Choosing Software for Your Foundation Henry A. Bromelkamp, President Bromelkamp Company Conference of Southwest Foundation...
Software Tasks <ul><li>contacts tracking </li></ul><ul><li>grants management </li></ul><ul><li>fundraising </li></ul><ul><...
Why? <ul><li>speed </li></ul><ul><li>accuracy </li></ul><ul><li>public accountability </li></ul><ul><li>service to constit...
Contacts Tracking <ul><li>make labels </li></ul><ul><li>record seasonal addresses </li></ul><ul><li>compose single and gro...
Grants Management <ul><li>automate acknowledgements, reminders </li></ul><ul><li>connect to accounting </li></ul><ul><li>s...
Accounting/ Fund Accounting <ul><li>print ledger, balance sheet, income statement </li></ul><ul><li>print checks </li></ul...
Fundraising <ul><li>donor prospects </li></ul><ul><li>record gifts </li></ul><ul><li>thanks donors, remind of pledges </li...
Shopping <ul><li>locate options </li></ul><ul><li>view demonstrations </li></ul><ul><li>get estimates </li></ul><ul><li>ta...
Software Vendors <ul><li>Installed Software </li></ul><ul><li>MicroEdge (Gifts, FIMS, FoundationPower) </li></ul><ul><li>B...
Vendor Evaluation <ul><li>availability of product </li></ul><ul><li>reputation & references </li></ul><ul><li>support </li...
Costs <ul><li>one time & ongoing: </li></ul><ul><li>software licenses </li></ul><ul><li>customizations </li></ul><ul><li>d...
Finance <ul><li>rent/lease </li></ul><ul><li>phase in your project </li></ul><ul><li>share costs in group training </li></...
Twists <ul><li>Integration – how connected is the software within itself and to other data? </li></ul><ul><li>Flexibility ...
Justification <ul><li>lower printing costs </li></ul><ul><li>less staff time </li></ul><ul><li>more accurate reports </li>...
Installation Cycle <ul><li>order </li></ul><ul><li>customizations </li></ul><ul><li>data conversion (you can’t edit your d...
Support Services <ul><li>help line </li></ul><ul><li>training </li></ul><ul><li>data conversion/importing </li></ul><ul><l...
Marriage <ul><li>You are not purchasing a file cabinet. You’re beginning a long-term relationship with a business partner....
Don’t <ul><li>don’t hire a consultant to choose your software </li></ul><ul><li>don’t expect you’ll cut staff </li></ul><u...
Do <ul><li>check out all your options </li></ul><ul><li>talk to colleagues </li></ul><ul><li>plan well </li></ul><ul><li>e...
You Have Choices Conference of Southwest Foundations October 2004
Questions? <ul><li>Thank you. </li></ul><ul><li>Henry A. Bromelkamp, President </li></ul><ul><li>Bromelkamp Company </li><...
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  • who am I who’s here: corporate foundations and giving programs, family foundations, other private foundations, community foundations, non-foundations who has software: do-it-yourself, purchased program, custom program, nothing
  • Microedge 2000 clients, Bromelkamp 150 note the differences: web ASP is on the web, accessible without an office network, but can’t do as much (harder to generate reports or integrate with Word or Outlook) software is faster but is dependent on the local machine, can’t run on Mac
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    1. 1. Choosing Software for Your Foundation Henry A. Bromelkamp, President Bromelkamp Company Conference of Southwest Foundations October 2004
    2. 2. Software Tasks <ul><li>contacts tracking </li></ul><ul><li>grants management </li></ul><ul><li>fundraising </li></ul><ul><li>accounting/fund accounting </li></ul><ul><li>matching contributions </li></ul><ul><li>volunteer tracking </li></ul><ul><li>scholarship management </li></ul><ul><li>event registration </li></ul><ul><li>timesheets </li></ul><ul><li>document management </li></ul>Conference of Southwest Foundations October 2004
    3. 3. Why? <ul><li>speed </li></ul><ul><li>accuracy </li></ul><ul><li>public accountability </li></ul><ul><li>service to constituents </li></ul><ul><li>ease of use </li></ul><ul><li>reliability </li></ul><ul><li>adaptability </li></ul><ul><li>integration Never type the same thing twice. </li></ul>Conference of Southwest Foundations October 2004
    4. 4. Contacts Tracking <ul><li>make labels </li></ul><ul><li>record seasonal addresses </li></ul><ul><li>compose single and group emails </li></ul><ul><li>generate single letters </li></ul><ul><li>generate form letters </li></ul><ul><li>dial the phone </li></ul><ul><li>look up geographic information </li></ul><ul><li>record relationship management events </li></ul><ul><li>store documents, images, media </li></ul><ul><li>prevent duplicate entries </li></ul><ul><li>allow for multiple salutations </li></ul><ul><li>connect to email/Outlook and your PDA </li></ul>Conference of Southwest Foundations October 2004
    5. 5. Grants Management <ul><li>automate acknowledgements, reminders </li></ul><ul><li>connect to accounting </li></ul><ul><li>store documents/images </li></ul><ul><li>keep track of when we’ve talked to them </li></ul><ul><li>integrate with mapping </li></ul><ul><li>connect to Guidestar.org </li></ul><ul><li>check antiterrorism lists </li></ul><ul><li>show applicant history </li></ul><ul><li>prevent grants when reports overdue </li></ul><ul><li>print checks or do direct deposit </li></ul>Conference of Southwest Foundations October 2004
