Bill Hybels breakfast

Yesterday was one of those days when I pinch myself to make sure I’m not dreaming that I’m on staff at Church of the Resurrection.

We had 300+ church leaders from 70 area churches in to hear Bill Hybels and to promote the upcoming Leadership Summit.  After a delicious hot breakfast, our senior pastor, Adam Hamilton, introduced Bill who gave a great talk on the Reveal study and the implications for every church.  Can’t wait for Leadership Summit 2008!

My friend, Mark Baltzley, who earns his living taking pictures, brought his camera along and took more than 160 shots.  Here are a few of my favorites.  (All are copyright 2008, Mark Baltzley Photography and Design.)

Adam Hamilton at Bill Hybels breakfast

Bill Hybels in the Resurrection Student Center

Bill and his 4 circles

Bill Hybels in front of white board

Bill Hybels

Arena communications plan

Subtitle: "Another lesson in how difficult it is to communicate effectively"

Regular readers of this blog know that Church of the Resurrection went live on the Arena church management system earlier this week.  Travis (the project manager) and I knew that frequent and effective communication would be critical for the success of such a large project impacting all staff.  We developed and executed what I think is a model plan not only for selecting and implementing a church management system, but also for keeping the staff informed throughout the process.  The below outline shows the many ways, times, and occasions on which we communicated to large numbers of staff regarding the project and the status.

  • 8/23/07 – Project kick-off meeting.  Key staff from every department present.  All executive management present and supportive.
  • 8/24 – 9/21/07 – Requirements gathering meetings held with each department.
  • 9/6/07 – Project overview presentation at quarterly all staff lunch meeting.
  • 11/15/07 – Selection of Arena announced in Staff Chapel and subsequent all staff e-mail.
  • 1/10/08 – Implementation kick-off meeting.  All staff invited.  Arena demonstrated.  Go live date of 5/6/08 announced.
  • 1/29 – 2/14/08 – Arena functionality and design review meetings held with each department.
  • 2/7/08 – Arena demo presentation at quarterly all staff lunch meeting.  Go live date of 5/6/08 announced.
  • 3/13/08 – Arena training plan announced at monthly senior staff meeting. 50 training classes to be held over a 5-week period immediately prior to go-live.
  • 3/21/08 – All staff e-mail stating that all Shelby users need to take Arena training, with a link to review class schedules and sign up.
  • 3/17 – 4/28/08 – Once per week all staff announcement promoting Arena with reminders about training classes and go live date.
  • 4/10/08 – Staff Chapel and all staff e-mail announcement reminding people to sign up for training.
  • 5/1/08 – Staff Chapel and all staff e-mail announcement about the scheduled Shelby outage, Arena go-live, and go-live party on 5/6/08.
  • 5/6/08 – All staff e-mail announcement that Arena is live.  First sentence of second paragraph: "Starting now, you will use Shelby only for Financials, Check-in, and Contributions (Check-in and Contributions will be moved to Arena later this year)."

Looks like a solid plan, huh?  Help desk ticket received this afternoon:

I am not able to access ShelbyEZ. I don’t know if I have forgotten my login name and password or what? I think it use to automatically connect..? Could you please let me know what my information is to access it? Thanks.

In response I sent the following e-mail to this person’s supervisor:

Apparently after 9+ months of heavy communication about the Next Generation Church Management System and Arena, [this manager-level staff person] still isn’t aware that we aren’t using Shelby any more. 

What lessons do you draw from this?

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Chris Randolph joins the BBQ tour

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Chris Randolph, lead support tech for Arena joined us yesterday and today for the immediate post go-live support period.  In accordance with our Shelby-Resurrection tradition, we had to take him for barbecue.  (We also had to memorialize it with the traditional bad cell phone picture taken by a well-meaning waitress with an unsteady hand!)  This time it was the original Jack Stack in Martin City.  Those of you who came to the Fall 2007 Church IT RoundTable will remember Jack Stack from our Wednesday night banquet.  Good stuff, even for Memphis boy Chris.

