AFN-ImplementationGuide

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1 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. AFN-ImplementationGuide

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3 Implementation Guide IMPLEMENTATION PROCESS Overview Step 1: Receive Software Step 2: Ensure Hardware and Network Capabilities Are in Place Step 3: Install Software Step 4: Develop and Execute Implementation Plan and Timeline Step 5: Additional Implementation Considerations CONVERTING HISTORIC DATA Overview Determining Historic Information Conversion Process Summary of Converting Historic Data SETUP CONSIDERATIONS Develop Account Number Structure and Chart of Accounts Define Fiscal Years Establish Fund Codes Define Attributes Define Source Codes Establish Consolidation Codes Establish Projects and Project Codes Enter Beginning Balances Define Net Asset Beginning Balances Reconcile Beginning Balances to Supporting Documentation Establish Users and Groups in Security Implementation Guide Summary APPENDIX Sample Chart of Accounts GLOSSARY

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5 Implementation Process In This Chapter Overview Step 1: Receive Software Step 2: Ensure Hardware and Network Capabilities Are in Place Step 3: Install Software Step 4: Develop and Execute Implementation Plan and Timeline Program Implementation Analyzing Your Business Conducting Prior Program Analysis Understanding the Blackbaud Accounting for Nonprofits Program Creating a Mapping Document Conducting the Conversion Process Setting Up Accounting for Nonprofits Testing the Results of Implementation Conducting Daily Operations Using the Newly Implemented Program Step 5: Additional Implementation Considerations Ordering Checks for Use with Accounts Payable and Payroll Sending Your Chart of Accounts to Customer Support for Review

6 2 CHAPTER 1 For the latest documentation and information, visit our website at Welcome to the Accounting for Nonprofits family. We believe you have chosen an outstanding accounting program. At Blackbaud, we are committed to producing a superior product and providing excellent customer service. We strive to meet the changing needs of both our clients and the constantly evolving regulatory environment. We are also very committed to the success of your implementation. This guide is a resource to use during your Accounting for Nonprofits program implementation. It discusses: The implementation process Blackbaud s conversion services and the conversion process Program setup considerations Software training is essential to successful program implementation. This guide is not intended to replace training, but to enhance the training experience and ensure successful program implementation. We currently offer Blackbaud University classes covering the functionality of the software and the General Ledger for Windows Implementation Planning class to assist in the implementation process. Additionally, Blackbaud offers implementation assistance services provided by our Business Solutions Providers and by our internal group of accounting system consultants. If you have any questions or concerns about any implementation issues, please contact your Implementation Coordinator at or visit our Web site at Overview This chapter of the Implementation Guide serves as a step-by-step guide to the events, procedures, and considerations that occur during Accounting for Nonprofits implementation. Please read this before proceeding with your implementation. This chapter is separated into five steps, explained in detail: Step 1: Receive software Step 2: Ensure hardware and network capabilities are in place Step 3: Install software Step 4: Develop and execute implementation plan and timeline Step 5: Additional implementation considerations Step 1: Receive Software You should receive your software within two to three weeks of signing your Agreement to Purchase unless prior notice or other arrangements have been made. Upon receipt, ensure your shipment includes: Installation CD and instructions A CD containing all programs and modules purchased should be enclosed in the shipment. Administrator s Guide

