Webinar - Donor Management Solutions - 2010-09-30

Uploaded by TechSoupVideo on 15.11.2011

Welcome to TechSoup Talks. My name is Kami Griffiths.
And today's webinar is Donor Management Solutions.
We'd like to thank ReadyTalk for sponsoring this webinar series.
We'd also like to thank presenters Nancy Kirk, Niki Richardson, and Adriana Bitoun
for taking time to put this presentation together.
Before we get started I want to tell you a little bit about TechSou
for those of you who are new to what we do.
We are working toward a time when every nonprofit and social benefit organization
on the planet has the technology, resources, and knowledge they need
to operate at their full potential.
And here's a screen grab of our homepage. There's a lot of stuff going on here.
I want to point out some important things for you to check out next time you are at TechSoup.org.
We have a Learning Center full of articles, some blogs, this webinar series.
There is a page specifically for our recordings there.
You can go and view the products that we have available. We have donor partners like Microsoft,
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If you haven't yet subscribed to or newsletters, please do so. On the right-hand side
of our screen you can see you can subscribe to our weekly newsletter called "By the Cup,"
or our monthly newsletter called the "New Product Donation Alert."
Now I'd like to introduce our presenters today. We have Nancy Kirk from the Tri-Faith Initiative.
Nancy, can you tell us a little bit about your work and a little bit about yourself?
Nancy: The Tri-Faith Initiative is a rather unique partnership of Temple Israel,
the Episcopal Diocese of Nebraska, and the American Institute of Islamic Studies and Culture.
And we are planning to build a development, a neighborhood if you will,
that will have a synagogue, a church, a mosque, and an interfaith center in Omaha Nebraska.
And I have been with the organization for about 2 years. I have probably 25 years
of nonprofit management experience. And then I also own my own business.
And when I turned 60 I made a 44 year plan and decided that I really wanted to work in the area
of the changing role of religion in the pluralistic society.
Kami: Wonderful, I think that's very inspiring. A 44 year plan, I like that.
And I'd like to welcome Niki Richardson from Legal Aid Foundation of Santa Barbara County.
Can you tell us a little bit about yourself?
Niki: Hi Kami. Good afternoon. My name is Niki Richardson. And I am the Development Director
at the Legal Aid Foundation of Santa Barbara County. We provide free civil legal services
to low-income individuals, victims of domestic violence, and seniors regardless of their income.
In a year we typically help between 5000 to 6000 people with a myriad of civil services.
We are basically their last resort. Without us they would not have access to civil justice.
Kami: Great, thank you for taking time to join us today.
And Adriana Bitoun, from the California State University of Dominguez Hills,
can you tell us a little bit about yourself?
Adriana: Well, yes. I've been working for the California State University for 2 years,
actually just one year here in Dominguez Hills. And we serve the community of students
who want to achieve a higher education degree. And what we do is we raise funds
to help them go to the University and achieve that dream.
And I've been doing this for probably about 8 years, and I'm very passionate about what I do.
Kami: Wonderful, thank you all. So we've got folks who are in the nonprofit community who
have been using these tools to share their stories of how they are using it and some best practices.
I'd also like to say thank you to Kevin Lo who is answering some ReadyTalk related questions,
my coworker here at TechSoup, as well as Robert Weiner who's a consultant
who does a lot of work with TechSoup as well. He will be answering some questions on the chat.
And I don't have her name on here but Allison Bliss is also from TechSou
answering chat questions.
Quick agenda, we will be talking first about GiftWorks. We will be moving on to eTapestry,
and then talking about DonorPerfect. We will have about 15 minutes at the end for Q&A.
So I would like to just roll right into GiftWorks, so Nancy, take it away.
Nancy: Okay. Now am I going to be the person who advances the slides here?
Kami: Yes. Double-click — perfect.
Nancy: Okay, there we go.
GiftWorks is an interesting donor management system.
They have both a software version that you actually load on one computer,
or they have an online version. The one available through TechSoup is the software version.
And the reason we chose it, we have a new organization. We don't have a huge donor base
to work with. It was very inexpensive through TechSoup. And thank you very much everybody
for that. It has a very intuitive data entry system that makes it pretty simple
to have volunteers work on it. And it allows you to create drop-down boxes for almost any field
so you can keep your data consistent. Because if you do have multiple people
using a database system, consistent data is a really important thing
that you really want to come out of it with.
