VOLUNTEERS AND MEMBERSHIPS INCLUDED CONVERSION...3
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- Franklin Goodman
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1 CONVERSION PROPOSAL
2 This document was prepared to address some common questions that many former GiftMaker Pro clients have had regarding the conversion to DonorPerfect. The examples we provide on the following pages highlight various conversion scenarios, some of which may apply to your organization. We hope that this information helps you understand our methodology and fosters a smooth transition to DonorPerfect! Please Note: DonorPerfect is designed to allow flexibility when mailing to your constituents. Each donor has a primary (default) salutation and an unlimited number of different names/salutations. The examples compare and contrast how DonorPerfect will handle this information as opposed to GiftMaker Pro. Table of Contents 1. FREE CONVERSION VOLUNTEERS AND MEMBERSHIPS INCLUDED CONVERSION CUSTOM CONVERSION SCENARIO 1: NO PERSON 2 DATA SCENARIO 2: PERSON 1 AND PERSON 2 HAVE SAME LAST NAME SCENARIO 3: PERSON 1 AND PERSON 2 HAVE DIFFERENT LAST NAMES SCENARIO 4: ORGANIZATIONAL RECORD SCENARIO 5: PLEDGE RECORD SCENARIO 6: GIFT RECORD...22
3 1. FREE CONVERSION COST: FREE This price quote is based on up to 40,000 Constituents plus Gifts, Pledges, and related data, currently tracked in GiftMaker Pro. Data from Volunteer, Membership, and Event modules will not be converted. Data will be converted using a standard format for GiftMaker Pro data. An Implementation Specialist will be assigned and will meet with the client via telephone. The purpose of this conversation will be limited to discussing how user-defined fields of data will be converted and which salutation field should be used as the default. This free conversion is based on our ability to export your GiftMaker Pro data using the Pro Utilities program that is part of GiftMaker Pro; any other means of data export will require a custom conversion cost estimate. Limitations: Although DonorPerfect will take all reasonable steps to provide an error-free data conversion from your GiftMaker Pro system, DonorPerfect does not represent, warrant or guarantee that the data conversion service will be error-free. By its very nature, this auto-conversion program will not correct errors in data that pre-existed within the GiftMaker Pro system. As a result, this free data conversion service is provided 'as is' without warranty of any kind, and DonorPerfect disclaims all warranties, either express or implied, including, but not limited to, implied warranties of merchantability or fitness for a particular purpose. What is included: Conversion of all Constituent name, main address, alternate address, phone, note, custom fields, and demographic data; Gifts; Pledges; Classifications (FLAGS), and Relationships (LINKS). Codes from GiftMaker Pro will be mapped into the appropriate fields in DonorPerfect. Records coded as Organization or Individual will be set up to match the format of the sample screens provided in this document. Conversion of Do Not Mail, Do Not Phone, and Do Not Solicit data. In addition, any record that has no data in the address fields will be marked Do Not Mail if it is not already coded in this manner. Verification of record counts to be sure that all records from GiftMaker Pro appear in DonorPerfect. What is not included: Data from Volunteer, Membership, and Event (EventMaker Pro) modules. Cleanup of data that was not entered correctly in GiftMaker Pro. (Example: If a person s name is entered into the wrong fields in GiftMaker Pro, the conversion will have the name displayed in a similarly incorrect manner). Code Descriptions will be converted as is, although the underlying codes will change so that they work correctly in DonorPerfect. No attempt will be made to identify or combine any descriptions that are similar. (Example: A description of Annual Appeal and annual appeal may use 2 different codes in GiftMaker Pro; in DonorPerfect, they also will have 2 different codes.) Soft credit and notification links from Gift and Pledge data. All gift records are attributed to the name in the main record. The conversion does not create a link between gifts and individual names in a record. (Example: In GiftMaker Pro, the Both Name is Mr. & Mrs. John Smith; a gift was attributed only to Mr. John Smith. The conversion will link this gift to Mr. & Mrs. John Smith. As you begin to use 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 1
4 DonorPerfect, you will have the ability once again to specify just one member of a household when entering a gift.) This conversion does not include CASS certification of addresses. A National Change of Address (NCOA)/CASS Certification service may be purchased separately. Our data conversion process does not include the removal of duplicate records. Based on past experience, this task is best accomplished by the client. The software does include an easy-to-use duplicate maintenance feature that allows you to preview potential duplicates and combine them. I agree to the terms and conditions of this quote for a free data conversion. Sign here Date 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 2