7 IMPLEMENTATION PROCESS 3 The Administrator s Guide documents pre-installation, installation, post-installation, and product-specific information and procedures. Your technical staff should use this guide to ensure the proper installation and maintenance of your accounting program. The guide also includes documentation concerning the configuration of multiple SQL Anywhere databases (The Raiser s Edge) and the configuration of multiple Accounting for Nonprofits databases. You can access all other product manuals online from the /MANUALS directory on the installation CD. Online manuals are in PDF format. If you do not have Adobe Acrobat Reader on your workstation, you can install it from the /ADOBE directory on the installation CD, or you can download it free from Adobe s Web site, The Acrobat Reader is installed automatically when you install the online documentation for any Blackbaud product. We encourage you to use the online manuals and help files for the most up-to-date information. However, for hard copies of online documentation, you can: Print pages, sections, or chapters from your workstation as needed. manualrequest@blackbaud.com to purchase printed copies of manuals. If you do not receive all of the above items in your software shipment, contact your Implementation Coordinator immediately. Step 2: Ensure Hardware and Network Capabilities Are in Place Hardware configuration is an often overlooked factor in the successful implementation of an accounting program. A document containing Blackbaud s minimum system recommendations is included in your welcome packet. System recommendations made by Blackbaud represent only minimum standards. Program performance depends on many variables including the number of program users, network specifications, size of your database file, and other various hardware and network considerations. Blackbaud s recommendations provide a generic guideline, but each organization should examine its own unique situation to determine the correct hardware and network configuration. Without the proper hardware configuration, you may see diminished performance and encounter unnecessary problems. In many cases it is beneficial and often necessary to exceed the minimum system requirements provided by Blackbaud. It may be prudent to exceed your current system requirements so your organization can satisfy future needs, such as an increased number of users or a large database file. Please discuss our system recommendations with your technical staff to ensure that all hardware and network issues are addressed. In the event your organization does not have technical staff or if additional consultation is necessary, Blackbaud offers professional services by our technical consulting staff. Our consultants are available to assist you in addressing your hardware and network issues via phone or on-site consultation for an additional fee.

8 4 CHAPTER 1 Step 3: Install Software After hardware and network issues are resolved, install the software. Choose either a network or standalone installation. A standalone system is set up for one user and data is accessed from one workstation. A network installation configures the software for multiple users working on multiple workstations. During both standalone and network installations, an InstallShield Wizard walks you through each step of installing Accounting for Nonprofits. Initially, you should install the software with the sample database so you can test sample data. For more information about sample data, see Understanding the Blackbaud Accounting for Nonprofits Program on page 8. The sample data set is for an organization named Lowcountry Preservation Society and includes two years of transactions that can be added to and tested. After sample data testing is complete, replace the sample database with a blank database so you can enter your organization s data. To do this, begin running the InstallShield Wizard and select Blank (New) Database. You will make some important decisions at the installation stage, including: Number of accounting periods You can select to maintain 12 or 13 accounting periods. Decision to perform fund or non-fund accounting Although our software is generally used by nonprofit organizations, it can perform for-profit accounting. If you select the for-profit option, the program defaults to the first segment of the account number defined as company and the language on the reports reflects the reporting of a for-profit entity. Decision to perform open item or balance forward payment system If you are installing the optional module Student Billing, the installation program prompts you to decide if the program will use an open item or balance forward payment system. With an open item system, you can select a specific charge item when applying a payment. Payments can be applied automatically based on user-defined criteria. In a balance forward system, the program automatically applies payments and credits to the total balance with the oldest charges paid first. For more information about Student Billing, see the Student Billing Guide. These decisions and others are discussed in detail in the Setup Considerations chapter of this guide. Consult the Administrator s Guide if your technical staff has questions about connectivity in a network installation and the configuration issues involved in running multiple Accounting for Nonprofits databases or using both Accounting for Nonprofits and The Raiser s Edge. After installation, ensure all modules are installed correctly. For instructions on how to check if each module has been installed, see the User s Guide. If you have any questions about installation, contact Customer Support at

9 IMPLEMENTATION PROCESS 5 Step 4: Develop and Execute Implementation Plan and Timeline A well-defined and developed plan will ensure a successful implementation. The following section is designed to help your organization establish a detailed implementation plan. A flowchart of the planning process is included in the Appendix of this guide. It is important your organization develops a realistic implementation timeline. Set a realistic time period for the project, considering issues such as fiscal year end and peak organizational periods. The time it takes to fully implement your accounting program depends on several issues: Organization size and complexity Training plan selected Historic data plan chosen (For information about entering beginning balances or conversion of historic data, see the Converting Historic Data chapter) Organizational resources available for your implementation Program Implementation The essential steps of a successful program implementation include: Step 1: Analyze your business. Step 2: Conduct prior program analysis. Step 3: Understand the Blackbaud Accounting for Nonprofits program. Step 4: Create a mapping document (if converting). Step 5: Conduct the conversion process. Step 6: Set up Accounting for Nonprofits. Step 7: Test results of the implementation. Step 8: Conduct day-to-day operations using the newly implemented program. Analyzing Your Business You must examine and understand your organization s processes and reporting needs to effectively plan and implement the Accounting for Nonprofits package. Business Process Analysis (BPA) examines the workflow of an organization, organizational processes (such as budgeting or accounting), management practices, and reporting requirements. BPA is essential to the implementation of any enterprise system. Without first understanding the "business" of the organization, implementation is more difficult to accomplish and increasingly inefficient. The BPA determines the best possible fit between the system and the organization; this increases user satisfaction, ensures long-term viability of the system, and decreases system maintenance requirements. During business analysis you should address reporting requirements and organizational structure.

