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CivicRec Client Work – Project Deliverables

Overview

This document outlines the CivicRec Implementation project phases and provides a clear description of all actions and estimated time commitment to prepare your CivicRec software for launch.

 

Expected: 2 – 4 Hours

  1. Schedule Kick-off Call with CivicRec Implementation Coordinator
  2. Review Agenda for Kick-off Call
  3. Attend Kick-off Call with CivicRec Implementation Consultant
    • Set Expectations
    • Ask Questions
  4. Review Kick-off Wrap Up via Project Management Software
    • Tips for Training Guide
  5. Confirm Timeline via Project Management Software

Expected: 6 - 8 Hours

  1. Submit GL Codes (Required)
    • Import template
  2. Submit Payment Gateway Credentials (Required)
    1. Please submit via phone or FTP site
  3. Submit Residency Data (Optional)
    • Residency Import template or ArcGIS Endpoint
  4. Submit Financial Extract (Optional)
    • Template

Expected: 24-60 Hours – dependent on size of organization

  1. Configuration Training
    • Review GL Code Import with CivicRec Implementation Consultant
    • Determine Accounting Method
      • Guide
    • Identify All Waivers
  2. Post Configuration Training
    • Begin purchasing hardware
    • Setup Checkout Settings
      • Prompts, Forms, and Waivers
    • Setup Financial Settings
      • GL Configuration, Fee Addons, Discounts, Scholarships, and Tax Types
      • Configure Accounting Setup
    • Setup Organization Settings
      • Policies – Cancellation, Refund, Privacy, Terms & Conditions
    • Setup Templates
      • Receipt and permit
    • Setup Permission
      • Groups and permissions
  3. Submit Location/Facility Imports
    • Manual Entry or Import template
  4. Submit Activity/Session Imports
    • Manual Entry or Import template
  5. Facilities Training
    • Training on the Facility module to include building out an example Location and Facility with associated rates and setting configuration tailored to your organization.
  6. Post Facilities Training
    • Build locations and facilities along with details
  7. Activities Training
    • Training on the Activity module to include building out an example Activity and Session with associated rates and setting configuration tailored to your organization.
  8. Post Activities Training
    • Build activities and sessions along with details

Expected: 15-20 Hours

  1. Front Line Training
    • Configure the POS module to include POS Screens, items, and inventory
    • Training on check out duties for a Front-Line staff member
    • Test Payment Gateway
    • Test Hardware
  2. Post Front Line Training
    • Determine training plan for the remaining Front-Line staff
  3. Submit User Imports
    • Manual Entry or Import template
  4. Submit Membership Imports
    • Manual Entry or Import template
  5. Submit Future Facility Reservation Imports
    • Manual Entry or Import template

Expected: 5-10 Hours

  1. Attend System Prep for Launch meeting with your Implementation Consultant
  2. Market your new CivicRec software
    • Marketing Toolkit
  3. Utilize your new CivicRec software

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