Map Master Test
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Transcript of Map Master Test
Ministry Action Plan
2Ministry Action Plan
3
Prepared for Vicki AycockTarrytown United Methodist Church , Austin, Texas Prepared by: Keith Hudgins, Implementation Specialist
Table of Contents
2Project Preview
2Purpose and Approach
2Key Milestones and Deadlines
2Data Conversion Notes
2Data Consolidation
2Data Mapping
2Information Missing from Data Conversion
2The Project
2Phase One Engage the Team
2Establish a MAP Team
2One Staff One Database
2Complete Transition to ACS OnDemand
2Configure ACS Financial Modules
2Data Clean Up
2Define Terms
2Establish Data Entry Process
2Create a Database Maintenance Plan
2Clarify Address Types
2Clarify Phone Types
2Clarify E-Mail Types
2Define and Document Membership Process
2Set Up Member Statuses
2Configure ACS for Tracking Other Key Individual Information
2Configure Security Settings
2Train on People Profiles, Searches, and Reports
2Launch SpeedCheck for Check Scanning
2Configure Contributions to Interface with General Ledger
2Purchase Implementation Services
2Phase Two Evaluate
2Facilities and Event Calendars
2Evaluate Using Facility Scheduler for Managing Calendars and Scheduling Resources
2Establish Plan and Timeline for Implementing Facility Scheduler
2Configure Facility Scheduler
2Assess Access ACS Features
2Establish Timeline and Plan for Implementing Access ACS
2Obtain Merchant Account for Online Giving and Event Registration
2Connections
2Define and Document Newcomer Process
2Configure ACS for Tracking Membership Process
2Analyze Data Needs Relative to Newcomer Process
2Configure ACS People and Connections for Tracking Newcomers
2Analyze Data Needs for Tracking Hospital Visits
2Analyze Data Needs for Tracking Grief Recovery Contacts
2Analyze Data Needs for Tracking Contacts Triggered by Key Life Events
2Analyze Data Needs for Tracking Other Pastoral Care Contacts
2Configure ACS People and Connections for Tracking Pastoral Care Contacts
2Develop Process for Reviewing and Purging Data
2Prepare Access ACS for Launch
2Update E-mail Addresses for Access ACS
2Groups
2Develop and Document a Launch Plan for Groups
2Cleanup Existing Group Rosters and Lists
2Configure Preferred Lists in ACS
Error! Bookmark not defined.Create Master Group for Tracking Adult Sunday Classes
2Configure Access ACS for Tracking Small Groups
2Make Small Group Information Available Within ACS People
2Establish Protocols for Adding Groups
2Establish Protocols for Reviewing and Purging Data
2Check-In
2Complete Preparations for Using Checkpoint
2Configure Checkpoint System Configuration
2Configure Checkpoint Sessions
2Configure Checkpoint Templates
2Configure User Logins
2Other Steps
2Evaluate SafeGuard and Secure Search for Background Checks
2Define and Document Church Communication Strategy
2Enable ACS Pay Plus for Online Giving and Event Registration
2Establish Protocols for Bulk Email Usage
2Launch ACS Preferred Lists to Manage Distribution Lists
2Phase Three Execute
2Configure and Launch Safeguard for Tracking Volunteer Screening Steps
2Integrate Calendar and Event Registration Tools with Website
2Launch Facility Scheduler to Staff
2Utilize Access ACS Calendar Links on Website
2Launch ACS Checkpoint for Child Check-in
2Launch Access ACS and ACS Church Life for Staff
2Launch Online Giving in Access ACS
2Launch Event Registrations with Payments Using Access ACS
2Soft Launch Access ACS to Lay Leaders
2Full Launch Access ACS to Congregation
2Transition All Applicable Ministries to Use ACS for Attendance Tracking
2Train Staff, Lay Leaders, and Congregation in Using Pastoral Care Tools
2Launch ACS Connections and Access ACS for Communicating Connection Assignments
2Launch Group Tools to Lay Leaders
2Launch ACS Broadcast for Electronic Signage
2Implement Plan for Tracking Marketing Effectiveness
2Phase Four Continue to Build Out Functionality
2Compile List of Current Serving Positions
2Define and Document Processes for Recruiting New Volunteers
2Analyze Data Needs Relative to Tracking Serving Profiles
2Create Positions with Descriptions in Access ACS
2Configure Access ACS Serving Attributes and Qualifications.
