So, what database do we use?

That's another good question!

Depending on the size of your non-profit, it would probably a safe answer-hehehe. If you are starting from scratch you may do well if you go with off-the-shelf fundraising software such as those from DonorPerfect. You can also consider the Intuit's Quickbooks Premier 2009 edition. With this software you'll also get an accounting software! Why is that? Because you can still adapt your needs to the software that you will purchase. If you already have an existing workflow and its not automated yet, then and off-the-shelf can work.

You can also consider Giftworks made by Mission Research (www.missionreasearch.com). You can download a trial version of this software that you can evaluate if it would fit your needs. Giftworks' cost start at $399 or roughly 20,000 pesos.

Admittedly, much of the better fundraising software are not available here in the Philippines. But careful searching on the Internet may yield you good results and great deal. As a last recourse, you can contract with a computer company that can program what you want. That is, IF YOU KNOW WHAT YOU WANT.

So, what do we want in a fundraising software? Here's my take:

1. Contact management. If you read yesterday's post, you would want a streamlined contact management module from your software.

2. Transaction Processing. Somebody gives you money, you give a receipt. It should be simple right? Well, I hate to burst your bubble but its a bit messy. With transaction processing, you can keep a record of your partners' giving history. This should also include receipt processing and printing. Optionally, posting to your accounting software would be a great advantage.

3. Reporting. You need information to make decisions. A good fundraising software should give you a decent number of pre-made reports that will help in your decision making. You should be able to monitor and assess trends.

4. Mail merging. A good fundraising software will help you communicate better with your constituents. It should help you print letters and envelopes and automate the placement of names and addressess. Its should also help you send bulk email.

These four things should be the bare minimum. But then, it can also cost you. So do your homework before you commit.

Thanks and God bless! See you back on Monday!

Da Database Thing

Ok, here is a follow-up from yesterday's post on databases. I asked the question, "how should one structure a database?" so that it can effectively serve its purpose.

To start with, a database is structured as records inside a table. Records are composed of fields. Records and fields can be rows and columns in a spreadsheet such as Excel or Quattro (the one being distributed in Corel WordPerfect's office suite)

Let's assume that we are using a spreadsheet for our purposes. Here is what we should do:

1. Create a new spreadsheet.

2. Draft a title for your list that will be located in the first row of the spreadsheet. This could be something like: "Partner Information" or "Donor Contact List. Use whatever works for you.

3. On the next line, define your fields or columns. I usually breakdown a person's full name into three: first name, middle name, last name. By doing this, you can sort your database among these fields.

4. Next stop would be the address. You can choose to put a residential address, a business address, and a mailing (or shipping) address (something like a post office box). You can use just one or all of them. Using all of them provides you with flexibility

5. Next are the contact numbers. Again, you can choose to maintain a home landline, office landline, personal mobile, business mobile, fax, etc.

6. Now comes the email address. Personal email (gmail, yahoo, msn), Business email.

7. Websites. This could be the personal website and the website where they work for.

8. Make sure you include their spouse's name (if applicable), birth dates and anniversaries. You wouldn't want to miss that do you? 8-)

9. You can put a field containing what part of your organization these people are interested in.

You will do fine with a basic list like this. Obviously, you can add more. The complexity grows when you add giving information and histories in this same spreadsheet. A full time database program will help you solve this, but this would be for another post.

See you tomorrow and God bless!

To Database or Not

Where do you keep the names and contact info of your partners, supporters, suppliers and everything in between?

Are they written on 5 x 7 index cards? Are they in a worksheet? A database software perhaps? Hmmm. Where ever nook and cranny its located, someone in your organization should be maintaining the information and keep it accurate and up-to-date.

By today's standards, a computer is standard fare in every office, these information should be in a worksheet, at least. One would argue that we should still keep index cards in the event of a power outage or something like that. Oh well.

If you don't have a legal copy of Microsoft Access (a database program that comes with versions of MS Office) or MS Excel, you can try using the free office suite called OpenOffice. You can download a copy at www.openoffice.org. Its worksheet software can do almost everything that you would need. Its database software is not as formidable as MS's offering but it can still hold its own. Best of all, its FREE and LEGAL.

You may also consider online databases like the ones offered at www.grubba.net. Its a free service but you should back-up your databases very often. I just found out that a web service provider, Coghead Software, was bought by a bigger company and its offerings are not anymore available. Too bad, I found it easy to use and I can have a database free.

There is always the case to have a database software customized to your needs. You will need someone who is well-versed in database programming and who USES legal software so that the software that they will turn-over to you will no be made from pirated products. You don't want that don't you? If you need get someone, I can recommend someone to you, email me at edwin.arceo@gmail.com

I'll follow this up tomorrow on how to structure your database. Thanks and God bless!