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The Mailbox Club - Custom Virtuous Implementation

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1. Project Summary

Rooted Software is excited to partner with the Mailbox Club on this implementation of Virtuous. Rooted Software is committed to serving with Fidelity, Compassion, and Intentionality. As a Premium Virtuous Partner, we strongly believe in the quality of Virtuous CRM and its usefulness to The Mailbox Club. We are committed to serving and assisting your team throughout this implementation process.
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2. Statement of Work

Data Preparation and Review

Schedule and lead 1 Data Review call 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. This implementation is limited to the migration of up to 25,000 contact/constituent records (including all related records such as gifts and notes) from one data source (Client’s custom CMS database) Failure to provide data access and/or data exports by the requested date may result in timeline delays.

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. Failure to complete and return mapping documentation by the requested date may result in timeline delays.
Evaluate the Client’s requirements and preferences in data mapping and migration and advise the Client where restructuring of data can be accomplished.
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Quality Assurance Testing

Prepare and release one test Virtuous database using the initial data pull and the Client’s completed mapping documentation for the Client to review and provide feedback.
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.
Provide the Client with 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 a QA Review meeting to review all quality assurance feedback submitted by the client. Failure to complete QA testing or schedule the QA Review meeting by the requested date may result in timeline delays.

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). Failure to provide a final data export by the requested date may result in timeline delays.
Deliver the Client’s fully provisioned live database and facilitate introduction to the Client’s Virtuous account manager.
Review QA feedback submitted by the Client within ten 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.

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 up to four 60-minute instructor-led video training courses to cover key elements of the Virtuous platform.
Schedule and host a weekly coaching call with the Project Manager and Lead Technician for the purpose of communicating project and timeline updates and providing coaching on the implementation process. Scheduled coaching calls will begin following the completion of the Data Review Call and may continue up to 4 weeks (20 business days) following the release of the Client’s live database.

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 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:

Data cleanup and deduplication
Migration of data which cannot be exported in records (such as file attachments, reports and queries, and email analytics)
Post-live product configuration (i.e., add users to database, create permission groups, set up organization groups, build reports and automations, etc.)
Business process consulting (i.e., consultation on how Virtuous will interact with other systems or how Virtuous will impact internal business processes)
Support or consultation for Metabase report writer
Scoping, implementation or support for custom and/or third-party system integrations

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3. Implementation Timeline


Tasks
Team
Platform
Start Date
End Date
Type
1
Kick off Call
Rooted
Virtuous
3/11/2024
3/11/2024
Migration
2
Complete Academy Training Part 1
Mailbox Club
Virtuous
3/11/2024
3/22/2024
Training
3
Client submits data files
Mailbox Club
Virtuous
3/15/2024
3/15/2024
Migration
4
Data Review Call
Rooted
Virtuous
3/18/2024
3/18/2024
Migration
5
Complete Academy Training Part 2
Mailbox Club
Virtuous
3/25/2024
4/12/2024
Training
6
Mapping Review Call
Rooted
Virtuous
4/1/2024
4/1/2024
Migration
7
Complete Mapping Documentation
Mailbox Club
Virtuous
4/1/2024
4/5/2024
Migration
8
Test 1 Release
Rooted
Virtuous
4/11/2024
4/11/2024
Migration
9
Test 1 QA Review
Mailbox Club
Virtuous
4/11/2024
4/17/2024
Migration
10
Test 1 QA Call
Rooted
Virtuous
4/18/2024
4/18/2024
Migration
11
Gift Processing Training
Rooted
Mailbox Club
Virtuous
4/23/2024
4/23/2024
Training
12
Admin Training
Rooted
Mailbox Club
Virtuous
4/25/2024
4/25/2024
Training
13
Live Database Release
Rooted
Virtuous
4/30/2024
4/30/2024
Migration
14
Post Live QA
Mailbox Club
Virtuous
4/30/2024
5/14/2024
Migration
15
Post Live Onboarding
Rooted
Virtuous
4/30/2024
5/31/2024
Training
16
Virtuous Foundations Training
Rooted
Mailbox Club
Virtuous
5/7/2024
5/7/2024
Training
17
Campaigns and Projects Training
Rooted
Mailbox Club
Virtuous
5/14/2024
5/14/2024
Training
There are no rows in this table
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Kick off Call
Complete Academy Training Part 1
Client submits data files
Data Review Call
Complete Academy Training Part 2
Mapping Review Call
Complete Mapping Documentation
Test 1 Release
Test 1 QA Review
Test 1 QA Call
Gift Processing Training
Admin Training
Live Database Release
Post Live QA
Post Live Onboarding
Virtuous Foundations Training
Campaigns and Projects Training
2023
2024
2025
June
July
August
September
October
November
December
January
February
March
April
May
June
July
August
September
October
November
December
January
February
March
April
May
June
July
August
September
26
3
10
17
24
31
7
14
21
28
4
11
18
25
2
9
16
23
30
6
13
20
27
4
11
18
25
1
8
15
22
29
5
12
19
26
4
11
18
25
1
8
15
22
29
6
13
20
27
3
10
17
24
1
8
15
22
29
5
12
19
26
2
9
16
23
30
7
14
21
28
4
11
18
25
2
9
16
23
30
6
13
20
27
3
10
17
24
3
10
17
24
31
7
14
21
28
5
12
19
26
2
9
16
23
30
7
14
21
28
4
11
18
25
1
8
15
22
29
Kick off Call
Complete Academy Training Part 1
Client submits data files
Data Review Call
Complete Academy Training Part 2
Mapping Review Call
Complete Mapping Documentation
Test 1 Release
Test 1 QA Review
Test 1 QA Call
Gift Processing Training
Admin Training
Live Database Release
Post Live QA
Post Live Onboarding
Virtuous Foundations Training
Campaigns and Projects Training
Quarter
TodayFit
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4. Pricing Structure

Implementation Breakdown
Item
Unit Cost
Quantity
Total Cost
1
Starter Implementation
$14,500.00
1
$14,500.00
There are no rows in this table
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Estimated Total Implementation Cost

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$14,500.00
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4.2 Payment Schedule
Month
Amount
1
Due at Signing
$4,833.00
2
April 1, 2024
$4,833.00
3
May 1, 2024
$4,833.00
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
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.
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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 Ben Armstrong 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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