Ministry Action Plan

2Ministry Action Plan

3

Prepared for Vicki AycockTarrytown United Methodist Church , Austin, Texas Prepared by: Keith Hudgins, Implementation Specialist

Table of Contents

2Project Preview

2Purpose and Approach

2Key Milestones and Deadlines

2Data Conversion Notes

2Data Consolidation

2Data Mapping

2Information Missing from Data Conversion

2The Project

2Phase One Engage the Team

2Establish a MAP Team

2One Staff One Database

2Complete Transition to ACS OnDemand

2Configure ACS Financial Modules

2Data Clean Up

2Define Terms

2Establish Data Entry Process

2Create a Database Maintenance Plan

2Clarify Address Types

2Clarify Phone Types

2Clarify E-Mail Types

2Define and Document Membership Process

2Set Up Member Statuses

2Configure ACS for Tracking Other Key Individual Information

2Configure Security Settings

2Train on People Profiles, Searches, and Reports

2Launch SpeedCheck for Check Scanning

2Configure Contributions to Interface with General Ledger

2Purchase Implementation Services

2Phase Two Evaluate

2Facilities and Event Calendars

2Evaluate Using Facility Scheduler for Managing Calendars and Scheduling Resources

2Establish Plan and Timeline for Implementing Facility Scheduler

2Configure Facility Scheduler

2Assess Access ACS Features

2Establish Timeline and Plan for Implementing Access ACS

2Obtain Merchant Account for Online Giving and Event Registration

2Connections

2Define and Document Newcomer Process

2Configure ACS for Tracking Membership Process

2Analyze Data Needs Relative to Newcomer Process

2Configure ACS People and Connections for Tracking Newcomers

2Analyze Data Needs for Tracking Hospital Visits

2Analyze Data Needs for Tracking Grief Recovery Contacts

2Analyze Data Needs for Tracking Contacts Triggered by Key Life Events

2Analyze Data Needs for Tracking Other Pastoral Care Contacts

2Configure ACS People and Connections for Tracking Pastoral Care Contacts

2Develop Process for Reviewing and Purging Data

2Prepare Access ACS for Launch

2Update E-mail Addresses for Access ACS

2Groups

2Develop and Document a Launch Plan for Groups

2Cleanup Existing Group Rosters and Lists

2Configure Preferred Lists in ACS

Error! Bookmark not defined.Create Master Group for Tracking Adult Sunday Classes

2Configure Access ACS for Tracking Small Groups

2Make Small Group Information Available Within ACS People

2Establish Protocols for Adding Groups

2Establish Protocols for Reviewing and Purging Data

2Check-In

2Complete Preparations for Using Checkpoint

2Configure Checkpoint System Configuration

2Configure Checkpoint Sessions

2Configure Checkpoint Templates

2Configure User Logins

2Other Steps

2Evaluate SafeGuard and Secure Search for Background Checks

2Define and Document Church Communication Strategy

2Enable ACS Pay Plus for Online Giving and Event Registration

2Establish Protocols for Bulk Email Usage

2Launch ACS Preferred Lists to Manage Distribution Lists

2Phase Three Execute

2Configure and Launch Safeguard for Tracking Volunteer Screening Steps

2Integrate Calendar and Event Registration Tools with Website

2Launch Facility Scheduler to Staff

2Utilize Access ACS Calendar Links on Website

2Launch ACS Checkpoint for Child Check-in

2Launch Access ACS and ACS Church Life for Staff

2Launch Online Giving in Access ACS

2Launch Event Registrations with Payments Using Access ACS

2Soft Launch Access ACS to Lay Leaders

2Full Launch Access ACS to Congregation

2Transition All Applicable Ministries to Use ACS for Attendance Tracking

2Train Staff, Lay Leaders, and Congregation in Using Pastoral Care Tools

2Launch ACS Connections and Access ACS for Communicating Connection Assignments

2Launch Group Tools to Lay Leaders

2Launch ACS Broadcast for Electronic Signage

2Implement Plan for Tracking Marketing Effectiveness

2Phase Four Continue to Build Out Functionality

2Compile List of Current Serving Positions

2Define and Document Processes for Recruiting New Volunteers

2Analyze Data Needs Relative to Tracking Serving Profiles

2Create Positions with Descriptions in Access ACS

2Configure Access ACS Serving Attributes and Qualifications.

