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Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
Finding the Perfect Donor Database in an Imperfect World (11NTCDB)
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Finding the Perfect Donor Database in an Imperfect World (11NTCDB)

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  • 1. Finding the Perfect Donor Database in an Imperfect World#11NTCDBTracy KronzakRobert WeinerMarch 18, 2011 0
  • 2. Session Evaluation Each entry via text or web is a chance to win great NTEN prizes throughout the day! TEXT ONLINE Text 11NTCDB to 69866. Use 11NTCDB at http://nten.org/ntc/evalSession Evaluations Powered By:
  • 3. Agenda • Intros • Overview of the selection process • Small group work • Debrief / Q&AKronzak/Weiner: Finding the Perfect Database 2
  • 4. When to Change? • Routine reports are painful to produce. • Critical information is on paper. • Can’t track metrics or progress. • Data scattered in spreadsheets. • Data can’t be integrated across systems. – Can’t get 360 degree view of relationships, • Data is in fundraisers’ heads. • Your organization is changing. • Bad vendor or wrong choice last time.Kronzak/Weiner: Finding the Perfect Database 3
  • 5. Principles • There is no perfect database. • First, decide what you’re looking for. • Buy-in is critical. Stakeholders must be involved in the decision. • Structure software demos so you can compare “apples to apples.” • Make sure you understand all the costs. • Trust but verify.Kronzak/Weiner: Finding the Perfect Database 4
  • 6. What It Might Cost • Prices range from free to $$$$$$. − Software is often a fraction of the total cost. − Free as in puppies. Conversion, reports, training, & support may cost $$. • Ballpark starting price: ~0.25% to 0.5% of annual operating budget. $1M budget = $2,500 to $5,000. • Plus: Hardware? Modules? Customizations? Interfaces? Extra training? Staff time? Conversion help. • Annual support: ~20% of retail price. – If you can’t afford the maintenance or training, don’t buy the software!Kronzak/Weiner: Finding the Perfect Database 5
  • 7. Buying A Database 1) Convene the right team. 2) Specify your needs and priorities. 3) Identify a pool of potential vendors. • RFP/RFI 4) Test vendors against your needs. • Scripted demos • Usability testing • Reference checks • Site visits 5) Get a detailed cost proposal.Kronzak/Weiner: Finding the Perfect Database 6
  • 8. Buying A Database 1) Convene the right team. 2) Specify your needs and priorities. 3) Identify a pool of potential vendors. • RFP/RFI 4) Test vendors against your needs. • Scripted demos • Usability testing • Reference checks • Site visits 5) Get a detailed cost proposal.Kronzak/Weiner: Finding the Perfect Database 7
  • 9. So How Long Might This Take? • Longer than you think it will. – For small organizations, 3 – 6 months to select a system, 4 – 12 months to implement. – For large organizations, 6 – 9 months to select, 12 – 24 months to implement. • Plan for user adoption. – Build in time for user training & process changes. – Do you have senior management support? • Plan for the unplanned. – Don’t hitch time-sensitive processes to “finishing” your database.Kronzak/Weiner: Finding the Perfect Database 8
  • 10. Small Group Work (40 minutes) • Group intros (5 minutes) • Each attendee prioritizes needs (5 mins) • Group prioritizes needs (15 mins) • Group compares needs to databases and makes a decision (15 mins)Kronzak/Weiner: Finding the Perfect Database 9
  • 11. Debrief • What was your org & wildcard? • What were some of the difficult choices your group had to make in choosing a database? • Did anybody decide to put off the project and/or wait for more staff time and money? • What are your top takeaways from this exercise? • How close to meeting your mandatory requirements did you come?Kronzak/Weiner: Finding the Perfect Database 10
  • 12. Surviving the Conversion • How do you convert well, cheap, and fast? • The same way that you minimize your customization costs, your staff time and training costs, and your learning curve and adoption time. • Define success at the start. What’s your priority? • User Adoption: Do you have support from top management?Kronzak/Weiner: Finding the Perfect Database 11
  • 13. More Questions?Tracy Kronzaktkronzak@arc.org(510) 653-3415 x4922Robert Weinerrobert@rlweiner.com415.643.8955www.rlweiner.com 12
  • 14. Session Evaluation Each entry via text or web is a chance to win great NTEN prizes throughout the day! TEXT ONLINE Text 11NTCDB to 69866. Use 11NTCDB at http://nten.org/ntc/evalSession Evaluations Powered By:

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