Conference Room Pilots

CONFERENCE ROOM PILOTS

SCHEDULE & METHODOLOGY

NOTE: The plan proposed in this document was reviewed and approved for implementation by the Core

Team and Blackbaud at the 6/12/08 weekly meeting. There may be minor tweaks as we progress.

In looking at the 17 categories of Functional RFP requirements, we found no feasible way to conduct

separate Conference Room Pilots (CRP’s) for each of them in the roughly 14 weeks we have available.

So the first step was to consolidate Categories into logical groups that could be lumped together for the

preparation and CRP’s. This was done taking into account both the content of the category and also the

number of requirements. There are eight groupings (A through H) as follows:

Groupings of Categories for Conference Room Pilots

Group Category Name Category #

# of

Req's

Group

Total

A Gift Administration 4 45

A Biographic Data 6 50 95

B Prospect Management 1 28

B Prospect Research 2 6 34

C Fund Data 5 16

C Donor Stewardship 12 11 27

D Annual Fund / Communications 7 19

D Campaign Management 10 18 37

E Data Entry and Maintenance 3 12

E General System Requirements 9 20

E Document Management 14 5

E Organization Data (separate CRP session) 13 7 44

F Online Services 8 19

F Event Management 15 5

F Volunteer Management 16 7 31

G Gift Planning 11 16 16

H Membership Management 17 12 12

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There are three key activities that need to be scheduled with SME’s and others in the Development

Community. These must be scheduled well ahead of time in a “Save the Date” e-mail that should go out

2 to 3 weeks ahead of the first activity. The key activities are:

1. Meetings to go over requirements information and business process flow

2. Pre-CRP Training to cover the category areas using the out of the box Blackbaud system

3. The Conference Room Pilot sessions

The proposed schedule for the groupings above are shown on the following calendar:

Sun Mon Tue Wed Thu Fri Sat

1 2 3

4 5 6 7 8 9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 31

2008

May


1 2 3 4 5 6 7

8 9 10 11 12 Group A

Training

13 14

15 Group B

Req. Mtgs.

16

--------�

17 Group A

CRP

18 Group A

CRP

19 20 21

22 Group C

Req. Mtgs.

23

--------�

24 25 Kick-off

Meeting

26 Group B

Test Cases

Prepared

27 28

29 Group C

Req. Mtgs?

30

--------�

2008

June


Group D/E

Req. Mtgs.

--------�

1

2 Group B

Training &

tccd

3 4

HOLIDAY

5

6

7

8 Group B

CRP

9 Group B

CRP

10

11 12

13

14 Group C

Test Cases

Prepared

15

16

17 Group D

Test Cases

Prepared

18 Group C

Training &

tccd

19

20 Group F

Req. Mtgs.

21

--------�

22

23 Group C

CRP

24 Group C

CRP

25 GroupD

Training &

tccd

26

27 28 Group E

Test Cases

Prepared

29 Group D

CRP

30 Group D

CRP

31

tccd means Test case comments are due

2008

July


1 GroupE

Training &

tccd

2

3 4 5 Group E

CRP

6 Group E

CRP

7 Group E

CRP (if needed)

8 Group F

Test Cases

Prepared

9

10

11 Group G/H

Req. Mtgs.

12

--------�

13 14 GroupF

Training &

tccd

15 16

17

18 19 Group F

CRP

20 Group F

CRP

21 22 Group G

Test Cases

Prepared

23

24

25 26 27 Group H

Test Cases

Prepared

28 Group G/H

Training &

tccd for G

29 30

31 2008

August


1 Labor Day

Holiday

2 tccd for H

(if needed)

3

4 Group G

CRP

5 Group H

CRP (if needed)

6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30

2008

September


1 2 3 4

5 6 7 8 9 10 11

12 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30 31

2008

October

CONFERENCE ROOM PILOTS (CRP’s) - PROPOSED METHODOLOGY

NOTE: After the initial pilot test of our CRP’s, it was determined that the standard method for the CRP

meetings would be a single group going through the entirety of the test cases together (Combined test

walk through) . If time permits at the end, we would then break into separate groups and do follow-up

testing and exploration. This proved to be a more efficient method and kept the sessions on track. It is

possible in some cases that we would revert to using the groups of testers instead of the combined walk

through.