A couple of the issues that it has is that it has wonderful custom fields,
but if you use their pre-formatted reports, the custom fields can't be used,
either to discriminate in the reports, using a criteria for creating reports,
or to come up as fields inside the reports.
They have another system called Smartlist where you can use all your custom fields,
but the reports you get out of that don't do totals. So if you wanted for instance
in a religious organization to do a report on all your donations divided by Parrish,
and Parrish is one of your custom fields, you can get a list,
but you would have to export it to Excel to get your totals.
And the other thing is the word processing function, it has wonderful wordprocessing
in that you can do all your thank you letters, and prospect letters, and even newsletters
right in GiftWorks, but the wordprocessing is a little bit clunky. It doesn't have all the facilities
that you would expect if you are a regular Word user.
But there are workarounds for all those problems and mission research staff really listens
to suggestions for improvements. And things I recommended a year ago are coming out
in the new 2011, not because I recommended them, but because a lot of people asked for them.
So they are very responsive in that way.
We are going to look at some slides now of what the screen looks like.
And this is your basic welcome screen. It's pretty clean. It's fairly easy to use.
If you are having a hard time reading it you may want to use your full screen option.
And Kami, can you tell everybody how to do that. It's down at the bottom of the screen I believe.
Kami: Go ahead. We will send a chat message. We'll send a chat message.
Nancy: And it will be a little easier to read these slides because these are all screen grabs.
But this is when you open GiftWorks, this is what it looks like. And you have options down the left
to add a donor, look at the donor Dashboard they call it, that list of things that's across the top.
You can customize things.
The next slide is the Add a Donor screen. And the only thing important to know about this
is that a donor can be a family, or a person, or you can have a donor with a household profile,
so if you are also tracking children. Or you can have a donor with an organization profile
if you get money from corporations, or other kinds of organizations, and foundations.
To actually add a donor you click on Add a Donor. It pops up with the name —
with a blank to type in the name that you want. You click the next box
and it just takes you through a series of menus to create the information
until you get to this big screen that now has the name of the donor, the address,
the telephone number, the e-mail. And then you save it down in the left-hand corner
and you can proceed.
Later on if you want to edit that donor, you have lots of options for different things to edit,
the contact information, details about the donor. You can track relationships
so you know that this is the husband, or the wife, or the son, or daughter 'of.' And you can also
do notes and tasks if you want to use this as kind of your Outlook for your donor database.
I think I just skipped a screen here.
If you want to find a donor who is already in your database, down in the lower left,
you just type in the name or part of a name, and everyone with that name or part of a name
pops up on your screen. You select the one you want and you continue on with your work.
There is also a menu for adding donations. So you can add a donation. You can add a pledge.
There are a lot of alternatives here. But say you got a gift in and you want to record it,
it pops up and all the screens are fairly similar. It will put today's date in,
unless you select a different date. It will put whatever you have set as your default fund.
You just put in the gift amount. And the drop-down box is right here.
I need to get my little green arrow. This drop-down box allows you to say
if it was a cash donation, a check, a Visa, a MasterCard, American Express,
any kind of payment system that you accept. So again, you can make all those things
into drop-down boxes so that you get consistent data.
Something just happened a little faster than I expected.
This is a list of reports that you can pull out, and these are all standard reports
that GiftWorks sets up. And this happens to be a list of donor reports, but there is a similar screen
for donation reports. So whether you are looking to report out on donors or donations,
here are the donation reports that are the standard reports.
There are lots of different options, and you can also create your own reports
using what they call their Smartlist function.
Sorry, the chat messages are covering up my little buttons to move the screen along.
I just went one too far. I apologize. Here's the previous slide.
There is a whole settings thing where you can customize fields.
You can handle all your accounting functions. It is compatible with QuickBooks,
so if you set it up that way, all your donations can't drop directly into QuickBooks
either with all their details, or in summary form. The security allows to decide
who's going to have access to it. Your database and maintenance allows you
to do backup and all those kind of tasks. And there are a lot of other additional tools.
They have a volunteers and an events modules that you can buy,
but there is an extra charge for them. And the information they gather is brilliant,
but one draw back is that the events doesn't tie into a shopping cart right now.
So you end up having to take the money in one system, and the information in another system.
And if they get those coordinated it will be a brilliant system.
This is their new website. And the website has now changed to a new name.
And I just got that e-mail this morning. The new website is now www.giftworksconnect.com.
And that's how you'll access it in the future. But they have lots of resources.
And they do their own webinars, and they have newsletters, and have a lot of support.
Final thoughts about GiftWorks, they have a series of online videos.
