Learning Committee Discussion Points and Questions for ParishSOFT
Learning Committee
I am providing the following information as a way to share work that has been done by various
committees in regards to moving to the ParishSOFT software products. As you might recall these
user, community committees evolved out of our two days test drive of the ParishSOFT back in
November.
During the first two weeks of December, I scheduled six Learning Committee meetings. These
meetings were broken down into two groups; one dealing with Parish Accounting / Finance
(ParishSOFT ConnectNow Accounting Suite) and the other based on Parish Census
(ParishSOFT ConnectNow Family Suite). The two groups were further broken down into three
smaller groups that were based on region.
Each of these meetings was a brainstorming session where the members came up with ideas on
training needs and requirements in regards to successfully implementing the ParishSOFT
ConnectNow Accounting Suite and ParishSOFT ConnectNow Family Suite. The committee
members discussed meeting at several different times including before, during, and after
implementation of the ParishSOFT products.
Below are the consolidated topics that were discussed at these meetings and follow on meetings
during early January. The notes were somewhat modified to questions and discussion point for
ParishSOFT to comments on. In the text that follows the original text from the committee
appears in black, followed by a ParishSOFT response in blue, then a comments from the ADW
in orange and a possible ParishSOFT follow up in blue. These questions, discussion points and
comments were used during a conference call on February 12, 2015 between the committee
members and ParishSOFT.
If you have any questions about the contents or overall process please feel free to contact me;
Will Potter
301-853-4494
ParishSOFT ConnectNow Accounting Suite
It was the consensus both committees that the ParishSOFT ConnectNow Accounting Suite
should be implemented first
Training Delivery
Several committee members had questions for ParishSOFT in regards to training delivery.
Questions for ParishSOFT will be presented to ParishSOFT in January for discussion with the
group by teleconference. Some of the training Delivery questions are
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How will training be delivered? General approach – Typically, we start with an
orientation for all parish bookkeepers and accountants so they can discuss the
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Learning Committee Discussion Points and Questions for ParishSOFT
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standard chart of accounts, diocesan standards, and ask questions in general. This
is also a time for them to see an overview of the system. If desired, we can do a more
high level orientation for pastors as well. After orientations, onsite hands-on
training is scheduled for 10-15 parishes at a time. Follow up user groups and
advanced training can be built into the implementation plan if desired.
Will ParishSOFT provide training regional dedicated resources? – ParishSOFT trainers
typically are onsite for the orientation and hands-on training. ON SITE MEANS
SOMEWHERE IN THE ADW BUT 10-15 PARISHES ATTEND? IS THERE AN
OPPORTUNITY FOR ANY 1 TO 1 TRAINING WITH LESS EXPERIENCED
BOOKKKEEPERS? – Typically we start with small onsite trainings for 10-15
parishes but if there is a need to adjust that or to provide additional training for
certain parishes/bookkeepers, it is definitely possible.
Reports Training
At all three learning committee (Accounting) meetings various topics were discussed involving
reports. These topics included – We can customize the training sessions as desired. IT IS
SUGGESTED THAT WE GO THROUGH THE ENTIRE PROCESS PRIOR TO THE
BOOKKEEPERS BEING ENGAGED SO WE CAN INSURE ALL TOPICS ARE
COVERED SUFFICIENTLY – Agreed, at the beginning of the implementation process,
the ParishSOFT Project Manager with go through all of the implementation steps with
Archdiocesan leadership and customize the rollout plan so that the actual process will be
successful for all involved.
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Specialized training for Monthly Checklist of reports
Bookkeeper reports
Reports for Terry Farrell and the Archdiocese or can those reports be pulled by Terry and
team?
Ad hoc reporting and report generator focused training
Specific reports for certain timeframes i.e. weekly, monthly, etc.
Pastor specific reports
o Pastor oriented training mainly reports for Finance committee
o Show how reports are tied, linked or related together
Documentation
It was expressed at all of the meetings that documentation was a shortcoming of the current
accounting environment. The user community would like to be able to generate documentation
or at least have it available online and be able to print it out. The following were specifically
noted. – User guides, help articles, subject-specific videos, update release notes, and
technical support contact information can be found within the CN Accounting system. In
addition, we will create a customized training manual specific to the Archdiocese of
Washington for all parishes. OK
 Manuals, Documents and Procedures
 Ability to generate a book based on PDF and training
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Learning Committee Discussion Points and Questions for ParishSOFT
History
During the learning and process meetings questions arose about historical accounting data, those
questions included the following and have been record in both committee minutes;
How much GP historical data gets convert to ParishSOFT ConnectNow Accounting Suite? – See
my comments in the Process Committee document – we will want to discuss possible chart
of accounts changes first as that could affect accounting data conversions. IT IS
SUGGESTED THAT AT LEAST SUMMARY DATA BE CONVERTED IN THIS
PROCESS. HAVING PARISHES ENTER NET CHANGES INTO THE PARISHSOFT
SYSTEM CREATES AUDIT ISSUES - – If we can get an export from GP to Excel of
beginning balances, vendor information, and period changes then we can populate
beginning balances and vendors…and there is a journal entry population feature on the
diocesan side of the system that will accept a spreadsheet import of period changes (done
by someone at the Archdiocese) going back as far as you would like (or GP allows). For
CMS conversions, we can bring over detail for the previous year (can do up to two years if
the previous year is not archived – make sure parishes are not archiving).