2Establish Protocols for Conducting Reviews of Expiring Screening Steps

2Launch Access ACS Serving for Tracking Volunteer Service

2Evaluate Using The City in an ACS Integrated Environment

2Resources

2Groups- How They Work

2Implementation and Training Plan

2Implementation Plan

2Training Plan

2Closing

2Thank You

2Contacts

Project Preview

This Ministry Action Plan was created based on discussions with staff and leaders at Tarrytown United Methodist Church (Click to enter "ABBR"), Austin, Texas and determine how best to use ACS (or other tools/software when needed) to meet those needs. Keith Hudgins conducted the on-site assessment

This MAP is a result of that assessment. The information gathered has been organized into specific Projects, each broken down into multiple goals.

There are several Major Components of this MAP which can be identified using the following keys:

Indicates the process by which you and your staff will approach each project. Determining who is responsible and empowering them with training and resources to work the solution. Get your sleeves rolled up!

Indicates the process to determine importance of need, the resources needed to meet that need, and the method used to meet that need. Also Identifies deficiencies in current systems or information and provides a path to address them. How do we get from here to there?

Indicates the process of launch or re-launch of the solution. It is the completion of the action items necessary to fully address the need identified. Using the tools effectively in ministry.

You cannot do everything yourself! When you see this icon, you know that we suggest engaging additional resources, such as Sales, Data Services, Support, Training, or implementation.

Assessment Summary

Keith Hudgins met with teams over the _ day period. A summary of the needs identified are as follows:

Each of these areas will be covered in the following pages. Note that since ACS is an integrated solution, the implementation of these areas may contain several phases.Key Milestones and Deadlines

Several Dates are important in the scope of this project. These have been identified as important milestones to the overall success of the Ministry Action Plan. Launch Financials Spring 2015 People Training Spring 2015 Checkpoint Launch Summer 2015 Target Project Completion December 2015 Phase One- ENGAGE

Getting started with such a complex project can be daunting. Phase one focuses on laying a foundation of success. Keep in mind our keywords to help us stay on target. Engage!

Evaluate!

Execute!

Schedule!

Requires ACS Assistance Tools Available (Online resource)Transition to ACS OnDemandWith ACS OnDemand, your staff and volunteers can work from home, while traveling, or anywhere they have an Internet connection. It can provide another powerful way to ease workloads and give more options and flexibility in when and where you work, which results in more productive employees. To meet the needs of the project, your OnDemand Package should include:

Engage Sales to complete transition.

Engage Onboarding to set up your OnDemand Work with ACS to schedule data conversion, training, additional implementation.

Submit data to ACS data team for conversion.

Complete initial training.

The MAP TeamOne of the biggest factors in success in completing this Ministry Action Plan is to create a team of people who are invested in the success of the project. The Core Team should include someone with executive power at the church, someone who is leading your small groups, someone who works with the volunteers at your church, and someone who is intricately involved with managing back-office data. A technical person is great to have on board as well.

Identify team members (see above).

Review project together.

Assign roles and responsibilities.

Establish plan for communication and collaboration on project.One Staff One Database has operated in an environment where each department has been able to create their own system for data management. The result is a main database that is missing a lot of information and is outdated or has incorrect information. All of the staff should adopt the centralized database. Engage ALL staff in the ONE Database initiative. MAKE IT POLICY!

Identify applications being used by each ministry.

Analyze the data and determine how/where this information can be managed in ACS tools

Migrate the Data (Manual process in most cases). Establish a database administrator who will be tasked with and empowered to:

Assure that data is being entered, as it should be.

Data is being reviewed and purged in a systematic way.

New employees are trained how and when to use the database.