This Arena thing has been cool.  Every time we meet with one of their team, we eat meat.  When we think about Arena, we start salivating.  Pavlov’s dog had nothing on us.

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Breakfast with Bill Hybels

Calling all my KC-area church IT homies. 

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Bill Hybels, senior pastor of Willow Creek Community Church, will be here at Resurrection next Thursday morning, May 15, for a breakfast meeting to talk about leadership and promote the Willow Creek Leadership Summit coming up in August. 

All church IT leaders are invited to come to the breakfast as my guest.  Please drop me a comment, an e-mail to clif dot guy at cor dot org, or a tweet.  I have to turn in a count for the breakfast by Tuesday morning, May 13.  Help a brotha out – I am required to have at least one guest or I can’t go myself!

Arena go-live party

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Jason Gant, Director of Student Ministries (youth pastor) picks his toppings

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Brent Messick, Managing Executive Director of Operations (my boss)

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Debi Nixon, Executive Director of Adult Discipleship is EXCITED!

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Specially trained "Arena Facilitators" each received a fuzzy monkey to make it easy for their fellow staff to identify them

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Andrew Conard, Congregational Care Pastor (aka "Nerd Pastor") gives Arena the thumbs up

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 Adam Hamilton, Senior Pastor, gets his first chance to use Arena

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Arena go-live

Today is the day we go live on Arena.  We’ve been planning and preparing for this day since August 2007, which is 9+ months.  To track our progress, check out:

Arena go-live war room

Time line starting now:

  • Shelby V5 goes down
  • Backup V5 database
  • Change permissions in V5 to limit what users can do in V5 so they will be required to use Arena
  • Install 2-way triggers
  • Start Arena agents
  • Test
  • Shelby V5 comes back up
  • Arena is live
  • Ice cream party to celebrate Arena go-live
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Next stop on the Shelby-Resurrection BBQ Tour

Ben Lane from Shelby is here for our Arena go-live tomorrow.  Continuing our long-standing tradition, we had KC barbecue for lunch.  Despite the crude and blurry cell phone pictures, I think you can get an idea of the experience.  Yum!

President's Platter from Gates

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L to R: Linda Ronsick (data quality), Ian Beyer (cyberentomology), Matt Bradshaw (bit shepherd), Ben Lane (disc golf connoisseur and Arena trainer), Leo Johns (consultant, pro keyboard player, amateur disc golfer), Travis Morgan (MBA and disc golfer), Doug Blackwood (uber volunteer), Jeremy Grabrian (a man confident enough to wear shorts), Brian Slezak (curmudgeon)

Ian and Matt are carrying boxes of leftovers. Yes, we had so much food that even with 10 people eating we couldn’t finish it.  God provided abundantly for us.

Go live is tomorrow.  I hope we’re ready!

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How to bring your powerful database server to its knees

Don’t let the mild-mannered appearance of this group fool you.

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We’re in our last day of Arena training before go live on Tuesday next week. Chuck is teaching the Report Builder in SQL Reporting Services. With these eager students, his first exercise was to simply select first and last name and then run the report. This resulted in 9 simultaneous attempts to report all 60,000 people in our database. It soon became clear we had a problem.

We’re running SQL Server in an ESX guest VM. This has been our configuration for 9 months with no issues. The CPU on the host Dell 2950 server (total of 8 cores) spiked for a minute or two but then settled back down. Yet the server was still whimpering in the corner. No one could do anything. We had a class full of students trying to use a server that was dead for all practical purposes.

Turns out SQL Server itself was okay. IIS (running on the same ESX guest VM with SQL Server) was gulping enormous slurps of RAM to generate the multiple thousand-page reports. Windows responded by trying to expand its page file. Under ESX, this is not a good scenario. We had an unscheduled outage on our main database server in the middle of the work day. Clif not happy. The good thing is, you add RAM to a guest VM with just a few mouse clicks and a reboot, which Ian did. After a 20 minute delay, the class resumed. From then on, Chuck made sure to run the examples himself with everyone else just watching.

With the number of guest VMs we have running on that host, Ian thinks we need to add to the 16 GB of physical RAM we already have on that box. This is why IT is so FUN!

