Oak Managed Implementation Guide

Your implementation is underway! The Donorfy subscription should have been setup and your team can make a start familiarising themselves with your new CRM.

This week, you’ll prepare data in the migration templates for submission in Week 2.  
 
Tasks to Complete 

•    Set up your Donorfy subscription 
•    Connect Donorfy to your email server 
•    Invite your consultant to be an Administrator in your Donorfy 
•    Apply for your JustGiving Data API (Details below on how to do this) 
 
Project Training to Complete 

•    Starting a Donorfy Trial 
•    Logging Into Donorfy 
•    How to Get help 
•    Set Up – IT Administration 
•    Adding a new Constituent 
•    Adding a Donation & Thanking by Email or Letter 
•    Send to Donorfy 
 
Data Review Meeting (3 hours) 

This meeting will discuss how you are collating data in the migration template provided. Please share your migration template via screen share and update the consultant on the progress you are making. It’s an opportunity to ask questions and seek advice about populating the templates from your own data sets.  
 
We will also talk through Tags in Donorfy. Following on from this, we advise that you have your own internal meeting to plan out the Tags and Tag Categories you would like to have in your version of Donorfy. 
 
Please note: Managed Onboarding packages do not include data extraction consultancy.  
 
Apply for your JustGiving API 

For the JustGiving integration that will be made live later in the project, you will need to now apply for an upgraded API for the integration between Donorfy and JustGiving.  Firstly, register for access to the JustGiving API via https://developer.justgiving.com/signup.  
 
Once this has come through, request to upgrade your API to the Data API Plan by raising a JustGiving developer support request. It depends on how busy they are at JustGiving as to how long this takes to come through. You will also need to know your JustGiving charity ID – this is saved in your JustGiving account under Settings>Edit Charity Details> Charity ID. You will get an email with the info for the new Data API - save this and we can then do the rest when we go through your integration’s session.  

This week you will finalise the first data set to be submitted to your consultant ready for Week 3’s Configuration Workshops. Your Project Team will work together in-house to build up a list of potential configuration settings to discuss with your consultant in the Configuration Workshops.   
 
Tasks to Complete
 
•    Submit your migration template to Donorfy before the submission deadline 
•    Consider your Financial Configuration settings in Donorfy 
•    Collate GDPR consents from the data template and current website 
•    Charity Project team to create a 1st draft of Tag Categories and Constituent Types •     Review Opportunities settings in Donorfy 
 
Project Training to Complete 

•    Tags & Activities 
•    Configuration: Financial Settings 
•    Configuration: Opportunities 
•    Configuration: Preferences 
 
Data Delivery Deadline for Configuration  

Use WeTransfer and send your consultant your migration template before the submission deadline. Always password protect your template and remember to let us know the password.  
 
Please note: If you submit data after the deadline, this may affect the project schedule. If the schedule is changed by the client mid-project, then this may incur additional costs – read more about this here.
 
Configuration Settings: Financial 

We encourage you to use this week’s training to inform you how to update financial configurations in Donorfy. Once in Donorfy, these can be reviewed and updated with your consultant. The settings to be configured are: 

•    Payment Methods 
•    Funds 
•    Bank Accounts 
•    Products 
•    Department 
 
Please note: Any settings added to Donorfy MUST be an identical match with the same fields in your data template. 
 
Configuration Settings: Purposes 

Purposes are the permissions your constituents will have given regarding what you can contact them about, for example, “I consent to receive information about fundraising appeals”.  
 
You will likely have recorded a series of consents or opt-ins for your constituents. Please collate these different consents in a word document and bring to the configuration workshops. Your consultant will work with you during the workshops to translate these into Donorfy Purposes.  
 
Configuration Settings: Tags 

Tags are the best place to represent the different identities of your constituents – for example tags could be Regular Giver, 2022 London Marathon Participant, Volunteer etc.  
 
Meet with your team and decide on your potential Tag Categories. We suggest no more than eight categories. Use the resources in this week’s training to help inform your list of categories and bring them, as a Word document, to the configuration workshop.  
 
