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Implementing CiviCRM at Leukaemia & Lymphoma Research

Implementing CiviCRM at Leukaemia & Lymphoma Research. Chris Wolfe C Wolfe Consulting. Parvez Saleh Veda Consulting Limited. The Organisational Perspective. Chris Wolfe C Wolfe Consulting. Overview The Organisational Perspective. Needs Resources Customisation Immediate Results.

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Implementing CiviCRM at Leukaemia & Lymphoma Research

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  1. Implementing CiviCRM at Leukaemia & Lymphoma Research Chris Wolfe C Wolfe Consulting Parvez Saleh Veda Consulting Limited

  2. The Organisational Perspective Chris Wolfe C Wolfe Consulting

  3. OverviewThe Organisational Perspective • Needs • Resources • Customisation • Immediate Results

  4. About LLR Leukaemia & Lymphoma Research • Established, mid-sized charity • £20m/year • income streams and efforts • Sports Events, Corporate, Trusts, Legacies, Special events, Major donors, Regional and Community fundraising • Research grants, Patient Information, Shop/trading

  5. Needs “A CRM system that allowed the entire organisation to work from a central repository of all their supporters and other contacts, enhancing their relationship management and customer insight potential.”

  6. Needs • Accessible • Stable • Flexible • Integrated • Cost Effective

  7. Resources OVERVIEW • Time • Team • Mandate

  8. Time 10 Weeks • 6 weeks: Implementation of core processes • 4 weeks: Post go live support 8-10 weeks: Reviewing and improving processes TOTAL: 4 months

  9. Team Core Team • Project Manager • Civi Implementer • Developers (x2) • Database Manager

  10. Mandate

  11. How Civi Met Needs Out-of-the-box Customisation • Batch processing • Financial processing • Financial adjustments • Reports

  12. Immediate Results Time saved: 25 staff days/month • Integrated event registration (2 days/week) • Reduced donation processing time (2.5 days/month) • Increased staff use and distributed expertise

  13. CWolfeConsulting.com “As an organization we have saved a huge amount of time.  A lot of hours spent manipulating data and processing has been negated owing to the improved functionality Civi has given us (LLR).   We’ve moved from the database being something rather specialist or niche to creating something that all staff can use, develop and take pride in.” --Head of Customer Services

  14. CiviCRM Implementation Case Study Leukaemia and Lymphoma Research www.leukaemialymphomaresearch.org.uk Parvez Saleh www.vedaconsulting.co.uk

  15. Previous Architecture • Drupal Web Site • Bespoke Events Booking System • Online Donations • Not connected to CRM • Export Web Participant registrations and import into CRM • Export Web Donations and import into CRM • External Payments Imported by Finance www.vedaconsulting.co.uk

  16. Data Migration • Large Data Set • 350k Contacts • 190k Participants • 1.2Million Contributions • Conversion from CSV to CiviCRM down to under one hour • Conversion run about 30 times prior to go live to iron out issues • End to end data conversion under 2 hrs www.vedaconsulting.co.uk

  17. Accounting Integration • Largest part of development • Primary goal to allow Financial System to reconcile income • Finance control what is posted to Finance system • CiviCRM is not an ledger based system • Process of Batching Contributions and posting to finance • Posted contributions Locked Down • Financial Adjustments to posted contributions to reverse post correction to Finance. • Tried and tested processes • Batching of Contributions • Posting batches to Finance • Financial adjustments for any posted contributions www.vedaconsulting.co.uk

  18. Financial Imports • Contribution files from external sources • Import File • Summary of amount to be imported • Validate • Verifies file format is as expected • Depending on file type finds link to contact • Produces exceptions page for those that could not match • Allows manual correction of allocation • Allocated Batch • Following the import process an allocated batch is produced www.vedaconsulting.co.uk

  19. Performance • Dedicated Server 24GB RAM • Additional Indexing for certain tables • Modified Quick Search • Its hard trying to find someone when you have 350k + contacts • Converted Drupal to InnoDB • We getting occasional site crashes due to locking issues with Drupal tables • Pentaho Reports for speed and efficiency • Tuned SQL • Export different formats • Separate server serving reports www.vedaconsulting.co.uk

  20. Success Factors • Veda Consulting (Obviously!) • Driven Implementation Team • All implementer's could see the benefit of CiviCRM and wanted to make the project a success • Change driven by Digital team • Well managed organisation wide ‘bug list’ • There will always be issues, they need managing by the supplier and by the client. www.vedaconsulting.co.uk

  21. Implementing CiviCRM at Leukaemia & Lymphoma Research Thomas Muirhead Head of Digital …Life Goes On

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