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By John Gardner Note: This article was slightly edited and a few items on John’s original list not included. Also, because it was for publication in the AFRDS Advisor newsletter, he could not be “advertising” or promoting any brand names. Items below that are in italics will not be in the AFRDS published version. Also, QDP customer or product specific information has been added. Getting ready for the fall fundraising season is a lot like getting ready for a hurricane. We get plenty of warning and can watch it move across the calendar. We know how long it will last and have seen the damage to ill-prepared distributors and even suppliers. We spend a lot of time getting ready for the storm because once it hits, we may find ourselves having to hold on ‘til the winds die. Here’s a short checklist from a technological perspective of some preparations to take. From fund raising vendors. See if you can get a single printout that has the normal price list information, but also the bar code numbers that go with each item. Most vendors now have such a list, but may not send it unless requested. As an alternative, you might see if you have access to already setup files that you can download and import into your computer to prevent all manual data entry. QDP WinUltra users can download data from several of the major suppliers from our web. Computers. Computer prices are low, but before you buy, make sure you know where all your program disks are for reinstallation on the new machine(s). Test each program on the new computer before you actually have to use it. Better to get help or make adjustments in the calm rather than the storm. Networks. If you’ve updated any equipment on your network, whether peer-to-peer or dedicated server, double check, no make that a triple, that shared files or network permissions are all set correctly. Assume nothing. Access every program from every computer. Printers. If you’ve made computer or networking changes, be sure that every station can print from every program to every printer on the network. Document scanners / Scanning software. If you’re scanning order forms, make sure the document scanner is in good condition, including a replacement bulb, if your scanner requires one. As with all software, especially if on new equipment, confirm that every station is set up correctly. QDP TallyScan Order Form Scanning customers. We have two new scanner friendly forms. Both 3-pt individual sets as well as roster-ready continuous forms. The time spent entering the roster and printing personalized forms will significantly increase speed in the verification process. Accounting. If you’ve upgraded or changed programs, consider having your accountant verify that all the settings are correct before massive transactions begin. If you use your accounting program to maintain inventory, do you have all fall product entered? If you’re carrying over product from a previous season, take a physical inventory and update your computer numbers so everything matches at the beginning of the season. Order some of every product you need this fall – not only will you have product on hand but you’ll know your system is set up correctly. Tally Software. Are you running the latest version and does it meet your needs? After you’ve confirmed that you’ve entered all inventory and brochure information, make printouts and check, check, check to ensure everything is there and that it is correct. QDP WinUltra Users. If you’re on version 2.0, now is the time to download latest updates. We’ve made some changes and enhancements over the summer. User’s Guide has also been updated. Get your FREE updated file or request a hard copy for $10. If you’re still running pre-v2.0, consider an upgrade. If you’ve already entered data, we have data transfer routines. Also, chances are that if you are on earlier versions that you do NOT have complimentary incidents on file, which means any phone support for an issue that is not our problem, will cost you. Our goal is to supply sufficient incidents with upgrades that normal levels of tech support should not cost you. Remember that we have an extensive FAQ support section on our web. Data-Entry Training. The worst time for on-the-job training is when that first large order his and needs to be tallied. This is often one of your better customers whom you’ve convinced to start early and the last group you’d want to experience rookie mistakes. Put your personnel to the test by having them tally some artificial data ahead of time. Not all who want to tally can or should. Find out while there’s still time to make a change. Bar Code Scanning. Whether your bar code info came from a supplier-printed list or an Internet download, tally a small number of orders from each of brochure. Ensure that every item in the brochure is on at least one order. Use your scanning software to scan orders and deal with any bar code data discrepancies. Find problems now and fix them before you have a full packing room with on-the-clock employees and a delivery looming. QDP WinScan users. Version 2.0 has been great. Requires version 2.0 of WinUltra. Scanners. They worked the last time you used them, but when was that? Exactly. Contact Management (CM) or Customer Relationship Management (CRM) Software. Synchronize data between what your field reps have and you have in the office. If you’ve downloaded and imported the new state school directory, give an updated list to your reps so they’ll have a better chance of walking into a school building and asking for the right principal. Shipping Software. If you have UPS software and haven’t shipped for a while, consider connecting so you can get the latest updates. Airborne has changed from a PC program to an Internet edition. Fed-Ex has updated and enhanced their online shipping programs. The USPS has a new Priority Mail online program that includes delivery confirmation ($1.50 extra if you mail any other way). If you ship LTL, ensure that your tariff data hasn’t changed. Some truck lines also have shipping software. Telephone and Voice Mail. Decide how you want to use your system to answer and route calls. Do you want a human to answer first or will all calls go first to voice mail for routing? Check the paths you have setup, especially if you’ve made changes. Listen to all the outgoing messages and ensure they are current. Web Site. Is it up-to-date? Don’t be caught announcing a promo that ended six months ago or showing products you haven’t carried in three years. QDP has designed and is hosting dozens of sites. How many hours are you spending trying to save a few bucks? Are people finding your site? We know how to set you up for search engine placement. Do your pictures take forever to load? Ours don’t. Get your on-line store. You don’t need WinUltra for a website with an online store, but WinUltra v2.0 users can ALSO get data from Internet Fundraising Sales automatically included (no artificial data entry that will give you less than complete information) in the reports for the group. Talk to us about a Perpetual Fundraiser, where the Internet Sales page for the school stays up. They get ongoing profit and you have an ongoing relationship. Offer it as a free service as long as they maintain a fundraising relationship with you. Special Forms / Supplies. Ensure that you have enough of any critical custom forms required by your accounting or tally software. Unlike brochures, forms can often be carried over to the next season and there may be discounts for volume purchases. And what about envelopes? Merchant Services. If you intend to accept credit cards and are not already setup, make sure you have everything in place and tested. You don’t want to be making mistakes with peoples’ credit cards. Sales / Kick-off Presentations. If you’re using your own projection equipment for sales or kick-off presentations, carry a spare light bulb. In fact, change the bulb now and run the show before you’re standing in front of a roomful of expectant volunteers or hungry sales force. Talk about the perfect storm! ---- John Gardner is president and co-owner of QDP Corporation (S) and Priority Fundraising (D). He also serves as co-chair of the AFRDS Information and Technology Committee.
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