Most of the roles and responsibilities still apply, but they are focused at first in the combined walk

through of the test cases. Separate testing groups of 2 to 3 are then used if time permits following the

combined walk-through of the entire set of test cases.

Logistics

The suggestion is that there be somewhere between 10 and 20 people involved in the actual CRP’s

based on effectiveness and room limitations. Roles in the CRP would be as follows:

CRP Lead

• Sets up the test cases into sections that provide logical breaks for CRP testing

• Preps the room with scoring criteria, test cases, and “Test Group” scoring sheets

• Sets out, maintains and adjusts (as needed) the timing for the entire CRP session

• Calls for test case section debriefings to accumulate results and provide continuity between Test

Groups. Keeps the objectives of deriving test results on track.

Test Groups

• Each group is optimally 2 but could be 3 persons; one at the keyboard, one recording results

from each test on scoring sheets (includes rating score and comments during testing)

• Minimum of 3 and maximum of 6 groups

• Groups work through pre-set test plans and record their results based on scoring criteria

• Groups will call on “Monitors” and “BB Experts” as needed to resolve questions / issues

• Groups work through sections of test cases and report on findings when “CRP Lead” calls for test

section debriefings.

Monitors

• UM Team members from the Core Team

• Generally well versed in either the category, the test scenarios, the Blackbaud system for this

category, or all of the above.

• During team breakouts, float around the room and watch testing to monitor the process.

Provide assistance and answer questions for “Test Groups” as needed.

BB Experts

• Provide detailed training / update at the beginning of the session for configuration and setup

items that require clarification beyond the initial out of the box training sessions.

• Inform the entire testing team of areas where gaps are known to exist in the test scenarios.

• Provide expert answers and guidance when Test Groups get stuck and call for help which is

beyond the “Monitors” knowledge

• Observe and respond as needed to CRP activities.

• Consult with “CRP Lead” and “Monitors” with observations and ideas for adjustments

Recorder

• The recorder is charged with keeping track of all questions or follow-up items raised from group

discussions

• The recorders will also be in charge of any recording technology and making sure the CRP

proceedings can be replayed. This includes the Captivate sessions on the test PC’s and audio

recorders during group discussions.

• The recorder keeps the rolled up scores and any overriding comments / direction gathered

during the test section debriefings.

• The recorder tracks all next step, additional test items identified and parking lot items generated

during the CRP.

Agenda proposed for CRP Session (Total 3.5 – 4 hours in length)

• Introduction of Agenda and Methodology By: CRP Lead Time: 10 - 15 min.

• Training items / Gaps from Setup & Config By: BB Expert Time: 30-45 min.

• Begin Test Section By: Test Groups Time: 15 – 20 min.

Note: A later refinement is to first meet in one group going through entire list of test scenarios,

then breakout to individual teams as time permits to explore test cases further.

• Monitor group progress / call for debrief By: CRP Lead Time: 5 – 10 min

Note: This is now done during each test step in the combined CRP walk through.

• Repeat above two steps until all test sections are completed

• Wrap-up when all sections or time completed By: CRP Lead Time: 5 – 10 min.

• Determine next steps if all test cases are not completed By: CRP Lead, Entire Team

• Allow for additional ad-hoc testing if complete By: CRP Lead Time: TBD

Our goal is to make these sessions as effective as possible and accomplish as much of the scoring /

debriefing as possible right within the CRP. By having this clear approach, structure and roles we can

then focus on completing the identified test cases while having a base in place to allow for flexibility to

adjust to needs as they arise during the CRP’s. Depending on how quickly we can get through the test

cases, there may be time for further exploration and testing of the software while the BB Experts are in

the room to help respond to issues and assist in exploration.

Conference Room Pilots

Documents

Transcript of Conference Room Pilots