Diocese of Winona. March, 2014

Transcription

1 Diocese of Winona March, 2014

2 Introductions ParishSOFT & ConnectNow Accounting Software Demonstrations Implementation Timeline Next Steps Chart of Accounts Orientation Packet Conclusion

3 LOGOS Accounting (used by 109 of the 114 parishes) & LOGOS II Census Management (used by about 60-65% of the parishes) are built on the Microsoft FoxPro development platform. Microsoft is ending FoxPro support January LOGOS was purchased by ParishSOFT in Sept Take advantage of 21 st technology: Web-based/Cloud-based technology Standardized, consistent accounting & census management platform Consolidated financial reporting and census at diocesan level

4 Larry Dose Chief Finance and Administrative Officer, DOW Rod Kollman Internal Auditor for DOW Sara Evers Employee Benefits Coordinator, DOW Bryan Rodriguez Multi-Media Communications and Technology Specialist, DOW Luna Chou Financial Services Manager, DOW Msgr. Gerald Kosse Pastor of St. Leo Parish, Pipestone Mark Oldenburg Parish Administrator, Pax Christi Parish, Rochester Carol DeLongpre Bookkeeper, Pax Christi Parish, Rochester Cindy Olson Bookkeeper, WACS/Cathedral/St. Casimir/St. Mary Parishes & St. Mary Cemetery, Winona Kay Briggs Bookkeeper, St. Felix/St. Agnes Parishes & St. Felix School, Wabasha/Kellogg

5 Best of LOGOS Fund Accounting + New Technologies Specifically designed for parishes and schools. Strong internal control Web-based, bank-secure access Automated updates and backups One centralized database making communication across the diocese reliable and simple (i.e. for support)

6 Secure parishioner portal Cost about 50% less than competition Excellent references all highly recommend ConnectNow (i.e. Mr. William Weldon CPA, CFO of Diocese of Charlotte, who believes that ParishSOFT {ConnectNow} is the best product in the marketplace for parish accounting software."

7 Majority use LOGOS Accounting and LOGOS II Census and Contributions Management One complete integrated parish financial and census and contributions management platform

8 1998: Founded by Fr. Dave Rosenburg Auxiliary Bishop Harrington Primarily serving Catholic parishes : Acquired CMS, CSC, Cornerstone, Omni Data PCS, J.S. Paluch Strategic Partnerships with Our Sunday Visitor, LPI, SMART Tuition Redesign and launch of ConnectNow platform in 2008 Acquired Logos Software in 2011

9 8,500+ Catholic parish customers in 170+ U.S. & Canadian dioceses 80+ arch/diocese Software clients Serving dioceses in USA, Canada, Bermuda, Bahamas and Virgin Islands 90 full time employees, 65% dedicated to product development and support

10 Desktop Software Windows software FoxPro or Access database Locally hosted at each parish Shared server or drive Manual updates, backups Sync to Diocese through internet Cloud-Based Client Server Desktop software Hosted at secure Data Center Remote desktop connection (client) Anytime, anywhere access Sync to Diocese at Data Center Browser-based applications SQL database Hosted at secure Data Center Single database for all organizations Additional mobile capabilities No sync (or import/export) required

11 27 years experience in church accounting Complete re-write of CMS Fund Accounting Official release in arch/diocese-wide, over 2,500 parishes Added expertise of Logos developers Constant enhancement and updates

12 Single database Browser based

13 Single database Browser based Highly Flexible Reporting Portable Strong Internal Controls

14 Single database Browser based Intuitive User Interface Help Videos/ Support Anytime/ Anywhere Access Always up to date No more syncing!

15 Single database Browser based State of the Art Data Center Encrypted Database Frequent Backups Heavily Monitored and Guarded Facility

16 Single database Browser based HTTPS Encrypted Language between your computer and our servers Same security banks use

17 Financial Consolidation Manager Single Database Product Plan: - Custom Report Writer - Fixed Assets - Purchase Order Ledger & Payables Payroll Browser based Accounts Receivable

18 Designed for the Church Reduces risk of financial reporting inaccuracy and fraud Increases protection and accountability for pastors/staff Saves time for Dioceses and Parishes Convenient for users to access reports and input data Fosters Collaboration

19 1. Archdiocese of Cincinnati 2. Diocese of Trenton 3. Diocese of Sioux Falls 4. Diocese of St. Petersburg 5. Diocese of Fargo 6. Diocese of Des Moines 7. Diocese of Jackson 8. Diocese of La Crosse 9. Diocese of Joliet 10. Diocese of Peoria 11. Diocese of Cheyenne 12. Diocese of Pueblo 13. Diocese of Juneau Since Diocese of Charlotte 15. Diocese of Salt Lake City 16. Diocese of Great Falls-Billings 17. Diocese of Alexandria-Cornwall 18. Diocese of St. Thomas VI 19. Diocese of Colorado Springs 20. Owensboro Catholic Schools 21. Diocese of Grand Rapids 22. Diocese of Bismarck 23. Diocese of Altoona-Johnstown 24. Archdiocese of New York 25. Archdiocese of Denver 26. Diocese of Winona

20 Single database Designed for the Catholic Church Live financial reporting Non-profit accounting controls Anytime, anywhere access Unlimited users Live answer technical support Browser based

21

22 Videos can be found on each screen as well as the video Library.

23 User Guide Videos Browser Information

24 Proven Implementation Process 1. Project Planning 2. Live Orientations 3. Data Transition 4. Pilot Sites 5. Onsite Training 6. User Groups

25 Diocesan communications of project plan Live, regional orientation Project plan Product demonstration Chart of accounts Q&A

