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Best Practice Strategies to             Clean up and Maintain Your                     Database                           ...
GARBAGE IN, GARBAGE OUT       • Bad inputs make bad outputs       • In lead generation and overall marketing, a piece of i...
CHALLENGES & REASONS FOR MESSY DATA       Staffing Issues       • Do you have a high data entry staff turnover?       • Ar...
CHALLENGES & REASONS FOR MESSY DATA       Limited Time / Budget       • Do you struggle finding the time or money for prop...
CHALLENGES & REASONS FOR MESSY DATA       Merges and conversions within your databases       • Have you recently merged 2+...
CHALLENGES & REASONS FOR MESSY DATA       Using external sources       • Do you bring in data from 3rd party vendors or ex...
CHALLENGES & REASONS FOR MESSY DATA       Documentation for Policy and Procedures       • Are your policy and procedures d...
CHALLENGES & REASONS FOR MESSY DATA       Resistance to change       • Have you stopped to ask why you enter in data the w...
WHERE TO START - STEPS TO TAKE       1. Receive support from the top down       2. Audit/Assessment       3. Areas & Issue...
STEP 1 – RECEIVE SUPPORT FROM THE TOP DOWN       • CEO       • Executive Committee       • Fundraising Manager       • Fun...
STEP 2 - AUDIT/ASSESSMENT       Review your database structure       • Codes, Attributes, Notes, Gift info, Reports, User ...
STEP 2 - AUDIT/ASSESSMENT       • Examples of groupings/queries:             - Formatting of title, first name, middle nam...
STEP 2 - AUDIT/ASSESSMENT       • Examples of groupings/queries continued…             -   Male title/female or unknown ge...
STEP 2 - AUDIT/ASSESSMENT       • Other areas to consider reviewing/updating:             -   Required fields             ...
STEP 2 – AUDIT/ASSESSMENT       Start talking!       • Have you asked for input from staff/departments who obtain         ...
STEP 3 – AREAS & ISSUES IDENTIFIED       • Review and fine-tune the queries/groupings you created in Step 2       • Review...
STEP 3 – AREAS & ISSUES IDENTIFIED       • Create a Clean Up Plan/Strategy and goals22/03/2013                            ...
STEP 4 – DATA CLEANSING       Start Data Cleansing!             Before making any changes to be              sure to back ...
STEP 5 – ASK FOR HELP       Ask for help Internally       • Knowledgeable staff within your organisation       And for hel...
STEP 6 – BE PROACTIVE       Be Proactive       Be Proactive       Be Proactive22/03/2013                     20
STEP 7: MAINTAIN YOUR DATABASE             After you have spent time, energy                 and money cleansing your     ...
STEP 7 - MAINTAINING YOUR DATABASE       Assign roles within your organisation       • Database Administrator (DBA) and/or...
STEP 7 - MAINTAINING YOUR DATABASE       Update (or create) those important documents!       • Policies and Procedures    ...
STEP 7 - MAINTAINING YOUR DATABASE       Example of Policy & Procedures document:22/03/2013                           24
STEP 7 - MAINTAINING YOUR DATABASE       Example of Data Entry Standards document:22/03/2013                           25
STEP 7 - MAINTAINING YOUR DATABASE       Keep your staff in the know!       • Train new and existing staff in system funct...
STEP 7 - MAINTAINING YOUR DATABASE       Look AND Listen       • Check new staff’s data entry –         help them become c...
STEP 7 - MAINTAINING YOUR DATABASE       Be prepared for upcoming campaigns       Calling Campaigns:       • Request staff...
STEP 7 - MAINTAINING YOUR DATABASE       Mailing Campaigns:       • Check your queries/groupings to ensure they have the c...
STEP 7 - MAINTAINING YOUR DATABASE       Always continue auditing and cleaning up your database              And never sto...
TAKE AWAYS       1. Your database is key to your fundraising       2. Remember… garbage in, garbage out       3. Get start...
HOW BLACKBAUD CAN HELP       • Blackbaud’s Consulting Services Department can assist you with your         database clean ...
THANK YOU!             Questions?22/03/2013        33
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Best practice strategies to clean up and maintain your database with Hether Ghelf

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In this webinar Hether Ghelf, Blackbaud Pacific’s Senior Consultant & Project Manager, discusses a best practice approach to database cleaning and continued maintenance.

