PROJECT BRIEF Grantee Name : Port Washington (Parent Resource Center) – Danielle Goodsell Volunteer Name(s): Eugene Zabala, Elizabeth Claitor, Maria Celina Bacani Customer #: 3725049 Account Manager Name: Mariel N Bertumen Project Type (i.e. Dashboard): Simple Implementation Part One: Background - What does your organization do and how do you do it?
The Parent Resource Center (PRC) is a Parent CO-OP offering classes for pre-school aged children (with and without caregivers) and drop-off baby-sitting along with parent university workshops and runs events contributing to the fabric of Port Washington community. The PRC funds scholarships for preschool classes for low income families. - What is your role within the organization?
President - How long have you used NetSuite – what do you use it for? (don’t assume they use the same instance of NS that you use)
They will just start using NetSuite after this implementation. - Who else on your staff uses NetSuite?
Shelly Persaud - Contacts: Are there other decision makers for this project? Who will ensure this project is successful after the SuiteVolunteer program is over?
Shelly Persaud Part Two: Project Specifications - Describe what the project is that you were accepted for:
Simple Implementation - What are you hoping to achieve from this project?
- To be able to configure NetSuite in a manner that would help the organization speed up data and report generation.
- To be able to acquire basic knowledge and understanding on how to properly utilize the use of NetSuite in certain areas that are within the scope of this project.
- What challenge will this project help you overcome?
- Centralization of data needed in the day to day activity of the organization.
- Faster data or report generation.
- What training or knowledge do you think you’ll need to use these deliverables?
NetSuite Essentials - What is your expected outcome from this project (how would you define success)?
- Once NetSuite is configured and a certain degree of confidence and knowledge has been acquired by the users.
- Is there any field or nonprofit sector knowledge that I need to know to complete this project?
NONE Part Three: Communication - Working Relationship - How do you like to share information? Email/Phone & Webex?
Email/Phone & Webex - What is a good day/time for us to meet for check-ins?
Monday to Friday 10am – 2pm - What time zone do you work in?
Eastern Time - What is a reasonable amount of time for a reply (24-48 hours?)
Within 24-48 hours. Parts 4 should be drafted by the volunteers after the call Part Four: Scope – (i.e. What all parties agree will/will not be included in the project) Included in the Simple Implementation project are the following processes: - 1. Record to Report,
- 2. Procure to Pay/Return to Debit
- 3. Order to Cash/ Return to Credit
- 4. Design to Build
- 5. Lead to Quote
Excluded in this project are the following processes: - 1. Web to Order
- 2. Marketing to ROI
- 3. Resource to Project
- 4. Project to Cash
- 5. Call to Resolution
- 6. Hire to Pay
- 7. Customization, workflows and the like are also excluded in this project. However grantee may opt to apply for another grant that would cover the said requirements if needed.
Define what is in Scope: - As discussed with the grantee the following steps will be done in order to quickly facilitate simple project implementation:
- Volunteers will provide workbook questionnaire to grantee, said workbook will be the basis of the volunteers on how they would configure NetSuite offline.
- Grantee will send the reply to the workbook questionnaire at least after a week that it has been provided to them.
- Volunteers will start configuring NetSuite based on the grantee’s reply in the questionnaires.
- Volunteers will schedule a walkthrough with the grantee to explain the configuration done and to settle any issues, problems or concerns identified in the configuration.
- After finalization of the configuration with the grantee, volunteers will schedule a process walkthrough with the grantee.
- Volunteer will also provide the walkthrough in the data import but it would be the grantee’s responsibility to do the importation of their data.
Define what is out of Scope: - The following are out of scope:
- 1. Web to Order
- 2. Marketing to ROI
- 3. Resource to Project
- 4. Project to Cash
- 5. Call to Resolution
- 6. Hire to Pay
- 7. Customization, workflows and the like are also excluded in this project. However grantee may opt to apply for another grant that would cover the said requirements if needed.
Outline Completion Criteria: - The project is considered complete once the grantee has accepted configurations done in their NetSuite and is able to work through the processes.
Project Schedule Example Identify the target deliverables and when they should be completed. Use the project template you were provided for guidance. Keep it simple—this can and will change! TIMELINE/ DELIVERABLES Example (feel free to add/delete items): Date | Responsible | Item | May 15, 2014 | ALL | Project Kick-off | May 21, 2014 | Celina & Eugene | Send Workbook to Grantee. | May 28, 2014 | Danielle | Return Workbook with reply to questionnaires. | May 29 – June 8, 2014 | Elizabeth & Celina | Offline Configurations | June 9, 2014 | Celina and Danielle & Shelly | Company Information | Enable Features | General Preferences | Setup Printing, Fax and Email | Rename Records/Transactions | Setup Auto-Generated Numbers | Setup Accounting | Setup Chart of Accounts | Setup Departments | Setup Classes | Setup Locations | Manage Accounting Periods |
| June 12, 2014 | Elizabeth and Danielle & Shelly | Inventory Items | Non-Inventory, Service, Other Charge | Item Groups, Assemblies, and Kits | Discounts and Markups | Item Costing | Price Levels | Price Groups | Quantity Pricing | Inventory Replenishment | Pricing Schedules (Vendors and Customers) | Custom Entity Fields | Lead/Prospect/Customer | Vendor | Contacts | Employees | Groups | Basic Projects | Setup Duplicate Detection | Activities | Bulk Merge |
| June 13, 2014 | Celina and Danielle & Shelly | Standard Entries | Recurring, Reversing Entries (memorized transactions) | Import Template | Budget Interface | Copy Budget | Import Budget | Financial Reporting Sections and Layouts | Year End Close | Financial Ratios | Bank Accounts | Bank Transfers | Deposits | Manual Bank Reconciliations | Online Bank Reconciliations | Credit Card Reconciliations |
| June 16, 2014 | Celina and Danielle & Shelly | Custom Sales Order Forms | Cash Sales | Sales Orders | Fulfillment Process | Invoices | Accept Customer Payments | Credit Card Processing | Credit Memo | Refunding Cash Sales | Custom PO Forms | Purchase Bills (Purchase Orders) | Pay Bills (Vendor Bills) | Vendor Returns | Purchase Credits | Print Checks |
| June 19, 2014 | Elizabeth and Danielle & Shelly | Lead Generation | Lead Sources | Lead Routing Rules | Sales Territories | Lead and Prospect Records | Opportunities | Statuses | Quotes (Estimates) | Quota | Forecast Inputs | Sales Rep Forecasts | Sales Manager Forecast |
| June 30, 2014 | Elizabeth /Celina and Danielle & Shelly | Searches | Reports | Printing Mailing Labels | Mass Updates | Alerts | Dashboard Basics | Roles and Permissions | Incorporating Searches and Reports | Publishing and Assigning to Roles | Review Role and Dashboard Requirements | Develop Role | Develop Dashboard |
| June 30, 2014 | Elizabeth /Celina and Danielle & Shelly | Data Migration/Final Walkthrough | June 30, 2014 | Eugene & Danielle | Project Sign-off. |
Grantee Organization Name: Port Washington Parent Resource Center Employee Volunteers: Maria Celina Bacani, Elizabeth Claitor, Eugene Zabala Project Manager: Eugene Zabala Project Request: General Coaching- Newbie Simple Implementation - Request: Port Washington Parent Resource Center just finished the NetSuite Essentials training and needs to be coached on using and administering the system more effectively.
- Expectation: Volunteer will assist and coach user to implement and use the system with confidence and effectively.
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