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Managed Systems Retainer Scope

Rooted Software is pleased to present this proposal for IS Retainer Services to partner with you, [Client.Company], in your current technology stack and internal processes around Donor Management, Online Giving, programs, and... Our desire at Rooted Software is to be your partner with your technological needs to help you succeed in meeting your goals.

Section <Single source of project management: ....>

Systems Selection

Identified systems (up to 1 a quarter) by [Client.Company], will be assessed for efficiency and usage. Up to (2) meetings will be held to learn about system usage and processes, and the organizational needs around the system/application. Rooted will assess current usage and provide recommendations to existing processes. After recommendations have been completed, Rooted will begin to assess potential replacement software based on the requirements gathered for system needs. Rooted will score and present recommended options for system.

Implementation

Project Management of Implementation

Timeline

Milestone Tracking

Process changes

Documentation

Data Validation

The [Client.Company] will provided all necessary exports from [Client.System] to Rooted Software for analysis. [Client. Company] to indicate list of active fields and reports that are showing erroneous/unreliable data. Rooted will conduct an assessment based on provided data of any restructuring or uniformity needs. (Formal option above at a higher price point, informal option for smaller retainers).

Data restructuring

Capture data points available in current system

Provide a mapping document to restructure the data

Implement the data restructuring

Data uniformity

Capture data points that are unstructured/contain inconsistencies

Provide a structured way to view inconsistencies and make necessary changes to make consistencies in the data

Training

Review system user list

Client to provide internal processes for review

Trainer creates (x) live training workshops around processes and new/existing systems

Trainer leads (x) trainings

Leverage (Ongoing Partnership)

Rooted Software will remain engaged as your long‑term IS partner, conducting periodic reviews, advising on process improvements, and helping you adapt systems as your ministry changes. We’ll track system performance, identify when tools are no longer meeting requirements, and guide you toward adjustments or replacements at the right time. This ongoing partnership ensures that technology continues to serve rather than hinder your mission.

Consider it Covered

“We don’t know how to get more out of the tools we already have” ✅

“We need ongoing support as our ministry grows” ✅

“We don’t have the capacity to monitor when systems need to be updated or replaced” ✅

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