This document provides guidance on selecting and managing a fundraising database. It discusses key considerations when reviewing a new database including staff needs, fundraising goals, functionality requirements, timing, funding, and more. It emphasizes the importance of designating database ownership, keeping data clean, training staff, establishing clear data entry policies and procedures, and generating effective reports. The overall message is that a well-managed database should be a nonprofit's biggest fundraising asset.

1. How to select the right database to
empower your fundraising
Teresa Judd
New Zealand Manager

2. Let’s get started…
Teresa has been working in
and with not for profits for
over 11 years.
Working in a variety of roles
and organisations managing
The Raiser’s Edge
database and online
consulting to help improve
organisation’s fundraising &
donor management.

3. A brief introduction
Blackbaud is the leading provider of software and
services to the global not for profit community
 Founded 1981
 29,000 not for profit Customers
 Global Presence - serving 69 countries
 97% Customer retention
 Research and Developement
 Award winning Support

4. Blackbaud Pacific
Blackbaud in New Zealand and Australia
 Began operations in 1996
 350+ customers
 50 new customers in 2013
 Team of 54 based in Sydney
 New Zealand Manager based in Auckland
 New Zealand Consultant based in Hamilton

5. Introductions
TERESA JUDD
NEW ZEALAND
MANAGER

6.  Your organisation uses a fundraising database solution (not Excel,
Access etc)
 You have a dedicated database manager
 You have clear database procedures in place
 You have an active data hygiene program
 You have an active database training program in place for staff
 Your CEO knows where to find and read system reports, and finds these
useful
 You know your current donor acquisition rates per channel
 You know your current donor retention rates per channel (for 12, 24, 36
& 48 months)
 You know who your most passionate donors are!
Agree if:
How database savvy are you?

7. WHY FOCUS
ON YOUR
DATABASE?
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8. Because it’s one of your biggest
fundraising assets!
 Your database is your key to building a relationship with your donors
 Successful not for profits are data-driven
 Your data will tell you what’s working and what’s not
 You can use your database to track ROI
 Enables sophisticated segmentation (RFM)
 You can create workflows, simplify administration and automate tasks

11. You could lose donors & dollars!
• incomplete addressDirect Mail
• no email addressElectronic Direct Mail
• lack of contact detailsMajor Gifts
• no birthdateBequests
• incorrect deadlinesTrusts & Foundations
• no contact nameCorporate Partnerships

12. You could increase dollars and
donors?
• Reactivation
• Retention through segmentation
Direct Mail
• Integrated system
• Increased online activity
Electronic Direct Mail
• Strong relationships
• Detailed information
Major Gifts
• Powerful stewardship
• Increased administration
Bequests
• One system
• Application tracking
Trusts & Foundations
• Complete picture
• Contacts in right places
Corporate Partnerships

13. Is the Time Right?
 Have you been nodding this entire time?
 Do the majority of these points resonate with you?
 Do you know you can be doing things better?
 Are you excited about fundraising in your current capacity?
 Does your current database help or hinder your fundraising?
If your current database isn't enhancing your fundraising, now might
be the right time.

14. What to consider when
reviewing a new
fundraising database?
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15. Things to Consider: PLAN

16. Things to Consider: PLAN
 STAFF
 Who will be effected
 What departments will need input
 Who will hold responsibilities
 REVENUE
 What are your fundraising goals
 CAPACITY
 How many records will need transferring
 GROWTH
 What are your future goals?
 INTEGRATION
 What other systems will this effect?

17. Things to Consider: FUNCTIONALITY

18. Things to Consider: FUNCTIONALITY
 EXPECTATIONS
 Don’t assume
 Be as detailed as possible
 PRIORITISE
 Needs v’s Wants
 CURRENT V’S FUTURE
 What do you need right now, what will you need in the near future?
 NOT JUST SOFTWARE
 Support
 Maintenance
 Training

19. Things to Consider: TIMING

20. Things to Consider: TIMING
 SET REALISTIC TIME FRAMES
 Research
 Implementation
 CONSULT YOUR CALENDAR OF EVENTS
 UNDERSTAND YOUR INTNERAL PURCHASING PROCESS
 How does your organisation make large purchases?
 Will you need to send all documents to your legal advisor?
 Who will be responsible for signing documents?
 HAVE A CLEAR PROJECT TIMELINE
 How long is a piece of string?

21. Things to Consider: FUNDING

22. Things to Consider: FUNDING
 HOW WILL YOUR PURCHASE BE FUNDED?
 Allocated Budget
 Funding
 UPFRONT v’s MONTH v’s ANNUAL
 What are the one-off costs?
 Annual maintenance
 CAPEX V’S OPEX
 NON-SOFTWARE
 Hardware
 Onsite v’s Hosted
 Configuration
 Conversion
 FUTURE COSTS
 Ongoing training
 Development

23. What next: SEARCHING

24. What next: SEARCHING
 REVIEW
 Establish a project team
 Where will you start?
 Expression of Interest (EOI) Tender or Request for Proposal (RFP)
 Custom v’s Off-the shelf
 SHORTLISTING
 References
 What is important to you in a vendor?
 The more you know, the easier the decision
 TIMING
 Know your timing

25. Key to Success?: PREPARATION!

26. Key to Success?: PREPARATION
 Preparation is the Key!
 But what else needs to be prepared?
 Pre-project data clean?
 Merging data?
 Old data?