10 6 CHAPTER 1 Reporting Requirements If you document your reporting needs and address the setup during the physical implementation of the software, most reporting requirements can be met. However, it is imperative that you examine all reporting requirements during the early stages of implementation, regardless of how basic or advanced those requirements may seem. These setup decisions are discussed in the Setup Considerations chapter of this guide. Some questions to be answered regarding reporting requirements include: Should your Income Statement be presented in a departmental or functional format? Will your organization use the optional module Project, Grant, and Endowment Management? If so, will you need to print a balance sheet for each project? Do you need to sort your reports by categories such as location or program? Do you produce any special board-required or regulatory reports? Do you produce FAS 117-compliant financial statements? Organizational Structure Examine your organization, considering the current overall organizational structure (departments and subdivisions). At this point, plan the subdivisions to be included in the new program and any subdivisions yet to be created. The implementation of a new program often allows organizations to change their business structure and practices to better accomplish their goals. Some examples are: Should your organization leverage the efficiency of using The Raiser s Edge in conjunction with General Ledger to eliminate double entry of gifts? Are there any processes, such as your current accounts payable or budget process, that can be refined to be more efficient? What role will the accounts payable clerk play in the implementation? Conducting Prior Program Analysis Evaluate your previous accounting program. You cannot ensure the accuracy and viability of your new program without first ensuring the data in the current accounting program is accurate. Trial Balances Trial balances should be in balance by fund. In the Blackbaud program, a fund is defined as a self-balancing set of accounts. Accounting for Nonprofits requires that all transactions balance by fund, source code, fiscal year, fiscal period, and project (if applicable). It is essential that your previous accounting program is in balance and that account balances are accurate to ensure the proper transfer of historic data to the new program. The Converting Historic Data chapter of this guide further explains the alternatives available for historic data.

11 IMPLEMENTATION PROCESS 7 For entries that require transactions in multiple funds, some form of interfund entry is required. This entry may take the form of a transfer or a due to/due from account. The goal of these entries is to balance the entry in all funds in which transactions occur. You must understand how your current program and organization handle interfund entries and the balancing of transactions between funds so you can meet this requirement. Reconciled Balances from Subsidiary Programs and Reconciled Bank Accounts Reconcile all subsidiary programs, such as Accounts Payable and Accounts Receivable, to the appropriate accounts in General Ledger. If you proceed without ensuring that all balances in General Ledger are supported by the subsidiary programs, you expose your new program to accuracy and reconciliation problems. Reconcile all cash and bank balances to ensure they reflect accurate balances. Accurate Reports Ensure reports generated from your previous program are accurate and reflect the results of the underlying data in the program. Also, compile a list of required reports obtained from the previous program and run examples of these reports for reference. You can refer to them throughout the setup of Accounting for Nonprofits. Understanding current reporting capabilities is necessary when determining reporting requirements of the new program. Program Functionality Evaluate the functionality of your current program and compare it to the functionality of Accounting for Nonprofits. If your current program possesses any unique functionality, address that in your move to Accounting for Nonprofits. In most cases the unique functionality should be available from the Blackbaud program. However, you should determine if there are any special features that need additional attention during the implementation. Chart of Accounts Structure Before implementing Accounting for Nonprofits, you should fully understand the chart of accounts structure of your current program. Based upon your current chart of accounts, you will create a mapping document to facilitate either the entering of beginning balances or the conversion process. This topic is discussed in more detail in Creating a Mapping Document on page 9 and in the Converting Historic Data chapter of this guide. You also must understand your current account number structure and determine how that structure will affect your implementation. One thing to consider is that some items that may have been segments in your old program could convert to something else, such as projects in the Blackbaud program. If the current account number is essential in satisfying your reporting requirements and the account number structure is incompatible with the Blackbaud program, formulate an alternative solution to meet the reporting requirements of your organization. These additional considerations should be made on a case-by-case basis. Account number structure is discussed in greater detail in the Setup Considerations chapter of this guide.

