Charity Engine Scope - CE Paper · Products

V2

Essentials mapping; Rooted chooses based on best practices. Great for expedited timelines

Rooted Software will schedule and lead a sixty (60) minute call for:

Discovery of current data sources and data management processes

[Client] to screenshare and answer questions about the data processes

[Client] should be prepared to discuss specific data-related requirements for this migration.

Rooted Software will request and obtain access to the [Client]’s data via:

Admin-level front-end access to [historical database]

Database backup/full data exports of desired data

Rooted Software will map data from the existing source system(s) to [New Database]. The project technician will make independent mapping decisions based on their knowledge of [New Database] and information provided in the discovery calls. A 60-minute call will be scheduled and hosted by Rooted Software to review a list of specific data points that require feedback.

Rooted Software will manipulate legacy data to best work with [New Database] at the data technician’s discretion and with logic applicable to all similar records.

It is [Client]’s responsibility to provide Rooted Software with all the data points/fields by the first export of data. All instances/values of those data points should be provided in the final data export from [historical database]. Data not included will not be migrated; data not provided by [Client] will be assumed by Rooted Software as an intention not to migrate data.

Database backups/exports provided to Rooted Software should be complete and easily replicated three (3) separate times. Each time is provided for the release of the next database.

Rooted Software reserves the right to specify the format in which data must be submitted

Acceptable forms of data can be (but are not limited to):

SQL Backup (.bak or .sql files); Full Backup

Differential/transaction-log backups will not be accepted

CSV files

Structured spreadsheets - to be defined by the project technician

Unacceptable forms of data can be (but are not limited to):

Unstructured Spreadsheets - to be defined by the project technician

PDFs

Rooted Software will migrate user-provided data to a single database in up to (2) migration iterations, each to be followed by a period of user QA review:

First iteration: migrate (10) contact records (selected by technician) and associated gifts

Up to (1) week will be provided to complete the QA process

Second, Final iteration: migrate all final records and associated data into the database

Up to (1) week will be provided for ‘Post Live Adjustments’, to complete a review of the final database

QA review periods will include the following:

Rooted Software will perform a “spot” QA check before releasing any database to check for discrepancies in the test database. An overview of the import will be provided to the client, highlighting data issues that may have required omission and [client]’s attention to correct for a subsequent test/live release.

Up to one week of time for the client to review data migration and submit direct feedback to Rooted Software via an Online Form for each test iteration.

It is the responsibility of [Client] to review their test database thoroughly and bring any errors or desired changes to the attention of their project technicians. Rooted Software will not be responsible for errors and desired changes that are not raised during QA testing.

The client team should expect to take several hours to carefully review migrated data for accuracy and usability (i.e., "Did the right data migrate to the right place?")

Rooted Software will schedule calls with the client as needed to discuss QA submissions and necessary corrections per test database or iteration.

Rooted Software will coordinate with [Client] as the projected Go-Live date approaches to determine a “cut-off” date when the project technician will arrange for the final data export from [historical database]. Any data entered or updated in the [historical database] after this cut-off date will not be reflected in the live instance; this data is referred to as “GAP Data”.

Rooted Software will advise on the best practice for exporting gift and contact data and utilizing the [new database]’s offline gift and contact import process to import your GAP data. The import of the GAP data will be the [client]’s responsibility and limited to standard (daily) import processes.

Standard mapping: allows for clients to review all custom data in their source files and to identify (25) custom objects that they would like included for migration

Rooted Software will schedule and lead a sixty (60) minute call for:

Discovery of current data sources and data management processes

[Client] to screenshare and answer questions about the data processes

[Client] should be prepared to discuss specific data-related requirements for this migration.

Rooted Software will request and obtain access to the [Client]’s data via:

Admin-level front-end access to [historical database]

Database backup/full data exports of desired data

Rooted Software will map data from the existing source system(s) to [New Database]. The project technician will make independent mapping decisions based on their knowledge of [New Database] and information provided in the discovery calls. A 60-minute call will be scheduled and hosted by Rooted Software to review a list of specific data points that require feedback.

Rooted Software will manipulate legacy data to best work with [New Database] at the data technician’s discretion and with logic applicable to all similar records.

It is [Client]’s responsibility to provide Rooted Software with all the data points/fields by the first export of data. All instances/values of those data points should be provided in the final data export from [historical database]. Data not included will not be migrated; data not provided by [Client] will be assumed by Rooted Software as an intention not to migrate data.

