YOUR MISSION IS TO BUILD A BETTER WORLD.

OURS IS TO HELP YOU SUCCEED.

Effective Data Management for Nonprofits

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About Us

Our mission is to boost the capacity of nonprofit organizations to thrive over the long term and

effectively serve the community.

Programs & Services include:

Management ConsultingTechnology ServicesFinancial ServicesHuman Resource

Services

Leadership developmentVolunteer Management

& Planning Programs Resource Directory

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AgendaData ManagementChoosing a System – The Paradox of Choice

Assess & Identify Prioritize & Map Decide

Takeaways

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Findings: 2012 Data Report

Idealware-NTEN’s ‘State of Nonprofit Data’ Report - 2012

How nonprofits are currently using data does not necessarily reflect how they would like to use it.

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‘The Data Machine’

Idealware-NTEN’s ‘State of Nonprofit Data’ Report - 2012

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So many terms

da·ta (ˈdatə,ˈdātə/)noun: facts and statistics collected together for reference or analysis.

A database is a collection of information that is organized so that it can easily be accessed, managed, and updated.

Data management is the process of collecting, organizing, and managing data as an important organizational resource.

New database?

Manage current data

better?

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Technology: A silver bullet?

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Database Selection vs. Data Management

What is your end goal? Increase Capacity Track Outcomes Access to better information Consistency Basic infrastructure

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Data Management Plan

GoalsData Dictionary: types of data, definition,

sourceData Entry ProtocolsData PresentationData Security Data ArchivalRoles and ResponsibilitiesBudgetTraining and Review

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Choosing a System: Paradox of choice

“The more options there are, the easier it is to regret.” - Barry Schwartz, Swarthmore College

Graphs from sciam.Com, Schwartz’s tyranny of choice

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Current State of Decision Making

Nonprofit Software BuyerView Report -- Software Advice

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Current State of Decision Making

Nonprofit Software BuyerView Report -- Software Advice

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Making Choices

Schwartz’s guidance for good choices1. What are your goals?2. How important is each goal?3. What are the options?4. How well does each meet the goals? 5. Pick the winning option. 6. Review goals.

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Making Choices

How to make happier choicesChoose when to choose.Accept “good enough” sometimes.Don’t worry about what you’re

missing.Control expectations.

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Where are you on the happy tech journey?

Tech

pla

nnin

g en

able

s th

is

jour

ney

Optimizing Mission delivery

Stable+Secure & Operationally Efficient

Technology:

Adds strategic value,Transforms mission deliveryCustom, novel solutions

Mission enablerImproves service deliveryCustomized tech products/services

Cost effective, planned-for, tools in place Pre-packaged products/services

Transform

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The Process:1. Assess organizational

needs

RELATED TO:

• Strategic Planning• People• Processes• Technology systems

WHERE ARE WE NOW -> WHERE ARE WE GOING?

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Strategic Planning

What are your plans to grow or change your client base?Any foreseeable organizational shifts?Any new alliances?Any environmental or political changes in the wind?Any imminent Leadership changes?Any funding changes? How do these translate to your

Fundraising strategy? Is your current technology infrastructure stable, or

should it be reevaluated?How will any new technology serve your organization’s

vision? How will it enhance the community you serve?

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People

How many users? Who will use? How tech savvy are they?

Staff turnover?

Who will support? Database admin role? Role of volunteers vs. outsourcing vs. dedicated IT staff

Who is sponsoring this work? Buy-in from Board? Support from executive leadership?

Define Project Roles Sponsor Owner Project Manager End Users

** Include staff who will be using the new database in the decision-making process **

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Processes

Fit the technology to how your work, not your organization to the technology

Clearly Define: Who What When How

Documenting current processes can help identify possibilities for improvements!

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Technology systems considerations

Make an inventory of your current technology systemso In-house vs. Cloudo Servers ◊ File-sharing ◊ Email platform ◊ General office suite ◊ Tools

and business software ◊ Databaseso How do various tools intersect? Is there data entry multiple times?o Do we connect electronically to any other organization?o Do we connect remotely?o Security and access control

Use strategic technology planning to drive your database selection process – not the other way around

Avoid too big and too small

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• Be clear about • Where you want to go, and• What resources are available

• Document specific needs and know order of importance• Create a functional requirements

outline

2. Prioritize & Map

Too many needs…Not enough ______?

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Example: Considerations for Donor Management System

Don’t over-prioritize priceMake a plan for all your constituents and

interactionsUnderstand your own donor processesIdentify your communication prioritiesEstimate your numbers now—and in the futureWeigh flexibility vs. complexityConsider the priority of accounting controls

- From ‘A Consumer’s Guide to Donor Management Systems’ by Idealware/NTEN - November 2013

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Functional Requirements

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Review costs and trade-offs

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Software Considerations

Product vs. PlatformBuying vs. building your ownOpen source vs. proprietaryCloud-based vs. on-premiseIntegration & migration$$

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Total cost of ownership (TCO)

The software itselfNew hardwareStaff trainingOngoing maintenanceSupportData migrationCustomizationStaff downtime during conversionLost revenue from possible technical failures

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Research

• Talk to other nonprofits• Do online research at vendors website• Read reviews• Read discussion forum posts• What do your IT people think?• What do your internal stakeholders think?• Engage a consultant

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Resources

IdealWare: www.idealware.org

NTEN: www.nten.org

TechSoup: www.techsoup.org

501 Commons: www.501commons.org

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• Narrow down the list -- which choices emerge as winners? Losers?

• Identify your top contenders • Contact vendors • Requests for information vs. RFP

3. Decide

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Factors for vendor comparison

How long has the company been in business? What percentage of their customers are nonprofits? Any references for nonprofits they’ve worked with? Business stability and sustainability plans. Approach and staffing for implementation and data migration How to they provide maintenance services and what is the

cost? Do they provide guidelines for preparing or cleaning up

existing data before the transfer? What platforms do they focus on?

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Final steps

Compare responses from vendorsAsk the reps for software demonstrationsTake advantage of free demo versions and

trial accountsPilot the software

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Some database options*

Free – “like kittens!” Salesforce (10 licenses) CiviCRM Access** SQL**

Subscription based Blackbaud – Raisers Edge, eTapestry, Luminate SugarCRM Microsoft Dynamics Donor Perfect Donor Pro Little Green Light Batchbook

…and many more

* Focused on nonprofits**Available to NPOs for reduced fees

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Some databases*

*featured in Idealware-NTEN’s 2013

Donor Management System Report

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Donor Platform Grades

From Idealware-NTEN’s 2013

Donor Management System Report

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Take Aways

Define the Objective: To create a Data Management Plan or choose a Database?

While choosing a Database - Assess the scope of organizational needs Identify technology goals Prioritize requirements Map out the needed software features Identify resources, both $$ and people Decide which solution is the best fit

In the end, it is always about people!

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Questions?

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Resources

IdealWare: www.idealware.org

NTEN: www.nten.org

TechSoup: www.techsoup.org

501 Commons: www.501commons.org

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