Cleansing your data can have an immediate impact on your business by increasing retention and response rates, decreasing the volume of mail returned from post, and ensuring mail is reaching your organisation’s constituents.

View the recording here: https://www.blackbaud.com.au/notforprofit-events/webinars/past

Published in: Technology

Transcript of "Best practice strategies to clean up and maintain your database with Hether Ghelf"

  1. 1. Best Practice Strategies to Clean up and Maintain Your Database Hether Ghelf Senior Consultant, Project Manager & Data Hygiene Lead22/03/2013 1
  2. 2. GARBAGE IN, GARBAGE OUT • Bad inputs make bad outputs • In lead generation and overall marketing, a piece of information is considered “garbage” if it doesn’t contribute positively to the campaign. • If you’ve got misleading, inaccurate, or incomplete data, then you’ve got garbage on your hands.22/03/2013 2
  3. 3. CHALLENGES & REASONS FOR MESSY DATA Staffing Issues • Do you have a high data entry staff turnover? • Are you stretching existing resources a long way?22/03/2013 3
  4. 4. CHALLENGES & REASONS FOR MESSY DATA Limited Time / Budget • Do you struggle finding the time or money for proper database training for your employees?22/03/2013 4
  5. 5. CHALLENGES & REASONS FOR MESSY DATA Merges and conversions within your databases • Have you recently merged 2+ databases? - Were duplicate records, codes, attributes taken care prior to the merge? • Did you convert from one database to another? - Were pre-conversion clean up activities and post conversion clean up activities scheduled? Converting from one database to another is a huge task and shouldn’t be taken lightly!22/03/2013 5
  6. 6. CHALLENGES & REASONS FOR MESSY DATA Using external sources • Do you bring in data from 3rd party vendors or external lists? • Have you ensured the data is formatted to fit your data file prior to importing?22/03/2013 6
  7. 7. CHALLENGES & REASONS FOR MESSY DATA Documentation for Policy and Procedures • Are your policy and procedures documents non existent or out-dated? • Does your organisation have a Data Entry Standards (DES) document to assist with “how to” properly enter data? A policy and procedures document and DES are two of the top documents organisations should have!22/03/2013 7
  8. 8. CHALLENGES & REASONS FOR MESSY DATA Resistance to change • Have you stopped to ask why you enter in data the way you do? • Do you have multiple people entering data different ways?22/03/2013 8
  9. 9. WHERE TO START - STEPS TO TAKE 1. Receive support from the top down 2. Audit/Assessment 3. Areas & Issues Identified - create a clean up plan/strategy - start with the most important areas 4. Begin Data Cleansing 5. Ask for Help 6. Be Proactive – fill in the gaps 7. Maintain Your Database22/03/2013 9
  10. 10. STEP 1 – RECEIVE SUPPORT FROM THE TOP DOWN • CEO • Executive Committee • Fundraising Manager • Fundraising Staff • Program & Other Department Staff • Data Entry Staff • Volunteers22/03/2013 10
  11. 11. STEP 2 - AUDIT/ASSESSMENT Review your database structure • Codes, Attributes, Notes, Gift info, Reports, User Access, Process • EVERYTHING! Create initial queries/groupings22/03/2013 11
  12. 12. STEP 2 - AUDIT/ASSESSMENT • Examples of groupings/queries: - Formatting of title, first name, middle name, surname, suffix, address lines, suburb, state, postcode, gender - Blank fields in all of the above - Where there’s a spouse but the primary addressee and salutations are singular - If marked deceased, is the spouse still receiving the mailings; if yes, how are they being addressed? Is it still Mr & Mrs? Correct the record so you don’t offend anyone - Marked as do not solicit, do not call but have been sent a recent appeal or called during a recent calling campaign - Missing Constituent Codes, Solicit Codes, Attributes - Review code tables or drop down menu selections regularly and eliminate duplicates or misspellings, especially after data has just been imported into the database - Return to sender mail – mark as invalid address, don’t just throw it away22/03/2013 12
  13. 13. STEP 2 - AUDIT/ASSESSMENT • Examples of groupings/queries continued… - Male title/female or unknown gender - Female title/male or unknown gender - Title Ms, Mrs, Miss and unknown gender - Blank spouse or contact title - Marital status with deceased spouse - Single with spouse - Gifts with a blank campaign, appeal, letter code, etc - Gifts not receipted or acknowledged22/03/2013 13