Database backups/exports provided to Rooted Software should be complete and easily replicated three (3) separate times. Each time is provided for the release of the next database.

Rooted Software reserves the right to specify the format in which data must be submitted

Acceptable forms of data can be (but are not limited to):

SQL Backup (.bak or .sql files); Full Backup

Differential/transaction-log backups will not be accepted

CSV files

Structured spreadsheets - to be defined by the project technician

Unacceptable forms of data can be (but are not limited to):

Unstructured Spreadsheets - to be defined by the project technician

PDFs

Rooted Software will migrate user-provided data to a single database in up to (3) migration iterations, each to be followed by a period of user QA review:

First iteration: migrate (10-50) contact records (selected by technician) and associated gifts

Up to (1) week will be provided to complete the QA process

Second iteration (optional): migrate (100) contact records (selected by technician) and associated gifts

Up to (1) week will be provided to complete the QA process

Third, Final iteration: migrate all final records and associated data into the database

Up to (1) week will be provided for ‘Post Live Adjustments’, to complete a review of the final database

QA review periods will include the following:

Rooted Software will perform a “spot” QA check before releasing any database to check for discrepancies in the test database. An overview of the import will be provided to the client, highlighting data issues that may have required omission and [client]’s attention to correct for a subsequent test/live release.

Up to one week of time for the client to review data migration and submit direct feedback to Rooted Software via an Online Form for each test iteration.

It is the responsibility of [Client] to review their test database thoroughly and bring any errors or desired changes to the attention of their project technicians. Rooted Software will not be responsible for errors and desired changes that are not raised during QA testing.

The client team should expect to take several hours to carefully review migrated data for accuracy and usability (i.e., "Did the right data migrate to the right place?")

Rooted Software will schedule calls with the client as needed to discuss QA submissions and necessary corrections per test database or iteration.

Rooted Software will coordinate with [Client] as the projected Go-Live date approaches to determine a “cut-off” date when the project technician will arrange for the final data export from [historical database]. Any data entered or updated in the [historical database] after this cut-off date will not be reflected in the live instance; this data is referred to as “GAP Data”.

Rooted Software will advise on the best practice for exporting gift and contact data and utilizing the [new database]’s offline gift and contact import process to import your GAP data. The import of the GAP data will be the [client]’s responsibility and limited to standard (daily) import processes.

Advanced mapping: allows for clients to review all custom data in their source files and to identify which custom objects that they would like included for migration

Rooted Software will schedule and lead a sixty (60) minute call for:

Discovery of current data sources and data management processes

[Client] to screenshare and answer questions about the data processes

[Client] should be prepared to discuss specific data-related requirements for this migration.

Rooted Software will request and obtain access to the [Client]’s data via:

Admin-level front-end access to [historical database]

Database backup/full data exports of desired data

Rooted Software will map data from the existing source system(s) to [New Database]. The project technician will make independent mapping decisions based on their knowledge of [New Database] and information provided in the discovery calls. A 60-minute call will be scheduled and hosted by Rooted Software to review a list of specific data points that require feedback.

Rooted Software will manipulate legacy data to best work with [New Database] at the data technician’s discretion and with logic applicable to all similar records.

It is [Client]’s responsibility to provide Rooted Software with all the data points/fields by the first export of data. All instances/values of those data points should be provided in the final data export from [historical database]. Data not included will not be migrated; data not provided by [Client] will be assumed by Rooted Software as an intention not to migrate data.

Database backups/exports provided to Rooted Software should be complete and easily replicated three (3) separate times. Each time is provided for the release of the next database.

Rooted Software reserves the right to specify the format in which data must be submitted

Acceptable forms of data can be (but are not limited to):

SQL Backup (.bak or .sql files); Full Backup

Differential/transaction-log backups will not be accepted

CSV files

Structured spreadsheets - to be defined by the project technician

Unacceptable forms of data can be (but are not limited to):

Unstructured Spreadsheets - to be defined by the project technician

PDFs

Rooted Software will migrate user-provided data to a single database in up to (1) test database with (2) migration iterations, each to be followed by a period of user QA review:

A full test database will be provided

First iteration of test database: migrate (10-50) contact records (selected by technician) and associated gifts

Up to (1) week will be provided to complete the QA process

Second, Final iteration of test database: migrate all final records and associated data into the database

Up to (1) week will be provided to complete the QA process

The final/live database will be provided with one iteration and adjustments from the test database QA periods

Up to (1) week will be provided for ‘Post Live Adjustments’, to complete a review of the final database

QA review periods will include the following:

Rooted Software will perform a “spot” QA check before releasing any database to check for discrepancies in the test database. An overview of the import will be provided to the client, highlighting data issues that may have required omission and [client]’s attention to correct for a subsequent test/live release.