27. How do you
create a TRULY
powerful
database?
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28. 3 pinnacles of a powerful
fundraising database
CLEAN
• No duplicate records
• No missing
information
• Similar information
stored together
• Good code tables
WELL MAINTAINED
• Schedule of
maintenance
• Error-free output
• Easily generates
output
• Secure
STRONG
• Essential data
captured
• Needs little
maintenance
• Organisation/mission
specific information
• Helps everyone do
their jobs!

29. Choose the
right system
for your needs
Designate
ownership
Confirm security
& disaster
recovery
procedures
Keep your data
clean
Engage & train
your whole team
Confirm data entry
policies &
procedures
Ensure your
reports are
relevant &
accurate
Selecting the Right Database

30. • Staff
• Revenue
• Capacity
• Growth
REQUIREMENTS
• Compile list of expectations
• Be as specific as possible
• Prioritise requirements
• Consider any existing systems you have in place
FUNCTIONALITY
• Set a realistic time frame
• Consider implementation time
• Understand the project complexity
• Have a clear project deadline
TIMELINE
• Establish a clear budget
• Consider hardware, conversion, training, maintenance and
supportFUNDING
Things to Consider

31. Choose the right
system for your
needs
Designate
ownership
Confirm security
& disaster
recovery
procedures
Keep your data
clean
Engage & train
your whole team
Confirm data entry
policies &
procedures
Ensure your
reports are
relevant &
accurate
Own It

32. Own It
You need a Database Manager to:
 Assist your organisation’s database users with support questions
 Conduct regular user group meetings with key users
 Produce weekly, monthly, quarterly, and any other necessary reports for
distribution
 Maintain the structure of attributes, business rules and all other
structural functions
 Maintain data integrity by establishing regular system checks
 Handle global changes, importing, and other global database functions
 Maintain and update the policy and procedures guide

33. Choose the right
system for your
needs
Designate
ownership
Confirm security
& disaster
recovery
procedures
Keep your data
clean
Engage & train
your whole team
Confirm data entry
policies &
procedures
Ensure your
reports are
relevant &
accurate
Confirm security & disaster
recovery procedures

34. Confirm security & disaster
recovery procedures
Ensure that your database is secure and that you
have a disaster recovery plan:
 Should every staff member/volunteer/board member be able to access
everything?
 Backup, backup, backup!
 Ensure your processes are agreed and documented
 Protect your data and ensure your organisation’s future

35. Choose the right
system for your
needs
Designate
ownership
Confirm security
& disaster
recovery
procedures
Keep your data
clean
Engage & train
your whole team
Confirm data entry
policies &
procedures
Ensure your
reports are
relevant &
accurate
Keep your data clean

36. Keep your data clean
Garbage in, garbage out!
 Audit/assessment
 Deal with areas/issues identified
 Begin data cleansing
 Ask for help
 Be proactive
 Maintain

37. Choose the right
system for your
needs
Designate
ownership
Confirm security
& disaster
recovery
procedures
Keep your data
clean
Engage & train
your whole team
Confirm data entry
policies &
procedures
Ensure your
reports are
relevant &
accurate
Engage your team

38. Your whole team needs to be
engaged & trained
Database
Manager
Systems
Administrator
Administrative
Assistants
Fundraising
Manager/Senior
Leadership/CEO
Program Staff
Gift
Processors
Relationship
Manager

39. Welcome to Training Central!

40. Choose the right
system for your
needs
Designate
ownership
Confirm security
& disaster
recovery
procedures
Keep your data
clean
Engage & train
your whole team
Confirm data entry
policies &
procedures
Ensure your
reports are
relevant &
accurate
Creating your processes

41. Create clear processes and
procedures
Continually check your procedures and ensure:
 Data accuracy from all sources
 Efficient input of data
 Effective input of data
 CEE (confirm, edit and enhance!)
 That you have a documented, detailed
policies and procedures manual that is up-to-date!

42. Choose the right
system for your
needs
Designate
ownership
Confirm security
& disaster
recovery
procedures
Keep your data
clean
Engage & train
your whole team
Confirm data entry
policies &
procedures
Ensure your
reports are
relevant &
accurate
Effective and accurate reporting

43. Effective and accurate reporting
Continually check:
 Have relevant been dashboards been enabled per user?
 Is all data captured and kept relevant for data analysis?
 Is all of the relevant data being looked at? Reported on?
 Do you need different reports?
 Do you need different data?

44. Effective and accurate reporting

45. Effective and accurate reporting

46. Effective and accurate reporting

47. Effective and accurate reporting

48. How ‘big’ is your data?
Ensure that you effectively capture the data you
need to drive your fundraising activities:
 Insight vs. information
 How much ‘rich’ data do you need?
 Be aware of privacy laws governing data collection
 Take what you need

49. THANK YOU…
 Why your database should be your biggest asset
 Considerations when reviewing a new database
 How to create a truly powerful database
Don’t get overwhelmed – take it one step at a time!

50. QUESTIONS…
For more information on
selecting the right database
to empower your fundraising
visit: www.blackbaud.com.au
Or contact myself:
Teresa.Judd@Blackbaud.com.au
09 215 8931
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