2Establish Protocols for Conducting Reviews of Expiring Screening Steps
2Launch Access ACS Serving for Tracking Volunteer Service
2Evaluate Using The City in an ACS Integrated Environment
2Resources
2Groups- How They Work
2Implementation and Training Plan
2Implementation Plan
2Training Plan
2Closing
2Thank You
2Contacts
Project Preview
This Ministry Action Plan was created based on discussions with staff and leaders at Tarrytown United Methodist Church (Click to enter "ABBR"), Austin, Texas and determine how best to use ACS (or other tools/software when needed) to meet those needs. Keith Hudgins conducted the on-site assessment
This MAP is a result of that assessment. The information gathered has been organized into specific Projects, each broken down into multiple goals.
There are several Major Components of this MAP which can be identified using the following keys:
Indicates the process by which you and your staff will approach each project. Determining who is responsible and empowering them with training and resources to work the solution. Get your sleeves rolled up!
Indicates the process to determine importance of need, the resources needed to meet that need, and the method used to meet that need. Also Identifies deficiencies in current systems or information and provides a path to address them. How do we get from here to there?
Indicates the process of launch or re-launch of the solution. It is the completion of the action items necessary to fully address the need identified. Using the tools effectively in ministry.
You cannot do everything yourself! When you see this icon, you know that we suggest engaging additional resources, such as Sales, Data Services, Support, Training, or implementation.
Assessment Summary
Keith Hudgins met with teams over the _ day period. A summary of the needs identified are as follows:
Each of these areas will be covered in the following pages. Note that since ACS is an integrated solution, the implementation of these areas may contain several phases.Key Milestones and Deadlines
Several Dates are important in the scope of this project. These have been identified as important milestones to the overall success of the Ministry Action Plan. Launch Financials Spring 2015 People Training Spring 2015 Checkpoint Launch Summer 2015 Target Project Completion December 2015 Phase One- ENGAGE
Getting started with such a complex project can be daunting. Phase one focuses on laying a foundation of success. Keep in mind our keywords to help us stay on target. Engage!
Evaluate!
Execute!
Schedule!
Requires ACS Assistance Tools Available (Online resource)Transition to ACS OnDemandWith ACS OnDemand, your staff and volunteers can work from home, while traveling, or anywhere they have an Internet connection. It can provide another powerful way to ease workloads and give more options and flexibility in when and where you work, which results in more productive employees. To meet the needs of the project, your OnDemand Package should include:
Engage Sales to complete transition.
Engage Onboarding to set up your OnDemand Work with ACS to schedule data conversion, training, additional implementation.
Submit data to ACS data team for conversion.
Complete initial training.
The MAP TeamOne of the biggest factors in success in completing this Ministry Action Plan is to create a team of people who are invested in the success of the project. The Core Team should include someone with executive power at the church, someone who is leading your small groups, someone who works with the volunteers at your church, and someone who is intricately involved with managing back-office data. A technical person is great to have on board as well.
Identify team members (see above).
Review project together.
Assign roles and responsibilities.
Establish plan for communication and collaboration on project.One Staff One Database has operated in an environment where each department has been able to create their own system for data management. The result is a main database that is missing a lot of information and is outdated or has incorrect information. All of the staff should adopt the centralized database. Engage ALL staff in the ONE Database initiative. MAKE IT POLICY!
Identify applications being used by each ministry.
Analyze the data and determine how/where this information can be managed in ACS tools
Migrate the Data (Manual process in most cases). Establish a database administrator who will be tasked with and empowered to:
Assure that data is being entered, as it should be.
Data is being reviewed and purged in a systematic way.
New employees are trained how and when to use the database.
