Table of Contents
Annex D: Onboarding Procedures
Updated
by Max Dana
Onboarding Timeline
Onboarding will commence on Onboarding Kickoff Date defined in Annex B and will take place according to the following timeline:
Kickoff Meeting
ArtsPool Services’ onboarding team will meet with Member’s staff on the Onboarding Kickoff Date to intake key information required to get Member set up in ArtsPool Services’ systems.
Additional onboarding meetings, as needed
Member will meet with ArtsPool Services staff as needed throughout the Onboarding period to provide additional information, review materials, and make decisions.
Admin Training, date to be confirmed at Kickoff
ArtsPool Services will train key Member administrators in ArtsPool Services’ systems, including bookkeeping systems and workflows, grant and organizational budgeting workflows, workforce admin, payroll processing, and more. Note that a separate training may be scheduled for each of the Services depending on the topics to be covered and availability of ArtsPool Services or Member staff.
End of legacy financial service, date to be confirmed at Kickoff
Member staff concludes direct bookkeeping, budget management, audit management, and workforce administration work.
Services Start Date, date to be confirmed at Kickoff
ArtsPool Services staff will begin handling Member’s bookkeeping, budget management, audit management, and workforce administration work.
Payroll Start Date, date to be confirmed at Kickoff
ArtsPool Services will begin processing Member’s payroll through ArtsPool Services’ payroll system.
Onboarding Kickoff
Member will attend a Kickoff Meeting (either virtually or at a location to be mutually determined by ArtsPool Services and Member) to begin the onboarding process. This Kickoff Meeting usually takes place from 10:00 a.m. until 4:00 p.m., with a scheduled lunch break.
Member agrees to ensure that any and all staff members who make financial decisions for the organization attend the Kickoff Meeting.
Member will receive email instructions from ArtsPool Services prior to the Kickoff Meeting with additional detail on information needed for the Kickoff Meeting. Member shall provide this information to ArtsPool Services to facilitate onboarding, including, without limitation, the items listed in the ArtsPool Help Center article Onboarding Kickoff.
General onboarding procedures
Onboarding Period
ArtsPool’s Onboarding Period is generally understood to be from the Kickoff Meeting through the Services Start Date. This period is typically six weeks in duration, but can be longer or shorter depending on circumstances, which ArtsPool Services will identify and communicate to Member if and when the timeline changes.
It is understood and agreed that the Payroll Start Date is determined independently of the Services Start Date. ArtsPool Services is responsible for covering the cost of any fees associated with payroll processing in the legacy system, via credit on ArtsPool’s fee. ArtsPool Services staff will process Member’s payroll in the Member’s legacy payroll systems between the Services Start Date and the Payroll Start Date. All dates within the timeline will be estimated at the Kickoff and confirmed in communication throughout the Onboarding Period.
Onboarding Communication
Member shall provide information as requested during the Onboarding Period and be generally available to ArtsPool Services for clarifications, access issues on Member accounts, and historical data, etc.
ArtsPool Services will provide an onboarding team from among its staff which shall include a Financial Operations Lead (bookkeeping transition), a Financial Maintenance Lead (budget transition), and a Workforce Administration Lead (payroll transition). The onboarding team will also include an Onboarding Captain who will serve as the primary point of contact for the Member during the Onboarding Period. The Member will also designate a single employee as its primary point of contact for this period. After the Onboarding Period, Member’s primary point of contact for general issues related to ArtsPool membership will be ArtsPool Services’ Executive Officer.
ArtsPool Services commits to open and prompt communication during the transition process, and expects the same from Member. ArtsPool Services is not responsible for delays caused by Member, even if outside the control of Member.
ArtsPool Services prefers as much as possible to communicate directly with staff and/or contractors previously providing services to the Member. If this is not possible or preferred by Member, Member agrees to communicate directly with such providers and in turn share the information with ArtsPool Services.
Systems Changes
ArtsPool Services will transition Member’s data into ArtsPool Service’s designated systems, formats, and templates. Member agrees to work with its own staff to facilitate the transition to these new processes and tools. ArtsPool Services may, in its sole discretion, choose to keep a Member in a legacy system for a temporary period of time for such reasons as proximity to fiscal year change. ArtsPool Services will communicate such decisions and the timing of systems changes to Member and its staff in a timely manner.
Initial Service Team
Following the Services Start Date, the Services will be provided by an assigned Service Team determined in ArtsPool Services’ sole discretion. In some cases, members of the Onboarding Team may continue on as part of the Service Team, but nothing written herein promises continuity of service from any individual employee of ArtsPool Services for any period of time.
Reporting on Prior Periods
Member understands and agrees that when ArtsPool Services is providing Services which require reporting on prior data which ArtsPool Services did not manage – such as a grant report for a grant received prior to the Services Start Date or an audit of a period prior to the Services Start Date – Member shall be required to provide additional time and information for ArtsPool Services to organize and interpret such data.
Training
Member and ArtsPool Services shall coordinate a training schedule near to the Service Start Date, to ensure smooth transition into ArtsPool’s systems. ArtsPool Services shall conduct such training, and Member shall ensure attendance of appropriate staff. Further, Member agrees to ensure that Member employees are trained in ArtsPool Services systems on an ongoing basis and to request additional training as needed.
