Have you outgrown your accounting solution?

© COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA © COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA

HOW TO KNOW WHEN YOUR SMALL BUSINESS SOLUTION NO LONGER SERVES YOUR NONPROFIT BUSINESS

Kent Arnold, CEO, RBP Methods September 26, 2013

© COPYRIGHT ALL RIGHTS RESERVED 2013 ABILA

MEET YOUR SPEAKERS

Kent Arnold, CEO, CPA (OR) RBP Methods

John Clese Director Of Marketing Strategic Initiatives abila


Abila Abila, formerly Sage Nonprofit Solutions, is a provider of software solutions dedicated to serving nonprofit organizations and government agencies. Abila recently acquired McLean, Va.-based Avectra, a leading provider of Web-based CRM solutions for associations and not-for-profits..


RBP Methods RBP Methods helps not-for-profits maximize their revenue usage for programs by supporting effective and efficient application of technology. .


THE FIVE TAKE AWAYS


THE FIVE TAKE AWAYS

1. Know when it’s time to change

2. Learn how to evaluate a new system

3. Understand what you will get and what you will give up

4. Pick a partner who will stand with you

5. Be comfortable with your decision


PICK THE THREE MOST IMPORTANT ITEMS TO AUTOMATE


PICK THE THREE MOST IMPORTANT ITEMS TO AUTOMATE • Why change or automate? What are you really trying to overcome?

• Complex allocations process? Comprehensive financial reporting?

Inclusive and thorough budgeting process? Extensive purchasing and

connection to suppliers?


INCLUDE EMPLOYEES IN THE SELECTION AND IMPLEMENTATION PROCESS


INCLUDE EMPLOYEES IN THE SELECTION AND IMPLEMENTATION PROCESS • Get their input on what makes their work lives easier

• Their early buy-in means less difficulties or obstacles later

• Pick team, assign your duties, hold them accountable

• Your partner can help you define roles and goals


DOCUMENT PROCESSES AND PROCEDURES


DOCUMENT PROCESSES AND PROCEDURES

• Know what you do and why you do it before you try to automate it

• Automating no concept yields no result

• What you automate may not fit your procedures or may complicate

your process


DETERMINE YOUR PLATFORM


DETERMINE YOUR PLATFORM

• In-house (on premise) or cloud based

• Client/server or browser

• Each is a conversation on its own accord


ENSURE EASY TRANSFER OF YOUR DATA AND DETERMINE WHAT NEEDS TO CONVERT


ENSURE EASY TRANSFER OF YOUR DATA AND DETERMINE WHAT NEEDS TO CONVERT

• Is 10 years of history really necessary?

• Automated Y2Y comparison for five years is the max generally

• Vendor detail necessary? Customer detail? Budgets?

• What is your project budget? These decisions impact the project scope

and budget


CHECK OUT THE SOFTWARE VENDOR


CHECK OUT THE SOFTWARE VENDOR • Ask for negative references as well as positive

• Weigh the negative with the reasons for the feelings


BE REALISTIC ABOUT THE SYSTEM STRENGTHS


BE REALISTIC ABOUT THE SYSTEM STRENGTHS

• Financials systems won’t do third-party and Medicaid billings

• Comprehensive web-based purchasing system may not produce

financial statements or write checks to your check stock

• Substantial systems won’t allow unaudited changes to linked

transactions like you might be used to


DETERMINE YOUR NEED FOR A CONSULTANT


DETERMINE YOUR NEED FOR A CONSULTANT

• Can you really do this without? What is the value the consultant brings?

• Be sure the consultant is a partner not a vendor

• Be sure the consultant has done this before

• Not your boss’ brother who has never seen a nonprofit before

• Partners will do whatever it takes to get the job done


HAVE A PROJECT PLAN


HAVE A PROJECT PLAN

• Commit the resources

• Set a “go-live” date and stick to it

• Be sure everyone is on the same page

• Set up training procedures

• Who gets trained and at what point

• Best to do with your consulting partner if you have one


CHECK FOR DATA INTEGRITY


CHECK FOR DATA INTEGRITY

• Often overlooked item, post-conversion review. Take the time to make

sure it’s all OK or acceptable

• No conversion is perfect, it’s impossible. Know your limitations of

acceptable variance and corrective actions


HAVE A BACKUP PLAN


HAVE A BACKUP PLAN

• If things go awry, be able to carry on the organizational functions without

the new system

• Make time to review with your consultant


REVIEW


REVIEW

1. Know when it’s time to change

2. Learn how to evaluate a new system

3. Understand what you will get and what you will give up

4. Pick a partner who will stand with you

5. Be comfortable with your decision


Q & A


RBP METHODS KENT ARNOLD (503) 648-9051 [email protected] WWW.RBPMETHODS.COM

ABILA JOHN CLESE (312) 420-4516 [email protected] ABILA.COM

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Have you outgrown your accounting solution?

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