LIST ANY ADDITIONAL INFO

Data Clean Up Your database is kind of like your house. We all have to do dishes every now and thenData Consolidation

Refer to data consolidation worksheet (I have an idea)Info Management ProcessesProcedures manual workbookPhase Two Evaluate

Now that we have a foundation built on solid Database management principles, we can begin to examine how best to use the various tools in ministry. This section will cover the various steps in preparing to use ACS tools in all ministry areas. Usually these items are best covered with your implementation specialist ONSITE.Managing GroupsOver view of better group management and point to training- implementation or manualsProtecting Children

Safeguard and checkpoint

Ministry Follow-up- Connections

Web and Mobile Access

Creating online directories, giving, event regManage Volunteers

Depends on client. Small groups and Serving or MSPEffective Communication

Preferred lists, constant contact, mass texting, mass emailStewardship

Online giving, pledging???

Managing Finances

Launch GL, AP AR, PayrollFacilities and Events

Facility Scheduler and Event reg

Phase Three Execute

Now that you have trained, planned, and configured your tools, it is time to launch them to your ministries and your church.

Launch Safeguard for Tracking Volunteer Screening StepsLaunch Facility Scheduler to StaffIntegrate Calendar and Event Registration Tools with Website

Launch ACS Checkpoint for Child Check-in

Launch Access ACS and ACS Church Life for Staff

Launch Online Giving in Access ACS

Launch Event Registrations with Payments Using Access ACS

Soft Launch Access ACS to Lay Leaders

Full Launch Access ACS to Congregation

Transition All Applicable Ministries to Use ACS for Attendance Tracking

Train Staff, Lay Leaders, and Congregation in Using Pastoral Care ToolsLaunch ACS Connections and Access ACS for Connection Assignments

Launch Group Tools to Lay Leaders

Launch ACS Broadcast for Electronic Signage

Implement Plan for Tracking Marketing Effectiveness

Phase Four Continue to Build Out Functionality

There are many additional features in ACS which you will have to consider after the initial project is complete

Launch SpeedCheck for Check Scanning

Compile List of Current Serving Positions

Define and Document Processes for Recruiting New VolunteersAnalyze Data Needs Relative to Tracking Serving Profiles

Create Positions with Descriptions in Access ACS

Configure Access ACS Serving Attributes and Qualifications.

Establish Protocols for Conducting Reviews of Expiring Screening StepsLaunch Access ACS Serving for Tracking Volunteer Service

Evaluate Using The City in an ACS Integrated Environment

Most of the individual ministry area meetings raised the need for groups of people at to communicate together outside of the Sunday worship time. Across all ministry areas, each leader expressed a desire to connect people with others during the week. Equally important is to find a social media platform dedicated to people connected to for spiritual growth, sharing content and media, sharing prayer information and building the body. The City is a unique solution that can meet all of those needs. Create a focus group consisting of both pastoral staff and small group leaders. Have this group view a full demo of the Citys capabilities.

Have the focus group compare the costs of using the City and determine whether or not it is the right move for .

Configure Security Settings

Annual Training PlanClosing

Thank You

Thank you for selecting ACS Technologies to help serve your churchs ministry needs. Seeing the big picture of what you are seeking to accomplish, we consider it a privilege to partner with you. Undeniably, your church is doing some great things for the area and we are excited about the solutions we can provide that will strengthen the impact you have on your community.

Since 1978, ACS has been serving the needs of churches like yours, and we are steadfast in our commitment to provide quality software and services that will support and enhance your ministry. We value the opportunity to establish a trusted, long-term relationship with you. If there is any other way in which we can assist you, please call us. Were here to help!

ACS Technologies Group, Inc.

180 Dunbarton Drive

Florence, SC 29501

www.acstechnologies.comContacts

For Implementation AssistanceFor Other Assistance

Keith HudginsJared Goudeau

tf |800.736.7425 x 8428tf |800-736-7425 xt 8431

dir|843.413.8428e|Jared.goudeau@acstechnologies.com

m|512.431.2890

e|keith.hudgins@acstechnologies.com

Tarrytown United Methodist Church , Site: Click to enter "Site" , Ticket: Click to enter "Ticket"

Tarrytown United Methodist Church , Site: Click to enter "Site" , Ticket: Click to enter "Ticket"

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