Managing your congregational data. Structure. Isn t Excel the answer? 11/3/2009. Marcus Liberman HTB/AI Technology Team

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Doris Banks
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1 Managing your congregational data Marcus Liberman HTB/AI Technology Team Structure The need for The Vision : the driver for change Benefits Risks How it will feel How to go about it Involving others 5 Isn t Excel the answer? Great at:- Flexibility Ease of getting going Everyone uses it But:- Duplication of effort Security! Where does it end up being used? 6 1

about it Involving others 5 Isn t Excel the answer?

2 Benefits of managed approach Effectiveness Missional effectiveness Who do we know? Where are they? How/when have we had contact? Pastoral effectiveness Those that need to know, know what s going on with people Engagement Right messages for the right people Availability of tools to those that volunteer Efficiency No duplication of effort. Quick start for new ventures 7 Risks of unmanaged approach Data Protection & The Law Gives individuals the right to know what information is held about them. All personal data should be handled according to the following principles:- Processed fairly and lawfully & for limited purposes Adequate, relevant and not excessive Accurate and kept up to date Kept for no longer than is necessary for the original purpose Stored securely Compensation if they can prove that they have been damaged by a data controller s non-compliance with the Act 8 Risks II Data Protection & Practicalities Get advice from the Information Commissioner - (fantastic Website) or Opt Outs/Ins ensure you have these options available for any signups Ensure you register with the Information Commissioners Office There are some exceptions, so check the website! All s newsletters need an unsubscribe option Ensure that all staff are aware of principles and that best practice is followed Think about having regular opportunities to collect recent data from your congregation Make it easy for your congregation members to update their details 9 2

of effort. Quick start for new ventures 7 Risks of unmanaged approach Data Protection & The Law Gives individuals the right to know what information is held about them.

3 Risks III Other risks Losing people Not sharing changes when people move Losing their contact information altogether! Frustrating people Multiple or inappropriate contact Limiting volunteers Being unable to do things can t show appropriate permissions or details 10 Don t oversell! Upfront investment for long term benefit The Vision - Reality 11 How to go about it 1. Clarify the needs - do your research As is situation Requirements 2. Cast your overall vision 3. Build the team 4. Create a plan together 5. Get going! And keep going 12 3

or details 10 Don t oversell! Upfront investment for long term benefit The Vision - Reality 11 How to go about it 1.

4 How to go about it II Clarify the needs both system & process As is what s really going on Requirements Realism use Must / Should / Nice to have Phasing We overestimate what we can do in a year & underestimate what we can do in 3 years Cast your overall vision Written and verbalised 13 How to go about it - III What are your system options? System vs. Spreadsheet Staff Team only vs open to members Desktop vs. Office based vs. Over the internet Build vs. Buy (vs. Open Source ) Database vs Database & website Church specific or general membership system Contact management only? Event/course/group/attendance management? Giving management? 14 How to go about it - IV What are your process options? Where/how to collect information Electoral roll renewal Children/parents registrations Giving records Use small group leaders Pastorates/cell groups, etc. PCC/Church eldership Get Connected How to process & store the information Staff vs volunteers How much can be at the point of capture (online systems, etc.) 15 4

Spreadsheet Staff Team only vs open to members Desktop vs. Office based vs. Over the internet Build vs. Buy (vs.

5 Building team Mining for diamonds in the congregation Team-wide skill/awareness Referrals What to keep and what to give away Skill levels Specific defined tasks Having a manageable legacy Suppliers Learning but not dependent 16 Plan, Set, Go, Keep going Who s project is it? Sponsorship from the top Using the Sponsor to unblock things Plan some wins along the way Celebration for motivation Confidence building Include everybody Staff, Volunteers, Congregation, Having fun vs. holding people to account 17 5

Why do we need Fundraising Software?

Why do we need Fundraising Software? By Cascade Data Solutions We have very few donors. We can manage a list in Excel. We have QuickBooks for Nonprofits. We don t have the funds in our budget to purchase