    6. 6. Accounting/ Fund Accounting <ul><li>print ledger, balance sheet, income statement </li></ul><ul><li>print checks </li></ul><ul><li>direct deposit </li></ul><ul><li>accrue payables and receivables </li></ul><ul><li>keep funds distinct (fund accounting) </li></ul><ul><li>payroll </li></ul><ul><li>budget/actual comparison </li></ul><ul><li>assess fund administrative fees </li></ul><ul><li>calculate spendable allotment </li></ul><ul><li>allocate joint investment income </li></ul><ul><li>integrate with grants management and fundraising </li></ul>Conference of Southwest Foundations October 2004
    7. 7. Fundraising <ul><li>donor prospects </li></ul><ul><li>record gifts </li></ul><ul><li>thanks donors, remind of pledges </li></ul><ul><li>acknowledge memorials/honorary gifts </li></ul><ul><li>record appeals </li></ul>Conference of Southwest Foundations October 2004
    8. 8. Shopping <ul><li>locate options </li></ul><ul><li>view demonstrations </li></ul><ul><li>get estimates </li></ul><ul><li>talk to references </li></ul><ul><li>negotiate </li></ul>Conference of Southwest Foundations October 2004
    9. 9. Software Vendors <ul><li>Installed Software </li></ul><ul><li>MicroEdge (Gifts, FIMS, FoundationPower) </li></ul><ul><li>Bromelkamp (Pearl, First Pearl, Community Pearl) </li></ul><ul><li>do-it-yourself </li></ul><ul><li>ASP (Application Service Providers) on the web </li></ul><ul><li>CyberGrants </li></ul><ul><li>Collaborative Standards </li></ul><ul><li>Stellar Financial </li></ul><ul><li>FoundationSource </li></ul><ul><li>Dyna-Quest Technologies (Grants Administrator) </li></ul><ul><li>Arlington Group (Easygrants) </li></ul>Conference of Southwest Foundations October 2004
    10. 10. Vendor Evaluation <ul><li>availability of product </li></ul><ul><li>reputation & references </li></ul><ul><li>support </li></ul><ul><li>expertise </li></ul><ul><li>ability to understand and communicate </li></ul>Conference of Southwest Foundations October 2004
    11. 11. Costs <ul><li>one time & ongoing: </li></ul><ul><li>software licenses </li></ul><ul><li>customizations </li></ul><ul><li>data conversion </li></ul><ul><li>add-ons: bridge to accounting, Outlook, guidestar, antiterrorism, online application, other databases </li></ul><ul><li>training </li></ul><ul><li>travel or other expenses </li></ul>Conference of Southwest Foundations October 2004
    12. 12. Finance <ul><li>rent/lease </li></ul><ul><li>phase in your project </li></ul><ul><li>share costs in group training </li></ul>Conference of Southwest Foundations October 2004
    13. 13. Twists <ul><li>Integration – how connected is the software within itself and to other data? </li></ul><ul><li>Flexibility – how will the software fit your process, now and in the future? </li></ul>Conference of Southwest Foundations October 2004
    14. 14. Justification <ul><li>lower printing costs </li></ul><ul><li>less staff time </li></ul><ul><li>more accurate reports </li></ul><ul><li>faster reports </li></ul>Conference of Southwest Foundations October 2004
    15. 15. Installation Cycle <ul><li>order </li></ul><ul><li>customizations </li></ul><ul><li>data conversion (you can’t edit your data for a few days or weeks while the vendor works on it) </li></ul><ul><li>training </li></ul><ul><li>testing (verify the data matches the old system, and that the software works) </li></ul><ul><li>warranty (what happens when something doesn’t work?) </li></ul><ul><li>adjusting (give yourself more time and leeway to make a few mistakes and learn) </li></ul><ul><li>long-term support </li></ul><ul><li>re-evaluation every few years </li></ul>Conference of Southwest Foundations October 2004
    16. 16. Support Services <ul><li>help line </li></ul><ul><li>training </li></ul><ul><li>data conversion/importing </li></ul><ul><li>customization </li></ul><ul><li>data cleaning (removing duplicates, unused codes, etc.) </li></ul><ul><li>internal procedures and customs (abbreviations, etc.) </li></ul>Conference of Southwest Foundations October 2004
    17. 17. Marriage <ul><li>You are not purchasing a file cabinet. You’re beginning a long-term relationship with a business partner. </li></ul>Conference of Southwest Foundations October 2004
    18. 18. Don’t <ul><li>don’t hire a consultant to choose your software </li></ul><ul><li>don’t expect you’ll cut staff </li></ul><ul><li>don’t be the guinea pig for untested technology </li></ul><ul><li>don’t shortchange training </li></ul><ul><li>don’t shortchange long-term support </li></ul><ul><li>don’t think software makes bad processes good </li></ul>Conference of Southwest Foundations October 2004
    19. 19. Do <ul><li>check out all your options </li></ul><ul><li>talk to colleagues </li></ul><ul><li>plan well </li></ul><ul><li>expect change </li></ul>Conference of Southwest Foundations October 2004
    20. 20. You Have Choices Conference of Southwest Foundations October 2004
    21. 21. Questions? <ul><li>Thank you. </li></ul><ul><li>Henry A. Bromelkamp, President </li></ul><ul><li>Bromelkamp Company </li></ul><ul><li>106 E 24 St, Minneapolis MN 55404 USA </li></ul><ul><li>888-290-9087 </li></ul><ul><li>www.bromelkamp.com </li></ul>Conference of Southwest Foundations October 2004

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