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Choosing Donor Managment Systems CONFR NH May 8 2009

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Presentation aimed at helping nonprofits plan and choose the right donor and contact management tools for their organization.

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Choosing Donor Managment Systems CONFR NH May 8 2009

  1. 1. Database Technologies Moving from Chaos to a Contact Management Solution
  2. 2. Who We Are Kelley-Sue LeBlanc founded Aleuromedia, LLC in Tara Mahadyʼs nonprofit experience spans twenty 2007. Since then she has been educating years with a variety of non-profits in NH and beyond. businesses and non-profits about how to reach their Most recently she was the Senior Director of strategic goals through the use of visual Marketing and Development at NH Public Radio. communications, social networking, and selective web 2.0 practices and technologies. Tara is a Partner with Aleuromedia. She helps guide organizations in creating integrated offline and online Kelley-Sue has experience in a number of industries, development and marketing plans, through the use including software development, sales management of traditional and innovative strategies and and multimedia. Sheʼs worked at the crossroads of technologies. philanthropy and technology for the past twenty years. Email: kelley@aleurosolutions.com Email: tara@aleurosolutions.com LinkedIn: www.linkedin.com/in/ksleblanc LinkedIn: www.linkedin.com/in/tmahady Twitter: @KSL Twitter: @TMahady Mobile: 603.233.5078 Mobile: 603.568.1612
  3. 3. Your Donor Management System Shouldn’t Be A Necessary Evil Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  4. 4. Right. So... Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  5. 5. Right. So... Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  6. 6. Right. So... What Should It Be? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  7. 7. Donor Management Software as defined by NTEN 2008 Donor Management Software Satisfaction Survey and Report Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  8. 8. Donor Management Software as defined by NTEN 2008 Donor Management Software Satisfaction Survey and Report Manages relationships with current prospective donors. Send/tracks correspondence and relationship history (contact management). Is more than just a donation processor (i.e. paypall, donate now, google checkout). Tracks all type of gifts (online, offline, events, in-kind, matching, grants etc.). Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  9. 9. What Information Do You Need About Your People? Photo Courtesy of Creative Commons by Brande Jackson Photo Courtesy of Creative Commons by Oblivion9999 Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  10. 10. Information + Analysis Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  11. 11. Information + Analysis Giving trends: multi year donors, first year donors, LYBUNT, SYBUNT Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  12. 12. Information + Analysis Giving trends: multi year donors, first year donors, LYBUNT, SYBUNT Prospect rating Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  13. 13. Information + Analysis Giving trends: multi year donors, first year donors, LYBUNT, SYBUNT Prospect rating Unfulfilled pledges Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  14. 14. Information + Analysis Giving trends: multi year donors, first year donors, LYBUNT, SYBUNT Prospect rating Unfulfilled pledges Relationships Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  15. 15. Information + Analysis Giving trends: multi year donors, first year donors, LYBUNT, SYBUNT Prospect rating Unfulfilled pledges Relationships Campaign performance Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  16. 16. Information + Analysis Giving trends: multi year donors, first year donors, LYBUNT, SYBUNT Prospect rating Unfulfilled pledges Relationships Campaign performance Event performance Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  17. 17. Information + Analysis = Knowledge Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  18. 18. Knowledge + Action = Power Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  19. 19. Reporting & Analysis Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  20. 20. Reporting & Analysis It is important that you have access to basic reports that you’ll need to properly analyze and take action. Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  21. 21. Reporting & Analysis It is important that you have access to basic reports that you’ll need to properly analyze and take action. More important is the ability to easily access your data. You need the ability to present it in ways that are best suited to your audiences. Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  22. 22. There’s a lot to pay attention to. You need a plan. People. Budget. Access. Activities. Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  23. 23. Activities. Determining Selection Criteria Ask yourself/organization these questions: Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  24. 24. Activities. Determining Selection Criteria Ask yourself/organization these questions: Your solution should propel the activities you need to do to be successful. You should not have to change what you need do to be successful in order to suit a software solution. Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  25. 25. Activities. Determining Selection Criteria Ask yourself/organization these questions: What are the best practices for your type of organization? Your solution should propel the activities you need to do to be successful. You should not have to change what you need do to be successful in order to suit a software solution. Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  26. 26. Activities. Determining Selection Criteria Ask yourself/organization these questions: What processes are you hoping to change or improve? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  27. 27. Activities. Determining Selection Criteria Ask yourself/organization these questions: What processes are you hoping to change or improve? For example, do you hope to strengthen donor relations through more efficient and timely gift processing. Or systematize donor cultivation activities? Do you want to automate accounting? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  28. 28. People. Determining Selection Criteria Ask yourself/organization these questions: Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  29. 29. People. Determining Selection Criteria Ask yourself/organization these questions: How many constituents do you have? Expect to have in three years? Five years? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  30. 30. People. Determining Selection Criteria Ask yourself/organization these questions: How many constituents do you have? Expect to have in three years? Five years? How many users will you need? Will they require different levels of permission? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  31. 31. People. Determining Selection Criteria Ask yourself/organization these questions: How many constituents do you have? Expect to have in three years? Five years? How many users will you need? Will they require different levels of permission? Will your users be on-site or remote? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  32. 32. People. Determining Selection Criteria Ask yourself/organization these questions: How many constituents do you have? Expect to have in three years? Five years? How many users will you need? Will they require different levels of permission? Will your users be on-site or remote? Who are your resources and what is their skill-set? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  33. 33. People. Make sure your resource is suited to the task. (Courtesy of Tomlin and Wagner Theatricalz / March 31, 2009) Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  34. 34. Budget. Efficient Integration Saves Time and Money Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  35. 35. Budget. Determining Selection Criteria Ask yourself/organization these questions: Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  36. 36. Budget. Determining Selection Criteria Ask yourself/organization these questions: What is your budget? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  37. 37. Budget. Determining Selection Criteria Ask yourself/organization these questions: What is your budget? Do you have IT support? Are you prepared to pay for it if needed? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  38. 38. Budget. Determining Selection Criteria Ask yourself/organization these questions: What is your budget? Do you have IT support? Are you prepared to pay for it if needed? How much will you budget for on-going maintenance and training? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  39. 39. Budget. Determining Selection Criteria Ask yourself/organization these questions: What is your budget? Do you have IT support? Are you prepared to pay for it if needed? How much will you budget for on-going maintenance and training? Will your organization require additional modules not included in the basic offering? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  40. 40. Budget. Determining Selection Criteria Ask yourself/organization these questions: What is your budget? Do you have IT support? Are you prepared to pay for it if needed? How much will you budget for on-going maintenance and training? Will your organization require additional modules not included in the basic offering? Will your data require conversion and cleansing? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  41. 41. Budget. Determining Selection Criteria Ask yourself/organization these questions: Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  42. 42. Budget. Determining Selection Criteria Ask yourself/organization these questions: Will you require integration with other programs (ticketing, accounting, contact management)? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  43. 43. Budget. Determining Selection Criteria Ask yourself/organization these questions: Will you require integration with other programs (ticketing, accounting, contact management)? Will you require new hardware (laptops, desktops, server, router)? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  44. 44. Budget. Determining Selection Criteria Ask yourself/organization these questions: Will you require integration with other programs (ticketing, accounting, contact management)? Will you require new hardware (laptops, desktops, server, router)? Will you require additional services (internet access, firewalls, antivirus protection)? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  45. 45. Budget. Determining Selection Criteria Ask yourself/organization these questions: Will you require integration with other programs (ticketing, accounting, contact management)? Will you require new hardware (laptops, desktops, server, router)? Will you require additional services (internet access, firewalls, antivirus protection)? What is your budget now? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  46. 46. Access. Determining Selection Criteria Ask yourself/organization these questions: Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  47. 47. Access. Determining Selection Criteria Ask yourself/organization these questions: Do you want to own your database? Be responsible for backups and security? