ShelbyNext Conversion Success

Transcription

1 ShelbyNext Conversion Success (Course #N115) Presented by: Shelby Account Managers-- Jenn Castellani, Kyle Barker & Russell Byrd 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 A successful conversion! Shelby Account Managers work with clients transitioning from their current management software to the ShelbyNext platform. The data conversion is a vital component to a good implementation and ongoing use of the ShelbyNext platform. The objective is to pass on information that makes your conversion a success and your use of ShelbyNext a fruitful investment by your church. This session presents the following topics: Overview of the conversion process The source data--what is the condition? How to prepare the source data Prepare your staff Tips for success 2

3 Tools from Shelby Shelby has tools (documentation, videos, etc.) that are used in the conversion. These tools include the following: The Community Shelby maintains a 24 / 7-support website known as The Community. See Join The Community at Join here link located on the login page or by clicking on the located in the banner. If you are already in The Community, access the Sign In area at The Community has a lot of information, documents, and videos. Once in The Community, access is gained by the search field or by product. For ShelbyNext, go to the ShelbyNext link in the banner. The PreConversion Checklist Shelby Systems updates the PreConversion checklist to provide the guidance document for what to do with your data in preparation for a conversion. This document applies primarily to a conversion from Shelby v.5. For the most up-to-date version of the PreConversion Checklist, go to The Community and search under ShelbyNext > Documentation > Pre-Conversion Check List. Converting from Shelby v.5 to ShelbyNext Membership Shelby Systems updates the How to Convert from Shelby v.5 to ShelbyNext Membership document to provide the guidance for using the conversion utility to convert your data on your own. This document applies specifically to a conversion from Shelby v.5. For the most up-to-date version of the PreConversion Checklist, go to The Community and search under ShelbyNext > Documentation > How to Convert v.5 to ShelbyNext-Membership. 3

4 Overview of the conversion process. pdf 4

5 The source data--what is the condition? The PreConversion Checklist Shelby Systems updates the PreConversion checklist to provide the guidance document for what to do with your data in preparation for a conversion. This document applies primarily to a conversion from Shelby v.5. For the most up to date version of the PreConversion Checklist, go to The Community, and search under ShelbyNext > Documentation > Pre-Conversion Check List Things to consider: The condition of your current data. What is of value? Are you gathering data that is not used? Establish your criteria. Examples: Number of records, years to convert, attendance over time, givers, key leadership, charter members, deceased members, etc. Retaining your source data as an archive from which you can retrieve data 5

6 How to prepare the source data Converting from Shelby v.5 to ShelbyNext Membership Shelby Systems updates the How to Convert from Shelby V5 to ShelbyNext Membership document to provide the guidance for using the conversion utility to convert your data on your own. This document applies specifically to a conversion from Shelby v.5. For the most up-to-date version of the PreConversion Checklist, go to The Community, and search under ShelbyNext > Documentation > How to Convert v5 to ShelbyNext-Membership. Membership.pdf The following are screenshots of the ShelbyExport utility, which allows you to select specific data from your Shelby v.5 database for a conversion. This screenshot shows the options for selecting data from a Shelby v.5 database by use of the modules Membership, Prospects, and Miscellaneous Names and Addresses. 6

7 The following screenshot of the ShelbyExport utility shows how you can select specific years of contributions giving history. The following screenshot of the ShelbyExport utility shows how you can select specific years of attendance history. NOTE: If you are converting data from a source that is not Shelby v.5, then the method of data preparation for conversion is a CSV file structure. 7

8 Prepare your staff. Select a person to be a leader of the project. Some clients refer to this person as the champion. It is the person that can lead your staff, make decisions, keep the project on course and on time, and overall communicate with your church team and with Shelby Systems. Set reasonable expectations. You still have to run your church AND work on the move to the new softwares. Know your staff. How many people need to be involved in the work? Not that many. The main work needs to be done by the people who know the current data and know the desired outcome. Consider your staff. Even if someone does not play a key role, find ways to include them in the project. Your receptionist may not know all the ways that data can be used, but he may know the people better then you realize. Include them in reviewing converted data and verifying how it looks. Tips for success. Avoid pitfalls. Failing to follow the directions Shelby Systems provides. Expecting Shelby Systems to do all the work. Shelby provides many resources for a successful implementation. Use the resources but realize that you own the current data and need to own that data in the new ShelbyNext database. Not staying in contact with Shelby Systems. Use your Account Manager s time judiciously. Just as you experience in your operation, time and other resources are limited. We must work together. Shelby wants you to be successful. Failing to call or Support when you have a need. Support or support@shelbyinc.com. If Support techs need to transfer you to your Account Manager, they will do so. Many of the tasks that need to be done in moving to ShelbyNext are done successfully by contacting Support. Lack of training. Don t short change on training. Shelby realizes that funds are limited. Shelby offers onsite and online training and includes product documentation and videos for learning the ShelbyNext products. Training is one of the best investments you can make. The Shelby Training Department is very flexible. 8

9 Good ideas and practices. Set goals. But, be flexible. Use Basecamp. When you first get access, read through all parts. Read through the documents that are linked in Basecamp. Some clients print off the documents for note taking and easy reference. Use the To-Do s tab for the checklists. 9

10 Discussion on experiences that have been successful 10

11 Jenn Castellani Shelby Account Manager Jenn Castellani is an Account Manager for Shelby Systems. She joined the Shelby family in 2014 and started in Customer Support for v.5 and next in ShelbyTeller. She moved to the Account Manager role in Prior to Shelby Jenn worked in the banking and finance industries in both customer service and technical support roles. Kyle Barker Shelby Account Manager Kyle Barker is an Account Manager for Shelby Systems, joining the Shelby family in Russell Byrd Shelby Account Manager Russell Byrd is an Account Manager for Shelby Systems, joining the Shelby family in 2005.