Open Source Sustainability/Donor Management/Roadmap

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Overview

Placeholder for CRM/Donor Management migration work.

Description

TODO: Complete this section.

Timeline

TODO: Complete this section.

Project Responsibility Matrix

Key for responsibility matrix

For this project, we'll use the RACI model to keep track of everyone's roles and responsibilities.

Role Description
Responsible Those who do the work to achieve the task. There is at least one role with a participation type of responsible, although others can be delegated to assist in the work required (see also RASCI below for separately identifying those who participate in a supporting role).
Accountable The one ultimately answerable for the correct and thorough completion of the deliverable or task, and the one who delegates the work to those responsible. In other words, an accountable must sign off (approve) work that responsible provides. There must be only one accountable specified for each task or deliverable.
Consulted Those whose opinions are sought, typically subject matter experts; and with whom there is two-way communication.
Informed Those who are kept up-to-date on progress, often only on completion of the task or deliverable; and with whom there is just one-way communication.

Descriptions from Responsibility assignment matrix on Wikipedia. See that page for further details.

Overall project responsibility roles

As Executive Director, Leah is accountable for the overall project of selecting, implementing, and maintaining our donor management system, Little Green Light. Given her prior experience implementing donor management systems and her technical background, Christie will be the primary person responsible for the overall implementation. As someone with a significant role in communications and outreach, Gina will fulfill the consulted role in many implementation tasks. The rest of NumFOCUS staff and board shall be kept informed of our progress.

Specific task responsibility roles

The responsibility matrix for each task related to a milestone is indicated in the tables below.

2017-Q2

Milestone: Select a system.

Status: Complete

We've selected Little Green Light for our Donor Management system.

TODO: Document why.

2017-Q3

Milestone: Initial Setup, Configure LGL for Basic Use

Status: Complete

Description: Get us going on LGL with most basic info so staff can start using and learning it.

Task Status Start Date End Date Responsible Accountable Consulted Informed
Create account for organization with appropriate billing info. Complete 2017-07-01 2017-08-01 Christie Christie Leah

Lynn

All other NumFOCUS Staff.
Create user accounts for all NumFOCUS Staff Complete 2017-07-01 2017-08-01 Christie Christie n/a All other NumFOCUS Staff.
Create basic set of custom fields that will allow us to capture project leads info. Complete 2017-07-01 2017-08-01 Christie Christie All other NumFOCUS Staff. All other NumFOCUS Staff
Import project leads info. Complete 2017-07-01 2017-08-01 Christie Christie All other NumFOCUS Staff. All other NumFOCUS Staff

Milestone: Identify best way to process data from various sources for import into LGL

Status: Complete

Description: We have several input sources, each structured in different ways. Find the best way to process data for ease and correctness of import into LGL.

Task Status Start Date End Date Responsible Accountable Consulted Informed
Identify best way to process data from various data sources for import into LGL. Complete 2017-08-01 2017-08-15 Christie Christie Leah

Gina

All other NumFOCUS Staff

Milestone: Import event records from Eventbrite

Status: Complete

Description: Import completed events (~30) from Eventbrite into LGL.

Task Status Start Date End Date Responsible Accountable Consulted Informed
Determine best way to export data from Eventbrite Complete Christie Christie Leah

Gina

All other NumFOCUS Staff.
Export data from Eventbrite for completed events

(30 at the time of this milestone)

Complete Christie Christie n/a All other NumFOCUS Staff.
Create data processing scripts for first few events. Complete 2017-08-10 2017-08-15 Christie Christie Leah

Gina

All other NumFOCUS Staff.
Import processed data for first few events

(to validate understanding of how to map EB to LGL data model)

Complete 2017-08-15 2017-08-17 Christie Christie n/a All other NumFOCUS Staff.
Adjust data processing scripts as needed Complete Christie Christie Gina

Leah

All other NumFOCUS Staff.
Import remaining events into LGL. Complete Christie Christie n/a All other NumFOCUS Staff.
Review imported PyData records for correctness and usability. Complete 2017-08-2017 2017-08-31 Christie Leah Gina All other NumFOCUS Staff.
Make any changes necessary to import scripts and re-import data. Complete 2017-09-01 2017-09-15 Christie Christie Gina All other NumFOCUS Staff.
Final sign-off on data import. Complete 2017-09-15 2017-09-15 Leah Leah Christie All other NumFOCUS Staff.

2017-Q4

Milestone: Import individual donations records from Flipcause

Status: Complete.

Description: Import individual donation records from Flipcause. Include all records, from when we started using it to present day.

