YOUR RAISER S EDGE DATABASE ADMINISTRATOR (DBA) QUALITIES AND CONSIDERATIONS If you want your Raiser s Edge system to function at its best, you need a good pair of eyes and hands managing it. The role responsible for the system is called a Database Administrator (DBA) and, whether full-time or part-time, in the fundraising department or part of IS/IT, this role is crucial for the success of your Raiser s Edge database. We re asked almost daily to provide our advice and insight about this most valuable position. In response, we ve drawn on our 12 years experience at over 600 nonprofits to create this document. In it you ll find answers to questions brought to us by our colleagues, such as: What are the key functions and responsibilities of a DBA? What qualities should I look for in a DBA candidate? How can I determine the complexity of my DBA needs? What are some options for structuring this position? What RE-related functions are not part of the DBA position but instead done by IS/IT? We hope you ll find this information useful as you craft or refine your DBA position. Note: We re often asked for a template job description for the DBA position. While we don t provide such a document, we suggest going to www.idealist.org or www.opportunityknocks.org where you can find dozens of RE DBA position postings that can serve as a starting point for your own description. Responsibilities of the RE DBA What are the key functions of this position? Maintain an efficient database and operations Ensure the database and operations support your strategies translating strategic fundraising goals and tactics into operations. Manage all existing codes and tables; create new values when needed to meet new strategies. Oversee and audit all input of data. Periodically eliminate obsolete query, export and report parameter settings. Conduct all global changes and/or data imports to maintain data. Support Production of Outputs Support the production of standard and custom reports (weekly, monthly, on demand). Work with other staff and/or consultants to identify standard reports that could be run by staff on their own. Be point person for custom and one-time reporting requests. Assist users with query and export requests for newsletter mailings, appeal generation and segmentation, etc. Create and maintain mail merge acknowledgment letters for acknowledgment of gifts. www.teamheller.com 1 2011 Heller Consulting
Ensure Database Integrity Conduct weekly and monthly audits of data to confirm use of accurate entry processes. Identify and eliminate duplicate records. Maintain users and security settings for the system. Produce or support verified month and year-end financial and fundraising reports. Reconcile gift data with finance deposits at month and year-end. Support Users Provide ongoing assistance to users. Encourage use of technical support, but provide support when questions are dependent on knowledge of your particular configuration. Ensure that process documentation is kept current and is easily accessible. Develop and deliver targeted training to current and new users. External Maintain knowledge of technology developments with Raiser s Edge and, as requested, in other areas to identify potential uses. (e.g. web technologies, integration opportunities, etc.) Review complementary products from software vendors, confer with leadership about opportunities. Liaison to service vendors mail house, address updating, screening services, etc. Liaison to IT services for database issues upgrades, special projects, or performance issues. Qualities of a Great DBA What should you look for in a DBA candidate? When looking for a new DBA it can be tempting to put prior Raiser s Edge experience at the top of the list. However, while useful, it s been our experience that other qualities can be more important. Raiser s Edge skills can be acquired, but an interest in fundraising, a customer-service approach to serving colleagues and good communication skills are harder to develop and more valuable over the long run. Given that it can also be difficult to find people with prior RE experience, we suggest looking for candidates that can demonstrate the traits listed below and then give them the support and resources necessary to develop the RE skills your organization needs. Loves database work and the nonprofit sector Resourceful Flexible Communication and training skills Commitment to success Understanding of principles and strategies in philanthropy Understanding of nonprofit accounting basics General knowledge of Microsoft Office Suite (Word, Excel, Outlook) Some knowledge of networks and workstations is helpful, but not crucial. Evaluating Your DBA Needs How can you determine the complexity of your DBA needs? While there is no formula for determining how much time should be devoted to your Raiser s Edge, the questions below can give you a sense of the scope of responsibilities you ll be asking of this position. In general, the more time you allow someone (or more than one person) to dedicate to managing RE, the more benefit you ll realize from the system. www.teamheller.com 2 2011 Heller Consulting