5 2. VOLUNTEERS AND MEMBERSHIPS INCLUDED CONVERSION COST: $995 This price quote is based on up to 40,000 Constituents plus Gifts, Pledges, and related data including Volunteer and Membership information. EventMaker Pro modules will not be converted. Data will be converted using a standard format for GiftMaker Pro data. An Implementation Specialist will be assigned and will meet with the client via telephone to plan and review how the GiftMaker Pro data will be converted into DonorPerfect. This Data Mapping discussion will allow the Implementation Specialist to assign unique fields in DonorPerfect with values from GiftMaker Pro that are not part of the standard GiftMaker Pro Conversion. This $995 conversion is based on our ability to export your GiftMaker Pro data using the Pro Utilities program that is part of GiftMaker Pro; any other means of data export will require a custom conversion cost estimate. Limitations: Although reasonable efforts will be made to correct pre-existing data entry errors related to name and address information in the GiftMaker Pro dataset, it is possible that some of these errors will remain uncorrected by the conversion process. As a result, DonorPerfect disclaims all warranties unless expressed in writing as part of the Data Mapping discussion. What is included: Conversion of all Constituent name, main address, alternate address, phone, note, custom fields, and demographic data; Gifts; Pledges; Classifications (FLAGS), and Relationships (LINKS). Data from Volunteer and Membership modules (if data exists in GiftMaker Pro). Codes from GiftMaker Pro will be mapped into the appropriate fields in DonorPerfect. Records coded as Organization or Individual will be set up to match the format of the sample screens provided in this document. Conversion of Do Not Mail, Do Not Phone, and Do Not Solicit data. In addition, any record that has no data in the address fields will be marked Do Not Mail if it is not already coded in this manner. Standardization of the title, suffix, city, state, postal (zip) code and country fields. This does not include CASS certification of addresses. Brief overview explaining how the data will be converted (names, gifts). Verification of record counts to be sure that all records from GiftMaker Pro appear in DonorPerfect. What is not included: Data from Event (EventMaker Pro) modules. Although reasonable efforts will be made to correct pre-existing data entry errors related to name and address information in the GiftMaker Pro dataset, it is possible that some of these errors will remain uncorrected by the conversion process. Code Descriptions will be converted as is, although the underlying codes will change so that they work correctly in DonorPerfect. No attempt will be made to identify or combine any descriptions that are similar. (Example: A description of Annual Appeal and annual appeal may use 2 different codes in GiftMaker Pro; in DonorPerfect, they also will have 2 different codes.) Soft credit and notification links from Gift and Pledge data. All gift records are attributed to the name in the main record. The conversion does not create a link between gifts and individual names in a record. (Example: In GiftMaker 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 3
6 Pro, the Both Name is Mr. & Mrs. John Smith; a gift was attributed only to Mr. John Smith. The conversion will link this gift to Mr. & Mrs. John Smith. As you begin to use DonorPerfect, you will have the ability once again to specify just one member of a household when entering a gift.) This conversion does not include CASS certification of addresses. A National Change of Address (NCOA)/CASS Certification service may be purchased separately. Our data conversion process does not include the removal of duplicate records. Based on past experience, this task is best accomplished by the client. The software does include an easy-to-use duplicate maintenance feature that allows you to preview potential duplicates and combine them. I agree to the terms and conditions of this quote for a $995 data conversion. Sign here Date 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 4
7 3. CUSTOM CONVERSION COST: Not-To-Exceed price will be quoted separately. This price quote is based on an unlimited number of Constituents plus Gifts, Pledges, and related data including Volunteer, Membership, and EventMaker Pro data. A quote will be provided upon request, and will be based on record counts, type of data files to be converted, and your specialized data requirements. A Custom Conversion cost estimate will be provided if your GiftMaker Pro data cannot be exported using the Pro Utilities program that is part of GiftMaker Pro. What is included: Conversion of all Constituent name, main address, alternate address, phone, note, custom fields, and demographic data; Gifts; Pledges; Classifications (FLAGS), and Relationships (LINKS). Data from Volunteer and Membership modules (if used in GiftMaker Pro). Data from Event (EventMaker Pro) modules. An Implementation Specialist will be assigned to work with the client. A full mapping discussion to review all data will to allow the client to decide how their GiftMaker Pro data should appear in DonorPerfect. The Implementation Specialist will make recommendations so that the converted data will work properly in DonorPerfect. Codes from GiftMaker Pro will be mapped into the appropriate fields in DonorPerfect. Client will have the option to revise their current code lists. Conversion of Do Not Mail, Do Not Phone, and Do Not Solicit data. In addition, any record that has no data in the address fields will be marked Do Not Mail if it is not already coded in this manner. Reformatting of data as needed to correct data entry errors in the GiftMaker Pro dataset. Verification of record counts to be sure that all records from GiftMaker Pro appear in DonorPerfect. What is not included: Although reasonable efforts will be made to correct pre-existing data entry errors related to name and address information in the GiftMaker Pro dataset, it is possible that some of these errors will remain uncorrected by the conversion process. All gift