how to select the right database to empower your fundraising
DESCRIPTION
View this presentation for practical insights on how to select and implement a fundraising database that truly empowers your fundraising.TRANSCRIPT
How to select the right database to empower your fundraising Teresa Judd New Zealand Manager
Let’s get started…
Teresa has been working in
and with not for profits for
over 11 years.
Working in a variety of roles
and organisations managing
The Raiser’s Edge
database and online
consulting to help improve
organisation’s fundraising &
donor management.
A brief introduction
Blackbaud is the leading provider of software and
services to the global not for profit community
Founded 1981
29,000 not for profit Customers
Global Presence - serving 69 countries
97% Customer retention
Research and Developement
Award winning Support
Blackbaud Pacific
Blackbaud in New Zealand and Australia
Began operations in 1996
350+ customers
50 new customers in 2013
Team of 54 based in Sydney
New Zealand Manager based in Auckland
New Zealand Consultant based in Hamilton
Introductions
TERESA JUDD NEW ZEALAND
MANAGER
Your organisation uses a fundraising database solution (not Excel,
Access etc)
You have a dedicated database manager
You have clear database procedures in place
You have an active data hygiene program
You have an active database training program in place for staff
Your CEO knows where to find and read system reports, and finds these
useful
You know your current donor acquisition rates per channel
You know your current donor retention rates per channel (for 12, 24, 36
& 48 months)
You know who your most passionate donors are!
Agree if:
How database savvy are you?
WHY FOCUS
ON YOUR
DATABASE?
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Because it’s one of your biggest fundraising assets!
Your database is your key to building a relationship with your donors
Successful not for profits are data-driven
Your data will tell you what’s working and what’s not
You can use your database to track ROI
Enables sophisticated segmentation (RFM)
You can create workflows, simplify administration and automate tasks
You could lose donors & dollars!
• incomplete address Direct Mail
• no email address Electronic Direct Mail
• lack of contact details Major Gifts
• no birthdate Bequests
• incorrect deadlines Trusts & Foundations
• no contact name Corporate Partnerships
You could increase dollars and
donors?
• Reactivation
• Retention through segmentation Direct Mail
• Integrated system
• Increased online activity Electronic Direct Mail
• Strong relationships
• Detailed information Major Gifts
• Powerful stewardship
• Increased administration Bequests
• One system
• Application tracking Trusts & Foundations
• Complete picture
• Contacts in right places Corporate Partnerships
Is the Time Right?
Have you been nodding this entire time?
Do the majority of these points resonate with you?
Do you know you can be doing things better?
Are you excited about fundraising in your current capacity?
Does your current database help or hinder your fundraising?
If your current database isn't enhancing your fundraising, now might
be the right time.
What to consider when
reviewing a new
fundraising database?
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Things to Consider: PLAN
Things to Consider: PLAN
STAFF
Who will be effected
What departments will need input
Who will hold responsibilities
REVENUE
What are your fundraising goals
CAPACITY
How many records will need transferring
GROWTH
What are your future goals?
INTEGRATION
What other systems will this effect?
Things to Consider: FUNCTIONALITY
Things to Consider: FUNCTIONALITY
EXPECTATIONS
Don’t assume
Be as detailed as possible
PRIORITISE
Needs v’s Wants
CURRENT V’S FUTURE
What do you need right now, what will you need in the near future?
NOT JUST SOFTWARE
Support
Maintenance
Training
Things to Consider: TIMING
Things to Consider: TIMING
SET REALISTIC TIME FRAMES
Research
Implementation
CONSULT YOUR CALENDAR OF EVENTS
UNDERSTAND YOUR INTNERAL PURCHASING PROCESS
How does your organisation make large purchases?
Will you need to send all documents to your legal advisor?
Who will be responsible for signing documents?
HAVE A CLEAR PROJECT TIMELINE
How long is a piece of string?
Things to Consider: FUNDING
Things to Consider: FUNDING
HOW WILL YOUR PURCHASE BE FUNDED?
Allocated Budget
Funding
UPFRONT v’s MONTH v’s ANNUAL
What are the one-off costs?
Annual maintenance
CAPEX V’S OPEX
NON-SOFTWARE
Hardware
Onsite v’s Hosted
Configuration
Conversion
FUTURE COSTS
Ongoing training
Development
What next: SEARCHING
What next: SEARCHING
REVIEW
Establish a project team
Where will you start?
Expression of Interest (EOI) Tender or Request for Proposal (RFP)
Custom v’s Off-the shelf
SHORTLISTING
References
What is important to you in a vendor?
The more you know, the easier the decision
TIMING
Know your timing
Key to Success?: PREPARATION!
Key to Success?: PREPARATION
Preparation is the Key!
But what else needs to be prepared?