How many people are using RE? How skilled are the users? Do you want the rest of the staff to self-serve or be reliant on your DBA? How large and complex is your database? What volume of transactions do you process daily, weekly, annually? How many departments are using the software? Do you plan to integrate with other databases in your organization? How sophisticated are your fundraising approaches? (e.g. membership, volunteers, big events, online) How complex is your fundraising reporting? How frequently do you generate your fundraising reports? Is reconciliation with accounting easy? Are any of your system parameters mandated from elsewhere, national headquarters, a centralized office? Are you part of a branch structure? Are you one of multiple locations for your nonprofit? What is the general condition of your RE system? Does it need a lot of cleanup? Do you outsource big projects or will your DBA handle them? Are you launching any new or expanded fundraising initiatives in the near future, e.g. capital campaign? Configuring the DBA Position What are some options for structuring this position? There are a number of ways to structure this position. Typical configurations include: DBA responsibilities rolled into gift processor role (for smaller organizations). DBA responsibilities rolled into a professional fundraising position (medium-sized organizations, see considerations above). Dedicated Development DBA (for larger, more complex organizations). IT Department provides DBA (not typically recommended). Considerations for adding DBA responsibilities to a gift processing role: Clarify priorities and avoid overwhelming. Gift processing personnel tend to be detail oriented and conscientious. Increasing responsibilities without enough direction or support can be detrimental. Keep someone who is functioning at the strategic level involved, so that the big picture is considered. Considerations for adding DBA responsibilities to a fundraising role: Allow enough time in the job description for the full list of responsibilities. Be sure there is interest and competence in the DBA areas don t just assign it because someone s fundraising relies heavily on the database. Ensure enough time for education in both areas. Be sure that their role as DBA serves all fundraising areas, not just their own. Considerations for a dedicated DBA: www.teamheller.com 3 2011 Heller Consulting
Recognize where their interests are. Don t require attendance at non-strategic meetings. Allow some time and opportunity for them to explore the system more broadly (including ongoing training). Have resources available for what you want them to accomplish. Make sure they are involved with technical projects for the organization overall. IT Department Provides DBA: We don t recommend this course because your fundraising software is designed specifically to support detailed fundraising strategies. An effective DBA knows both fundraising and nonprofit accounting basics, and is able to translate the fundraising strategies into the various customizable features and functionalities of the software. Nonprofit IT staff, while often capable of this, are usually stretched far too thin to give the responsibilities the full attention they deserve. We do recommend that IT be responsible for providing support in the areas listed earlier in this document. Responsibilities of the IS/IT Department What RE-related functions are not part of the DBA position? Except as noted, your IS/IT department should assume the following responsibilities, not your RE DBA: 1. Virus protection/firewalls. 2. Remote access configuration. 3. Keeping workstations/server up to vendor specifications (specifications provided by DBA). 4. Software installation - connectivity from workstations to server. 5. Backups (DBA must confirm that these backups work!). 6. Downloading and implementing patches. If you find this document helpful Through our experience at over 600 organizations across the nation, we've developed a clear, sound process for optimizing our clients' use of the Raiser's Edge software. Our services include system assessments, data conversions, data cleanup (including codes / tables and duplicates), business process design and documentation, query and report setup, and training. For our clients with advanced needs, we can develop Crystal Reports, integrate with other databases and perform custom programming. These services provide our clients a solid foundation for effective use of this powerful fundraising tool. We also offer Interim and Ongoing DBA Services of the following varieties: Emergency Handling immediate needs resulting from unexpected circumstances. 911 for your RE! Interim We can fill the gap between your departing and soon-to-start DBA, keeping things going while you hire and even providing training to the new person. Also a great service when your DBA is going on an extended leave. Ongoing We can take on the more complex aspects of managing your RE system, letting your staff team focus on what they do best. Our responsibilities can include fundraising reporting, mailing list generation, board reporting and/or reconciliation with accounting. www.teamheller.com 4 2011 Heller Consulting
Strategic With the increasing sophistication, complexity and opportunity within RE and fundraising technology and operations, we can provide periodic strategic guidance to ensure your organization is making the most of what s available to support your fundraising efforts. Contact us today for more information! Beverly Hannay Business Development Associate 518-797-3438 beverly@teamheller.com info@teamheller.com www.teamheller.com www.teamheller.com 5 2011 Heller Consulting