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Open Doors US - Custom Virtuous Implementation

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1. Project Summary

Rooted Software is excited to partner with Open Doors US on this implementation of Virtuous. Rooted Software is committed to serving Open Doors US with Fidelity, Compassion, and Intentionality. As a Premium Virtuous Partner, we strongly believe in the quality of Virtuous CRM and its usefulness to Open Doors US. We are committed to serving and assisting your team throughout this implementation process.
In general, our collaboration with your team will be spread across three phases. First, our team will review and map your data field by field, in preparation for its migration from your legacy system to your new Virtuous environment. Second, we will use that mapping plan—approved in collaboration with your team—to build and share up to three test database with your team for quality assurance and testing purposes. Finally, we will launch your live Virtuous database and conduct a final round of QA to ensure you are satisfied and your new database is accurate and usable.
Your Elite implementation package includes up to three (3) test databases and post-live database deduplication services. Your training calls will follow a customized training plan and up to eight (8) live, instructor-led training sessions. We will also provide up to eight (8) weeks of post-live consulting support, and business process consulting for three (3) business processes (i.e., grant management, major donor development, gift processing, etc.). Lastly, we will help you fully configure your live database, including automations, Virtuous reports, system connectors (for QuickBooks, Sage, Mailchimp, Classy, etc.) and coaching and support for Virtuous BI and Snowflake.
In addition to these migration-specific tasks, our team provides a dedicated project manager, who will ensure that your custom-built project plan and schedule are maintained, communication between our teams is regular and clear, and other project details are tracked and documented.
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2. Statement of Work

2.1 Implementation Project SOW

Data Preparation and Review
Schedule and lead up to three (3) Data Review calls for discovery of the Client’s current data sources and data management processes.
Request and obtain access to the Client’s data via admin level access to their system(s) and/or data exports provided by the Client.
Perform data hygiene services (including cleaning and deduplication) for up to three (3) data source as requested by the Client (subject to migration team review and approval).
Data Mapping
Map data from the Client’s existing source system(s) into Virtuous fields and categories.
Schedule and host a Mapping Review Call with the Client to review a list of specific data points which require the Client’s feedback to finalize the data mapping. If necessary, the Data Migration Technician may provide mapping documentation for the Client to complete and return after the call.
Provide full-service customized data mapping options for migrating legacy data to Virtuous including mapping legacy data to different entities in Virtuous and remapping major structural components within Virtuous (Rooted Software reserves the right to determine remapping feasibility on a case-by-case basis; if determined to be unfeasible, Rooted Software will provide consultation on options and best practices for accommodating the Client’s requirements).
Quality Assurance Testing
Prepare and deliver up to three (3) test Virtuous databases for the Client to review and provide feedback (additional cycles and/or test databases may be requested at addt’l cost).
Perform a “spot” QA-check prior to releasing any database to check for major issues in the test database. An “Import Overview” report that includes high level database statistics and documentation of known issues and errors present in the test database will be provided at database release.
Schedule and lead a Handoff Call with the Client after release of the first test database to review the documentation and resources related to the test database and overview recommended steps for the Client to follow in their quality assurance testing.
Provide an online form for the Client to use to submit quality assurance issues for review according to the instructions and specifications provided by Rooted Software.
Host QA Review meeting to review all quality assurance feedback submitted by the client for each QA cycle.
Live Database Launch
Coordinate with the Client to determine a “cut-off” date when the Data Migration Technician will arrange for the final data export from the Client’s legacy system(s).
Deliver the Client’s fully provisioned live database and facilitate introduction to the Client’s Virtuous account manager.
Review QA feedback provided by the Client within (20) business days of the live database release and resolve any errors or desired mapping changes which were addressed in the QA Review period and not implemented in the live database.
Evaluate the Client’s live database for duplicate contact records created during the migration and provide the Client with the results of this evaluation within four weeks (twenty business days) after release of the live database.
Training and Consulting
Facilitate access to a fully functional Virtuous Sandbox environment for the Client to explore and provide instructions on the use of Virtuous Academy for on-demand online Virtuous training.
Schedule and host a Training Assessment with the Client to create a customized training plan; client must have first three (3) Virtuous Academy modules complete prior to scheduling this call.
Schedule and host up to eight (8) 60-minute instructor-led video training courses to cover key elements of the Virtuous platform.
Schedule and host regular consulting calls with the Project Manager and Lead Technician for the purpose of communicating project and timeline updates and providing coaching on the implementation process; consulting calls may not be scheduled more than 1x/week up to eight (8) weeks after go-live.
Additional Coaching and Consulting Services
Provide post-live product configuration services as requested by the Client including (but not limited to) creating permission groups, adding organization users, managing organization settings, creating and implementing organization groups, creating receipting groups, running queries, and building initial reports and automations. Post-live database configuration and consulting is limited to the first eight weeks after the live database is released.
Provide consulting for up to three business processes that involve Virtuous as requested by the Client (i.e., gift entry process improvement, major donor development, grant management, etc.). Business process consulting strategy consists of the following four steps: (1) discovery of current processes with emphasis on pain points and desired growth areas through interviews with key stakeholders, (2) consultation and support for defining new processes and procedures in Virtuous, (3) deployment of new process through team training and support, and (4) documentation of new processes.
Provide consultation for any additional Virtuous or partner products the Client intends to use alongside Virtuous (i.e., Virtuous Giving, RaiseDonors, VOMO, Virtuous Events Pro, etc.). These services are intended to augment, not replace, any onboarding and implementation services provided by Virtuous. Technical assistance for these platforms is available via Virtuous Support.
Provide limited support and consultation for using Virtuous BI. Consultation is limited to one instructor-led training session to overview the platform and the building of one report.
Project Management
Provide a dedicated Project Manager who will serve as the primary point of contact for the Client’s implementation of Virtuous.
Prepare, manage and communicate a project timeline with milestones based on the agreed upon projected Go-Live date.
Provide access to an online project management platform for the client to track and access project timeline and resources.
The following services are considered out-of-scope under this agreement:
Migration of data which cannot be exported in records (such as file attachments, reports and queries, and email analytics)
Implementation or support for custom and/or third-party system integrations
Any other services, documentation, consultation, support, or otherwise not listed above or approved by documented change order .
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3. Implementation Timeline