They have their own channel on YouTube. The videos are very good. They're short.
They're to the point. And they each cover one specific aspect of GiftWorks.
I found that it was really worth taking the time to view all of them
before I tried to start using software, and then come back to each one
when I got to that point of the software.
There's also a really active GiftWorks group on LinkedIn. So you just go in
through your own LinkedIn and join the GiftWorks group. And a lot of people ask for hel
solving problems that they can't figure out, and how to do it.
It's usually about those clunky wordprocessing things or the report function.
And everyone else who has figured out a solution helps them find work arounds
when the program is not working the way we want it to work.
But people are very generous with their help.
The other great thing about GiftWorks that I found is that real people answer the phone
in customer service. And that is very important.
One that I didn't put on the slide, and then I'm just about done here,
is those of us using all these programs talked about how important it is to put in clean data.
And very few of us if we have legacy programs that we are working with have really clean data.
That's one of the reasons we're choosing a new donor management program.
The one thing I found in GiftWorks was when there wasn't time to totally clean the data
before I imported into GiftWorks, is I could import the old data into custom fields,
and then as I got it cleaned up in GiftWorks, once we were done
we just eliminated those custom fields. So that was very helpful.
And the final thing of course, with any donor database is backup. Do another backup.
Backup again. And at the end of the week do another backup,
so that your data is always with you. And really Kami, that's it for me and GiftWorks.
Kami: Wonderful, Nancy. Thank you for that run through of the tool and some of this information.
Now we have quite a few questions. What we are going to do is just hold those questions
for the Q&A. And I will probably just ask a bunch of GiftWorks questions,
and then I will move on to the other speakers, because I want to make sure
that we have enough time for all of the presenters to go through their slides.
So I am not going to move on to Niki to talk about eTapestry.
Niki: Hi. So we just migrated to eTapestry less than 3 months ago.
This is a pretty big screen on there. I'll leave this on here and I'll come back to this in a minute,
and I'll just talk a little bit about why we chose eTapestry.
Legal Aid did not have a database. It was an Excel spreadsheet that had existed
since pretty much the early part of the last decade, and it was pretty scary.
There were 2500 records in there. And we all know what can happen with just the hit of a button
in Excel. They didn't have any staff that had any technical, even remotely technical experience
to manage a database. I think that was a big part of it.
In my final thoughts I'll elaborate a little bit on that.
The thing I like, because we didn't have a budget, and we didn't have the culture for database,
I had to kind of bring that when I came to this agency, because eTapestry offers you
the first 500 records for free. So if you have only 500 records, then you don't have to pay a fee.
And with that you buy the I guess license or whatever to use the software.
And we did that through TechSoup. For the first year it was $60, or something like that,
so it was great.
The customer service is really prompt. And sometimes you just have a really quick question
that does not require you spending time waiting for someone to answer the phone.
So I found you can go back and forth once you have a live person answering your e-mails,
you can go back and forth with them 15 or 20 times if you need to. It doesn't really matter.
There is a charge for live customer service, customer support.
It's wizard based, so it's really friendly. And I guess those are the main reasons
that we chose it. I guess I get into a little bit.
So this is your dashboard. This is what you see. And it is a little bit customizable.
You can have it whether it be 2 columns or 3. So this is our dashboard.
And over here it tells you the recently accessed records,
so whomever you recently looked at your donors. Then there's — actually it is so small
I can't see what it is right now myself. But you can essentially have a lot of different information
here, reports. It could also tell you reports to send to your Finance Director,
reports to forward to your Executive Director. And over here you can actually have RSS links.
This is CNN and you could have Headline news kind of things going on.
So this could really be your home screen when you get into eTap.
Then these are a few of the most recently run reports.
So there are a lot of different options that you can have over here.
To go right into — okay, the double-click seems to be pushing me 2 screens ahead.
Kami: Double-click on the slide, not on the "next" button, or you can click once on "next."
Niki: Got it, thank you. So here is the Add an Account main screen.
And so the thing that I like about it is everything is right here.
The "country" of course is a drop down. Everything else you type in.
You can also put in the "short salutation" and the "long salutation" right here at the bottom.
And this is a really cool feature. I have used Razors Edge which of course,
Blackbaud now owns eTapestry. And I really like this feature on the side here where it says
"save and." And then you have a drop down menu of options, "save and next donor,"
or "save and add gift," or "save and search," or "different donor."
So you have different options right there.
