This timeline assumes a conversion of Volunteer Works data into VSys One, which is a largely automated process with many options. For other conversions the process may take substantially longer depending on the source data. If no conversion is needed, this timeline can be compressed substantially.
Pre-conversion
Contract signing
Welcome letter, installation key and serial number generated, sent to customer electronically or by mail
Kickoff meeting: initial needs analysis conference with volunteer office staff and IT staff to:
walk through process, answer questions
establish conversion milestone dates including customer data transfers to Bespoke, draft and final results to customer, go-live date
schedule on-site training (optional)
Installation of IT infrastructure (hardware set-up and database configuration), kiosk rollout (if applicable)
Test installation at customer site(s) to validate database server/infrastructure setup
Week 1
Initial transfer of customer Volunteer Works data to Bespoke by e-mail, FTP or other means
Conversion data analysis by Bespoke (2 days)
VSys One database created by customer (VSys One support available for remote assistance)
VSys One software installed by customer (VSys One support available for remote assistance)
Conversion draft one returned to customer
Week 2
Training session one (web-based, two hours)
Customer critique and evaluation of draft 1 converted data
Week 3
Training session two (web-based, two hours)
Optional – conversion draft two (if necessary) for fine tuning
Additional critique and communications between Bespoke’s Conversion Lead and customer representative(s)
Final customer testing & review of converted data
Week 4
Go-Live minus 2 (days) … final transfer from existing system to Bespoke, data entry into existing system ceased
Go-Live minus 1 (days) … transfer final converted data to customer (by COB)
Go-Live Day … customer installation of final converted data to VSys at customer site
Post-conversion
Customer manual conversion cleanup
Support available for assistance on any technical issues, and with user-definable report design layouts as needed
