Presentation finding the perfect database
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There are thousands of databases out there but which one is right for you? Find the one that matches your goals and your budget.
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Presentation finding the perfect database
- 1. Finding the Perfect Donor Database in an Imperfect World April 15, 2010 Audio is only available by calling this number: Conference Call: 866-740-1260; Access Code: 6339392 Sponsored by
- 4. Finding the Perfect Donor Database in an Imperfect World Sponsored by Presenters: Robert Weiner, Tracy Kronzak
- 5. Today’s Speakers Tracy Kronzak Facilitating: Kami Griffiths, TechSoup Assisting with chat questions: Becky Wiegand Robert Weiner
- 13. Sample 5 Year Budget
- 17. Step 2.1: Prioritize Your Needs Source: NPower: Four Steps to Selecting Donor Management Software
- 33. Questions? Submit your questions using the chat box.
- 34. More Questions? Tracy Kronzak [email_address] Robert Weiner [email_address]
- 38. Thank you to our Webinar Sponsor! ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week. For more information: pages.readytalk.com/techsoup.html
- 39. Thank you! Please complete the post event survey! Kami Griffiths, kami@techsoup.org, 415-633-9392
Editor's Notes
- Key points: NOT a technology session: focus on process
- 80/20 rule (SW = 20% of cost of software over 5 years) Mention common grant of $10K => can buy $2K-$5K of SW or if spend $10K on SW, budget $50K over 5 years Training, conversion, support can sway balance in cost of SW
- If you can’t afford the maintenance, don’t buy the product. If you can’t afford to train your staff, don’t buy. Just in time training, train the trainer. Costs: 1) Software 2) Everything else: training, customizations, reports, interfaces, optional modules, implementation assistance, and consulting. 3) Extras: Hardware, network upgrades, forms, printers, 3 rd party software. Will you buy based on the “next release”? Consider payments based on performance if buying based on unreleased features.
- Who will be running the database conversion process and how many other responsibilities do they have? Many nonprofits, especially smaller ones, don't have a dedicated person for technology and databases, and depending on the need/complexity of what you ultimately choose, you may need to add one.
- Unexpected allies and organizational change agents can emerge in this process.
- Three demos is magic number. Too many choices is a bad thing. Shoppers offered samples of 6 jams were more likely to buy one than shoppers offered 24 samples. Avoid demo fatigue.
- Unstructured demos can help educate staff, but risk burning up time/goodwill, and bonding with a particular system before you know what you’re looking for. Similar to someone loving the last system they used, whether or not it would work in current environment. Remember, during demos, you’re (probably) talking to sales people. Encourage your team to be as realistic and true-to-process as possible when asking questions during demos. If there isn’t an immediate answer, make sure your vendor follows through with promised information.
- Techies talk to techies, fundraisers talk to fundraisers. Structure like job recruitment reference checks – same people ask same questions. Different departments (Marketing, Development, Finance...) may also have different questions. Try to find most comparable situations. Use listserves in addition to vendor recommendations.
- Every vendor has an approved list of clients who give references, if possible, try to find people not on this list as well.
- You can hit any number of hiccups in training staff, converting data, and user adoption. Don’t hinge another critical organizational process on “being done” with your database. You will “finish” with your project, but to give it a closed end-date is a recipe for frustration and anxiety. Better to let the process be both about the journey and the destination. Database implementation, in a sense, is also never finished. Use the process to think about how you’re going to institutionalize staff training and “refreshers,” determine how you’re going to bring new staff up to speed, and ensure continuity in database operations when more experienced staff matriculate.
- Databases are just as much for storing information as they are for reporting it. All the features in the world won’t compensate for difficulty in running reports and analyzing your data. Make sure you can do this easily from your system and have a business process that supports it, since the best reports in the world can’t help if no one is reading them.
- To bring this all the way back to the beginning, there is no perfect database. There is also no perfect process – do the best you can with your resources and time. Use your clearly articulated goals to inform your priorities. Success: Implemented on time & on budget Meets business needs (need to define them) Better service to funders, donors, volunteers. Accurate, usable data Provide mgmt reports Sustainable, supportable You use it!
- Think about other organizational processes happening alongside your database conversion. How recent is your strategic plan? Is your management team/board undergoing any major transitions? How committed is your management team to database change?