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Implementation Process

NewOrg doesn’t just provide a platform, we engage in a unique relationship with our partners to ensure long-term success. Our commitment is to provide best-in-class technology, expertise, and assistance to support our clients’ missions. This involves three areas of services: Implementation Management, Lifecycle Support, and Ongoing Training.  See below for details on each area.

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Implementation Timeline

NewOrg uses an Agile project management approach to understand your programs and tailor solutions to your needs fully. This involves a 6 to 12-week engagement, coordinated by a dedicated NewOrg Implementation Manager who will work with your project leader. This entire process can be accomplished through online meetings.

1. Scoping and Discovery

We'll meet with stakeholders to understand needs analyze workflows, assess reporting needs, and review current data and processes

Scoping and discovery timeline graphic showing stakeholder meetings, workflow analysis, reporting review, and implementation planning over 1 to 2 weeks

2. Customization

Through collaborative meetings, our Implementation Manager will oversee customizations and work with you to refine fields, groups, relationships, forms, and reports.

Customization timeline graphic showing NewOrg implementation support for configuring fields, groups, relationships, forms, and reports over 3 to 5 weeks

3. Manuals and Testing

We'll create detailed workflow manuals and have your team conduct live testing to validate and adjust customizations based on feedback

Manuals and testing timeline graphic showing workflow documentation, live testing, feedback review, and implementation adjustments over 1 to 2 weeks

4. Data Import and Training

Our Import Specialist will clean and import your data into NewOrg, and we'll train key staff to ensure they are ready to use the system.

Data import and training timeline graphic showing data cleanup, import into NewOrg, staff training, and system readiness over 1 to 2 weeks

5. Launch and Review

We'll launch the NewOrg system, review and adjust reports based on real data, and discuss the implementation process to identify areas for refinement.

Launch and review timeline graphic showing NewOrg system launch, report adjustments, real data review, and implementation refinement over 1 to 2 weeks

Lifecycle Support & Hosting

We offer Mission Support, not just technical help. Our long-term support process is tailored to manage and evolve your data management system. Your dedicated representative will know your organization, customizations, and system usage, ensuring your platform stays current as your programs, funders, and reporting needs change.

NewOrg lifecycle support services graphic showing ongoing software support by phone, email, tickets, reports, forms, surveys, and portal updates

Lifecycle Support Services

NewOrg offers unlimited support incidents, up to 1 hour per incident, available by ticket, phone, or email during business hours. Our support team can assist with adding or removing data elements, creating or adjusting reports, forms, surveys, public portal pages, and designing email templates.

NewOrg secure server hosting graphic showing cloud data storage, 99.9% uptime, nightly backups, SSL security, and perimeter protection

Secure Server Hosting

Our service offers 24/7 system availability with a 99.9% uptime guarantee, ensuring your data is always accessible. You can store unlimited records and upload up to 50 GB of files and images, with additional capacity available if needed. We provide nightly backups, secure SSL certificates, and monitored global perimeter security to keep your data safe. Your account includes up to 50,000 outgoing emails and 1000 SMS messages per month, with the option to scale if necessary. Plus, you'll receive all future upgrades and feature enhancements at no extra cost.

NewOrg annual review graphic showing system review, feature updates, implementation support, and ongoing software optimization

Free Annual Review

Your support team will meet annually with you to review your system use, changes, and upcoming challenges.  We also review any new features to see if they will benefit your organization and plan how to adopt them.  This includes up to 4 hours of additional implementation and customization support.

Lifecycle Support Services

Secure Server Hosting

Free Annual Review

Key Benefits Included with newOrg Management System

NewOrg training and support graphic showing ongoing staff training, expert guidance, feature support, and software assistance

Training and support

As your team grows, your organization's needs evolve, or NewOrg introduces new features, our team will be there to provide continuous training. Maximize your NewOrg experience with our expert guidance and support!

Extensive Online Tutorials

Explore our online training videos that address all key areas and functionalities. These tutorials offer thorough explanations and practical demonstrations. Consistent updates keep the content aligned with the latest system updates.

NewOrg online tutorials graphic showing training videos, software demonstrations, user guidance, and support resources
NewOrg tailored documentation guides graphic showing customized procedure manuals, workflow documentation, templates, and training support

Tailored Documentation Guides

A customized procedure manual meticulously documents each department or program's processes and workflows. It provides clear instructions, standardized templates, and visual aids. Regular updates ensure it supports training and enhances operational efficiency.

Limitless Assistance Channels

You can communicate and resolve unlimited support incidents by phone, email, support tickets, and online meetings. Our robust support system is designed to address your needs swiftly and efficiently. With multiple channels available, you can choose the most convenient method to get your issues resolved.
NewOrg assistance channels graphic showing support by phone, email, tickets, and online meetings for software users
NewOrg yearly system tune-up graphic showing annual system review, feature planning, support team guidance, and software optimization

Yearly System Tune-Up

Benefit from an annual system review and refresh with your support team. This service keeps your system relevant by adjusting to changing needs and introduces your staff to new features.  We work with your team to thoroughly asses any emerging requirements.

Ongoing Improvement Assistance

Enjoy continuous support for new features, report and field changes, security, and best practices. Our team provides regular updates and guidance to keep your system current. Regular assistance ensures your system remains secure and operates at peak efficiency.

NewOrg ongoing improvement assistance graphic showing continuous software support, feature updates, report changes, security guidance, and system optimization
Personalized implementation experts graphic showing NewOrg staff providing tailored software support and onboarding guidance

Personalized Implementation Experts

Benefit from dedicated implementation and support staff who know your organization and system. These experts provide personalized assistance tailored to your specific needs. Their deep understanding ensures smooth integration and ongoing support.

Implementation Frequently Asked Questions

How much time should our team expect to commit during implementation?

Your team’s time commitment depends on the size and complexity of your project, but the most important involvement usually comes during workflow review, feedback meetings, data review, testing, and training. NewOrg’s team handles the technical build, but your organization’s input helps ensure the system reflects how your programs actually operate.

What happens if our current processes are inconsistent or undocumented?

That is common. Many organizations come to NewOrg with processes spread across spreadsheets, paper forms, shared drives, staff knowledge, or legacy systems. Implementation helps clarify those workflows so they can be translated into a more consistent system structure.

Do we need to have all of our reports and workflows finalized before starting?

No. It helps to have a general understanding of your needs, but everything does not need to be perfect before implementation begins. The process is designed to uncover requirements, refine workflows, and identify what should be included for launch versus what can be improved later.

How does NewOrg help prevent staff from feeling overwhelmed during the transition?

NewOrg works with your team in stages so staff can learn the system around the workflows they will actually use. Training, documentation, testing, and post-launch support help reduce the pressure of switching from old processes to a new system all at once.

What should organizations do to prepare before implementation starts?

The best preparation is to gather current forms, reports, spreadsheets, program workflows, user roles, and examples of the information your team tracks today. It also helps to identify key staff who understand daily operations and can provide feedback during the build.

See NewOrg in Action - Schedule Your Demo Now 

Unlock the full potential of your organization with our all-encompassing solutions designed to boost efficiency and effectiveness. Schedule a demo today to witness our system in action and see how it can be customized to your unique requirements. Don’t miss the chance to enhance your operations!