how to pick database technologies for your land trust
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How to PickDatabase Technologies
for Your Land TrustPresented by Donna Whitig & Paul Keogan
from BackOffice Thinking for Rally 2016
BackOffice Thinking
STRA
IN O
N RE
SOUR
CES
How do you know if you need to change?
People
Process
Technology
OPTIMAL
BackOffice Thinking
Requirements Gathering: A startUser Interview
Notes
Systems overview
CRM Review
Data Source Review
Internal Surveys
Development Scenarios
BOT Experience
Back
Offic
e Thin
king A
nalys
isConstituent Management
Events
Development
Data Discovery/Reporting
Activity Tracking
Land Conservation
Data Security
Custom Workflows
Legacy Data Needs
Integration Needs
Map t
o Fun
ction
al Ar
eas
Feature
Purpose
Notes
Native Support
Native CRM Support
CMS Integration
3rd Party or Customization
Potential Issues
Map t
o App
licat
ions
Demos
Compare Package capabilities
Summarize Functions
Use case discussion
Admin Impact
User Impact
Adoption Effort
Selec
t Pac
kage
Notes & Recordings
Primary Process Areas
Feature Index
Software Selection
Report Overview
Key Deliverables
BackOffice Thinking
Requirements Gathering: A start1. Define the Goals, Timing, and KPIs (not budget yet)
2. Create a project team
3. List the people/departments affected (org chart helps)
4. Define who will be part of the process (interviewed)
5. Review work timing, please confirm and key dates, vacations, blackouts
6. Project high level schedule
7. Create list of your major pain points/ major drivers of change
8. Create list of your workflow processes and features you anticipate assessing
a. Example - this should be a good brainstorming effort, not looking for 100% accuracy)
9. Organizational/department cycles, rhythm - often this is yearly
10. List all systems
a. Include: Major purpose;Strengths/Weaknesses; Amount of data; Data quality; Cost per year (drivers); Cloud; integrations
11. Other key items specific to your situations
12. List any unknowns
13. Any other items you think are important
BackOffice Thinking
Key Points: Integrated Solution vs. Point SolutionsCo
mplex
ity /
Soph
istica
tion
Need of Integration
SomewhatValuable
VeryValuable
Not tooValuable
BackOffice Thinking
Key Points: Feature /Function IndexFeature/Requirement Purpose Notes Priority Now Priority LT
Create Custom Fields Add fields in the future
With admin permissions 2 4
Import Records Import legacy data 4 4
Multiple Permissions Field Level 2 3
Manage Monitoring Tasks
Standard and Advanced Tools
5 5
Not Needed (1) ----- Important (3) ---- Essential (5)
BackOffice Thinking
Selection Process: It’s more than FeaturesMetrics
worst → best⚪ → ⬤
SolutionA
SolutionB Rational
Long Term Cost ◑ ◕XX has license and 3rd party fees, however YY is limited in ability to support without 3rd party expertise, hosting and potential upgrade costs. (Detailed Cost analysis)
Quick Implementation ◑ ◑Each package has trade-offs for a fast implementation. YY has more out-of-the-box functionality while XX layout is easier to customize.
Adoption ◕ ◑Layouts, user-profiles, record-types and workflows can make the XX experience more customized to each team without custom code.
Implementation Effort and Risk ◑ ◕Our detailed feature analysis shows that XX, with some 3rd party applications should cover most or all potential needs
LT Project Risk ◕ ◔XX is a leading platform and will certainly be able to accommodate future needs, although may require 3rd party extensions or customizations
Ecosystem / Extensibility ◕ ◑XX has numerous 3rd party apps, APIs, import/export and reporting methods which make it more flexible and better to integrate that YY
Innovation ◕ ◑While YY features innovation is not strong, XX has strong innovation and is positioned to continue to lead
Security ◕ ◑YY has strong contact based security, but XX can support many more anticipated use-cases and as a SAAS is more stable
Overall ◕ ◑While YY could potentially address near term needs, XX can be a strong, long-term solution with lower risks.
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