 What about prior year history? - For CMS conversions we can bring over previous
year information (can do up to two years if the previous year is not archived – make
sure parishes are not archiving) and then we typically recommend keeping CMS
and/or reports for anything prior. For GP, there is a journal entry population
feature on the diocesan side of the system that will accept a spreadsheet import of
period changes (done by someone at the Archdiocese) going back as far as you
would like (or GP allows).
 How will we pull information out of GP once it is decommissioned?
 Questions about GP History could be 3 to 4 years’ worth of history
o Could be exported to Excel or PDFs?
I suggested that GP Historical Data will need to be a topic of discussion with Terry Farrell and
Team in a separate meeting
Miscellaneous Training Items
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More clarification on ParishSOFT Support Staff
o Is the ParishSOFT Support real-time support? – Yes, live answer and email
technical support is available Monday-Friday 900am-700pm Eastern Time.
In addition, the Archdiocese will have a ParishSOFT project manager as the
main point of contact during the actual rollout of the systems. WE SHOULD
HAVE INTERNAL CONVERSATION AS TO WHO THE PROJECT
MANAGER SHOULD BE. MY INITIAL THOUGHTS IS THAT THIS
PERSON NEEDS TO HAVE ACCOUNTING EXPERIENCE
One of the ParishSOFT ConnectNow Accounting Suite Training topics should be on Bill
Paying, with an adequate amount of time planned for this topic – This is typically one of
the main focuses of the onsite training. IN CONVERSION, HOW ARE OPEN
PAYABLES ACCOUNTED FOR, RECONCILED? - With the CMS conversions,
open items such as payables, etc. will get converted. For GP conversions, we will
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Learning Committee Discussion Points and Questions for ParishSOFT
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provide a guide that walks parishes through how to get outstanding items into the
system.
Training should focus on the full monthly cycle – The onsite training usually includes
an overview of the operations that need to be done every month. OK
What about fiscal and/or calendar year-end processes? – We will build these processes
into the training as well. OK
**Category usage
o Standards and Structures
o Categories and sub accounts
 In the ParishSOFT ConnectNow Accounting Suite, these are called sub
programs but they are also labeled categories. It is possible to assign these
sub-program numbers to accounts, as they are setup in the system without
causing problems in the merging of data with other parishes (done by
Terry Farrell each month). Reports can be created using these subprogram numbers as the filter – income and expense reports, detail general
ledgers, etc. This is extremely helpful for our staffs that have budgetary
responsibility for these areas. It was very simple to create customized
reports at a minute’s notice in CMS. This is what the ParishSOFT staff
who made the presentations on 11/12 said was possible as long as it is set
up from the beginning this way. I think many parishes would find reports
like these helpful. – Correct, in CN Accounting the Archdiocese has the
ability to allow parishes to use subaccounts for additional tracking
and reporting at the parish level. In addition, a functionality called
Projects is included to help track events, fundraisers, etc. that are
unique to a particular parish without the need to add to the chart of
accounts. ADDITIONAL DISCUSSIONS AROUND SET UP OF
THE SYSTEM…I.E. WHICH ACCOUNTS WILL BE LOCKED
DOWN BY ADW? FOR INSTANCE, THE FUND BALANCE
ACCOUNT SHOULD NOT BE OPEN FOR MONTHLY ENTRIES
WITHOUT HAVING PRIOR AUTHORIZATION FROM ADW
Training should be ongoing after ParishSOFT ConnectNow Accounting Suite
implementation – Agreed, there are more advanced virtual, web training sessions
available. Also, we can help organize user group meetings to discuss advanced
topics, answer questions, and review best practices. OK
Additional Questions for ParishSOFT
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How does ParishSOFT handle the usage of Sandbox and Dual process during cut over? –
For the implementation, we build a training database for the Archdiocese in
addition to the live database. This training database is used for the onsite training
and will be available for additional instruction in the future or for new staff. OK
Where will ParishSOFT ConnectNow Accounting Suite support come from? – During
the implementation, the ParishSOFT Project Manager will be the primary contact
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Learning Committee Discussion Points and Questions for ParishSOFT
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for the Archdiocese. In addition, users can contact the Technical Support team for
more assistance. OK
Can multiple windows be opened at once? – No OK
Is it possible or advisable a month or so before ParishSOFT ConnectNow Accounting
Suite implementation to play data than come in for training? – It is certainly possible,
although we have learned that users have a better understanding of what to do in
the system after training. OK
Is it possible to review and/or evaluate ParishSOFT Training material in advance? – Yes,
I can provide training materials used in previous implementations if desired.
PLEASE REQUEST ALL TRAINING MATERIALS FOR REVIEW – Sending a
sample training manual…keep in mind we customize manuals based on the
Archdiocesan chart of accounts and standards.