12 8 CHAPTER 1 Project Balances If you currently track project transactions or will be using the optional module Project, Grant, and Endowment Management, ensure the accuracy of all project balances and account balances. Consider whether you track or will need to track both Balance Sheet and Income Statement transactions by project. If you require balance sheets by project, ensure the accuracy of each project with regards to each Balance Sheet account as well as verifying that each project is also in balance by fund. This topic is covered in more detail in the Setup Considerations chapter of this guide. Understanding the Blackbaud Accounting for Nonprofits Program Accounting for Nonprofits is a very versatile and powerful program. Understanding the design and functional aspects of Accounting for Nonprofits will ensure a successful implementation. Training, testing sample data, and generating sample reports will help you understand your new program. Training We strongly recommend completing training before you implement the software. We offer several training alternatives: Blackbaud University (3-4 week advance registration) Blackbaud University (BBU) classes teach the functionality of Accounting for Nonprofits. Topics include basic configuration, data entry, and report generation in addition to many other functionality issues. After completing the classes, attendees should understand how the Blackbaud software works and be able to apply that knowledge to both the implementation and day-to-day operation of the program. Each participant receives a BBU workbook that can be used as a valuable resource during implementation and operation of the program. On-Site Training (10-12 week advance registration) On-site training is similar in structure to Blackbaud University training but can be tailored to the specific needs of your organization. Computer-Based Training (CBT) Computer-based training (CBT) can be used to enhance the classroom training experience. This form of training is not a substitute to the previously mentioned training alternatives but is a review of the topics taught in BBU or On-site training. Blackbaud also offers the General Ledger for Windows Implementation Planning class to assist in your implementation. A training brochure is included in your welcome packet. If you have not made training arrangements, contact your Implementation Coordinator or a Blackbaud Training Coordinator at

13 IMPLEMENTATION PROCESS 9 Testing Sample Data When installing the software, install a sample database as detailed in Step 3: Install the Software. By testing sample data, you can apply the knowledge gained in training to a data set that is not relied upon to produce financial statements. For instance, you can practice executing the Accounts Payable process by performing tasks such as entering invoices or journal entries and posting to General Ledger. This testing ensures a smooth transition to the new program as you master processes you will use in the future. Generating Sample Reports Generating reports from sample data is another way to gain an understanding of the new program. This testing familiarizes you with the reports in Accounting for Nonprofits. You can also examine the program s reporting capabilities and compare those capabilities to your organization s reporting needs. If there are major differences between the capabilities and requirements, early testing allows you to address them in the setup phase of your implementation. After attending training and otherwise familiarizing yourself with Accounting for Nonprofits, you should begin to finalize your implementation plan. Refer to all documentation, including the Administrator s Guide, on-line User s Guides, BBU workbooks, and the Setup Considerations chapter of this guide, for help. Creating a Mapping Document Creating the mapping document is an extremely important aspect of implementation. A mapping document is used to facilitate the entry of historic data into Accounting for Nonprofits from the previous program. As discussed in the Converting Historic Data chapter of this guide, there are alternatives regarding historic data. These alternatives require some form of mapping document to serve as a bridge between the previous program and the Blackbaud program. An example of a mapping document is included in the Converting Historic Data chapter. Clearly Define Fund Structure and Account Number Structure You will first need to define the fund and account number structure of the new program. The way your funds are segregated defines your fund structure. The three alternatives are a traditional fund accounting configuration, a FAS 117-compliant structure, or a hybrid structure combining features of both traditional and FAS 117-compliant. The hybrid structure can be used to produce FAS 117 reports while maintaining a traditional fund accounting approach for day-to-day operations. The reporting requirements of your organization dictate your account number structure, and the account number structure drives the reporting capabilities of the program. Therefore, great attention should be given to account number structure and reporting requirements and the effect they have on each other. The issues of fund and account number structure are discussed in more detail in the Setup Considerations chapter of this guide.