Up to one week of time for the client to review data migration and submit direct feedback to Rooted Software via an Online Form for each test iteration.

It is the responsibility of [Client] to review their test database thoroughly and bring any errors or desired changes to the attention of their project technicians. Rooted Software will not be responsible for errors and desired changes that are not raised during QA testing.

The client team should expect to take several hours to carefully review migrated data for accuracy and usability (i.e., "Did the right data migrate to the right place?")

Rooted Software will schedule calls with the client as needed to discuss QA submissions and necessary corrections per test database or iteration.

Rooted Software will coordinate with [Client] as the projected Go-Live date approaches to determine a “cut-off” date when the project technician will arrange for the final data export from [historical database]. Any data entered or updated in the [historical database] after this cut-off date will not be reflected in the live instance; this data is referred to as “GAP Data”.

Rooted Software will advise on the best practice for exporting gift and contact data and utilizing the [new database]’s offline gift and contact import process to import your GAP data. The import of the GAP data will be the [client]’s responsibility and limited to standard (daily) import processes.

Rooted Software will provide Managed IS support for [Client] through the time frame of the implementation to Charity Engine

The service provided is limited to Charity Engine

Support needs will be established and prioritized by collaboration between Rooted Software and [Client] on a monthly basis.

Rooted Software will respond to unlimited email requests within 1-2 business days of receiving them and resolve these requests based on determined priority.

[Client] can request 1, 1-hour consulting calls per month, as needed. (Rooted may require up to one week to accommodate).

Over the length of 3-4 months, Rooted will provided Managed IS support at 4 hrs a month.

General Configurations

General system configurations:

Rooted can setup the system per [Client] processes to ensure general SOPs can be followed. (Example: Creation of Custom Fields and Values, and customizable types within the system)

Setup of User Permissions

Automations: Within system limitations, Rooted will be able to build out automations that are not a 3rd part automation system.

Initial Template Creation

Based off of existing Content from legacy systems, Rooted will be able to create them in Charity Engine

(2) Receipting Templates

(2) Email Templates

Query Transfer

Queries cannot be migrated from a historical database to a current database, Rooted will assist in setting up (5) key queries from the [historical database] to Charity Engine

This is limited by Charity Engine’s Query tool’s functionality

Advanced Data Restructuring- Major changes or cleanup are desired in the current system. Rooted Software can help to determine the best way to accomplish this and work with you to utilize this season of change to re-structure some of your data.

Custom summarization of existing data

Field standardization

Splitting data elements into multiple fields/areas

Complete remapping of data structures i.e. Marketing, Designations, Custom Elements, Householding

Advanced Data Cleanup (combining records based on email addresses across systems is included based on feasibility)

Deduplication of Contacts based on custom logic (street address, phone, name fields, other) using with a client review process to verify logic and decisions before implementing.

Analytics and BI Reports - Not included in this tier

Custom Dashboards - Not included in this tier

Integration Setup of existing integrations

The following services are considered out-of-scope under this agreement unless otherwise agreed upon:

Migration of data which cannot be exported in records (such as file attachments, reports and queries, and email analytics)

Automations outside of listed systems

Receipting outside of listed systems

Reports and Queries outside of the capabilities of listed systems

Custom reports from a third-party system

Scoping, implementation, or support for custom and/or third-party system integrations

Corrections or changes to final database that were not included in the QA cycle feedback

BI report building and consultation (unless otherwise stipulated)

Meetings outside of detailed project meeting sequence and consulting hours.

Over the length of 6 months, Rooted will provided Managed IS support at 4 hrs a month.

General Configurations

General system configurations:

Rooted can setup the system per [Client] processes to ensure general SOPs can be followed. (Example: Creation of Custom Fields and Values, and customizable types within the system)

Setup of User Permissions

Automations: Within system limitations, Rooted will be able to build out automations that are not a 3rd part automation system.

