DATA CONVERSION

• We will import your existing membership records and giving histories into MemSys data files. Data conversion is the import of your records from DOS-formatted ASCII text files provided to HDS before installation.

• We can import records from the following databases: Individual and Business Members, Major Donors, Pledges, Prospects, Underwriters, Capital Campaign Prospects/Donors, Matching Gift Companies, Campaign totals, Mailing totals, Break totals, Program codes, Source codes, other code tables. If you acquire our Auctioneer system, we will import your existing Auction Donors, Bidders, Bid Items, Board Layouts and Invoices.

• We will consult with your development and technical staff in advance, to define fields (data elements) in your current system. This research allows us to "map" your fields in matching or equivalent fields in MemSys. We may also be able to assist in the export of records from your current system to ASCII text files, if it does not appear to offer such tools.

• We will request record layouts for your files including the name, length and data type of every field to be imported. We will also ask for a trial set of ASCII text files (comma, tab or position-delimited). Send the trial set and record layouts to HDS for review and consultation with your staff. It is now 3-4 weeks before installation.

• While you continue to use your current system, we will create a set of custom data import programs. On a date as close to installation as possible, we will ask you to stop entering data in your current system, so that you can export a final set of ASCII text files. You may continue to use your current system for lookups, mailings and reports during this final phase of the conversion.

• We import your records quickly, so that you experience only one or two days when records are not being entered. Our installer-trainer will arrive with your new system, loaded with all of your records, as if they had always been tracked in MemSys!

• Herlick Data Systems has performed successful data conversions from dozens of other commercial membership systems including: Access International, Allegiance, Benefactor, Blackbaud (a.k.a. Raiser’s Edge), CMDS, Contributrak, DonorPerfect, FundMaster, Memtrac (a.k.a. Scout), Misy, TIPS and Versyss Tiger. We have also converted records from dozens of in-house systems based on: Access, dBase, Filemaker Pro and Q&A.

• Best of all… our data import service is always quoted on a flat-fee basis, so that you do not have to worry about hourly overtime charges.

TRAINING SERVICES

• Herlick Data Systems can provide on-site training for all development staff and volunteers who will use MemSys. Most clients get started with just two days of training; although three days may be recommended if you acquire most of the available software modules. Two days of training are recommended for Auctioneer.

• We will develop the training seminar curriculum in cooperation with your staff’s schedule, your near-term fundraising activities and your budget. Priority is given to Operational Training, i.e. basic skills needed to use MemSys every day. Usual order of topics: Overview, Menu, Operator setup, Help system, Data entry, Mailings, Reports, Import/export utilities. Advanced segmentation is deferred to the final day; and it may require an additional day, depending on other needs. We will consult with you, so that training always focuses on your organization’s priority needs.

• Providing all training services at your organization is the most cost-effective way to bring your staff up to speed. Training is priced per a fixed daily fee, not per the number of students. Training at your site also means that travel/lodging costs will be limited to one HDS installer-trainer, rather than everyone attending the seminar.

• On-site training usually coincides with installation of MemSys software and your data files. Deferred training is available, in case you must acquire the software first, in order to meet a funding deadline.

• Training usually occurs a day or two after HDS Technical Services has imported your existing records into MemSys at our offices. After the conversion, the trainer flies to your location, with all of the software and data files. Most installations take less than one hour, followed immediately by the first full day of training.

• Every effort is made to minimize our travel costs; but it is also true that the best air fare often requires a Saturday overnight stay. If your staff cannot attend the final seminar date on a Saturday, the installer-trainer may be able to layover Saturday, at 50% of the normal training fee. Training services provided on Saturday are at full fee. HDS will cooperate with you regarding travel/lodging trade opportunities, to help reduce travel reimbursements.

CUSTOM PROGRAMMING

• Herlick Data Systems can quickly create custom programs to compliment the standard programs in your MemSys system.

• Custom programs are always quoted based on estimated hours, with a cap, to assure that projects do not incur open ended time and charges. This also means that we require written specifications for features to be included in the custom quote. Changes initiated by the client after the initial quote may require an amended quote.

• Custom programming is usually required, when a client must satisfy a local data processing requirement that is not met by an existing MemSys module, especially if it must be delivered by the client’s deadline.

• Custom programming is not required, when a client suggests a new feature to be added to MemSys, and HDS has total control of its specifications and ship date.

• Custom programming is available at 50% off the current rate card rate for clients who are covered by an annual support agreement (see Price Guide for more information).