LIST ANY ADDITIONAL INFO
Data Clean Up Your database is kind of like your house. We all have to do dishes every now and thenData Consolidation
Refer to data consolidation worksheet (I have an idea)Info Management ProcessesProcedures manual workbookPhase Two Evaluate
Now that we have a foundation built on solid Database management principles, we can begin to examine how best to use the various tools in ministry. This section will cover the various steps in preparing to use ACS tools in all ministry areas. Usually these items are best covered with your implementation specialist ONSITE.Managing GroupsOver view of better group management and point to training- implementation or manualsProtecting Children
Safeguard and checkpoint
Ministry Follow-up- Connections
Web and Mobile Access
Creating online directories, giving, event regManage Volunteers
Depends on client. Small groups and Serving or MSPEffective Communication
Preferred lists, constant contact, mass texting, mass emailStewardship
Online giving, pledging???
Managing Finances
Launch GL, AP AR, PayrollFacilities and Events
Facility Scheduler and Event reg
Phase Three Execute
Now that you have trained, planned, and configured your tools, it is time to launch them to your ministries and your church.
Launch Safeguard for Tracking Volunteer Screening StepsLaunch Facility Scheduler to StaffIntegrate Calendar and Event Registration Tools with Website
Launch ACS Checkpoint for Child Check-in
Launch Access ACS and ACS Church Life for Staff
Launch Online Giving in Access ACS
Launch Event Registrations with Payments Using Access ACS
Soft Launch Access ACS to Lay Leaders
Full Launch Access ACS to Congregation
Transition All Applicable Ministries to Use ACS for Attendance Tracking
Train Staff, Lay Leaders, and Congregation in Using Pastoral Care ToolsLaunch ACS Connections and Access ACS for Connection Assignments
Launch Group Tools to Lay Leaders
Launch ACS Broadcast for Electronic Signage
Implement Plan for Tracking Marketing Effectiveness
Phase Four Continue to Build Out Functionality
There are many additional features in ACS which you will have to consider after the initial project is complete
Launch SpeedCheck for Check Scanning
Compile List of Current Serving Positions
Define and Document Processes for Recruiting New VolunteersAnalyze Data Needs Relative to Tracking Serving Profiles
Create Positions with Descriptions in Access ACS
Configure Access ACS Serving Attributes and Qualifications.
Establish Protocols for Conducting Reviews of Expiring Screening StepsLaunch Access ACS Serving for Tracking Volunteer Service
Evaluate Using The City in an ACS Integrated Environment
Most of the individual ministry area meetings raised the need for groups of people at to communicate together outside of the Sunday worship time. Across all ministry areas, each leader expressed a desire to connect people with others during the week. Equally important is to find a social media platform dedicated to people connected to for spiritual growth, sharing content and media, sharing prayer information and building the body. The City is a unique solution that can meet all of those needs. Create a focus group consisting of both pastoral staff and small group leaders. Have this group view a full demo of the Citys capabilities.
Have the focus group compare the costs of using the City and determine whether or not it is the right move for .
Configure Security Settings
Annual Training PlanClosing
Thank You
Thank you for selecting ACS Technologies to help serve your churchs ministry needs. Seeing the big picture of what you are seeking to accomplish, we consider it a privilege to partner with you. Undeniably, your church is doing some great things for the area and we are excited about the solutions we can provide that will strengthen the impact you have on your community.
Since 1978, ACS has been serving the needs of churches like yours, and we are steadfast in our commitment to provide quality software and services that will support and enhance your ministry. We value the opportunity to establish a trusted, long-term relationship with you. If there is any other way in which we can assist you, please call us. Were here to help!
ACS Technologies Group, Inc.
180 Dunbarton Drive
Florence, SC 29501
www.acstechnologies.comContacts
For Implementation AssistanceFor Other Assistance
Keith HudginsJared Goudeau
tf |800.736.7425 x 8428tf |800-736-7425 xt 8431
dir|843.413.8428e|[email protected]
m|512.431.2890
Tarrytown United Methodist Church , Site: Click to enter "Site" , Ticket: Click to enter "Ticket"
Tarrytown United Methodist Church , Site: Click to enter "Site" , Ticket: Click to enter "Ticket"
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