ready, fire, aim
TRANSCRIPT
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Ready, Fire, Aim #12ntcfire
Tracy Kronzak Robert Weiner
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Where We’re Going
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• Us (5 minutes)
• You (goals for the session) (10 minutes)
• Selection dos and don’ts (35 minutes)
• Surviving implementation (20 minutes)
• Q&A (20 minutes)
Image: Marcelo Nava
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Ready, Fire, Aim: Tales of 6 Nonprofits
•Nonprofit A bought their database because it’s cloud-based.
Kronzak/Weiner: Ready, Fire, Aim 2
Image: Georgie Sharp
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Ready, Fire, Aim: Tales of 6 Nonprofits
•Nonprofit B bought their database because it’s NOT cloud-based.
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Ready, Fire, Aim: Tales of 6 Nonprofits
•Nonprofit C bought their database because the (really, really charming) sales person gave them a great deal.
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Ready, Fire, Aim: Tales of 6 Nonprofits
•Nonprofit D bought their database because everyone knows it’s “the best.”
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Ready, Fire, Aim: Tales of 6 Nonprofits
• Nonprofit E bought their database because an international charity (which is 1000 times the size of Nonprofit E) uses it.
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Image: Automania
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Ready, Fire, Aim: Tales of 6 Nonprofits
•Nonprofit F bought their database because the board chair read about it in an in-flight magazine.
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Image: Hyougushi
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So why is this so F*#@!g Complicated?!
Image: Marc Brakels
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It’s Therapy
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Copyright Charles Schultz
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There are lots of moving parts
Babbage Difference Engine - Image: Marcin Wichary
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What You Want
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Copyright Paramount Pictures
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What You’re Getting
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Image: http://awwwpuppyawww.com
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People: Who’s Got Your Back?
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Copyright 20th Century Fox
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Don’t Go It Alone!
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Copyright 20th Century Fox
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Unexpected Allies
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Copyright 20th Century Fox
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Not Everyone’s Alike
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Copyright Paramount Pictures
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Otherwise…
• No buy-in from key management partners
• Process abandoned by stakeholders
• Poor user adoption
• Lots of time wasted
• Loss of funding for new database/CRM
• Partial implementation
• People and processes left behind
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Have you been Left Behind?
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The Process: How to Choose?
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How to Choose?
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Image: emilio labrador
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Document Your Requirements
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Copyright Warner Brothers
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Number of users
# of records
Analytics/BI
Custom reports
Security levels
On-premise
vs. Cloud
Memberships
# of servers
Giving clubs &
honor rolls Pledge tracking Soft credits
Matching gifts
Automation
Relationships
Data hygiene
Integration
Events Management
Advocacy
Ticket sales
Major Gifts & Prospect
Management
Online Services
Grant Tracking Volunteer
Management
Planned Giving
# of copies of db
Conversion Help Lockbox support
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You Need to Compare Apples to Apples
Image: Castaway in Scotland Image: Brooks Elliott
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Vs.
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Try to Plan Ahead At Least 3 – 5 Years
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Image: xcunhax.fotografia
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Future-Proof, But Avoid the Lure of Shiny Objects
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Image: kurairo
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Otherwise… • Unable to understand key
needs
• Lured in by unnecessary features while missing necessary ones
• Poor prioritization leads to poor selection
• A “best salesperson” selection instead of a best database/CRM selection
• Selection process derailed
• Need to do it again in a year or two
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All Aboard the Crazy Train…
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Surviving the Conversion
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What Does Success Look Like?
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Image: Jeff Hester
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How Much Help Will You Need? From the vendor, consultants, staff
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Image: loop_oh
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Plan for Data Migration and Outputs
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Copyright Warner Brothers
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Timelines Need to Be Realistic
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Project = (Time + Money + People)
Less Requires
More
&/or More
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Images by ToniVC, Images_of_Money, minifig
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Anticipate “Unknown Unknowns”
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Image: nellyfus
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Otherwise…
• Cost overruns because timelines are too short
• Not enough people to support transition
• Project runs out of money and is never finished
• Moving target of success means the project is never seen as complete
• Project collapses from scope creep
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Other “Unknown Unknowns”?
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Planning for the (Post-Conversion) Future
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Copyright Universal Pictures/Amblin Entertainment
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Pulling It All Together
• There is no perfect database. Need to understand the tradeoffs.
• Discovery, prioritization and buy-in are key
• Compare “apples to apples”
• Realistic timeline, staffing, and budget
• Plan for adoption time
• Plan for the future
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Copyright Newline Cinema/Wingnut
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Other Considerations “What’s this 360 View I keep hearing about?”
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Copyright Newline Cinema
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Other Considerations “The Cloud”
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Resources
• Association of Advancement Services Professionals (AASP): advserv.org
• FUNDSVCS listserve: fundsvcs.org
• Idealware: www.idealware.org
• Information Systems Forum: tech.groups.yahoo.com/group/Information_Systems_Forum/
• NTEN lists & Communities of Practice
• Progressive Exchange: www.progressiveexchange.org
• TechSoup’s Technology for Fundraising forum: forums.techsoup.org/cs/community/f/18.aspx
• Database user groups
• Database conferences with nonprofit tracks
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Resources Heller, Keith: Do You Need New Donor Management Software?
www.idealware.org/articles/new_dm_software.php
Murrain, Michelle: The True Costs of Free and Low-Cost Software
www.idealware.org/articles/true-costs-free-and-low-cost-software
Weiner, Robert : Finding the Perfect Fundraising Database in an Imperfect World
www.rlweiner.com/grf/grf_finding_perfect_database.pdf
Weiner, Robert: Ten Common Mistakes in Selecting Donor Databases idealware.org/articles/ten_common_mistakes_in_selecting_donor_databases.php
Wild Apricot: Membership Database Selection (part 1 of 3)
www.wildapricot.com/blogs/newsblog/archive/2011/03/16/membership-database-selection-part-1-_2D00_-Defining-Your-Needs.aspx
More resources are posted at www.rlweiner.com/resources.html and www.teamheller.com/resources
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Q&A
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Copyright Warner Brothers
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