records are attributed to the name in the main record. The conversion does not create a link between gifts and individual names in a record. (Example: In GiftMaker Pro, the Both Name is Mr. & Mrs. John Smith; a gift was attributed only to Mr. John Smith. The conversion will link this gift to Mr. & Mrs. John Smith. As you begin to use DonorPerfect, you will have the ability once again to specify just one member of a household when entering a gift.) This conversion does not include CASS certification of addresses. A National Change of Address (NCOA)/CASS Certification service may be purchased separately. Our data conversion process does not include the removal of duplicate records. Based on past experience, this task is best accomplished by the client. The software does include an easy-to-use duplicate maintenance feature that allows you to preview potential duplicates and combine them. 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 5
8 I agree to the terms and conditions of this quote for a custom data conversion. Sign here Date 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 6
9 4. SCENARIO 1: NO PERSON 2 DATA When there is only one person listed on the record, one of the three salutations from your GiftMaker Pro system is selected as the default salutation. One of the other salutations is added as an alternate salutation. When you begin to use DonorPerfect, you can add as many additional salutations as needed for each constituent record. GiftMaker Pro: Salutations: Default Salutation Alternate Salutation 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 7
10 DonorPerfect Installed: Default Salutation Alternate Salutation DonorPerfect Online: Default Salutation Alternate Salutation 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 8
11 5. SCENARIO 2: PERSON 1 AND PERSON 2 HAVE SAME LAST NAME In GiftMaker Pro, constituents were tracked by using separate Person 1 and Person 2 fields. Because of the flexibility in DonorPerfect, these names are combined for default mailings, and you can also use each name separately for distinct mailings. The screen shots demonstrate how the main record will appear in DonorPerfect when there are two people listed on a record and alternate salutations/addresses for each individual on the record. Please refer to the Mailing sections in our Help manual for more information. GiftMaker Pro: 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 9
12 Salutations: DonorPerfect Installed: Default Salutation Alternate Salutation 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 10
13 Examples of Alternate Salutations (Can Mail Separately To Each Person): Person 1 Name and Address Person 2 Name and Address 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 11
14 DonorPerfect Online: Default Salutation Alternate Salutation Examples of Alternate Salutations (can mail separately to each person): Person 1 Name and Address 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 12
15 Person 2 Name and Address 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 13
16 6. SCENARIO 3: PERSON 1 AND PERSON 2 HAVE DIFFERENT LAST NAMES In GiftMaker Pro, constituents were tracked by using separate Person 1 and Person 2 fields. Because of the flexibility in DonorPerfect, these names are combined for default mailings, and you can also use each name separately for distinct mailings. The screen shots demonstrate how the main record will appear in DonorPerfect when there are two people listed on a record and alternate salutations/addresses for each individual on the record. Please refer to the Mailing sections in our Help manual for more information. GiftMaker Pro: 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 14
17 Salutations: DonorPerfect Installed: Person 1 Name Person 2 Name 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 15
18 Couple Envelope View Examples of Alternate Salutations (can be mailed to separately): Person 1 Name and Address Person 1 Envelope View 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 16
19 Person 2 Name and Address Person 2 Envelope View DonorPerfect Online: Person 1 Name Person 2 Name 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 17
20 Examples of Alternate Salutations (can be mailed to separately): Person 1 Name and Address Person 2 Name and Address 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 18
21 7. SCENARIO 4: ORGANIZATIONAL RECORD An organizational record could have multiple contacts with unlimited addresses and/or salutations for various mailings. Contact Person Name of Organization DonorPerfect Installed: Name of Organization Contact Person DonorPerfect Online: Name of Organization Contact Person 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 19
22 8. SCENARIO 5: PLEDGE RECORD The Pledge screen, like all other DonorPerfect screens, can be modified to meet your organization s individual needs. We have added the Fiscal Year field to your DonorPerfect screens to aid in the transition from GiftMaker Pro. GiftMaker Pro: DonorPerfect Installed: 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 20
23 DonorPerfect Online: 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 21
24 9. SCENARIO 6: GIFT RECORD The Gift screen, like all other DonorPerfect screens, can be modified to meet your organization s individual needs. We have added the Fiscal Year, Check Date, Thank You Date and Donation Type fields to your DonorPerfect screens to aid in the transition from GiftMaker Pro. GiftMaker Pro: DonorPerfect Installed: 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 22
25 DonorPerfect Online: 4/30/2012 GiftMaker Pro Conversion into DonorPerfect Page 23
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