Task Status Start Date End Date Responsible Accountable Consulted Informed
Determine best way to export data from Flipcause Complete 2017-09-12 2017-10-26 Christie Christie Gina

Leah

All other NumFOCUS Staff.
Create data processing script based on export from FC. Complete 2017-10-26 2017-10-27 Christie Christie Gina

Leah

All other NumFOCUS Staff.
Import processed records into LGL. Complete 2017-10-27 2017-10-30 Christie Christie n/a All other NumFOCUS Staff.
Review records and provide feedback. Complete 2017-10-30 2017-10-31 Leah Leah Gina

Christie

All other NumFOCUS Staff.
Adjust data processing script(s) as needed based on feedback. Complete 2017-10-30 2017-10-31 Christie Christie Gina

Leah

All other NumFOCUS Staff.
Rollback and re-import records as needed. Complete 2017-10-30 2017-10-30 Christie Christie n/a All other NumFOCUS Staff.
Final review and sign-off on data import. Complete 2017-10-31 2017-10-31 Leah Leah Christie

Gina

All other NumFOCUS Staff.

Milestone: Import individual donations from PayPal 2014-2016

Status: Complete.

Description: Import individual donation records from before our use of Flipcause (from PayPal, 2014-2016).

Task Status Start Date End Date Responsible Accountable Consulted Informed
Determine best way to export data from source Completed 2017-10-26 2017-11-06 Lynn Lynn Christie

Gina

Leah

All other NumFOCUS Staff.
Create data processing script based on export from source. Completed 2017-11-06 2017-11-10 Christie Christie Gina

Leah

All other NumFOCUS Staff.
Import processed records into LGL. Completed 2017-11-10 2017-11-10 Christie Christie n/a All other NumFOCUS Staff.
Review records and provide feedback. Completed 2017-11-13 2017-11-14 Leah Leah Gina

Christie

All other NumFOCUS Staff.
Adjust data processing script(s) as needed based on feedback. Completed 2017-11-15 2017-11-17 Christie Christie Gina

Leah

All other NumFOCUS Staff.
Rollback and re-import records as needed. Completed 2017-11-17 2017-11-17 Christie Christie n/a All other NumFOCUS Staff.
Final review and sign-off on data import. In Progress 2017-11-20 2017-11-21 Leah Leah Christie

Gina

All other NumFOCUS Staff.

Milestone: Corporate sponsorships of NumFOCUS org import

Status: Complete.

Description: Import corporate donations/contributions that pertain to NumFOCUS organization sponsorship.

Milestone: PyData sponsorships import

Status: Complete.

Description: Import sponsorship details for all previous PyData events.

2018-Q1

Milestone: Update Flipcause import script to reflect changes in fields

Status: Complete.

Description: Update Flipcause import script to account for change in fields.

Updates:

  • 2018-01-23: Flipcause import scripts have been updated (git commit) and December 2017 records imported.
  • 2018-01-30: Leah signed-off on the December 2017 import.
Task Status Start Date End Date Responsible Accountable Consulted Informed
Update data processing script based on export from source. Complete 2018-01-09 2018-01-11 Christie (w/ Minal) Christie Gina

Leah

All other NumFOCUS Staff.
Import processed records into LGL. Complete 2018-01-09 2018-01-11 Christie (w/ Minal) Christie n/a All other NumFOCUS Staff.
Review records and provide feedback. Complete 2018-01-11 2018-01-12 Leah Leah Gina

Christie

All other NumFOCUS Staff.
Adjust data processing script(s) as needed based on feedback. Complete 2018-01-15 2018-01-16 Christie Christie Gina

Leah

All other NumFOCUS Staff.
Rollback and re-import records as needed. Complete 2018-01-15 2018-01-16 Christie Christie n/a All other NumFOCUS Staff.
Final review and sign-off on data import. Complete 2018-01-16 2018-01-30 Leah Leah Christie

Gina

All other NumFOCUS Staff.

Milestone: Documentation for regular imports from: Flipcause, Eventbrite

Status: Complete.

Description: Create documentation about how to perform on-going imports from Flipcause and Eventbrite into LGL.

Updates:

  • 2018-01-25: Draft documentation available in README.md.
Task Status Start Date End Date Responsible Accountable Consulted Informed
Draft documentation Complete 2018-01-09 2018-01-11 Christie Christie Minal All other NumFOCUS Staff.
Review documentation Complete 2018-01-29 2018-02-02 Christie Christie Minal All other NumFOCUS Staff.
Update docs based on feedback. Complete 2018-02-05 2018-02-09 Christie Christie Minal All other NumFOCUS Staff.

