Start Something

Getting Ready for AIM

September 2011

™

Start Something

• Answer questions concerning the AIM Readiness Survey

• Answer questions about AIM Implementation

• Hear from 3 small agencies that have recently implemented AIM

*6 mute #6 unmute

The Purpose of the Call Today

™

Start Something

Fees will range from $2,000/yr for smaller agencies (1 to 249 children served) to $12,000/yr for larger agencies (3,000+ children served). Fees are based on the number of children served the previous year.

Fees

™

# of Children Served Subscription Fee

From To Per year Per quarter

3,000+ $12,000 $3,000

2,000 2,999 $9,000 $2,250

1,500 1,999 $7,000 $1,750

1,000 1,499 $5,500 $1,375

750 999 $4,500 $1,125

500 749 $4,000 $1,000

250 499 $3,000 $750

1 249 $2,000 $500

Start Something

 • Implementation Assistance

• Online Training Curriculum

• Customized Software Usage

• Online Help

• Database Server Infrastructure

• System Maintenance & Security

• Regular Version Updates

What do Annual Subscription Fees Cover?

™

Start Something

Data conversion will vary, mostly dependent on:

• The quality of your data

• The database system you are currently using

• The amount of data you are converting to AIM

•The amount of data clean up needed at the agency

Converting your data to AIM

™

Start Something

BBBS of Greater Lafayette (Indiana)

CEO: Ms. Rhonda McKinnis,

Program Manager: Peggy Byland

TCS last year: 374 Revenue: $276,345

Total Program Staff: 6

Live on AIM: April 20, 2011

Manual Conversion

Mid-Illinois BBBS (Charleston IL)

CEO: Toq Lawrence

TCS last year: 208 Revenue: $196,641

Total Program Staff: 10

Live on AIM: July 14, 2011

Manual Conversion

Agency Panelists

™

BBBS of Hampshire County (Amherst, MA)

Program Director: Ms. Renee Moss

Member SMAA Steering Committee

TCS last year: 181 Revenue: $376,730

Total Program Staff: 6

Live on AIM: March 14, 2011

Access/SQL Conversion – internal/local vendor

Start Something

We need to gather some basic information from all non-AIM agencies

• Implementing AIM in the Service Delivery System (SDS) will provide you basic information about the conversion process

• Please complete the SDS Readiness and Commitment Survey and return to us by 10/14/11

• Visit a nearby Affiliate using AIM if you have the opportunity

Returning the AIM Readiness Survey

™

Start Something

AIM FeesIs the fee paid in one lump sum or in installments?

You can pay at one time or quarterly. There is a price break if your fees are paid at one time.

Does the fee for AIM pertain to Matches per calendar year? The AIM fee is based on the total number of matches served in the prior year.

Some of our matches are school-year. Would they count double in a calendar year?If you are closing matches at the end of the school year, then re-opening them in the fall, we would need to discuss that practice with you. It is not consistent with our nationwide goal of average match length for School-based matches or 12-month match retention goals.

FAQs

™

Start Something

Value of AIMWill AIM cut down on monthly reporting to National? Is there a built in feature that will automatically submit our monthly core numbers?

Absolutely, yes! Once live on AIM, you will no longer have to report monthly program data. You will, however, need to continue reporting revenue/expense data.

Do we have the ability to create custom reports? AIM will allow you to download data into an excel report, where you can customize the information to meet your reporting needs.

FAQs

™

Start Something

Access to AIMCan AIM be accessed remotely?

AIM is all web-based. There is no software to install on computers or you agency’s servers. You may access AIM from any computer with internet access.

FAQs

™

Start Something

Conversion from Current Data Collection SystemHow do we know what data you will need to enter into AIM

BBBS is preparing a document in advance that will help identify the fields of data that you will need as part of setting up your matches in AIM When converting data, do we only use current open files or do we also include closed files?

We only use data from current matches and matches closed within the past year, as well as any matches closed due to safety reasons.

FAQs

™

Start Something

Conversion from Current Data Collection SystemHow do we know what data you will need to enter into AIM

BBBS is in the process of updating the AIM Conversion document that will help identify the required fields of data that you will need to convert your data over to AIM.

FAQs

™

Start Something

Does informational data from the metrics workbook easily transferred by copying and pasting? Or will each file be manually entered into the AIM system?

Data is entered into AIM by transferring it into an excel “Conversion Workbook” that includes all the data fields needed in AIM. You will then fill in all the missing data fields, double and triple check your entries, then we will upload the information into AIM.

FAQs

™

Start Something

When do I need to use a Data Conversion Vendor?

If you have more than 250 matches, or are currently using MMI / MATs / or a system that will not allow you to download all your data into excel. The cost of the vendor is determined by the amount of data and the type of system you are moving data out of.

FAQs

™

Start Something

When do you feel is the best time of the year to convert?

Some agencies prefer to start the process during the summer months after school is out. The national office will try to accommodate agencies as much as possible and also take into consideration the numbers of agencies and resources available to convert the remaining Non AIM agencies by the end of 2013.

FAQs

™

Start Something

Using AIMIs there a way for agencies to see what AIM looks like (the screens, capabilities, entry information)?

Yes there is. Once you formally begin the rollout process, staff will need to take on-line training. Once that training is complete, staff will access to the AIM Sandbox, in which they can ‘play’ with AIM to see, learn, and experience the functionality.

In the meantime, we urge you and your staff to visit an agency already on AIM. Spend time asking staff about their experience, observing them use the system, and find out what lessons they learned in the AIM rollout process.

FAQs

™

Start Something

What is the timeline for this? If we receive the data conversion spreadsheet 2 months before the process starts, does that mean we have 2 months to get all our data on the spreadsheet? How long does the process last once National visits our agency?

Each agency converting to AIM will receive an AIM Implementation Workplan approximately 1 to 2 months before the conversion process starts at your agency. We will also provide you information on things you can do to start your data cleanup before we come out to your agency. The conversion process takes 75 to 90 days. The process is generally started the first week of the month and there are several Phases and Tasks identified on the Workplan that we will cover in detail with each agency.

FAQs

™