Understanding Today’s Data Systems:   CRM, Open Source, The Cloud and Relational Databases
IntroductionAndrea BerryIdealware’sDirector ofPartnerships and Learning
Introductions: www.idealware.org
You’ve got lots of data
Data is essential
Use data to be more targeted and effective
Databases are the Key
DatabasesA database is a collection ofinformation.A Rolodex is a database…But can you run yourmembership campaign froma Ro...
Electronic databases
Electronic DatabasesBroadly speaking, databases are either flat file or relational.     Excel uses a flat file            ...
Flat File Databases  Spreadsheets, like Excel, produce Flat File Databases
Flat File Databases
When (and When Not) to Use Excel
Relational DatabasesOne big table becomesmany smaller ones                             Contact TableKey fields definerelat...
Relational Databases and Applications
What are the core questions to consider?                            How complicated are the                            rel...
“CRM”I’ve heard that term, but what does it mean?
When Your Data is in Multiple Places…                              Came to two adult                              educatio...
The Core Concept of a CRM…     Came to two adult     education classesOpens every eNewsletter Donated $20 last year       ...
CRM is a Strategy as Much as a System• Track important  contact dates• Organize contact  information• Facilitate  correspo...
Excelis NOT a Constituent Database Having unorganized data won’t get you anywhere!
Major       Individual Volunteer   Members   SynagogueDonors        Donors       sConstituent Relationship ManagementExamp...
Major    Individual Volunteer   Members        SynagogueDonors     Donors       s                                Membe    ...
Major          Individual Volunteer   Members   Synagogue      Donors           Donors       s                            ...
Build Your OwnUsing Access or FileMaker you canbuild your own, but remember:• Your Design = Your Headaches• You will spend...
Key issues to consider• How similar are  your needs to other  synagogues?• How much are you  willing to  customize?• How m...
“The Cloud”Could we be more nebulous?
The CloudWeb-browser accessibleVendor-maintainedRent access to a systemrather than buyingsoftware
Cloud vs. Installed
The Cloud- Pros and Cons
Cheaper by the dozen, less so by hundreds
Is your data secure?Core questions:How sensitive is yourdata?Is it a reliablevendor?Is there a possibilityyou would need t...
Your data, other people’s machinesCloud-based solutionsautomatically back up yourdata on an automatedschedule.   Why carry...
Core questions to consider                         Is remote access important?                         What do you gain/lo...
Open Source:When “FREE!!!” isn’t free.
Open Source Software                                                      Source code                                     ...
Open Source ChallengesNot free tomaintainOften complicatedto implementSupport channelsnot alwaysclear, and rarely ifever f...
The reality of FREE!                                  It’s free to                                  acquire, but          ...
It’s not always black and whiteIn reality, there’s a big gray area between using a straight OpenSource application or a Ve...
Working as a community If you use an open source tool you benefit from the work of the community: • Improvements made by  ...
Core questions to considerWho will support yourproduct (and how longhave they been around?)Do you understand thetotal cost...
What makes sense for your organization?
And there’s more…November 15, 2-3pm eastern / 11am-12pm pacific:How to get the most from a more sophisticated CRM: What to...
Darim's Synagogue Data Series, Part 1
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Darim's Synagogue Data Series, Part 1

  1. 1. Understanding Today’s Data Systems: CRM, Open Source, The Cloud and Relational Databases
  2. 2. IntroductionAndrea BerryIdealware’sDirector ofPartnerships and Learning
  3. 3. Introductions: www.idealware.org
  4. 4. You’ve got lots of data
  5. 5. Data is essential
  6. 6. Use data to be more targeted and effective
  7. 7. Databases are the Key
  8. 8. DatabasesA database is a collection ofinformation.A Rolodex is a database…But can you run yourmembership campaign froma Rolodex?
  9. 9. Electronic databases
  10. 10. Electronic DatabasesBroadly speaking, databases are either flat file or relational. Excel uses a flat file Giftworks uses a relational database
  11. 11. Flat File Databases Spreadsheets, like Excel, produce Flat File Databases
  12. 12. Flat File Databases
  13. 13. When (and When Not) to Use Excel
  14. 14. Relational DatabasesOne big table becomesmany smaller ones Contact TableKey fields definerelationships between datain different tablesVery scalable Donation Table Andrea Berry
  15. 15. Relational Databases and Applications
  16. 16. What are the core questions to consider? How complicated are the relationships in the data you are collecting? What are you trying to do with the data? What information do you need to get out of it?
