How to PickDatabase Technologies

for Your Land TrustPresented by Donna Whitig & Paul Keogan

from BackOffice Thinking for Rally 2016

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Is this you?

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Or maybe?

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Complexity is not linear

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NonProfit Needs

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Land Trust Needs

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STRA

IN O

N RE

SOUR

CES

How do you know if you need to change?

People

Process

Technology

OPTIMAL

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What Triggers Change?

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BackOffice Thinking Approach to Software Selection

DEFINE

SELECT

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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

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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

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Key Points: Integrated Solution vs. Point SolutionsCo

mplex

ity /

Soph

istica

tion

Need of Integration

SomewhatValuable

VeryValuable

Not tooValuable

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Key Points: Hosted vs. SAAS vs. Premise

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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)

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Selection Process

Market Assessment Detailed, feature level analysis

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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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Key Points: The final choice

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