26 Vendors-only conversion 1-2 Year Monthly Account Balances Beginning Balances Full LOGOS Data Conversion

27 Beginning Balances Only Pro: Easiest option (up front) Con: Will be a year until reports and budgets full force Beginning Balances w/ Monthly Activity Totals Pro: Easier Budgets the First Year Pro: Comparative Reports Con: A little more work NOTE: All Logos data will be accessible for reference

28 Vendors Only Pro: Can save some time on start up Con: Unnecessary clutter Con: Needs to be scheduled which could delay start up

29 Full Data Conversion Pro: All of your data comes over Con: ALL of your data comes over Con: Time consuming to map Con: Time to perform (scheduling) Con: Historical issues may be out of sight, out of mind in Logos

30 Beginning Balances: Just start and add Beginning balances/jes as you go Conversion: Do preliminary account mapping Schedule conversion for data Send ParishSOFT the back up ParishSOFT will send back a comprehensive mapping document Send back completed mapping document Second data conversion done to correct account structure Check for correctness/ adjust as needed

31 Test data conversion 1 st group training & go-live Test new system Test new Chart of Accounts Make adjustments Identify reporting needs St. Mary Church, Winona Pax Christi Church, Rochester Winona Area Catholic School St. Augustine Church, Austin St. Felix Church, Wabasha St. Mary s Cemetery, Winona St. Edward Church, Austin St. Felix School, Wabasha

32 Groups of 15 to 20 Two full days each group Day 1: Ledger & Payable Day 2: Payroll Customized training materials and database Hands-on, as close to go live as possible

33 Similar to training groups 1/2 day each group ParishSOFT and Diocese staffed Proactive add-on training User-to-user connections and assistance Attend annual ParishSOFT Conference

34 Orientation Meetings held in various locations March 4 & 6, 2014 April-June 2014 Chart of Accounts mapping; Pilot Group Training and Go-Live May/June Hands-on Training at 4 locations. Completion of implementation roll-out targeted for June 30, 2014 Census and Church Management implementation 2 nd half of calendar year 2014; regional orientations (TBD) in the Fall.

35 March 4/6: Regional Orientations March 14: Choose Go- Live Option April-June: Mapping & On-Site Handson Training June 30: End of Fiscal Year July 1: Go-Live Sept/Oct: Regional User Groups March 4 Winona / Rochester Beginning Balance Mar-May: Mapping to CN COA (*Apr 23,24/May 14,15) Close out FY13-14 in LOGOS Enter beginning balances On-Going Training March 6 Adrian / Blue Earth Beginning Balance with 1-2 yrs monthly account activity Full History Data Conversion April: Pilot Group Go Live May 1 May 20-23: 2 Training Groups June 17-20: 2 Training Groups Reconcile Start using ConnectNow Accounting User-to-User Networking

36 Keep Logos Accounting current Post all activity Reconcile all accounts Clean-up old issues Old Issues at conversion will be very difficult time consuming and create extra work for the parish

37

38 Logos: Account {Sub-Account/Department} {Fund} XXXX {XX} {XX} Checking ; Plant Fund Interest DOW Dep and Loan: SOF 5080/5680/ Utilities (Admin/Building/Worship) CCW Fundraising ConnectNow: Entity Fund Class (Title Acct) / Department Account Sub- Account* Account Structure for Asset, Liability and Net Asset Accounts: XX XX XX XXXX XX Account Structure for Revenue and Expense Accounts: XX XX XX XXXX XX

39 Entity Funding Source Department Account Sub- Account Up to 5 Levels for standard accounts Asset, Liability, Net Asset (Financial Position) Income, Expense, Dedicated (Activities) Alias short cut numbers make it easy Proper recording and reporting of Restricted or Dedicated accounts Each parish selects the accounts they use on daily basis Add more accounts from the standard chart anytime Add sub-accounts* (range 21-99) as needed

40 Logos: Account {Sub-Account/Department} {Fund} XXXX {XX} {XX} Checking ; Plant Fund Interest DOW Dep and Loan: SOF 5080/5680/ Utilities (Admin/Building/Worship) CCW Fundraising ConnectNow: Entity Fund Class (Title Acct) / Department Account Sub- Account* Account Structure for Asset, Liability and Net Asset Accounts: XX XX XX XXXX XX Account Structure for Revenue and Expense Accounts: XX XX XX XXXX XX

41 Entity Funding Source Class Account Sub- Account Entity Parish School Cemetery Etc Sub-account Latin America Catholic Communications Rice Bowl Peter s Pence Funding Source General/ Unrestricted Designated Restricted Etc Class Cash and Investments Accounts Receivable Prepaid Expenses Accounts Payable Etc Account Petty Cash Checking DOW Deposit and Loan Diocesan Collections Etc

42

43 Entity Funding Source Department Account Sub- Account Entity Parish School Cemetery Etc Sub-account Adults Children Offertory Holy Days/Holidays Funding Source General/ Unrestricted Designated Restricted Etc Department Building & Grounds Liturgy/ Worship General & Administrative Faith Formation Etc Account Faith Formation Income Church Support Office Supplies Utilities Etc

44

45 Return Survey - Today Review Orientation Packet Data conversion options- chose option by March 14* Mapping LOGOS COA to ConnectNOW COA before training process mapping assistance available Apr and May Training Dates May 20-21, and June 17-18, Diocese will contact each location to determine suitable training date Check for updates on implementation roll-out, mapping assistance and Chart of Accounts changes *Contact Luna Chou or Ann Ringlien.

46 Diocese of Winona Thank you! March, 2014