And the other thing that I really like is it has a "name" which is where you put in the name,
and then you have the "source name," and then you have the "recognition name,"
because sometimes you know, we have a lot of judicial officers of course,
and we have to have the recognition name perhaps just to include their spouse,
or it doesn't need to include their spouse, so whatever it is.
And then you have a choice to choose whether the recognition type should be based
on the "constituent name," or on the "recognition name," and that's your choice.
So that's pretty neat.
The other feature which I really, really love is that this sidebar that I talked about moves
when you scroll up and down the page. So you see I've scrolled towards the bottom part
of the screen, but the sidebar is moving with me. So you never have to scroll back up to the to
in order to go to do the next thing.
This is another interesting feature. It says "set as quick entry default."
If you have a quick entry system that you want to use, then you can just use that.
So that's really great.
The templates, it's WYSIWYG. A lot of it is the newsletter, the thank you letters.
They have a wizard base, so they are very user-friendly. It's pretty dummy proof.
You can also use a blank template and create your own newsletter.
So up here it could be a newsletter. You could create your events, documents,
like thank you letters, whatever, and then envelopes has its own category.
So over here it is just basically the settings, and you kind of create.
And then over here you can do the preview in Word,
excuse me, in PDF, Word, or in your e-mail.
Moving along, this is the correspondence template.
So you have sample correspondence letters already established for you
where you can just kind of drop in your corporation information,
or your organization information. Or you can start with a blank template.
The blank template again, kind of like what Nancy talked about is a little bit clunky, but it works.
And in fact, I use the blank template, and then you can just kind of drop in the merge fields
that you need for whatever it is that you want to see in your letter.
And you can also bring in images. So if you wanted to bring in your signature,
a digital signature, so your letters spits it out when you print it, then it is already on there.
The only thing that I found with that is that you have to — here's a view of one of our letters.
All of the boxed things are things that have been created, that are the eTapestry merge fields
that I've brought in to have in this letter, the word "received" over here. It's a little clunky,
so the picture doesn't show up over here, but this box down here is my signature.
And it does come when I export it out to Word which you can do, and then printout over there.
Standard reports, they are all the typical reports. They have the [indistinct] and the [indistinct;]
and the things like that which you kind of want to know.
And then you can have custom reports made, but I believe there is an extra cost with that.
The next one is help. This is your search thing. It's pretty good. It does do the job.
There is a lot of support I guess with the e-mail, like I said with the e-mail support
they are pretty good about that. But this has a lot of great information including screen shots
of how to do the data entry if you need it. There are best practices there etc.
And then here, I know that you probably can't see very well, but these are videos
they have that they've recorded kind of like what Nancy mentioned on YouTube.
eTapestry has it in its own thing. It's right under your help button right here
which has how to do the data entry on the different areas.
And I think I might have taken a screen shot of one of them just to show
what the webinar looks like. There we go.
So you basically have someone talking kind of like we are right now, talking you through
how to do all these different things which is really great if you have volunteers doing the data entry,
and if you want to have a consistent look and feel to it.
This is another great module that is a part of it. You can actually have a best practices manual
if you do have something for the people who are entering data into your database,
and then you can upload it here. So that you kind of create your own user guide or user manual
for other people who login. And then they just go right here to see how you want it to be done.
So that is something we haven't done yet, because as I mentioned it is not even 3 months
that we have our database, but it is definitely something I will be working on doing.
All the reports dump into Excel. A PDF can be e-mailed to you.
The same goes with any of the letters. They could be e-mailed directly to donors
which I don't like to do, because I want to see what exactly the letter is looking like on the output.
So I always have it e-mailed to me, and then if it looks good
then I will forward it to the donor directly.
And then that is pretty much the jist of eTapestry. It's very user-friendly.
That said, I do believe that if you are doing a conversion like we were
you definitely need to have a point person, someone who is going to be with this database
from start to finish, because it's a pretty hairy thing. I spent the better part of 6 months
of course in between all my other tasks to get this done and we were not in a hurry.
We all know, garbage and garbage out. So spend the time to clean your data
and to get it scrubbed to be in the best place that you can get it, because the time you spend
in the beginning will save you the time later to clean it up.
The best practices, I already mentioned it's important because you want to keep consistency.
With the point person, back to that, it's important that you have someone that has some knowledge
of not necessarily a tech expert, but just some comfort level with navigating a database
or understanding how that works, because typically data entry tends to be left to a secretary
or clerical person because it is tedious work. But there is a little bit of skills involved with it,
and if you invest the time in the right kind of person then I think that really makes a difference
to the kind of output that you want and that you will get.