  17. 17. “CRM”I’ve heard that term, but what does it mean?
  18. 18. When Your Data is in Multiple Places… Came to two adult education classes Opens every eNewsletter Donated $20 last year Child enrolled in Early Childhood Center Volunteered four hours last year It is hard to get the whole picture of their engagement.
  19. 19. The Core Concept of a CRM… Came to two adult education classesOpens every eNewsletter Donated $20 last year Volunteered four hours last year Child enrolled in Early …is to track all of your Childhood Center interactions in one place.
  20. 20. CRM is a Strategy as Much as a System• Track important contact dates• Organize contact information• Facilitate correspondence• Track all contact interactions You’re in the RELATIONSHIP business… managing relationships (not just information) is key!
  21. 21. Excelis NOT a Constituent Database Having unorganized data won’t get you anywhere!
  22. 22. Major Individual Volunteer Members SynagogueDonors Donors sConstituent Relationship ManagementExample: CiviCRMwww.civicrm.org
  23. 23. Major Individual Volunteer Members SynagogueDonors Donors s Membe r MGT. System Example: MemberClicks www.memberclicks.com
  24. 24. Major Individual Volunteer Members Synagogue Donors Donors s Synagog ue MGT. SystemExample: ShulSuitewww.shulsuite.com
  25. 25. Build Your OwnUsing Access or FileMaker you canbuild your own, but remember:• Your Design = Your Headaches• You will spend lots of time reinventing the wheel• Often what seems difficult is easy, what seems easy is difficult• People will always ask for more
  26. 26. Key issues to consider• How similar are your needs to other synagogues?• How much are you willing to customize?• How much do you care if it reflects the typical languages and processes of a synagogues?
  27. 27. “The Cloud”Could we be more nebulous?
  28. 28. The CloudWeb-browser accessibleVendor-maintainedRent access to a systemrather than buyingsoftware
  29. 29. Cloud vs. Installed
  30. 30. The Cloud- Pros and Cons
  31. 31. Cheaper by the dozen, less so by hundreds
  32. 32. Is your data secure?Core questions:How sensitive is yourdata?Is it a reliablevendor?Is there a possibilityyou would need toprotect your datafrom a subpoena?
  33. 33. Your data, other people’s machinesCloud-based solutionsautomatically back up yourdata on an automatedschedule. Why carry your backups offsite when you can beam them there?
  34. 34. Core questions to consider Is remote access important? What do you gain/loose? Do cloud costs make sense in your scenario? Are you or your vendor more likely to secure and backup your data? What are the cultural implications for your staff?
  35. 35. Open Source:When “FREE!!!” isn’t free.
  36. 36. Open Source Software Source code available Free to acquire No license fees Free to modifyIt’s like getting a box of cookies, along with the recipe.
  37. 37. Open Source ChallengesNot free tomaintainOften complicatedto implementSupport channelsnot alwaysclear, and rarely ifever free The cookie recipe is free, but not the pastry chef or cooking gas.
  38. 38. The reality of FREE! It’s free to acquire, but almost certainly not free to setup, configure, support and update.Open Source does not equal free
  39. 39. It’s not always black and whiteIn reality, there’s a big gray area between using a straight OpenSource application or a Vendor Supported system. You purchase a proprietary system from a Vendor that is built on top of an Open Source application Vendor Open Supported Source You’re using an Open Source application, but you pay a Vendor for support
  40. 40. Working as a community If you use an open source tool you benefit from the work of the community: • Improvements made by anyone in the community are often available • No need to re-invent the wheelFor example: Hebrew birthday format, custom cemetery application…
  41. 41. Core questions to considerWho will support yourproduct (and how longhave they been around?)Do you understand thetotal cost of ownershipfor your product?Do you plan on makingyour own modifications?
  42. 42. What makes sense for your organization?
  43. 43. And there’s more…November 15, 2-3pm eastern / 11am-12pm pacific:How to get the most from a more sophisticated CRM: What to collect, What toreportNovember 29, 2-3pm eastern / 11am-12pm pacific:Transitioning to a New Data Management System: Evaluating, choosing andmigrating to a new system.Visit http://synagoguedata.eventbrite.com to join Darim Online ata 20% discount.Upcoming Darim webinars include:• The Skills & Mindset of a Successful Community Weaver: Nov 16, 1-2pm ET• Staffing Beyond the Accidental Techie: Jan 12, 1-2pm ET• Social Giving: Feb 8, 1-2pm ETPlus QR Codes, Facebook Changes, and Open Office Hours.

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