Please note: All Tags and Tag Categories that correspond to your data set to be migrated must be added to Donorfy before the migration takes place. 
 
Please note: If you add Tag Categories to Donorfy, please do not remove the Recency, Frequency, Value tags category or its contents. 
 
Configuration Settings: Constituent Type 

Constituent Type can split constituents into broad groups. Typically, you will have no more than six broad groups, for example: 

•    Individual 
•    Company 
•    Trust 
•    Community Organisation 
•    Statutory Funder 
 
You may have companies or organisations subdivided into different types – Tags are the best place to house these subdivisions. Work with your Project Team to build a list of Constituent Types related to the data you are migrating and bring to Week 3’s workshops. 
 
Configuration Settings: Campaigns 

Campaigns are where you recognise your fundraising appeals. Any income needs to be added to a campaign, whether a proactive campaign, such as the 2022 Great North Run, or a more reactive campaign over a fiscal year, for example, 2022-2023 Ad-Hoc Unsolicited Income. There will be some multi-year campaigns (notably Regular Giving) and you may wish to call these names such as Regular Giving Campaign or Membership Income, where specific years are left out of the campaign name.  
 
Please note: Any Campaigns that appear in your data to be migrated must be added to Donorfy before migration.

You will spend this week configuring your Donorfy and interrogating the data in your migration template. Your Donorfy consultant will guide and advise on how your Donorfy system can be configured to suit your organisation’s needs.  
 
Tasks to Complete 

•    Attend Configuration Workshops 1&2 
•    Attend Opportunities Workshop 
•    Follow-up work from Workshops 
 
Project Training to Complete 

•    Use the Academy's on-demand resources to choose relevant training 
 
Data Configuration Workshops  

In each workshop, your Project Team will work with the consultant on ensuring that your data in your template can be migrated into Donorfy. During the workshops, the project team will refer to all the preparations you did in Week 2 to help inform your Donorfy configuration. The consultant will suggest the best ways to configure Donorfy and build on your preparation work.  
 
Finally, the data template will be returned to you, and your Project Team will update any relevant fields identified in the workshops.  

This week, you will use the knowledge gained from the data mapping workshop and begin preparing your final data set in the migration templates for import.

Tasks to Complete

• Update Data migration template ready for migration

Project Training to Complete

• Use the Academy's on-demand resources to select relevant training

Check-in - Final Data Preparation (Optional, 1 hour)

Your consultant will have scheduled a Check-in to see how your final data template is progressing.

You may decide that you are progressing well and do not need the meeting – if so, please let the consultant know. However, you may have a few outstanding questions – this is the place to ask and resolve these as you finalise your data template for migration.

 

This week, you will submit your final data set to Donorfy so we can migrate your data into Donorfy.

Tasks to Complete

• Submit your migration template to Donorfy before the submission deadline

Project Training to Complete

• Use the Academy's on-demand resources to select relevant training

Data Delivery Deadline for Migration

Use WeTransfer and send our consultant your final data template before the submission deadline. Always password protect your template and remember to let us know the password.

Please note: If you submit data after the deadline, this may affect the project schedule. If the schedule is changed by the client mid-project, then this may incur additional costs – read more about this here.

 

This week, we will migrate a test sample (roughly 10%) of your data Into Donorfy. As we migrate this test sample, you can spend more time training on how to use Donorfy.  
 
Tasks to Complete 

•    Begin populating your Donorfy Protocols Template ready for Go-Live.  
 
Project Training to Complete 

•    Use the Academy's on-demand resources to select relevant training 
 
Check-in with your Consultant 

You can use your check-in to give feedback on the project so far and ask any questions about the next steps.        

This week your Project Team will check the test data migrated into Donorfy and sign-off the test data migration.

Tasks to Complete

• Attend Data Validation Meeting (2 hours)
• Validate the test data migration to Donorfy using the Data Validation Form
• Submit any validation comments to your consultant by the Test Data Validation Deadline

Data Validation & Data Validation Deadline

Your consultant will let you know when your migrated test data is ready to validate in Donorfy. Data Validation is where the Project Team will cross-check a series of records from your Data Migration Temple with the records and data now held in Donorfy. The test validation aims to confirm the data has been migrated correctly and to highlight anything you may want to be done differently when the final migration occurs.