Name
Start Date
End Date
1
Project Kick-off
3/18/2024
3/22/2024
2
Discovery, Data Prep, and Mapping
3/22/2024
5/31/2024
3
QA Assurance Testing - Phase 1*
6/1/2024
7/1/2024
4
QA Assurance Testing - Phase 2
7/1/2024
8/1/2024
5
QA Assurance Testing - Phase 3
8/5/2024
9/30/2024
6
Live Database Build & Launch
10/2/2024
10/29/2024
7
Go-Live
11/2/2024
11/9/2024
8
Post-Live Support
11/9/2024
1/9/2025
9
Virtuous Academy
3/20/2024
6/16/2024
10
Custom Training
7/14/2024
1/9/2025
11
Product Configuration (reports, automations, etc.)
6/16/2024
1/9/2025
12
Weekly Consultation Meetings
3/29/2024
1/9/2025
There are no rows in this table
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*at the end of the first QA cycle, Open Doors US can elect to lengthen this project timeline up to 6 months for an additional cost of $1,500/month added. After this first QA cycle, any additional requests to lengthen the timeline would be subject to a change order.
Timeline
1
Project Kick-off
Discovery, Data Prep, and Mapping
QA Assurance Testing - Phase 1*
QA Assurance Testing - Phase 2
QA Assurance Testing - Phase 3
Live Database Build & Launch
Go-Live
Post-Live Support
Virtuous Academy
Custom Training
Product Configuration (reports, automations, etc.)
Weekly Consultation Meetings
Apr 2024
1
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May 2024
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Jun 2024
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Jul 2024
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Sep 2024
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Oct 2024
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Nov 2024
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Dec 2024
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Discovery, Data Prep, and Mapping
QA Assurance Testing - Phase 1*
QA Assurance Testing - Phase 2
QA Assurance Testing - Phase 3
Live Database Build & Launch
Go-Live
Post-Live Support
Virtuous Academy
Custom Training
Product Configuration (reports, automations, etc.)
Weekly Consultation Meetings
Month
TodayFit
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⁠

4. Pricing Structure

4.1 Estimated Implementation Breakdown
Item
Unit Cost
Quantity
Unit Discount
Total Cost
1
Elite Implementation (includes migration of up to 200k records)
$70,000.00
1
$4,000.00
$66,000.00
2
Additional migration of records in 100k blocks
$8,000.00
​
$1,000.00
$0.00
There are no rows in this table
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Estimated Total Implementation Cost

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$66,000.00
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4.2 Payment Schedule
Month
Amount
1
Due at Signing
$13,200.00
2
Month 2
$7,542.00
3
Month 3
$7,542.00
4
Month 4
$7,542.00
5
Month 5
$7,542.00
6
Month 6
$7,542.00
7
Month 7
$7,542.00
8
Month 8
$7,542.00
There are no rows in this table
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5. Contract Terms and Conditions

Terms and Conditions: The terms and conditions governing this engagement, including service levels, response times, and any additional charges, are outlined
HERE
⁠
.
⁠


6. Acceptance


If you accept the project summary, scope, pay schedule, and terms as listed above, please use the e- signature function below to proceed. Please reach out to David Lentz with any questions or concerns.

Customer Representative Name & Title




Customer Representative Signature




Rooted Software Representative Name & Title




Rooted Software Representative Signature


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