14 10 CHAPTER 1 Map Existing Account Numbers to the Newly Created Account Numbers The second step in creating a mapping document is the mapping of account numbers from the previous program to the account numbers established in the new program. This map directs the flow of data and facilitates the proper migration or input of the data. To ensure proper mapping, it is extremely important that the previous program s data is accurate and complete. As discussed in Conducting Prior Program Analysis on page 6, you cannot ensure the accuracy and viability of Accounting for Nonprofits unless your prior accounting program is accurate and all aspects of its data are complete and supportable. Correlating Projects If you track or plan to track activity using projects, you need to map or provide project balance information to the new program. You must satisfy several issues regarding projects, such as closing method for projects (maintenance of net asset accounts) and requiring projects on Balance Sheet transactions. These issues are discussed in detail in the Setup Considerations chapter of this guide. Conducting the Conversion Process Options for converting historic data are addressed in the Converting Historic Data chapter of this guide. A decision regarding historic data should be made early in the implementation process. Setting Up Accounting for Nonprofits In this step, the final product is produced and the implementation plan is executed. The Setup Considerations chapter details many of the decisions that affect the structure and long-term viability of your program. Some of the topics include: Account number structure Projects Closing methods Consolidations Fiscal years As always, contact your Implementation Coordinator or Customer Support if you have any questions. Testing the Results of Implementation After setting up your new program, test the results. The best time to discover any inconsistencies is in the early stages so those issues can be addressed before proceeding with normal operations. Testing processes may include, but are not limited to: Running both the new and previous programs in parallel for a specific period of time to ensure the proper function of the new package Reconciling all beginning balances Reconciling each subsidiary program (such as Accounts Payable, Student Billing) to their General Ledger accounts Executing reports to ensure you can obtain the necessary reports

15 IMPLEMENTATION PROCESS 11 Sampling activity in the program to ensure consistency and accuracy Without first ensuring the new program data is accurate, it is difficult to address future issues, such as reconciliation problems. That is why it is important the setup of the new program and data contained in the program is accurate and meets the needs of your organization. Conducting Daily Operations Using the Newly Implemented Program When the implementation is complete and the data has been properly tested, your organization can begin to use Accounting for Nonprofits in day-to-day operations. It is important to include program monitoring processes, such as regular reconciliations, in the workflow of your organization. These processes should be documented and distributed throughout your organization. Step 5: Additional Implementation Considerations Other considerations should be made before implementation. Decide where you will print checks and place an order before implementation. Also, have Customer Support review your chart of accounts to provide feedback and pinpoint possible issues. Ordering Checks for Use with Accounts Payable and Payroll If you are using Blackbaud s Accounts Payable and Payroll programs, you must either: Purchase the checks to be used in the program from Blackbaud. Obtain the check specifications or template from Blackbaud and then have a local printer print checks that meet the necessary specifications. Purchase the optional module Forms, so you can print your own checks using magnetic ink and special check paper stock. For more information about your forms options, consult the form information included in the welcome packet or contact Blackbaud s Business Forms department, your Implementation Coordinator, or Customer Support.

16 12 CHAPTER 1 Sending Your Chart of Accounts to Customer Support for Review Customer Support will review your chart of accounts free of charge. A Support Analyst will review the chart of accounts for leveling problems, proper use of header and total accounts, and ability of the chart to produce the desired reports. This service is offered to provide feedback regarding chart of account structure and to pinpoint possible issues. Even if this service is used, it remains the responsibility of your organization to ensure all reporting requirements are adequately fulfilled. For this complimentary service, contact Customer Support. Allow 7-10 days for your chart of accounts to be reviewed. This complimentary service does not determine if your chart of account structure is the most efficient or effective means to create your reports; it determines only if your chart of accounts is mechanically able to produce the reports. Professional Services is available for an additional charge to make recommendations for improving the usability of your chart of accounts. For this service, contact your account representative.