  14. 14. STEP 2 - AUDIT/ASSESSMENT • Other areas to consider reviewing/updating: - Required fields - Security Groups and/or User Access - Existing reports, queries/groupings and exports - Duplicate records – find and merge22/03/2013 14
  15. 15. STEP 2 – AUDIT/ASSESSMENT Start talking! • Have you asked for input from staff/departments who obtain information from the database? Or from those who input data?22/03/2013 15
  16. 16. STEP 3 – AREAS & ISSUES IDENTIFIED • Review and fine-tune the queries/groupings you created in Step 2 • Review notes from talking with staff/departments22/03/2013 16
  17. 17. STEP 3 – AREAS & ISSUES IDENTIFIED • Create a Clean Up Plan/Strategy and goals22/03/2013 17
  18. 18. STEP 4 – DATA CLEANSING Start Data Cleansing! Before making any changes to be sure to back up your database!22/03/2013 18
  19. 19. STEP 5 – ASK FOR HELP Ask for help Internally • Knowledgeable staff within your organisation And for help externally if needed • Consultants or technical experts to run database audits • Blackbaud Data Hygiene Services22/03/2013 19
  20. 20. STEP 6 – BE PROACTIVE Be Proactive Be Proactive Be Proactive22/03/2013 20
  21. 21. STEP 7: MAINTAIN YOUR DATABASE After you have spent time, energy and money cleansing your database, put steps in place to maintain it!22/03/2013 21
  22. 22. STEP 7 - MAINTAINING YOUR DATABASE Assign roles within your organisation • Database Administrator (DBA) and/or Super User is a must • Set their primary responsibility to keeping your database clean and maintained Have a back up! • Have a back up DBA that can step up in case your primary DBA is out sick or leaves the organisation22/03/2013 22
  23. 23. STEP 7 - MAINTAINING YOUR DATABASE Update (or create) those important documents! • Policies and Procedures • Data Entry Standards (DES) document22/03/2013 23
  24. 24. STEP 7 - MAINTAINING YOUR DATABASE Example of Policy & Procedures document:22/03/2013 24
  25. 25. STEP 7 - MAINTAINING YOUR DATABASE Example of Data Entry Standards document:22/03/2013 25
  26. 26. STEP 7 - MAINTAINING YOUR DATABASE Keep your staff in the know! • Train new and existing staff in system functionality • Provide refresher training to staff on a regular basis (quarterly) • Hold regular data entry staff meetings (weekly/bi-weekly)22/03/2013 26
  27. 27. STEP 7 - MAINTAINING YOUR DATABASE Look AND Listen • Check new staff’s data entry – help them become comfortable with how they should be entering data • Talk to your staff - ask what staff like doing in the database and what they don’t22/03/2013 27
  28. 28. STEP 7 - MAINTAINING YOUR DATABASE Be prepared for upcoming campaigns Calling Campaigns: • Request staff or volunteers to verify name, address, email, mobile • Create a template for entering the new/updated information22/03/2013 28
  29. 29. STEP 7 - MAINTAINING YOUR DATABASE Mailing Campaigns: • Check your queries/groupings to ensure they have the correct criteria • Run your addresses through a data hygiene service or Australia Post one or twice a year22/03/2013 29
  30. 30. STEP 7 - MAINTAINING YOUR DATABASE Always continue auditing and cleaning up your database And never stop searching for areas of improvement Once your database is at a manageable state, it will be easier to maintain!22/03/2013 30
  31. 31. TAKE AWAYS 1. Your database is key to your fundraising 2. Remember… garbage in, garbage out 3. Get started – don’t keep delaying the inevitable 4. MAINTAIN YOUR DATABASE 5. Ask for HELP22/03/2013 31
  32. 32. HOW BLACKBAUD CAN HELP • Blackbaud’s Consulting Services Department can assist you with your database clean up, creation of your Policy & Procedures document and Data Entry Standards document. • Blackbaud’s Data Hygiene Services include: – Address append and verification – Phone append and verification for telemarketing and other contact purposes – Deduplication – Provides deep insight into your existing data – Offers data elements to enhance your data to create a richer asset for your organisation22/03/2013 32
  33. 33. THANK YOU! Questions?22/03/2013 33
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