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  48. 48. Access. Determining Selection Criteria Ask yourself/organization these questions: Do you want to own your database? Be responsible for backups and security? Do you need to support multiple platforms i.e. Mac, Windows, various versions of each? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  49. 49. Access. Determining Selection Criteria Ask yourself/organization these questions: Do you want to own your database? Be responsible for backups and security? Do you need to support multiple platforms i.e. Mac, Windows, various versions of each? Should your donor management software or CRM system replace your contact management system (i.e. email and social media) or work in concert with it? How will you know? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  50. 50. Access. Determining Selection Criteria Ask yourself/organization these questions: Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  51. 51. Access. Determining Selection Criteria Ask yourself/organization these questions: Will you need to import data? Regularly? Occasionally? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  52. 52. Access. Determining Selection Criteria Ask yourself/organization these questions: Will you need to import data? Regularly? Occasionally? Will you need to export data? Regularly? Occasionally? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  53. 53. Access. Determining Selection Criteria Ask yourself/organization these questions: Will you need to import data? Regularly? Occasionally? Will you need to export data? Regularly? Occasionally? How do you refer to people and things? Will you need to search or find on (i.e. member levels, id numbers, phone numbers, event information, campaign information, payment information)? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  54. 54. Access. Determining Selection Criteria Ask yourself/organization these questions: Will you need to import data? Regularly? Occasionally? Will you need to export data? Regularly? Occasionally? How do you refer to people and things? Will you need to search or find on (i.e. member levels, id numbers, phone numbers, event information, campaign information, payment information)? Checklist items: Do you track grants? Do track soft credits? Matching gifts? Special Funds? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  55. 55. Now ask yourself... Does your current system meet your selection criteria? Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  56. 56. Why Donor Management Systems Fail Us Shared Responsibility The Company & Product Not user-responsive Relies on customizations to make the product work for you Customer service isn’t a priority Insufficient training opportunities Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  57. 57. Why Donor Management Systems Fail Us Shared Responsibility Your Organization Buy or have more product than you need Business practices and systems are incomplete System set up isn’t aligned with current needs or practices Lack of commitment to ongoing staff training Wrong person in the database manager or analyst position Junk in - junk out Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  58. 58. Review Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  59. 59. Review 1. Assess Current Systems & Processes 2. Determine Needs by Asking Questions 3. Budget for Entire Project 4.Research Potential Solutions 5. Review Finalists 6.Plan for Data Conversion & Implementation 7. Implementation & Training Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  60. 60. Mistakes to Avoid Starting your search and evaluation without defined selection criteria ...start with a plan. Letting your IT people choose the software. Biting off more than you can really afford (training, management, conversion, ++). Putting too much emphasis on the price tag (this is a long term investment). Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  61. 61. Mistakes to Avoid Letting the look/feel of a product or sales rep. overshadow your established selection criteria. Hoping the database will install and manage itself. Buying more than you need. Confusing a great demo, with an intuitive product (start with a trial, if your staff can’t do what the sales rep., can then you need to budget for training). Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  62. 62. Some Tools Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  63. 63. 2008 NTEN Donor Management Software Satisfaction Survey Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  64. 64. Recommendations According to CIO magazine, the recommendation of peers is one of the most important factors influencing decisions about technology vendors. The three most commonly used systems, The Raiser’s Edge, OnDeposit, and Giftworks, were recommended by 80.1%, 96.2%, and 92.3% of users respectively. Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  65. 65. Recommendations Once you’ve done all your homework, determined your selection criteria, and evaluated the product, you’re almost ready to make a selection. You must talk to the people who use the tool. Make sure they feel the product can deliver what you need. Kelley-Sue LeBlanc and Tara Mahady for Aleuromedia LLC www.aleuromedia.com www.aleuronpo.com PO Box 10251, Bedford NH 03110
  66. 66. Blogishness Follow on Twitter: Become a fan Aleuro on Facebook: http://www.aleuromedia.com/blog/ AleuroSolutions Kelley-Sue LeBlanc, Founder Follow on Twitter: KSL Join my LinkedIn network: http://www.linkedin.com/in/KSL Tara Mahady, Partner Follow on Twitter: TMahady Join my LinkedIn network: http://www.linkedin.com/in/tmahady

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