How to select the right database to empower your fundraising

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: Teresa.Judd@Blackbaud.com.au

09 215 8931

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