Learning Committee Discussion Points and Questions for ParishSOFT
Learning Committee
I am providing the following information as a way to share work that has been done by various committees in regards to moving to the ParishSOFT software products. As you might recall these user, community committees evolved out of our two days test drive of the ParishSOFT back in November.
During the first two weeks of December, I scheduled six Learning Committee meetings. These meetings were broken down into two groups; one dealing with Parish Accounting / Finance (ParishSOFT ConnectNow Accounting Suite) and the other based on Parish Census (ParishSOFT ConnectNow Family Suite). The two groups were further broken down into three smaller groups that were based on region.
Each of these meetings was a brainstorming session where the members came up with ideas on training needs and requirements in regards to successfully implementing the ParishSOFT ConnectNow Accounting Suite and ParishSOFT ConnectNow Family Suite. The committee members discussed meeting at several different times including before, during, and after implementation of the ParishSOFT products.
Below are the consolidated topics that were discussed at these meetings and follow on meetings during early January. The notes were somewhat modified to questions and discussion point for ParishSOFT to comments on. In the text that follows the original text from the committee appears in black, followed by a ParishSOFT response in blue, then a comments from the ADW in orange and a possible ParishSOFT follow up in blue. These questions, discussion points and comments were used during a conference call on February 12, 2015 between the committee members and ParishSOFT.
If you have any questions about the contents or overall process please feel free to contact me;
Will Potter
301-853-4494
ParishSOFT ConnectNow Accounting Suite
It was the consensus both committees that the ParishSOFT ConnectNow Accounting Suite should be implemented first
Training Delivery
Several committee members had questions for ParishSOFT in regards to training delivery. Questions for ParishSOFT will be presented to ParishSOFT in January for discussion with the group by teleconference. Some of the training Delivery questions are
· How will training be delivered? General approach – Typically, we start with an orientation for all parish bookkeepers and accountants so they can discuss the standard chart of accounts, diocesan standards, and ask questions in general. This is also a time for them to see an overview of the system. If desired, we can do a more high level orientation for pastors as well. After orientations, onsite hands-on training is scheduled for 10-15 parishes at a time. Follow up user groups and advanced training can be built into the implementation plan if desired.
· Will ParishSOFT provide training regional dedicated resources? – ParishSOFT trainers typically are onsite for the orientation and hands-on training. ON SITE MEANS SOMEWHERE IN THE ADW BUT 10-15 PARISHES ATTEND? IS THERE AN OPPORTUNITY FOR ANY 1 TO 1 TRAINING WITH LESS EXPERIENCED BOOKKKEEPERS? – Typically we start with small onsite trainings for 10-15 parishes but if there is a need to adjust that or to provide additional training for certain parishes/bookkeepers, it is definitely possible.
Reports Training
At all three learning committee (Accounting) meetings various topics were discussed involving reports. These topics included – We can customize the training sessions as desired. IT IS SUGGESTED THAT WE GO THROUGH THE ENTIRE PROCESS PRIOR TO THE BOOKKEEPERS BEING ENGAGED SO WE CAN INSURE ALL TOPICS ARE COVERED SUFFICIENTLY – Agreed, at the beginning of the implementation process, the ParishSOFT Project Manager with go through all of the implementation steps with Archdiocesan leadership and customize the rollout plan so that the actual process will be successful for all involved.
· Specialized training for Monthly Checklist of reports
· Bookkeeper reports
· Reports for Terry Farrell and the Archdiocese or can those reports be pulled by Terry and team?
· Ad hoc reporting and report generator focused training
· Specific reports for certain timeframes i.e. weekly, monthly, etc.