Initial Template Creation

Based off of existing Content from legacy systems, Rooted will be able to create them in Charity Engine

(4) Receipting Templates

(4) Email Templates

Query Transfer

Queries cannot be migrated from a historical database to a current database, Rooted will assist in setting up (10) key queries from the [historical database] to Charity Engine

This is limited by Charity Engine’s Query tool’s functionality

Advanced Configurations

Online form creation

Analytics/BI Reports

Within system capabilities, Rooted will provide 1 custom report/month

Time needed to complete this report will be limited by the monthly hours with Rooted

Custom Dashboards

Within system capabilities, Rooted will assist in creation of (1) dashboard using existing custom reports and/or standard reports

Advanced Data Restructuring- Major changes or cleanup are desired in the current system. Rooted Software can help to determine the best way to accomplish this and work with you to utilize this season of change to re-structure some of your data.

Custom summarization of existing data

Field standardization

Splitting data elements into multiple fields/areas

Complete remapping of data structures i.e. Marketing, Designations, Custom Elements, Householding

Advanced Data Cleanup (combining records based on email addresses across systems is included based on feasibility)

Deduplication of Contacts based on custom logic (street address, phone, name fields, other) using with a client review process to verify logic and decisions before implementing.

The following services are considered out-of-scope under this agreement unless otherwise agreed upon:

Migration of data which cannot be exported in records (such as file attachments, reports and queries, and email analytics)

Automations outside of listed systems

Receipting outside of listed systems

Reports and Queries outside of the capabilities of listed systems

Custom reports from a third-party system

Scoping, implementation, or support for custom and/or third-party system integrations

Corrections or changes to final database that were not included in the QA cycle feedback

BI report building and consultation (unless otherwise stipulated)

Meetings outside of detailed project meeting sequence and consulting hours.

Over the length of 12 months, Rooted will provided Managed IS support at 6 hrs a month.

General Configurations

General system configurations:

Rooted can setup the system per [Client] processes to ensure general SOPs can be followed. (Example: Creation of Custom Fields and Values, and customizable types within the system)

Setup of User Permissions

Automations: Within system limitations, Rooted will be able to build out automations that are not a 3rd part automation system.

Initial Template Creation

Based off of existing Content from legacy systems, Rooted will be able to create them in Charity Engine

(8) Receipting Templates

(8) Email Templates

Query Transfer and Request

Queries cannot be migrated from a historical database to a current database, Rooted will assist in setting up key queries from the [historical database] to Charity Engine

This is limited by Charity Engine’s Query tool’s functionality

[Client] is able to request queries to be built for use. The desired inclusions/exclusions of data will be [Client]’s responsibility to communicate with Rooted upon initial query request.

Advanced Configurations

Online form creation

Analytics/BI Reporting

Within system capabilities, Rooted will provide 1 custom report/month

Time needed to complete this report will be limited by the monthly hours for Tier 3

Custom Dashboards

Within system capabilities, Rooted will assist in creation of (1) dashboard using existing custom reports and/or standard reports

The following services are considered out-of-scope under this agreement unless otherwise agreed upon:

Migration of data which cannot be exported in records (such as file attachments, reports and queries, and email analytics)

Automations outside of listed systems

Receipting outside of listed systems

Reports and Queries outside of the capabilities of listed systems

Custom reports from a third-party system

Scoping, implementation, or support for custom and/or third-party system integrations

Corrections or changes to final database that were not included in the QA cycle feedback

BI report building and consultation (unless otherwise stipulated)

Meetings outside of detailed project meeting sequence and consulting hours.

Charity Engine Scope - CE Paper

CE Paper - Migration (3-month duration):

Essentials - $2,250/mo

Mapping

Data

Iterations

QA

GAP Data

Standard - $3,550/mo

Mapping

Data

Iterations

QA

GAP Data

Advanced - $4,750/mo

Mapping

Data

Iterations

QA

GAP Data

CE Paper - Implementation Managed Systems Scopes

Scope - Essentials MS: 3-4 months $2,000-$2,750

Implementation Support

Additional Services (at additional cost-estimate based on request)

Exclusions

Scope - Standard MS: 6 months $4,000

Ongoing Monthly Support

Inclusions

Additional Services (at additional cost-estimate based on request)

Exclusions

Scope - Advanced MS: 12 months $12,000

Ongoing Monthly Support

Inclusions

Exclusions