have you outgrown your accounting solution?
DESCRIPTION
Abila with RBP Methods explores the process for identifying if your current accounting solution is the right fit for your organization and if it is time for a change, how to go about evaluating alternatives.TRANSCRIPT
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HOW TO KNOW WHEN YOUR SMALL BUSINESS SOLUTION NO LONGER SERVES YOUR NONPROFIT BUSINESS
Kent Arnold, CEO, RBP Methods September 26, 2013
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MEET YOUR SPEAKERS
Kent Arnold, CEO, CPA (OR) RBP Methods
John Clese Director Of Marketing Strategic Initiatives abila
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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..
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RBP Methods RBP Methods helps not-for-profits maximize their revenue usage for programs by supporting effective and efficient application of technology. .
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THE FIVE TAKE AWAYS
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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
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PICK THE THREE MOST IMPORTANT ITEMS TO AUTOMATE
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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?
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INCLUDE EMPLOYEES IN THE SELECTION AND IMPLEMENTATION PROCESS
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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
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DOCUMENT PROCESSES AND PROCEDURES
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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
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DETERMINE YOUR PLATFORM
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DETERMINE YOUR PLATFORM
• In-house (on premise) or cloud based
• Client/server or browser
• Each is a conversation on its own accord
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ENSURE EASY TRANSFER OF YOUR DATA AND DETERMINE WHAT NEEDS TO CONVERT
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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
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CHECK OUT THE SOFTWARE VENDOR
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CHECK OUT THE SOFTWARE VENDOR • Ask for negative references as well as positive
• Weigh the negative with the reasons for the feelings
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BE REALISTIC ABOUT THE SYSTEM STRENGTHS
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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
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DETERMINE YOUR NEED FOR A CONSULTANT
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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
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HAVE A PROJECT PLAN
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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
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CHECK FOR DATA INTEGRITY
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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
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HAVE A BACKUP PLAN
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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
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REVIEW
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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
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Q & A
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RBP METHODS KENT ARNOLD (503) 648-9051 [email protected] WWW.RBPMETHODS.COM
ABILA JOHN CLESE (312) 420-4516 [email protected] ABILA.COM