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Attendees TLCS Inc.: NetSuite: TLCS Background TLCS is a mental health provider with mental health clinics and psych disabilities. Work with homeless clients – work with them to ensure they have a successful opportunity to work in the community. They are gov’t funded. Clients come homeless – in that stage because disenfranchised from families. They need psych support and a home. TLCS facilitates that to ensure they are housed in a safe environment and get psych and case support. Case managers work with them to help them navigate their lives back to the workforce or to get an education. Have 100 employees on staff – fairly large agency in the Sacramento area. Committed staff that is great at their jobs and serving clients and making a difference in people’s lives. Goals with NetSuite NetSuite is set up in a basic way but it appears to have all the tools TLCS needs to manage donors. Can view the donors, search for them, donation reports, pledge reports. Will be able to use the reports with data in the system. Trying to import data about the 200 donors they ahve. Add more information to track gifts, when they donated to us, use pledges at some point. Use it as a cultivation tool – use them as a lead. Can NetSuite help us get the data about the 200 donors in there and help us run reports? Have a goal to learn to manage the data and reports on their own during this project. Next Steps Give Brent and MarJ Access to TLCS NetSuite account – Erin will do this Send Brent and MarJ the data to import - Erin will do this Schedule a weekly checkpoint call - agreed next call 9 a.m. Pacific on 29 Aug - Brent will do this We will review the system, review the data, and schedule a call next week to put together a specific plan and next steps
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Status Meeting Notes - 29 August 2014
Attendees
Brent Mosher - solution consulting team, project manager
Erin Johansen, TLCS
Kim Gilbert, TLCS
Notes
We discussed the format of the Excel file that has donor data. The Excel file has both core donor information (such as name, address, and donor type) as well as donation information (what was donated and what type). We discussed that the donation reports in NetSuite are built on having those concepts be stored as separate records. Donor info is stored in the customer record (renamed as a donor) and in the cash sale/sales order record (renamed in NetSuite as a donation). We reviewed that the Excel spreadsheet would need to be divided into two spreadsheets to accommodate an automated upload of the information. Additionally, Erin brought up the need to track type of donation. We discussed that donation types could be set up as items in NetSuite. When a donation is entered, they would select the item purchased as part of the donation (i.e. comedy night tickets, or BigDog would be items). They would also use the "Class" field to identify whether an item was "Restricted" or "Unrestricted" in nature.
To move the project forward we decided that Erin and Kim would be responsible for getting the Excel data into an appropriate format - two spreadsheets, with the right columns in place. MarJ would take responsibility for clearing out the existing data in the NetSuite dataset (that is data that Erin has already uploaded and it is incorrect and needs to be cleared) and once Erin provides the new data, MarJ will take responsibility for doing the upload. Once that is complete we will show Erin and Kim how to do the upload themselves going forward.
Next Steps
Rescheduled Friday Sept 5 status call to Tuesday Sept 9 at 10 a.m. due to TLCS conflicts.
Erin J to rework the Excel spreadsheet to accommodate the data upload.
On next status call review the revised spreadsheet(s).