Implementing a Donor Database
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1 Implementing a Donor Database Nonprofit 911 Series Network for Good lelanddesign.com 1
2 Introductions Eric Leland Director Leland Design lelanddesign.com Me! lelanddesign.com 2
3 The Promise of Technology THEN: In 3700 BC, the Sumerians invented the ploughshare, increasing agricultural production. NOW: More than 840 million go to bed hungry. THEN: In 1796, Edward Jenner conducted the first vaccine inoculation. NOW: 34 million infants born annually are not protected against diseases Source: practicalaction.org lelanddesign.com 3
4 Our Focus Today Launching a New Donor Database Planning - Management - Development - Migration - Training - Sustaining - Scaling Components of our conversation: Readiness Implementation Phases & Strategies lelanddesign.com 4
5 Deciding how to start Scenario: You were just hired. Your executive director wants to increase the # of individual donors by 500% in the next fiscal year. She has just signed a contract for a brand new Donor Database. You are put in charge of the implementation. What do you do next? lelanddesign.com 5
6 Principles Getting Ready When adopting new databases, remember these principals (0) Plans before tools (1) Know your users (2) Sustainability before features (3) Data rules (4) Implement for accessibility lelanddesign.com 6
7 Principle 0 Plans before tools Planning explain yourself! clearly articulate mission and goals explain strategies for achieving goals define success and its measurements lelanddesign.com 7
8 Principle 0 Plans before tools The power of planning limits the scope of projects helps to set reasonable expectations helps to avoid unnecessary cost strengthens teams reduces stress adds years to your life lelanddesign.com 8
9 Principle 1 Know your users Who are they? What do they want? How do they want to get it? Why do/don t they love databases? lelanddesign.com 9
10 Principle 2 Sustainability Before Features How much database can you afford? Budget for the database system Technology staffing and support Implementation and ongoing costs Obsolescence lelanddesign.com 10
11 Principle 3 Data is king Outputs lead to inputs Where is your data? What information do you report? What information should you report? What information do you need to track? lelanddesign.com 11
12 Principle 4 Implement for Accessibility Databases should be usable, by you! Get only what you need Simple is powerful Follow your work processes Dark text on light backgrounds Documentation that really works lelanddesign.com 12
13 Implementation Online Phases Tools The Implementation Roadmap System Selection Agreement Testing and Feedback Data Migration General Training Support lelanddesign.com 13
14 Implementation Phases Databusted We Hate Our Database Phase Let s Get A New Database Phase System Selection Phase Avoid Databasing in Circles Support Implementation Training lelanddesign.com 14
15 Implementation Online Phases Tools Databasing Effectively Capacity Emerging Challenge Planning Challenge Vendor Selection Support Planning Implementation System Use lelanddesign.com 15 Time
16 Implementation Online Phases Tools System Selection Choose what works for you! Share your requirements Engage demonstrations Test functionality Seek out hidden costs Understand resource requirements lelanddesign.com 16
17 Implementation Online Phases Tools Agreement Build a strong partnership! Engage in contracting decisions Include a detailed workplan Clarify expectations of all parties Manage the project Include data migration Stay involved in every project phase Identify multiple review periods lelanddesign.com 17
18 Implementation Online Phases Tools Testing and Feedback You are key to building this system! Try the system early, and often Feedback changes and challenges Engage multiple staff users Use your workplan - stay on target lelanddesign.com 18
19 Implementation Online Phases Tools Data Migration Sometimes the first fit is not the best! Follow your vendor methodology Define your data fields to import Run a limited test import Explore potential workarounds Preserve old system Use the new system to clean your data lelanddesign.com 19
20 Implementation Online Phases Tools Training Learn throughout implementation! Use testing as learning opportunities Develop practical documentation Explore benefits/limits of vendor support Replicate competency in-house lelanddesign.com 20
21 Implementation Online Phases Tools Support Anticipate challenges! Maintain vendor partnership Centralize support process internally Document challenges of scale Discuss system changes regularly Project ongoing support requirements lelanddesign.com 21
22 Implementation Online Phases Tools Strategies for success Plan Share learnings with your peers Try before you buy Avoid reinventing the wheel Start small, achieve success, then scale lelanddesign.com 22
23 Questions? Eric Leland Director Leland Design lelanddesign.com lelanddesign.com 23
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