· Pastor specific reports
o Pastor oriented training mainly reports for Finance committee
o Show how reports are tied, linked or related together
Documentation
It was expressed at all of the meetings that documentation was a shortcoming of the current accounting environment. The user community would like to be able to generate documentation or at least have it available online and be able to print it out. The following were specifically noted. – User guides, help articles, subject-specific videos, update release notes, and technical support contact information can be found within the CN Accounting system. In addition, we will create a customized training manual specific to the Archdiocese of Washington for all parishes. OK
· Manuals, Documents and Procedures
· Ability to generate a book based on PDF and training
History
During the learning and process meetings questions arose about historical accounting data, those questions included the following and have been record in both committee minutes;
How much GP historical data gets convert to ParishSOFT ConnectNow Accounting Suite? – See my comments in the Process Committee document – we will want to discuss possible chart of accounts changes first as that could affect accounting data conversions. IT IS SUGGESTED THAT AT LEAST SUMMARY DATA BE CONVERTED IN THIS PROCESS. HAVING PARISHES ENTER NET CHANGES INTO THE PARISHSOFT SYSTEM CREATES AUDIT ISSUES - – If we can get an export from GP to Excel of beginning balances, vendor information, and period changes then we can populate beginning balances and vendors…and there is a journal entry population feature on the diocesan side of the system that will accept a spreadsheet import of period changes (done by someone at the Archdiocese) going back as far as you would like (or GP allows). For CMS conversions, we can bring over detail for the previous year (can do up to two years if the previous year is not archived – make sure parishes are not archiving).
· What about prior year history? - For CMS conversions we can bring over previous year information (can do up to two years if the previous year is not archived – make sure parishes are not archiving) and then we typically recommend keeping CMS and/or reports for anything prior. For GP, there is a journal entry population feature on the diocesan side of the system that will accept a spreadsheet import of period changes (done by someone at the Archdiocese) going back as far as you would like (or GP allows).
· How will we pull information out of GP once it is decommissioned?
· Questions about GP History could be 3 to 4 years’ worth of history
o Could be exported to Excel or PDFs?
I suggested that GP Historical Data will need to be a topic of discussion with Terry Farrell and Team in a separate meeting
Miscellaneous Training Items
· More clarification on ParishSOFT Support Staff
o Is the ParishSOFT Support real-time support? – Yes, live answer and email technical support is available Monday-Friday 900am-700pm Eastern Time. In addition, the Archdiocese will have a ParishSOFT project manager as the main point of contact during the actual rollout of the systems. WE SHOULD HAVE INTERNAL CONVERSATION AS TO WHO THE PROJECT MANAGER SHOULD BE. MY INITIAL THOUGHTS IS THAT THIS PERSON NEEDS TO HAVE ACCOUNTING EXPERIENCE
· One of the ParishSOFT ConnectNow Accounting Suite Training topics should be on Bill Paying, with an adequate amount of time planned for this topic – This is typically one of the main focuses of the onsite training. IN CONVERSION, HOW ARE OPEN PAYABLES ACCOUNTED FOR, RECONCILED? - With the CMS conversions, open items such as payables, etc. will get converted. For GP conversions, we will provide a guide that walks parishes through how to get outstanding items into the system.
