Finding the Perfect Donor  Database in an Imperfect            World#11NTCDBTracy KronzakRobert WeinerMarch 18, 2011   0
Session Evaluation  Each entry via text or web is a chance to win     great NTEN prizes throughout the day!          TEXT ...
Agenda     • Intros     • Overview of the selection process     • Small group work     • Debrief / Q&AKronzak/Weiner: Find...
When to Change?   •    Routine reports are painful to produce.   •    Critical information is on paper.   •    Can’t track...
Principles     • There is no perfect database.     • First, decide what you’re looking for.     • Buy-in is critical. Stak...
What It Might Cost    • Prices range from free to $$$$$$.          − Software is often a fraction of the total cost.      ...
Buying A Database   1) Convene the right team.   2) Specify your needs and priorities.   3) Identify a pool of potential v...
Buying A Database   1) Convene the right team.   2) Specify your needs and priorities.   3) Identify a pool of potential v...
So How Long Might This Take?    • Longer than you think it will.          – For small organizations, 3 – 6 months to selec...
Small Group Work (40 minutes)     • Group intros (5 minutes)     • Each attendee prioritizes needs (5 mins)     • Group pr...
Debrief     • What was your org & wildcard?     • What were some of the difficult choices your group        had to make in...
Surviving the Conversion    • How do you convert well, cheap, and fast?    • The same way that you minimize your      cust...
More Questions?Tracy Kronzaktkronzak@arc.org(510) 653-3415 x4922Robert Weinerrobert@rlweiner.com415.643.8955www.rlweiner.c...
Session Evaluation  Each entry via text or web is a chance to win     great NTEN prizes throughout the day!          TEXT ...
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Finding the Perfect Donor Database in an Imperfect World (11NTCDB)

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

  1. 1. Finding the Perfect Donor Database in an Imperfect World#11NTCDBTracy KronzakRobert WeinerMarch 18, 2011 0
  2. 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. 3. Agenda • Intros • Overview of the selection process • Small group work • Debrief / Q&AKronzak/Weiner: Finding the Perfect Database 2
  4. 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. 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. 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. 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. 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. 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. 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. 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. 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. 13. More Questions?Tracy Kronzaktkronzak@arc.org(510) 653-3415 x4922Robert Weinerrobert@rlweiner.com415.643.8955www.rlweiner.com 12
  14. 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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