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

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Finding the Perfect Donor
Database in an Imperfect
World
#11NTCDB

Tracy Kronzak
Robert Weiner

March 18, 2011 0

Session Evaluation
Each entry via text or web is a chance to win
great NTEN prizes throughout the day!

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Text 11NTCDB to 69866. Use 11NTCDB at
http://nten.org/ntc/eval

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Agenda
• Intros
• Overview of the selection process
• Small group work
• Debrief / Q&A

Kronzak/Weiner: Finding the Perfect Database 2

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

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

$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 $5,000. • Plus: Hardware? Modules? Customizations? Interfaces? Extra training? Staff time? Conversion help. • Annual support: ~20% of retail price. – If you can’t afford the maintenance or training, don’t buy the software! Kronzak/Weiner: Finding the Perfect Database 5$

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

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

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

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

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

More Questions?
Tracy Kronzak
tkronzak@arc.org
(510) 653-3415 x4922

Robert Weiner
robert@rlweiner.com
415.643.8955
www.rlweiner.com

12

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

1. Finding the Perfect Donor Database in an Imperfect World #11NTCDB Tracy Kronzak Robert Weiner March 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/eval Session Evaluations Powered By:

3. Agenda • Intros • Overview of the selection process • Small group work • Debrief / Q&A Kronzak/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 Kronzak tkronzak@arc.org (510) 653-3415 x4922 Robert Weiner robert@rlweiner.com 415.643.8955 www.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/eval Session Evaluations Powered By:

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

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