Milestone: Pydata speaker import (past events)

Status: In Progress.

Description: Import PyData speaker details into LGL from various PyData websites and other sources.

Blockers:

  • 2018-01-30: Need csv file(s) of speaker data.
  • 2018-02-07: Received database dumps from Martey (via Jim). Was able to extract speaker data for several, but not all, events. (Details)
Task Status Start Date End Date Responsible Accountable Consulted Informed
Get PyData database dumps from Martey Complete 2018-01-30 2018-02-06 Jim Jim Christie

Minal

Martey

All other NumFOCUS Staff
Identify source(s) of speaker data Complete 2018-01-30 2018-02-07 Christie/Minal Leah Jim

Martey?

All other NumFOCUS Staff
Export or otherwise organize speaker data from database dumps into csv file(s) Complete 2018-02-05 2018-02-09 Christie/Minal Leah Jim All other NumFOCUS Staff.
Agree on plan for organizing data in LGL. In Progress 2018-02-05 2018-02-16 Christie Christie Jim

Leah

Gina

All other NumFOCUS Staff.
Process data from database dumps as needed and import into LGL. Not Started 2018-02-12 2018-02-28 Christie (w/ Minal) Christie Jim

Leah

All other NumFOCUS Staff.
Create scraping scripts to pull speaker data from static PyData websites. Not Started 2018-02-12 2018-02-28 Christie (w/ Minal) Christie Jim

Leah

All other NumFOCUS Staff.
Process data from scrapped websites as needed and import into LGL. Not Started 2018-02-12 2018-02-28 Christie (w/ Minal) Christie Jim

Leah

All other NumFOCUS Staff.

Milestone: Mailchimp integration

Status: In Progress.

Description: Enable and configure LGL MailChimp integration.

Task Status Start Date End Date Responsible Accountable Consulted Informed
Draft plan for Mailchimp integration In Progress 2018-02-12 2018-02-18 Christie Christie Gina

Minal Leah

All other NumFOCUS Staff
Review plan with stakeholders and make adjustments as needed. On Track 2018-02-19 2018-02-25 Christie Christie Gina

Minal Leah

All other NumFOCUS Staff
Implement MailChimp integration

(more detail steps and responsible/accountable designations will be added here as we have them)

Not Started 2018-02-26 2018-03-31 Christie Christie Gina

Minal Leah

All other NumFOCUS Staff

Milestone: Improve tools for regular LGL imports

Status: Complete

Description: Create/improve tools to make it easier for everyone to perform on-going imports into LGL.

Updates:

  • 2018-01-29: This past weekend I started working on a major re-factor of the lgl-import scripts. It still has a long way to go, but should make the process of running and updating the scripts much easier.
  • 2018-02-06: The re-factor work is complete enough to be merged into master and we'll start using it this month.
  • 2018-02-07: The February 2018 re-factor work has been merged. Details.

Milestone: Create user on-boarding plan

Status: Not yet started.

Description: Identify different user groups for LGL and create plan for on-boarding them to the tool.

TODO: Add tasks to this milestone.

Milestone: Regular monthly imports

Status: In Progress.

Description: Perform monthly imports for Flipcause, PayPal, and PyData records.

Updates:

  • 2018-01-23: December 2017 Flipcause records have been imported.
  • 2018-01-23: 2017 PayPal records have been imported.
Task Status Start Date End Date Responsible Accountable Consulted Informed
December 2017 Flipcause import Complete Christie (w/ Minal) Christie Leah

Gina

All other NumFOCUS Staff
2017 PayPal import Complete Christie (w/ Minal) Christie Leah

Lynn

All other NumFOCUS Staff.
January 2018 Flipcause import Not Started 2018-02-10 2018-02-15 Christie (w/ Minal) Christie Gina

Leah

All other NumFOCUS Staff.
January 2018 PayPal import Not Started 2018-02-10 2018-02-15 Christie (w/ Minal) Christie Leah

Lynn

All other NumFOCUS Staff.
February 2018 Flipcause import Not Started 2018-03-10 2018-03-15 Christie (w/ Minal) Christie Gina

Leah

All other NumFOCUS Staff.
February 2018 PayPal import Not Started 2018-03-10 2018-03-15 Christie (w/ Minal) Christie Leah

Lynn

All other NumFOCUS Staff.

Milestone: Implement semi-automated task creation

Status: In progress.

Description: We want to use LGL for rudimentary task tracking but we do not want to have to create all tasks manually. Let's find a way to semi-automated a portion of the process. Future details to come.

Task Status Start Date End Date Responsible Accountable Consulted Informed
All other NumFOCUS Staff