If the Project Team find any inconsistencies, then they have up until the Data Validation

Deadline to complete and submit a Validation Form to their consultant. If no Validation Form is submitted by this deadline, then the validation part of the project will be considered completed, and the final migration of all data will occur.

Please note: Whilst our team will work tirelessly to migrate data accuracy, with multiple checking, it is the responsibility of the Project Team to report any inaccuracies before the Data Validation Deadline. Any comments or findings submitted after this deadline will be considered out of this project's scope of work.

As we undertake the data migration this week, you will spend time looking at which of the standard Donorfy integrations you plan to use, as well as learning more about Donorfy Forms. Your end-user training session will also take place. 
 
Please Note: Data migration times may vary depending upon the size and complexity of data.  
 
Tasks to Complete 

•    Have your JustGiving upgraded data API ready for the Integrations Workshop 
 
Project Training to Complete (if relevant) 

•    Eventbrite 
•    Facebook Giving 
•    JustGiving Integration 
•    Mailchimp or DotDigital Integration 
•    Forms 
•    Enthuse 
 
Integrations & Forms Workshop (2 hours) 

This workshop will demonstrate how to use Donorfy to connect to different platforms. The consultant will show you how to connect to whichever of our standard integrations you require. 
 
In addition, time will be spent demonstrating Donorfy Forms and how to create them.  

This week your Project Team will check the final data set that has been migrated into Donorfy and sign-off the data migration part of your onboarding project.  
 
Tasks to Complete 

•    Validate the data migration to Donorfy 
•    Submit any validation comments to your consultant by the Data Validation Deadline  
 
Project Training to Complete 

•    Use the Academy's on-demand resources to select relevant training 
 
Lists & Auto-tags Workshop (2 hours) 
 
This workshop will demonstrate how to use Donorfy to streamline your campaign processes using campaigns, lists and auto-tags. 
 
Data Validation & Data Validation Deadline 
 
Your consultant will let you know when your final migrated data is ready to validate in Donorfy. Data Validation is where the Project Team will cross-check a series of records from your Data Migration template with the records and data now held in Donorfy. The aim of validation is to confirm the data has been migrated correctly.  
 
If the Project Team find any inconsistencies, then they have up until the Data Validation 
Deadline to complete and submit a Validation Form to their consultant. If no Validation Form is submitted by this deadline, then the validation part of the project will be considered completed.  
 
Please note: Whilst our team will work tirelessly to migrate data accuracy, with multiple checking, it is the responsibility of the Project Team to report any inaccuracies before the Data Validation Deadline. Any comments or findings submitted after this deadline will be considered out of this project's scope.  

Now that you have gone live with your new Donorfy CRM. We will import the remaining records that were captured on our templates during your downtime period.

Tasks to Complete

• Hand over your temporary data capture templates for migration

Project Training to Complete

• Use the Academy's on-demand resources to select relevant training

Check-in with your Consultant

You can use your check-in to give feedback on the project so far.  

This week you should plan for your Donorfy to Go-Live! We are there for last-minute questions as you get going on your Donorfy journey. Your Project Team will now have had two months of exposure to Donorfy, spent time with our experts and have many hours of training under their belts. 
 
The Project Team are ready to ensure that Donorfy will make a transformational impact at your charity. Over the coming weeks, they will continue to build new tags, activities and add data as required to meet your needs. In-line with your Onboarding Package, your On-Demand Resource access will be extended as you Go-Live and start to use Donorfy.  
 
Bespoke End-User Training (8 hours) 

Bespoke training with the agenda set between the customer and the consultant. To cater for customers unique configuration so the end users can learn how to use Donorfy that’s specific to their organisation.  
 
Go-Live Consultancy (2 hours) 

This meeting gives the team access to your consultant to ask last-minute questions before the onboarding project is completed.