I’m giving up on iTunes and QuickTime

The continual new versions and annoying nags to upgrade took their toll.  With every upgrade I got unwanted desktop, quick launch, and tray icons that I had to delete.  The way Firefox interacted with iTunes to play MP3 files was way lame too.  Then Apple’s attempt to push out Safari via the iTunes updater was the last straw.  My only use for iTunes was as a podcatcher.  It’s a very good podcatcher, no argument, but I just couldn’t stand the constant fooling with it.  So now I’m using Juice to download podcasts and the way cool K-Lite Codec Pack with Windows Media Player. 

All of you with iPods and iPhones, I know this doesn’t apply to you.  But what about everyone else?  Are you as tired of iTunes/QuickTime as I am?

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MinistryTECH/RoundTable wrap-up and reflections

Hard to believe it’s been two weeks since the end of MinistryTECH and the CITRT. I still haven’t written the wrap-up post I intended to write the day I got back.  Real life stuff has intruded on my blogging time!

The Church IT RoundTable is just, simply, the coolest thing.  I always come away charged up for another season of ministry.  Why was this week so special?  Here are four main reasons:

1. The pace and variety of the week was terrific.  I enjoyed the drive down on Tuesday afternoon with Ian and Matt.  Our timing was perfect when we picked up Jason and Jeremie from the airport, followed by warm conversation over steak.  Staying at the unofficial conference hotel enhanced the experience as the geekfest continued in various rooms each evening.  We clobbered the poor WiFi, resorted to EVDO, and clobbered that too!  We had the joy of greeting old friends throughout the day on Wednesday as people arrived in OKC and joined the church tours (which I loved – thanks Terrell!).  I liked the combination of general sessions and breakouts Terrell planned for MinistryTECH on Thursday and Friday and met some new people there.  The RoundTable itself was awesome, as always (see notes below).  For dinner on Saturday we enjoyed Buffalo Wild Wings and an important strategic discussion about leading the CITRT, followed by the KU win in the NCAA tournament (sorry Justin).  Sunday morning it was worship at LifeChurch Edmond and then a safe drive home.  The totality of the experience from Tuesday through Sunday was [insert superlative here].

2. That much geek power concentrated in one place is huge fun.  Ian’s parrot-cam (mentioned here and here) is a great example.  I’m old now and more of a manager-geek and leader-geek and less of a geek-geek.  So being around all of the creative energy of the real geeks is reinvigorating for me.  Let’s make sure that we continue to push the boundaries of technology when we get together.  It’s a vital part of our culture.

3. My fellow church IT people inspire me.  I said it at the end of my talk and I’ll say it again here.  Ask anyone on my team about the mood I was in when I got back to the office.  I was glowing like Moses.

4. God has been working on me for a couple of months, pushing me to take my leadership up to the next level.  The week of MinistryTECH and CITRT was a time when that next step came into clearer view.  Many factors came together to make that possible, including some one-on-one time with a close peer.  Thanks.  You know who you are.

Day 5-6 notes:

1. Many, many thanks to Michael Foster for hosting the RoundTable at Crossings.  Everything was excellent, including a spectacular fried chicken lunch and conversation with Sunny and others about the challenges of Internet Campus in the Methodist system. 

2. At Crossings I got 4424 kb/s down, 484 kb/s up, which is good, but when 50+ IT people descend with their laptops on your network, things get hairy in a hurry.  It gets even crazier when you throw video into the mix.  I am volunteering to lead a network design team for the Fall 2008 RoundTable at Seacoast Church.  It will be made up of network people from each of the churches that have hosted the RoundTable so far.  I figure we owe Trace our experience because none of us has the ability to simulate the load and test it in advance.

3. Enjoyed the Sunday 8:30 AM service at LifeChurch Edmond before driving back to KC.  Particularly awesome was the band’s offering of Charlie Hall’s The Solid Rock.  That will get you pumped up in the morning!

4. As promised, I finally uploaded the PowerPoint slides of my talk, "Users or Customers?"

5. Speaking of promises, did Tony Morgan ever make good on his hullabaloo promise?

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