ParishSOFT ConnectNow Family Suite Census
Documentation
Similar to accounting the user community for Census would like to be able to generate
documentation or at least have it available online and be able to print it out or have ParishSOFT
ConnectNow Family Suite Manuals. - Currently, CN Family Suite includes a contextsensitive help guide within the system that is searchable and in which menu options change
depending on where users are working in the system. We are developing printed manual
options as well. Customized training manuals for the Archdiocese will be included as part
of the onsite training for parishes.
Reports Training
At all of Learning Committee meetings, various topics were discussed involving reports. These
topics included
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ParishSOFT ConnectNow Family Suite reports and how they are different from CMS
reports – It would be helpful to know of any specific CMS reports that are regularly
used by parishes.
o Enhancements
o Improvements
Exception reports keep track of parishioners and non-parishioners information related to
Census and parish activities
Ad Hoc and report generator based reporting – Available with the CN Intelligent
Query (IQ) module
Does the report generator get updated as mods are made to the module? - Yes
How is training handled for module upgrades/modifications? – Upgrade release
documentation is provided for every new version of the system. In addition, for
some releases we have offered a webinar to show what has changed in the system.
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Learning Committee Discussion Points and Questions for ParishSOFT
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Pastor oriented training that covers Pastor use of Contribution reports, and other specific
needs i.e. family and/or demographic inquiries - We can include this as part of the
implementation plan.
Security
It was raised as a minor concern that the security features and setting of roles and access levels
seemed somewhat complex, the members of the committee wanted more information in this area
such as
 Is there dedicated security based training – Typically, at the beginning of the onsite
training, there is an overview of security, roles, permissions, etc.
 Is it a separate training class or part of main training? – Usually part of the main
training
 Does the security training cover – Yes to all below
o Read only access for look ups
o How to setup security settings
o Security roles and training for general system security
Census Cleanup
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Data massaging and cleanup before conversion
Start data conversion how and when and what
What are the data things that we can be doing now so we can use this next 6 months to
clean data before we convert – Before conversion, it is important to have the gender
field filled in and to make sure that marital status for heads of household and
couples are defined.
Are these the only data points that require cleanup prior to conversion? – The
Communications Team here is working on an extensive document for Archdiocese
of Washington parishes detailing the differences between CMS and CN Family
Suite, including items to be aware of before and after the conversion process. I
should have an approved final document to share by the end of next week.
Religious Education
At several of the meeting individuals that have multiple functions within a parish attend,
including those in the role of DRE. One of the main components of the ParishSOFT
ConnectNow Family Suite is a Religious Education module, training for that module needs to be
included and show how – Question for the Archdiocese – will every parish have access to the
Religious Education module?
 The Religious Education module links into the rest of the suite
 Security feature that separate Religious Education from other functions
Additional Questions for ParishSOFT
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Learning Committee Discussion Points and Questions for ParishSOFT
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Data entry is there any way of determining who entered a specific record? – There is a
log file that shows when a family record was created, when an address is updated,
when envelope numbers are changed, and when a family is marked as registered or
not registered to a parish. At this point, the log does not distinguish which user
made changes.
Does it only date information or does the log include the before value and after
value for the data points that are audited? Are these the only data points that are
audited? – Before and after values are logged for envelope number changes. In
addition, if contribution batches are utilized, changes made to the batch are logged
and an edit reason is required. This is also the case if contributions are changed or
deleted.
Is there an interface for uploading pictures into ParishSOFT Family Suite? – Pictures are
uploaded in the organization, family, or member areas.
What is the process within the tool for handling parish mailings? – Mail merge
functionality is available on most of the listing screens within the system. Most lists
can also be exported to be used for a separate mailing system in use at a parish.
Generally, what are other parishes doing from a Sacramental policy perspective within
the tool? – The sacramental registry is included as part of the Family Directory
module. Most parishes use this to record sacraments and other events (Baptism,
Reconciliation Prep, First Eucharist, Confirmation, Marriage, Anointing of the
Sick, Holy Orders, Funeral, Rite of Reception, and Religious Profession) and also
print certificates when desired.
Do parishes/Diocese/Archdiocese establish standards for census data and demographic
information? Or is this something that the Family Suite enforces? – The areas available
for diocesan and/or parish standards are family and member workgroups, queries
built in Intelligent Query (IQ), career types, celebrants, education, ethnic
background, faith, family group, sacramental certificates, mail merge templates,
solicitation group, language, suffix, title, religion, school, member strengths,
department, term, grade, buildings, rooms, and leader roles.
How are ADW standards/policies enforced within the census module? – Before
rolling out to parishes, the ParishSOFT Project Manager will work with
Archdiocesan leadership to establish any standard items to be used for all parishes.
Currently, we are speaking with other diocesan customers about whether there
should be options to lock down those standard setup areas so that parishes cannot
add new items. The ability to lock down the lookup tables is a planned
enhancement whereas the ability to lock down workgroups is still up in the air.
Once users are registered to use the products, does this open up more detailed Knowledge
base and Videos options? – The Knowledgebase and training videos are always
available. In addition, once the Archdiocese is licensed for the system, access to the
virtual web training classes is available as well.
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