As you're working through the budgeting and ROI process, use these numbers as round figures estimates on what it takes to get VSys One installed.
For SQL Server, you'll generally have one primary database to establish, along with one testing database. Assume a single SQL Server user, one or two more won't make much of a difference. The DBA does not need to do more than create the empty databases and users with appropriate rights. VSys will handle creating the tables and indices once it's pointed at the databases. No scripts need to be run, no stored procedures or triggers installed: VSys does all of the heavy lifting for you.
VSys is managed best with a single file server share which all or most users will use together. VSys will use approximately 50MB on this share. The contents of this share do not need to be regularly backed up as no data is stored here.
For ex-Volunteer Works organizations, you already have a common file share for its operation; VSys does not require any more rights to this share than Volunteer Works did. In fact, VSys can operate without write access to the share once the program is fully operational.
For other organizations, you'll need to establish a share which all users who will work with VSys have at least read and execute permissions on.
VSys needs to be installed only once (on one machine), with the executable installed on a network share. Machines #2 and later need only a shortcut on their desktop to the common executable. Assuming that the machines are geographically convenient, and already operational and on your network, figure:
If you install VSys on each machine individually rather than using a share, you can copy the VSys folder from one machine to the next: nothing is written to the system registry and no DLLs are installed, so this is a quick way of installing only once and saving effort on later machines.
Of course you can install VSys One on each machine independently using its installer. A shared folder for the executable and configuration file is just much easier.
We'll assume for purposes here that the actual hardware installation is done, displays are working and the machines are on the network.
With a magnetic stripe or barcode reader involved:
Without card readers,
These machines can use the very same installation folder and executable as was used with the desktop machines.
Database conversion from Volunteer Works
This depends a lot on the volunteer office staff. The process is a straightforward one. Use our tool to extract the full Volunteer Works database and send it to us for conversion. We return a VSys backup which VSys can restore into the SQL Server database. Most conversions take two passes as different organizations want their data moved into slightly different places.
Assuming that the volunteer office staff is inexperienced in this type of process, estimate one hour for the first data extraction (mostly watching it go, then uploading the results to Bespoke), and one hour for the first results. The second update will go a bit faster, figure 1/2 hour each way. There is nothing technical about the conversion process, either sending to us or putting the resultant files into VSys: it's all very well documented. If the volunteer office staff is technically savvy, you can cut the IT staff time in half, possibly more.