pledge information MICR associations Pledge with Spouse AP and AR Records Warrants Further Review: Servant Structure Documents Check Images Grade

15 Data Evaluation Data converting only from Shelby v.5 will mostly convert to equivalent locations and fields in Arena. The recommendation is to review early field. Your trainer will evaluate the First Run with you using the below guidelines. What data converted in the First Run and need no changes for the Final Run? What data converted to one location but the desire is for the data to convert differently for the Final Run? With the differences between Shelby v.5 and Shelby Arena, consult with your Account Manager and/or Arena Trainer regarding the options to convert data differently. What data did not convert and what are the options? For some non-converted data, custom scripts could possibly be written. Consult with your Account Manager and/or Arena Trainer.

16 Resources: Basecamp Basecamp is the main site used during the transition to Arena. Your Arena Administration team, Shelby Arena and ShelbyNext team members will use this site as a communication hub during the transition. Use the Message page to post messages to any member of either team. Consider adding your Account Manager to most posts. Use the Writeboards page to annotate data conversion items. Do not post data conversion comments on the Message board. Use the To-Dos and Calendar pages to record and track key milestones. Use the Files tab to download or upload key documents uploaded directly to this page or to a Message post. DB files will upload to a specific FTP site.

17 Resources: Shelby Community Use the Shelby Community to access forums, documentation, etc. Click the Forums page to see what other clients and staff are talking about. From the main page, click the Subscriptions page to subscribe to any Forum. Forums are organized by topics. Click the Documentation page to access Releases, Release Notes, Help files and the Arena manual. Click the Videos button to access and view Arena Training videos. Click the Download button to access product updates, shared files, technical papers and reports. Click the More drop-down to access the Vote site to submit a request, vote on your favorite ideas submitted by your peers, and check the status of open items (including application bugs). If your organization is a Developer client, you will also have access to additional forums and files.

18 Resources: Arena Support Phone Support */** When using Phone Support, please have your customer number available. If you are an existing Shelby Systems client, your number will be the same. If you do not have your customer number available, your CSR can look this up and provide it to you for future support needs. Support* general or specific support questions and a CSR will respond to you. GoToAssist Support* This tool allows the Arena representative to remote connect for troubleshooting purposes. Shelby Arena Training Visit this site to check out upcoming Reporting Services Seminars Web on On-site Training or Rhonda.putt@shelbyinc.com Contact Rhonda Putt to schedule either web training or on-site training. training@arenachms.com Use this address to Staff Trainers your questions. *Weekday Support - Arena Client Services Representatives (CSR) are available 7am 6pm CST **Weekend Emergency Support Arena Premium Client Services Representatives are on call 7am 6pm CST

19 Patience Arena Administration team is learning. Staff is learning. New Processes are likely to be introduced.

20 Linda Johnson Shelby Contract Trainer Linda Johnson joined the Shelby Team as a Shelby Arena Trainer in Prior to joining Shelby, she served as a consultant and trainer for her familyowned company, Gap Solutions. She served as a Marketing Manager for a Fortune 500 manufacturing company prior to that. Linda now trains as a Shelby Contract Trainer for Arena, ShelbyNext Membership, and Shelby Next Financials. She enjoys working with customers to best adapt Shelby Software programs for ministry organizations.