17 Converting Historic Data In This Chapter Overview Determining Historic Information Conversion Process Conversion Estimate Data Analysis Mapping Document Conversion Programming Review Test Run Review Final Run Post Conversion Cleanup Summary of Converting Historic Data

18 14 CHAPTER 2 This section discusses the average conversion process. However, every situation is unique and the services offered during your conversion may be different from what is discussed here. For example, a test run is not a standard service with every conversion. Before you sign your Conversion Agreement to Purchase, be sure you fully understand the exact services being performed during your conversion. Overview Accounting for Nonprofits 6.4 is a very versatile package offering organizations great flexibility in establishing their accounting information system. In the first chapter, the process of physically implementing our program is discussed in detail. The setup of fiscal years is one of the decisions that must be made before implementation. In General Ledger, you may have as many fiscal years established in your program as you want. This decision has a direct effect on how much historic data to convert from your previous program to your new program. Several questions may arise when deciding whether to convert historic data during implementation of your new accounting program. Will the data in your current program convert to the Blackbaud software? How much historic data should you convert? Should you convert all of your historic data or simply convert monthly activity for comparative reporting purposes? Should you choose a standard conversion or some form of customized conversion? In this section, we discuss these issues so you can make an informed decision. Determining Historic Information For the purposes of this section, we use the Lowcountry Preservation Society as an example. The Lowcountry Preservation Society is converting from another accounting package. Its fiscal year runs from July 1 to June 30, and the society has six fiscal years of data in its old program, from 1995 to To gather the necessary information about the conversion process, consider these two questions: 1. Do we need detailed historic transaction information, or are monthly or yearly balances adequate to produce comparative reports? Will you need to produce general ledger reports, batch detail reports, or transaction journals for your historic data? If so, you must convert every transaction in your program to the new program. However, if you do not require detailed transaction information, you can convert only monthly or annual net change from your previous program. By moving only the monthly or annual net change for each fiscal period, you can produce comparative financial statements and a trial balance in Accounting for Nonprofits. However, to create detailed reports, you must rely on your previous program s data or existing reports. Another option to consider if you do not need detailed historic information is to enter beginning balances for only the current year. In this case, you would enter balances according to your latest bank statements. Of course, if you use this method, you must rely on your previous program s data or existing reports for comparative historic information.

19 C ONVERTING HISTORIC DATA 15 Example: Lowcountry Preservation Society has determined it will need access to all of its financial information, including detailed transactions. Therefore, it will convert all its transactions to the Blackbaud program. 2. How many fiscal years should we convert? Once you have decided exactly what to convert, the next step is to determine how many fiscal years to transfer from your current program. Many organizations convert every available fiscal year s data into the new accounting software, but that is not necessary in many cases. Determine what is truly necessary information and what may be out of date. If you have the last seven years of financial information stored, consider the following questions before deciding how much of it to convert. When preparing comparative financial information, how many years does your organization normally show? Will having the information in the software greatly enhance efficiency, or do you refer to it so infrequently that printed reports in the files serve your purpose? What is the cost versus the benefit of converting the information? Are there any tax or audit implications to your historic information decision? Another important factor to consider is the number of fiscal years you set up in Accounting for Nonprofits. This issue is discussed at length in the Setup Considerations chapter of this guide. Keep in mind, once fiscal years are established and activity is entered, you cannot add an earlier fiscal year into the program. However, you can always purge unnecessary fiscal years from your program, once they have been closed and summarized. For this reason, it is imperative you analyze your need for fiscal year data at this point and feel comfortable with your final decision. Example: The Lowcountry Preservation Society reviewed its situation and has come to three conclusions: It needs to see comparative financial statements only for 2000, 1999, and Having any earlier fiscal years in the program will not enhance efficiency because the society refers to these fiscal years infrequently. By converting only the three fiscal years, the time needed to review and test the converted data is reduced. Based upon this analysis, the Lowcountry Preservation Society has decided to convert fiscal year data for 2000, 1999, and 1998 only. Once fiscal years are established and activity is entered, you cannot add an earlier fiscal year into the program. However, you can always purge unnecessary fiscal years from your program, once they have been closed and summarized. Conversion Process Now you can begin the actual conversion process. The steps discussed here are designed to promote a smooth and fluid workflow that will result in a successful conversion. Although some organizations require different services, the steps involved in the majority of conversions are:

20 16 CHAPTER 2 Step 1: Conversion estimate Step 2: Data analysis Step 3: Data mapping Step 4: Conversion programming Step 5: Review test run Step 6: Review final run Step 7: Post conversion cleanup Conversion Estimate The first step in any conversion is to acquire an estimate for the cost of the services. In some cases, you may have already received and completed an estimate questionnaire from your Account Executive during the initial sales process. If not, contact your Implementation Coordinator, who will process a request for a conversion estimate questionnaire on your behalf. Once this request is filed, it is the goal of the Conversion Coordinator to respond to all clients within 24 hours. The Conversion Coordinator will contact you and fax an appropriate questionnaire based upon which products you are converting. Once you have completed and returned the questionnaire, the Conversion Coordinator will forward it to the Conversion Assistant Manager to determine a pricing estimate. Once the estimate has been determined, you will receive an Agreement to Purchase (ATP) document. The ATP discusses the exact services you receive as part of your conversion. It is important you review the ATP to ensure you are receiving the services you expect. If you need to discuss any of the items in detail, contact your Implementation Coordinator. When you agree with the ATP, sign and return it to Blackbaud. After Blackbaud receives the signed ATP, you will receive a confirmation letter including product-specific information about your conversion. Data Analysis We strongly recommend you have completed some form of software training at this point so you have a thorough understanding of the decisions you make during this process and their long-term ramifications. During the data analysis phase, you begin to review data and determine exactly how it will be converted to Blackbaud s software. As you do this, the Data Analyst will be available to answer questions about your data and any conversion-related issues. However, if you have any questions about the functionality of the software, installation issues, hardware requirements, or any software-specific questions, contact Customer Support. The Data Analyst reviews the data from your old software and determines how best to place it in the Blackbaud software to accommodate the structure you provide. It is your responsibility to tell the Data Analyst exactly how you want your Blackbaud program configured. You must determine your account number structure and fund closing methods and relay this information to the Data Analyst. See the Setup Considerations chapter of this guide for additional information about these steps. Once the Data Analyst reviews your old data and you have provided the required structure for the Blackbaud software, the Data Analyst prepares a mapping document that explains exactly where and how your historic data will be placed in our software. The following is a list of questions you should answer before you begin the data analysis phase:

21 C ONVERTING HISTORIC DATA Does your old program require you to balance all journal entry transactions by fund? By source code? By fiscal period? By fiscal year? By project? If not, be aware that the Blackbaud software does require all funds to balance in all categories before any journal entries can be validated. During the conversion, this can cause a series of unbalanced journal entries that must be balanced during post conversion cleanup. There is very little that can be done before the conversion to prevent this. You should understand that the potential for this issue exists and some post conversion cleanup may be necessary. 2. Is your current program configured with each fund as a self-balancing set of accounts (all your Balance Sheet and Income Statement accounts in one fund)? If not, this will cause some issues in the Blackbaud software. Discuss this with your Data Analyst and Customer Support immediately. 3. In your current program can you delete accounts in the current year even though historic information for the account remains in the program? If so, this may cause your beginning balances and some converted journal entries to be out of balance. You can either re-create those account numbers before converting or be prepared to add them during the post conversion cleanup. One way to test this is to produce a trial balance for every fiscal year you are planning to convert and make sure it balances. 4. Are you planning to use the optional module Project, Grant, and Endowment Management? Does your current program support projects? The closing method you choose for each fund can incorporate the optional module Project, Grant, and Endowment Management. Closing methods are discussed at length in the Setup Considerations chapter of this guide. For now, you should understand that if you use a closing method that incorporates your projects, Blackbaud s software requires at least one project record on every Income Statement-related transaction (revenues, expenses, gifts, and transfers) in the program. If there are any transactions in your current program being converted that do not have an assigned project record, you must provide your Data Analyst with a default project to place on these records. If you are not sure if this issue applies to your program, discuss the matter with your Data Analyst. 5. Will you be required to allocate project activity to Balance Sheet accounts? Will you require a balance sheet for your projects? This option is defined in the closing method for each fund. If you require this ability on a particular fund, all transactions within that fund will be required to balance by project in addition to fund, source code, fiscal period, and fiscal year. If your current program does not require you to balance by project, there may be a number of journal entries that will be out of balance after the conversion is complete. Discuss this issue with your Data Analyst so you can try to solve this problem during the conversion. If not, you will be required to add these projects to the necessary transactions during the post conversion cleanup. 6. In your current program, can you change the beginning balance of an account without processing a valid journal entry?

