SuiteVolunteer Project Overview

Grantee needs to implement NetSuite for CRM (specifically donor management/ fundraising)

Volunteer will work with the grantee to get CRM data into NetSuite in a usable format to meet the organization's priorities.

PROJECT BRIEF

Grantee Name (org & individual): Training4ChangeS.org - Daniel Thomae, Director

Volunteer Name(s): Eugene Zabala, Wilbert Jonathan B. Efondo, Shimero Jainga

Customer #: 3825908

Account Manager Name: Erin Dieterich, Rhoda Navarro

Project Type (i.e. Dashboard): Simple Implementation

Training4changeS - Project Brief and Schedule - Final.pdf

SCOPE

Business Requirements

• Training4Changes is a non-profit organization that provides leadership and skills training for South African youth. They use futsal (hard court football) as a way to integrate the youths’ lifestyles and draw them into safer environments that enhance life growth. They have various programs that teach life skills and futsal, as well as training for coaches involved with the youth.

• As such, the not-for-profit organization has donors that support its mission. Most of these are based in the United States.

• The organization deals with its donors in a more relational way, instead of transactional. This means they nurture the relationship through continued contact and communication, using phone, email, instant messaging, snail mail, and other types of communication.

• So far, they have around a hundred active donors.

• The organization will need a system that will keep track of donors and their donations. Basically a fundraising system. Details will be discussed in configuration sessions.

• Training4Changes will have three full-time employees who will use the system.

• Daniel Thomae has gone through the Netsuite Essentials Training in December 2013.

In Scope

Overview, Navigation, and Setup

Review Netsuite Setup and related preferences set up.

Navigation, menu options and report overview.

Customer Relationship Management

The Netsuite volunteer will guide the grantee on basic customer record setup, configuration and management.

The volunteer will guide on how to create, configure, and management contacts.

The volunteer will teach the grantee on basic activity management, such as phone calls, messages, tasks, calendar events, and notes.

The Netsuite volunteer will provide an overview of customer-related reports.

Accounting

The NetSuite volunteer will provide the best practices for creating chart of accounts and setting up the general ledger system, including general accounting setup, accounting period management, setup and configuration of account balances, and overview of the basic financial reports.

The volunteer will walk the user through creating and maintenance of financial segmentation such as departments, locations, and classes.

The volunteer will teach the journal entry process as well as budgets.

The volunteer will guide the grantee on the creation and maintenance of Accounts Receivable transactions, like customer invoices, payments, and credit memos.

The volunteer will teach the grantee on creating and maintaining Accounts Payable transactions, such as bills, check payments, and vendor credits.

Dashboards and Configuration

The Netsuite volunteer will teach grantee on how to configure dashboards and portlets.

Customization

The Netsuite volunteer will provide guidance to the grantee on creating custom fields and forms wherever applicable.

Data Migration

The NetSuite volunteer will provide the grantee a high-level overview of Netsuite’s data import process.

Out of Scope

Order Management, Sales Force Automation, Purchasing, Item Management, Donor Management Bundle, User Training

Completion Criteria

The project is complete when the volunteer has provided guidance to the grantee on the aforementioned items in-scope.

Basically the grantee’s measure of success is when they are able to track their donors, their transactions with them, and their communications in an easy and effective way.

Project Schedule at a Glance (tentative)

Introductory Call - February 12
Scoping Document Delivery & Sign-off - March 1
Configuration Sessions - March 5 – March 21
User Acceptance Testing - March 24 – March 28
Go-Live - March 31

Note: Please see the project scoping and schedule document, thanks!

Black-out Dates

Shimero - PTO on Feb. 20 & 21, March 28 - 31
Eugene - ???
Wilbert Jonathan - ???
Daniel - Feb. 25, March 4 (South Africa)

Contact Numbers

Full Project Schedule

*Date*	*Responsible*	*Task*	*Status*	*Notes*
Feb. 12, 2014	Volunteer and Grantee	Introduction Call	Completed
Feb. 21	Volunteer	Volunteer delivers completed project brief & timeline to grantee	Completed
Feb. 21 – 26	Grantee	Grantee signs off on project brief & timeline	In progress
March 7	Grantee & Volunteer	Session #1 1. Overview, Navigation, and Setup 2. Accounting Setup: Setup, CoA and Segmentation, Journal Entries
March 12	Grantee & Volunteer	Session #2 1. Customer Relationship Management and Customized Donor Management System (including A/R and Items)
March 14	Grantee & Volunteer	Session #3 1. Reports 2. Dashboards and Configuration 3. Data Migration (Customers)
March 7-31	Grantee & Volunteer	Ad hoc Sessions 1. Other questions and concerns not covered in the regular sessions 2. Deliverable items 3. Volunteer-assisted user testing
March 31	Grantee & Volunteer	Project Completion
	Volunteer	Survey/ feedback given to NS.org

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