CONFERENCE ROOM PILOTS

SCHEDULE & METHODOLOGY

NOTE: The plan proposed in this document was reviewed and approved for implementation by the Core
Team and Blackbaud at the 6/12/08 weekly meeting. There may be minor tweaks as we progress.
In looking at the 17 categories of Functional RFP requirements, we found no feasible way to conduct
separate Conference Room Pilots (CRPs) for each of them in the roughly 14 weeks we have available.
So the first step was to consolidate Categories into logical groups that could be lumped together for the
preparation and CRPs. This was done taking into account both the content of the category and also the
number of requirements. There are eight groupings (A through H) as follows:

Groupings of Categories for Conference Room Pilots

Group
A
A
B
B
C
C
D
D
E
E
E
E
F
F
F
G
H

Category Name
Gift Administration
Biographic Data
Prospect Management
Prospect Research
Fund Data
Donor Stewardship
Annual Fund / Communications
Campaign Management
Data Entry and Maintenance
General System Requirements
Document Management
Organization Data (separate CRP session)
Online Services
Event Management
Volunteer Management
Gift Planning
Membership Management

Category #
4
6
1
2
5
12
7
10
3
9
14
13
8
15
16
11
17

# of
Req's
45
50
28
6
16
11
19
18
12
20
5
7
19
5
7
16
12

Group
Total
95
34
27
37

44

31
16
12
296
There are three key activities that need to be scheduled with SMEs and others in the Development
Community. These must be scheduled well ahead of time in a Save the Date e-mail that should go out
2 to 3 weeks ahead of the first activity. The key activities are:
1. Meetings to go over requirements information and business process flow
2. Pre-CRP Training to cover the category areas using the out of the box Blackbaud system
3. The Conference Room Pilot sessions
The proposed schedule for the groupings above are shown on the following calendar:

May

Sun

Mon

Tue

Wed

Thu

Fri

Sat

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

2008
Sun

Mon

Tue

Wed

Thu

10

11

Fri

Sat

12

13

14

18

19

20

21

25

26

27

28

June

Group A
Training

15

16

Group B
Req. Mtgs.

--------

22

23

Group C

Group A

CRP

CRP

24
Kick-off

Req. Mtgs.

--------

29
Req. Mtgs?

Meeting

30

Group C

2008

17
Group A

--------

Group B
Test Cases
Prepared

Sun

Mon

Tue

Wed

1
--------

July

13

8
Group B

CRP

CRP

14

15

21

16

22

--------

27

28
Group E
Test Cases
Prepared

2008
tccd means

Sun

10

17
Group D
Test Cases
Prepared

Group F
Req. Mtgs.

Group B

Test case

23
Group C

CRP

CRP

29

30
Group D

CRP

CRP

comments

Mon

Tue

11

12

18

19

25

26

Group C
Training &
tccd

24

Group C

Group D

Sat

HOLIDAY

Group C
Test Cases
Prepared

20

Fri

Group B
Training &
tccd

Group D/E
Req. Mtgs.

Thu

GroupD
Training &
tccd

31

are due

Wed

Thu

Fri

Sat

15

16

22

23

29

30

August

GroupE
Training &
tccd

10

6
Group E

Group E

CRP

CRP

CRP (if needed)

11

12

13

17

24

--------

18

25

19

20

Group F

Group F

CRP

CRP

26

31

14

21
Group G
Test Cases
Prepared

27
Group H
Test Cases
Prepared

2008

Group F
Test Cases
Prepared

GroupF
Training &
tccd

Group G/H
Req. Mtgs.