22 18 CHAPTER 2 Blackbaud s software locks beginning balances once they have been validated and does not allow any changes to these amounts. However, some programs allow you to simply change your beginning balances at will without maintaining an audit trail. The result, in most cases, is a set of beginning balances that are out of balance. If this is the case in your program, you will receive a set of converted data that requires you to validate the beginning balances before your program will produce accurate reports. Mapping Document During the mapping phase, it is imperative you thoroughly review your mapping document for accuracy. Use your knowledge of the old program s data structure to ensure that everything is being properly converted into Accounting for Nonprofits. Again, completion of software training greatly enhances the accuracy of this process and your overall conversion. If you have any additional questions about how our software functions, contact Customer Support. The table is an example of a mapping document. Blackbaud Accounting for Nonprofits System Fun und Code GL L Account Number Projec roject Debit ebit/ (Credit) Former Accounting System Fun und Code Accoun ccount Su Sb u ub Account , , ,614, , , ( ) , , , ( ) ( 341,898.63) ( 69,438.45) ( 604,898.96) ( 39,918.58) ( ) , , ,

23 C ONVERTING HISTORIC DATA 19 Conversion Programming During the conversion programming phase, the Conversion Programmer writes a program to convert your data based upon your mapping document. If you have any questions at this point, contact your Data Analyst. After the program is written, your data is converted and a test run is produced. Review Test Run If it is part of your ATP, you will receive a test run of your data once the conversion is complete. The purpose of the test run is twofold. First, you can review the data to ensure it was converted according to the agreed upon mapping document. Second, you can ensure the data, as converted, successfully meets the needs of your organization and you can produce the necessary internal and external financial reports based on the program s configuration. If you have any questions about the test run, ask your Data Analyst. Customer Support may also need to be involved. Any changes to the test run will be noted for the final run. In some cases, you may require changes to your test run that vary greatly from your original mapping document. These changes may result in additional charges because new resources will be allotted to change the conversion program. In any case, once all changes have been noted, the Data Analyst will request an updated copy of your data to produce a final run. A test run is not a service provided with every conversion. It will be specifically outlined in your ATP if a test run is part of your conversion. If you would like a test run and it is not a scheduled part of your service, contact your Data Analyst to discuss adding this service. Review Final Run Review your final run to ensure it was converted according to the mapping document and incorporated any changes were discussed during the test run if applicable. If any errors were made, contact your Data Analyst immediately. If the final run is accurate, the Conversion department s role in the conversion process is complete. If you have any future questions about the software, contact Customer Support. Post Conversion Cleanup The final phase of the conversion process is to review the data and clean up any issues that may exist after the conversion is complete. As discussed earlier, the functionality of your previous program may not be completely compatible with our software. You may have certain issues to be corrected to ensure your new program is complete and ready to move forward. Some examples of cleanup issues include beginning balances that are out of balance, journal entries that are out of balance, or invoices that were not converted because there was no link to an account distribution or check. It is important to note that issues such as these should be expected during the conversion process and are usually not the result of a faulty conversion.

24 20 CHAPTER 2 Summary of Converting Historic Data At this point, the conversion process is complete. However, before incorporating the new database into your organization, you should perform some standard processes and reconciliations to ensure General Ledger and all subsidiary programs reconcile.

25 Setup Considerations In This Chapter Develop Account Number Structure and Chart of Accounts Reporting Requirements Account Number Structure and Chart of Accounts What are the inherent requirements of the software? Should I use account segments or attributes? Should I use FAS 117 or traditional fund accounting structure? Define Fiscal Years Establish Fund Codes Define Attributes Define Source Codes Establish Consolidation Codes Establish Projects and Project Codes Enter Beginning Balances Define Net Asset Beginning Balances Reconcile Beginning Balances to Supporting Documentation Establish Users and Groups in Security Implementation Guide Summary

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