The ebase team is excited about what�s coming with ebase v2! And we want to share some details with you about ebase v2's features and our release schedule. And answer some first order questions that we've heard people ask about upgrading from ebase v1, whether to adopt ebase v1 now or hold off until v2, etc. So here is one long FAQ that covers most of what we can think of right now. More later, as things develop. Happy reading, The ebase team. ************************* FAQ: About ebase v2 from the ebase team at TechRocks, 6/11/01 ************************* Q1: What is ebase? Q2: How is ebase v2 different from ebase v1? Q3: The $64 million dollar question: when will ebase v2 be available? Q4: The ebase v2 schedule refers to an alpha test, a private beta and a public beta test. What do these terms mean? Q5: When will I be able to see ebase v2? Q6: I'm not currently using ebase. Should I install ebase v1 now or hold off until ebase v2 is ready? Q7: How easy will it be to upgrade from ebase v1 to ebase v2? Q8: Do I have to upgrade to ebase v2? Q9: What kinds of support will be offered for ebase v2? Q10: Will TechRocks continue to support ebase v1 after ebase v2 is introduced? Q11: How can I get more information (details about ebase v2 training and support, more advice on whether to upgrade to ebase v2, etc.)? Q12: What are some examples of potential new modules that could be developed for ebase v2? Q13: What kinds of customizations are "OK" to do in ebase v1 if I want to use ebase v2's automated upgrade feature? ************************* Q1: What is ebase? ebase is an accessible and affordable database. ebase helps community groups organize people and information. ebase facilitates communications for developing strong relationships with constituents. And what makes ebase really great is the ebase community--staff and volunteers in community groups, trainers, consultants, and developers--who share ideas and work together to use ebase to make a difference! ebase empowers organizations by * tracking contacts * recording activist communications * coordinating fundraising efforts * integrating activist and fundraising information in one database * capturing and recording whatever information is important to YOU and YOUR ORGANIZATION. ebase can help you * improve response rates to appeals and alerts * identify your most reliable activists * move constituents up the ladder of involvement with your organization * target your e-newsletters * improve your group's communications * build your group's institutional memory. The best part of ebase is how the software and the community work together in daily life. As one member of the ebase community said: "ebase includes just about every feature a typical non-profit like us needs�(and) the ebase listserv support is superb, quick and free." ************************* Q2: How is ebase v2 different from ebase v1? In designing ebase v2, we incorporated what we've learned about ebase v1 from the community of users, consultants, trainers, and developers over the past three years. The major improvements we're introducing with ebase v2 are: 1. Simplified Screens and Navigation. To make ebase more approachable and shorten the learning time for new users, we've simplified the screen design, made navigation more intuitive, and reduced the number of files in which data is stored. 2. Customizable User Interface. To address user concerns about data security and confidentiality, we've created a routine so you can customize the interface for each person who uses ebase, so that users see only the data you want them to see and you can track all changes made by individual users. 3. Flexible Coding. To give you more flexibility in defining constituencies, targeting communications, and ultimately moving folks up the ladder of involvement with your organizations, we've created an extremely flexible structure for coding (classifying) data. With this built-in customization feature, you design the classification structure to fit your own organization and to track a virtually unlimited number of attributes and transaction types. 4. Multiple Addresses and Relationships. With ebase v2, you can record multiple addresses for a constituent (summer vs. winter, work vs. home) and designate one as the primary contact location. You can also record people's relationships to each other, so you won't overlook that X is Y's former spouse, or that X and Y both serve on the board of the Z foundation. 5. Improved Export Routines for Letters and Reports. To make reporting and letter production simpler, an easy export routine sends data into word processing and spreadsheet applications for better letter formatting and for more involved data analysis. 6. Web Interface. To help you keep accurate information about constituents while reducing data entry time, ebase v2 will include a Web interface so you can create a database-driven Web site. The built-in features include: news, about us, events, and the ability for members to sign up for free events and make changes to their contact records via the Web site. (You'll need a fixed IP connection to the Internet, and a copy of FileMaker Pro or FileMaker Pro Unlimited to use this feature.) 