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Choosing Software for Your Foundation
Henry A. Bromelkamp, PresidentBromelkamp Company Conference of
Southwest Foundations
October 2004
Software Tasks contacts tracking grants management fundraising accounting/fund accounting
matching contributions volunteer tracking scholarship management event registration timesheets document management
Conference of Southwest
FoundationsOctober 2004
Why? speed accuracy public accountability service to constituents ease of use reliability adaptability integration Never type the same
thing twice.
Conference of Southwest
FoundationsOctober 2004
Contacts Tracking make labels record seasonal addresses compose single and group emails generate single letters generate form letters dial the phone look up geographic information record relationship management events store documents, images, media prevent duplicate entries allow for multiple salutations connect to email/Outlook and your PDA
Conference of Southwest
FoundationsOctober 2004
Grants Management automate acknowledgements, reminders connect to accounting store documents/images keep track of when we’ve talked to them integrate with mapping connect to Guidestar.org check antiterrorism lists show applicant history prevent grants when reports overdue print checks or do direct deposit
Conference of Southwest
FoundationsOctober 2004
Accounting/Fund Accounting
print ledger, balance sheet, income statement print checks direct deposit accrue payables and receivables keep funds distinct (fund accounting) payroll budget/actual comparison assess fund administrative fees calculate spendable allotment allocate joint investment income integrate with grants management and fundraising
Conference of Southwest
FoundationsOctober 2004
Fundraising donor prospects record gifts thanks donors, remind of pledges acknowledge memorials/honorary gifts record appeals
Conference of Southwest
FoundationsOctober 2004
Shopping locate options view demonstrations get estimates talk to references negotiate
Conference of Southwest
FoundationsOctober 2004
Software VendorsInstalled Software MicroEdge (Gifts, FIMS, FoundationPower) Bromelkamp (Pearl, First Pearl, Community Pearl) do-it-yourself
ASP (Application Service Providers) on the web CyberGrants Collaborative Standards Stellar Financial FoundationSource Dyna-Quest Technologies (Grants Administrator) Arlington Group (Easygrants)
Conference of Southwest
FoundationsOctober 2004
Vendor Evaluation availability of product reputation & references support expertise ability to understand and communicate
Conference of Southwest
FoundationsOctober 2004
Costsone time & ongoing: software licenses customizations data conversion add-ons: bridge to accounting,
Outlook, guidestar, antiterrorism, online application, other databases
training travel or other expenses
Conference of Southwest
FoundationsOctober 2004
Finance rent/lease phase in your project share costs in group training
Conference of Southwest
FoundationsOctober 2004
Twists
Integration – how connected is the software within itself and to other data?
Flexibility – how will the software fit your process, now and in the future?
Conference of Southwest
FoundationsOctober 2004
Justification lower printing costs less staff time more accurate reports faster reports
Conference of Southwest
FoundationsOctober 2004
Installation Cycle order customizations data conversion (you can’t edit your data for a few days or
weeks while the vendor works on it) training testing (verify the data matches the old system, and that
the software works) warranty (what happens when something doesn’t work?) adjusting (give yourself more time and leeway to make a
few mistakes and learn) long-term support re-evaluation every few years
Conference of Southwest
FoundationsOctober 2004
Support Services help line training data conversion/importing customization data cleaning (removing duplicates, unused codes, etc.) internal procedures and customs (abbreviations, etc.)
Conference of Southwest
FoundationsOctober 2004
MarriageYou are not purchasing a file cabinet.
You’re beginning a long-term relationship with a business partner.
Conference of Southwest
FoundationsOctober 2004
Don’t don’t hire a consultant to choose your software don’t expect you’ll cut staff don’t be the guinea pig for untested technology don’t shortchange training don’t shortchange long-term support don’t think software makes bad processes good
Conference of Southwest
FoundationsOctober 2004
Do check out all your
options talk to colleagues plan well expect change
Conference of Southwest
FoundationsOctober 2004
You Have Choices
Conference of Southwest
FoundationsOctober 2004
Questions?
Thank you.
Henry A. Bromelkamp, PresidentBromelkamp Company106 E 24 St, Minneapolis MN 55404 USA888-290-9087 www.bromelkamp.com
Conference of Southwest
FoundationsOctober 2004