· Training should focus on the full monthly cycle – The onsite training usually includes an overview of the operations that need to be done every month. OK
· What about fiscal and/or calendar year-end processes? – We will build these processes into the training as well. OK
· **Category usage
o Standards and Structures
o Categories and sub accounts
§ In the ParishSOFT ConnectNow Accounting Suite, these are called sub programs but they are also labeled categories. It is possible to assign these sub-program numbers to accounts, as they are setup in the system without causing problems in the merging of data with other parishes (done by Terry Farrell each month). Reports can be created using these sub-program numbers as the filter – income and expense reports, detail general ledgers, etc. This is extremely helpful for our staffs that have budgetary responsibility for these areas. It was very simple to create customized reports at a minute’s notice in CMS. This is what the ParishSOFT staff who made the presentations on 11/12 said was possible as long as it is set up from the beginning this way. I think many parishes would find reports like these helpful. – Correct, in CN Accounting the Archdiocese has the ability to allow parishes to use subaccounts for additional tracking and reporting at the parish level. In addition, a functionality called Projects is included to help track events, fundraisers, etc. that are unique to a particular parish without the need to add to the chart of accounts. ADDITIONAL DISCUSSIONS AROUND SET UP OF THE SYSTEM…I.E. WHICH ACCOUNTS WILL BE LOCKED DOWN BY ADW? FOR INSTANCE, THE FUND BALANCE ACCOUNT SHOULD NOT BE OPEN FOR MONTHLY ENTRIES WITHOUT HAVING PRIOR AUTHORIZATION FROM ADW
· Training should be ongoing after ParishSOFT ConnectNow Accounting Suite implementation – Agreed, there are more advanced virtual, web training sessions available. Also, we can help organize user group meetings to discuss advanced topics, answer questions, and review best practices. OK
Additional Questions for ParishSOFT
· How does ParishSOFT handle the usage of Sandbox and Dual process during cut over? – For the implementation, we build a training database for the Archdiocese in addition to the live database. This training database is used for the onsite training and will be available for additional instruction in the future or for new staff. OK
· Where will ParishSOFT ConnectNow Accounting Suite support come from? – During the implementation, the ParishSOFT Project Manager will be the primary contact for the Archdiocese. In addition, users can contact the Technical Support team for more assistance. OK
· Can multiple windows be opened at once? – No OK
· Is it possible or advisable a month or so before ParishSOFT ConnectNow Accounting Suite implementation to play data than come in for training? – It is certainly possible, although we have learned that users have a better understanding of what to do in the system after training. OK
· Is it possible to review and/or evaluate ParishSOFT Training material in advance? – Yes, I can provide training materials used in previous implementations if desired. PLEASE REQUEST ALL TRAINING MATERIALS FOR REVIEW – Sending a sample training manual…keep in mind we customize manuals based on the Archdiocesan chart of accounts and standards.
ParishSOFT ConnectNow Family Suite Census
Documentation
Similar to accounting the user community for Census would like to be able to generate documentation or at least have it available online and be able to print it out or have ParishSOFT ConnectNow Family Suite Manuals. - Currently, CN Family Suite includes a context-sensitive help guide within the system that is searchable and in which menu options change depending on where users are working in the system. We are developing printed manual options as well. Customized training manuals for the Archdiocese will be included as part of the onsite training for parishes.
Reports Training
At all of Learning Committee meetings, various topics were discussed involving reports. These topics included
· ParishSOFT ConnectNow Family Suite reports and how they are different from CMS reports – It would be helpful to know of any specific CMS reports that are regularly used by parishes.
o Enhancements
o Improvements
· Exception reports keep track of parishioners and non-parishioners information related to Census and parish activities
· Ad Hoc and report generator based reporting – Available with the CN Intelligent Query (IQ) module
· Does the report generator get updated as mods are made to the module? - Yes
· How is training handled for module upgrades/modifications? – Upgrade release documentation is provided for every new version of the system. In addition, for some releases we have offered a webinar to show what has changed in the system.
· Pastor oriented training that covers Pastor use of Contribution reports, and other specific needs i.e. family and/or demographic inquiries - We can include this as part of the implementation plan.
Security
It was raised as a minor concern that the security features and setting of roles and access levels seemed somewhat complex, the members of the committee wanted more information in this area such as
· Is there dedicated security based training – Typically, at the beginning of the onsite training, there is an overview of security, roles, permissions, etc.
· Is it a separate training class or part of main training? – Usually part of the main training
· Does the security training cover – Yes to all below
o Read only access for look ups
o How to setup security settings
o Security roles and training for general system security
Census Cleanup
· Data massaging and cleanup before conversion
· Start data conversion how and when and what
· What are the data things that we can be doing now so we can use this next 6 months to clean data before we convert – Before conversion, it is important to have the gender field filled in and to make sure that marital status for heads of household and couples are defined.
· Are these the only data points that require cleanup prior to conversion? – The Communications Team here is working on an extensive document for Archdiocese of Washington parishes detailing the differences between CMS and CN Family Suite, including items to be aware of before and after the conversion process. I should have an approved final document to share by the end of next week.