Digitek Fast Track Timberline Implementation

The purpose of this document is to describe the objective of the Fast Track implementation, outline the implementation schedule, and to detail all the assumptions (inclusions and exclusions) for the Fast Track implementation.

Objective

The FAST TRACK implementation is designed to get your Timberline financial applications up and running as quickly as possible with minimal consulting expense. Using industry best practices and standards, Digitek has created tools that make it easier for you to setup the software settings, convert important list data, and train at your own pace. Although this is a self managed implementation, a Digitek consultant will be assigned to you to coach and help ensure that things are moving in the right direction. Because this is a structured implementation, if you require additional assistance outside the scope of this project, Digitek will promptly provide you a quote for the work and, if approved, a change order will be created.

The Timberline Software modules that are included in this FAST TRACK implementation are:

• General Ledger
• Job Costing
• Accounts Payable
• Accounts Receivable/ Billing
• Contracts
• Cash Management
• Project Management
• Company/Contact Address Book

FAST TRACK Schedule Outline

To help ensure a successful implementation, Digitek will provide you an implementation project schedule with important milestones. Use this schedule to help plan around important deadlines. Built into this schedule are ten (10) scheduled coaching sessions with our consultants to help answer important questions and make sure you are going in the right direction. It is very important that each step is completed successfully and approved by you before moving on the next step.

The basic steps to the FAST TRACK implementation are as follows:

Project Kickoff

During the kickoff stage of the project, you will be introduced to the Digitek consulting team and be familiarized with the different ways to get support. It is during this phase that we will help you get your software installed on to your network. It is assumed that you already have the necessary network, server, and workstation computers in place that are supported by Timberline. Included in this FAST TRACK implementation, Digitek will install Timberline onto your server and one (1) computer workstation for you. This is typically done remotely by the Digitek IT team. It is important that you have someone from your company available to watch and learn as we go through this install on your network. It is your responsibility to install the remaining computer workstations on your own.

In this meeting you will also be introduced to the setup and data conversion tools. These tools are designed to utilize industry best practices for workflow and reporting. We will discuss the default settings with you and address any questions you may have. You may decide to either accept the industry standard defaults, or modify the settings to suit your business as appropriate. Once complete and approved by you, these setting will be migrated into the Timberline system to create a pilot environment for your company to practice and train.

Setup/Data Conversion

The implementation tools are prefilled with a set of system defaults designed to give you a balance of flexibility and simplicity. Although not recommended, if there are specific things that you need to adjust and change, we can discuss those with you and guide you in the right direction.

The Setup Tool includes the following:

• General Leger Base Accounts (standard)
• Job Cost Codes (Standard)
• Job Cost Code Categories (Standard)

The Data Conversion Tool includes the following:

• Accounts Payable vendors
• Job records
• Customer records

Once your setup is finalized by you, we will review it and import it into the system. The same process applies to your list data conversion. Following the migration of the settings, your Digitek consultant will go into the system to setup important system settings and interface options.

During this step of the project we will cover some additional aspects of the software such as the global Address Book and System Security and how to get it set up in your Timberline system.

Workflow Training

The majority of the software training is provided to you online via Sage Anytime Learning. Sage Anytime Learning is a series of short recorded training videos that walk you through all components of the Timberline Software solution. You can watch these videos as many times that you need to help you learn how to use and setup your new software solution. The training videos are organized into functionality and broken into small 5 – 10 minutes sessions.

The different training categories included with the FAST TRACK implementation are:

Anytime Learning is purchased annually on a subscription basis. One annual subscription is included as part of the FAST TRACK implementation. If you need additional simultaneous logins, you will need to purchase them separately.

** Because of the unique requirements that many companies have for certain aspects of the Timberline system, this item is not included as part of the planned FAST TRACK implementation setup and coached sessions. If you require these specific areas setup, Digitek will provide a quote to you for the additional consulting services based on your specific requirements. If approved, a change order will be created.

Also included in the FAST TRACK implementation is a series of planned coaching sessions with a Digitek Consultant. These meetings will be scheduled by the Digitek project coordinator and added as tasks in the implementation calendar. These coaching sessions include the following:

• Project Kickoff Meeting (2 hrs)
• Setup & Data Conversion Review ( ½ hr)
• Project Status Meetings ( 2 @ ¾ hrs)
• Workflow Training Question & Answer (1 hr)
• Standard Report & Financial Statements Overview (2 hrs)
• Final Implementation Review before “go-live” (1 hr)
• Beginning Balances (2 hrs)
• Go Live (6 hrs)
• Close 1^st month (3 hrs)
• Gap Analysis (1hr)

Go Live

Going Live is the time when you will discontinue using your old system and start using Timberline. Before you go live on your new Timberline system it is important that you have completed and approved the following tasks:

• Comfortable with the settings and data conversion
• Have a familiarity with how to navigate and setup Timberline
• Familiar with the standard reports
• Received a go-live approval from your Digitek coach

The final 2 coaching sessions that Digitek has scheduled with you are focused on post live tasks. The first will be the month end coaching session. In this session we will walk you through how to close a month, how to reconcile the different parts of the system and which reports to print to verify that things are in balance. The final coaching session is a Gap Analysis where we will determine if there are custom reports that need to be created or other areas where we can help facilitate the transition to Timberline. It is also a good time to talk about add-on applications or ways to customize the software for your business needs. If you require additional consulting services from Digitek, we will promptly provide you with a quote and, if approved, create a change order.