Pre-project data clean?
Merging data?
Old data?
How do you
create a TRULY
powerful
database?
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3 pinnacles of a powerful
fundraising database
CLEAN
• No duplicate records
• No missing information
• Similar information stored together
• Good code tables
WELL MAINTAINED
• Schedule of maintenance
• Error-free output
• Easily generates output
• Secure
STRONG
• Essential data captured
• Needs little maintenance
• Organisation/mission specific information
• Helps everyone do their jobs!
Choose the right system
for your needs
Designate ownership
Confirm security & disaster recovery
procedures
Keep your data clean
Engage & train your whole team
Confirm data entry policies &
procedures
Ensure your reports are relevant & accurate
Selecting the Right Database
• Staff
• Revenue
• Capacity
• Growth
REQUIREMENTS
• Compile list of expectations
• Be as specific as possible
• Prioritise requirements
• Consider any existing systems you have in place
FUNCTIONALITY
• Set a realistic time frame
• Consider implementation time
• Understand the project complexity
• Have a clear project deadline
TIMELINE
• Establish a clear budget
• Consider hardware, conversion, training, maintenance and support FUNDING
Things to Consider
Choose the right system for your
needs
Designate ownership
Confirm security & disaster recovery
procedures
Keep your data clean
Engage & train your whole team
Confirm data entry policies &
procedures
Ensure your reports are relevant & accurate
Own It
Own It
You need a Database Manager to:
Assist your organisation’s database users with support questions
Conduct regular user group meetings with key users
Produce weekly, monthly, quarterly, and any other necessary reports for
distribution
Maintain the structure of attributes, business rules and all other
structural functions
Maintain data integrity by establishing regular system checks
Handle global changes, importing, and other global database functions
Maintain and update the policy and procedures guide
Choose the right system for your
needs
Designate ownership
Confirm security & disaster recovery
procedures
Keep your data clean
Engage & train your whole team
Confirm data entry policies &
procedures
Ensure your reports are relevant & accurate
Confirm security & disaster
recovery procedures
Confirm security & disaster
recovery procedures
Ensure that your database is secure and that you
have a disaster recovery plan:
Should every staff member/volunteer/board member be able to access
everything?
Backup, backup, backup!
Ensure your processes are agreed and documented
Protect your data and ensure your organisation’s future
Choose the right system for your
needs
Designate ownership
Confirm security & disaster recovery
procedures
Keep your data clean
Engage & train your whole team
Confirm data entry policies &
procedures
Ensure your reports are relevant & accurate
Keep your data clean
Keep your data clean
Garbage in, garbage out!
Audit/assessment
Deal with areas/issues identified
Begin data cleansing
Ask for help
Be proactive
Maintain
Choose the right system for your
needs
Designate ownership
Confirm security & disaster recovery
procedures
Keep your data clean
Engage & train your whole team
Confirm data entry policies &
procedures
Ensure your reports are relevant & accurate
Engage your team
Your whole team needs to be
engaged & trained
Database Manager
Systems Administrator
Administrative Assistants
Fundraising Manager/Senior Leadership/CEO
Program Staff
Gift Processors
Relationship Manager
Welcome to Training Central!
Choose the right system for your
needs
Designate ownership
Confirm security & disaster recovery
procedures
Keep your data clean
Engage & train your whole team
Confirm data entry policies &
procedures
Ensure your reports are relevant & accurate
Creating your processes
Create clear processes and
procedures
Continually check your procedures and ensure:
Data accuracy from all sources
Efficient input of data
Effective input of data
CEE (confirm, edit and enhance!)
That you have a documented, detailed
policies and procedures manual that is up-to-date!
Choose the right system for your
needs
Designate ownership
Confirm security & disaster recovery
procedures
Keep your data clean
Engage & train your whole team
Confirm data entry policies &
procedures
Ensure your reports are relevant & accurate
Effective and accurate reporting
Effective and accurate reporting
Continually check:
Have relevant been dashboards been enabled per user?
Is all data captured and kept relevant for data analysis?
Is all of the relevant data being looked at? Reported on?
Do you need different reports?
Do you need different data?
Effective and accurate reporting
Effective and accurate reporting
Effective and accurate reporting
Effective and accurate reporting
How ‘big’ is your data?
Ensure that you effectively capture the data you
need to drive your fundraising activities:
Insight vs. information
How much ‘rich’ data do you need?
Be aware of privacy laws governing data collection
Take what you need
THANK YOU…
Why your database should be your biggest asset
Considerations when reviewing a new database
How to create a truly powerful database
Don’t get overwhelmed – take it one step at a time!
QUESTIONS…
For more information on
selecting the right database
to empower your fundraising
visit: www.blackbaud.com.au
Or contact myself: [email protected]
09 215 8931
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