7. Modular. To make it easier for consultants and developers to extend the functionality of ebase v2, we've made it much easier to "dock" new modules next to the core program. So if similar organizations decide they need a ticketing module, it will be fairly straightforward for a developer to integrate the module into ebase. And we'll encourage this aggregation of development work and shared development costs, so that in a year or so there will be a family of ebase modules, each reflecting the specific needs of the diverse communities within the nonprofit world. ************************* Q3: The $64 million dollar question: when will ebase v2 be available? ebase v2 is looking good, but it�s not done yet! Here's the schedule for ebase v2, which culminates in the release of ebase v2 in September 2001: * April-June: Conduct alpha test internally at TechRocks * July-August: Conduct private beta test with selected groups * September: Release ebase v2 for public beta test (with documentation) * December: Release ebase v2 with technical support options As you can imagine, what we learn internally and during beta testing could lengthen this schedule. We'll keep you posted via monthly updates to the ebase listservs (support, trainers and developers). And we'll also put this information on the ebase Web site. We hope that the updates will really just be confirmations of the current schedule! ************************* Q4: The ebase v2 schedule refers to an alpha test, a private beta and a public beta test. What do these terms mean? The alpha test is the first test of the user interface and the code beneath it. Software in the alpha test stage is typically considered "unfinished" and the alpha test is part of the finishing process. All TechRocks staff have volunteered (grin) to be partners in ebase development as we test using the alpha version for our own organizational database. The alpha test is also the stage where we identify documentation and training priorities and develop the basic documentation and training materials. The private beta test is the second stage in testing ebase v2's interface and code. We will conduct this test with willing volunteers, groups that reflect a range in organizational size and ebase experience (from none to a lot), and who are located near a TechRocks office. In exchange for giving us feedback, the beta test groups will get a high level of attention from TechRocks staff, a chance to influence final revisions to ebase v2, and the opportunity to start using ebase v2 early. During this stage, we will also test our documentation materials. The public beta is the final stage of testing, which puts what we consider the finished product through the rigors of usage by a much larger audience of users and a broader range of organization types than possible in the private beta test. Software developers typically do not offer any documentation or support at the public beta stage. We plan to offer documentation (user and administrator manuals at a minimum) with our public beta, and to run a separate support listserv for public beta users, to gather feedback, answer show-stopper questions, and identify further documentation, training, and support needs. ************************* Q5: When will I be able to see ebase v2? In mid-summer, we'll post a presentation on the ebase Web site that will show you how ebase v2 looks and works and will explain how ebase v2 is different from ebase v1. Unless you are selected to be a private beta tester, your first chance to actually try ebase v2 will be in September 2001, with the start of the public beta. ************************* Q6: I'm not currently using ebase. Should I install ebase v1 now or hold off until ebase v2 is ready? This must be answered on a case-by-case basis, depending on the needs of your organization. If you need a database TODAY and you've decided that ebase is right for your organization, we encourage you to install ebase v1 and begin using it without any customization (or with the "safe" customizations outlined in Q#13 below). Beginning with ebase v1 today will get you started building a meaningful database for your organization. And you can easily upgrade to v2 this fall if you decide to take advantage of its significant improvements. If your current database will serve you adequately for the next four months or so, we recommend that you consider waiting to adopt ebase until ebase v2 becomes available this September. ************************* Q7: How easy will it be to upgrade from ebase v1 to ebase v2? ebase v2 will include a program for upgrading from ebase v1 to ebase v2. This routine will be similar to the import tool included in ebase v1, but more automated. Note: The automated upgrade will depend on your having done minimal customization to ebase v1. See Q#13 below for more information on customizations. ************************* Q8: Do I have to upgrade to ebase v2? If ebase v1 is working for you, especially if you have customized it extensively, you do not necessarily need to upgrade. Here are some things to consider: a) If you need to train new users frequently, it would be a good move to upgrade to ebase v2. With its simpler and more intuitive interface, new users will be able to learn ebase v2 more quickly than ebase v1. b) Your decision could also depend on how important ebase v2's new features are to your organization (see the description of new features in Q#2 above). c) We designed ebase v2 to make it easier for other developers to "dock" new modules into the core program (which is what will be released in September 2001). So your decision to upgrade might depend on whether you and organizations similar to yours decide to collaborate and commission an add-on module to meet the specific needs of your type of organization. ************************* Q9: What kinds of support will be offered for ebase v2? We plan to offer a variety of support options for ebase v2, ranging from free "self-help" services to individualized, fee-for-service options. Free options will include: * user and administrator manuals * context-sensitive on-line help * support listserv * user groups organized by geography, issue area, or job function. Fee-for-service options will include: * a series of training programs, in different regions of the country, to help users upgrade from ebase v1 and learn to use ebase v2 * remote Internet-based training (via the Web or Timbuktu Pro) * "train the trainer" workshops to help develop and expand the network of ebase trainers and consultants. We will begin implementing support services over the public beta period, starting with documentation (manuals, context-sensitive on-line help), free listserv support, and fee-for-service phone support. ************************* Q10: Will TechRocks continue to support ebase v1 after ebase v2 is introduced? After we release ebase v2 in September, TechRocks will continue to sponsor the support listserv for ebase v1 through 2002. At that point, we'll evaluate how to continue ebase v1 support based on what we hear from users. We also plan to augment ebase support (for both ebase v1 and ebase v2) by encouraging the development of local user groups and supporting the expansion of the ebase consultant and trainer network. If you are interested in learning more about forming a local user group in your area, please contact Liz Gans, Director, ebase Community Support at TechRocks, at [EMAIL PROTECTED] ************************* Q11: How can I get more information (details about ebase v2 training and support, more advice on whether to upgrade to ebase v2, etc.)? We're in the process of designing the support and training program for ebase v2. We'll include details about the program in monthly updates on the ebase Web site and to the support listserv. Regarding more advice on whether to upgrade: we will be developing more detailed FAQs to answer specific questions about upgrading to ebase v2. Look for these in mid-summer. ************************* Q12: What are some examples of potential new modules that could be developed for ebase v2? Groups could collaborate on creating modules that are specialized for a certain type of nonprofit. For instance, river advocacy groups might want a module for managing water quality data gathered by volunteers. Groups of women's shelters might want an add-on module to do client tracking. State-wide pro-choice organizations might want to add a module to match their members with the names of state senators and representatives. Performing arts groups might want a ticketing module. And groups that run major conferences might support the development of a module for managing multi-track and multi-day events. Why aren't modules like these going to be built into ebase v2, you might wonder? We know that the database needs of different kinds of nonprofits are extremely diverse. And that we could never adequately imagine these varied and specific needs in order to design software to meet all these requirements. We decided instead to focus on designing core functionality common to all nonprofits, and to encourage other developers to work with subsets of the nonprofit community to develop functions that reflect the standards of those communities. The result will be a better product and a larger community of developers to support ebase and its user community! ************************* Q13: What kinds of customizations are "OK" to do in ebase v1 if I want to use ebase v2's automated upgrade feature? If you are using the "runtime" version of ebase v1 (i.e., you have not purchased a copy of FileMaker Pro), whatever customizations you do will be OK. If you are using FileMaker Pro with ebase, you can go ahead with minor customizations, but hold off on anything *major.* See below (Parts A-C) for a list of customizations that are either OK or Not OK. NOTE: The automatic upgrade to ebase v2 will only transfer data and will not transfer new or changed layouts. Your upgrade will go much more smoothly if you DOCUMENT YOUR CHANGES. A. "OK" (Minor) Customizations The following customizations won�t have any major impact on ebase v2's ability to import data from v1 through the automatic upgrade process. If you document them, you can make these changes: * edit value lists, e.g., change the issues listed in Issue1 field. * add new layouts. * add or subtract standard fields on a layout. DO NOT add or subtract fields from a file using the "Define Fields" menu command! * change colors. * edit screen labels for fields on a layout. * delete a button on a screen layout if you don�t want to use that button to navigate to another screen or file. But exercise caution: do NOT delete any layouts or related files! B. OK, But *Only* If You Document These Changes The greater the customizations made to ebase v1, the more work it will be to migrate your data to ebase v2. The data transfer will go much more smoothly if you have documented your changes!! Bearing in mind that you absolutely MUST document these customizations, you can: * add new fields using "Define Fields" menu command. * add new scripts. NOTE: New scripts (and the processes they trigger) will not be included in the automatic upgrade. * use existing fields to hold information not intended by ebase v1. So, if you use the "Alerts" checkbox on the DataEntry screen to store "Send Press Release" data, be sure to document this usage so that the data isn't misplaced when migrated to ebase v2. C. NOT OK, Don�t Go There! You can�t do the following customizations without "breaking" the upgrade application. DO NOT: * delete existing fields using "Define Fields" menu command. * alter data types in existing fields using the "Define Fields" command (e.g., change "number" type to "text" type). * change the names of existing fields using the "Define Fields" menu command. * delete layouts. * modify scripts. ---------------------------------------------- Liz Gans Director, ebase Community Support TechRocks 432 Last Chance Gulch, Ste K, Helena, MT 59601 [EMAIL PROTECTED] ---------------------------------------------- ------------------ Reminder to each recipient: To change your list account preferences, go to http://email.sparklist.com/scripts/lyris.pl?enter=support and enter the email address you used to subscribe to the ebase support list:: [email protected] To unsubscribe send a blank email to [EMAIL PROTECTED] --------------------------------------------------------------------- ebase - Relationship Management for Nonprofits, http://www.ebase.org ---------------------------------------------------------------------