Group E

28
Group G/H
Training &
tccd for G

Sun

Mon

Tue

Wed

tccd for H

Labor Day

September

Thu

Fri

Sat

Group G

Group H

CRP

CRP (if needed)

(if needed)

Holiday

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

2008

October

Sun

2008

Mon

Tue

Wed

Thu

Fri

Sat

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

CONFERENCE ROOM PILOTS (CRPs) - PROPOSED METHODOLOGY

NOTE: After the initial pilot test of our CRPs, it was determined that the standard method for the CRP
meetings would be a single group going through the entirety of the test cases together (Combined test
walk through) . If time permits at the end, we would then break into separate groups and do follow-up
testing and exploration. This proved to be a more efficient method and kept the sessions on track. It is
possible in some cases that we would revert to using the groups of testers instead of the combined walk
through.
Most of the roles and responsibilities still apply, but they are focused at first in the combined walk
through of the test cases. Separate testing groups of 2 to 3 are then used if time permits following the
combined walk-through of the entire set of test cases.

Logistics
The suggestion is that there be somewhere between 10 and 20 people involved in the actual CRPs
based on effectiveness and room limitations. Roles in the CRP would be as follows:
CRP Lead

Sets up the test cases into sections that provide logical breaks for CRP testing
Preps the room with scoring criteria, test cases, and Test Group scoring sheets
Sets out, maintains and adjusts (as needed) the timing for the entire CRP session
Calls for test case section debriefings to accumulate results and provide continuity between Test
Groups. Keeps the objectives of deriving test results on track.

Test Groups

Each group is optimally 2 but could be 3 persons; one at the keyboard, one recording results
from each test on scoring sheets (includes rating score and comments during testing)
Minimum of 3 and maximum of 6 groups
Groups work through pre-set test plans and record their results based on scoring criteria
Groups will call on Monitors and BB Experts as needed to resolve questions / issues
Groups work through sections of test cases and report on findings when CRP Lead calls for test
section debriefings.

Monitors

UM Team members from the Core Team

Generally well versed in either the category, the test scenarios, the Blackbaud system for this
category, or all of the above.

During team breakouts, float around the room and watch testing to monitor the process.
Provide assistance and answer questions for Test Groups as needed.

BB Experts

Provide detailed training / update at the beginning of the session for configuration and setup
items that require clarification beyond the initial out of the box training sessions.
Inform the entire testing team of areas where gaps are known to exist in the test scenarios.
Provide expert answers and guidance when Test Groups get stuck and call for help which is
beyond the Monitors knowledge
Observe and respond as needed to CRP activities.
Consult with CRP Lead and Monitors with observations and ideas for adjustments

Recorder

The recorder is charged with keeping track of all questions or follow-up items raised from group
discussions
The recorders will also be in charge of any recording technology and making sure the CRP
proceedings can be replayed. This includes the Captivate sessions on the test PCs and audio
recorders during group discussions.
The recorder keeps the rolled up scores and any overriding comments / direction gathered
during the test section debriefings.
The recorder tracks all next step, additional test items identified and parking lot items generated
during the CRP.

Agenda proposed for CRP Session (Total 3.5 4 hours in length)

Introduction of Agenda and Methodology

By: CRP Lead

Time: 10 - 15 min.

Training items / Gaps from Setup & Config

By: BB Expert

Time: 30-45 min.

Begin Test Section

By: Test Groups
Time: 15 20 min.
Note: A later refinement is to first meet in one group going through entire list of test scenarios,
then breakout to individual teams as time permits to explore test cases further.

Monitor group progress / call for debrief

By: CRP Lead
Time: 5 10 min
Note: This is now done during each test step in the combined CRP walk through.

Repeat above two steps until all test sections are completed

Wrap-up when all sections or time completed

By: CRP Lead

Determine next steps if all test cases are not completed

Allow for additional ad-hoc testing if complete By: CRP Lead

Time: 5 10 min.
By: CRP Lead, Entire Team
Time: TBD

Our goal is to make these sessions as effective as possible and accomplish as much of the scoring /
debriefing as possible right within the CRP. By having this clear approach, structure and roles we can
then focus on completing the identified test cases while having a base in place to allow for flexibility to
adjust to needs as they arise during the CRPs. Depending on how quickly we can get through the test
cases, there may be time for further exploration and testing of the software while the BB Experts are in
the room to help respond to issues and assist in exploration.