And that's it for me. Thank you Kami.
Kami: Excellent. So lots of great questions coming in.
We are capturing those, and we will save those for the last 15 minutes.
Now we will move on to Adriana who will tell us about how they are using DonorPerfect.
Adriana: Can you all hear me?
Kami: Yes.
Adriana: Okay. Well, first let me say something general. If you are looking to either migrate
to a new database, or you are looking to create a new one, I mean start a new database
from scratch, you have to just understand that consistency is a key. Every system might work,
but you have to be consistent every time. So with that said, let's start.
I was not involved in the decision making of getting this database, DonorPerfect.
When I was hired here, they were already using it. But let me show you just for a little history
that when we started, we only had like 813 operations. And with the use of the database
we have grown to 2947 right now. So we are kind of a little bit bigger,
or larger than other organizations. In our database we have some 86,000 records.
We have a staff of 10 people, like 9, 10 people. So we are pretty larger than other organizations.
But despite of that we have been using DonorPerfect for the past 3 years
and it's been an effective tool for us.
Let me go to the next slide and let me show you what it looks like.
DonorPerfect has a landing page like every other database. It has a top menu with sub-menus.
And then you have these 4 areas, 4 panes that you can customize as you prefer.
You could either add your user defined reports. You could add gift listings
to see what came in yesterday and all that kind of stuff.
And here, if you are using the tool properly you can add reminders of things to do for the future.
So for example, say you created your letter. You decided to mail to a number of people,
and said you want this mailing to go out in November. Then you set up that reminder.
So whenever you log into the database, it will tell you that you have something to do.
So that is a really cool thing, because sometimes we forget. Or sometimes our agendas
are really packed. So when we go back to the database we say, oh yeah,
I had to do that and I forgot. So that's a cool feature.
The next thing I want to show you is how our record looks like.
You have — I think no. Let me go to the — hey, it's jumping.
Kami: Okay, just double click on the…
Adriana: I'm there. I'm there. Okay, so this is how to look for records.
This is pretty powerful because you could either look by last name, first name.
You could add as much information from here that you want, and the database
will try to look for that information for you. You can also click "find exact match."
Say for example you are looking for Bitoun, it might bring 3 or 4 records that sounds like Bitoun.
But if you want just that exact match, you click here and then you find that.
You could also filter that by any other fields in your database. Maybe you want to see
who are the Bitouns who gave just this year, or who are the Bitouns who pledged just this year.
Well, you set up your filter, and there you go.
You could also from here add an individual, add an organization,
or add a gift to any donor. So this is pretty easy.
So then, once you look for someone — there's my record — you have like I said, the top menu,
then you have all the information organized in different tabs.
You have the Main tab, you have a Gifts tab, Pledge tab, Tributes tab, Contacts blah, blah.
And someone was asking if you could use other applications from here. Yes, you can.
You could export your data. You could look up a person Google.
You could look up the address in Google Maps, and some other stuff, Yellow Pages
and that kind of stuff. Also it comes within address verification,
so if you want to get the ZIP code plus four, you click there and it will give you the options
of addresses you have available for that information that you are entering.
You also have the flexibility to add flags to the people.
Say because we are a higher education institution, we want to know if someone
is affiliated to a specific college or what time of alum it is. Maybe it is a degreed alum,
a non-degreed alum, a person with just a masters or something like that.
So that is a way to segment your information.
Let me go to the next screen and show you a little bit of the gift tab.
So here, this is the way we organize all the gifts. We have the date, the amount,
the type of gift that we got, what account we wanted it credited to, blah, blah, blah.
And if you click here where it says "View Giving History and Summary,"
instead of showing you every single record, it will show you a summary of the donations
for that person. And you could also filter that.
The next thing I want to show is one of the things that we encounter is that when sometimes
we enter people with the same last name, or with the same address, and we packed our databases
with duplicates. And one of the cool things that DonorPerfect has is that if it recognizes
a duplicate based on the name or the address, it will let you know hey, there's a possible duplicate
for the record you are trying to enter. Are you sure you want to enter,
or maybe you want to just add on to the record. So if I said I wanted to add on,
it might add the new address to what ever record I am talking about.
Now let's navigate to the menus that were at the top.
You have the "Mailings" where you have the Basic E-mail. You can e-mail one person.
Or you can do the Constant Contact E-Mail which is a blast to a number of people.
You could create some sort of newsletter or something and blast that e-mail from there.
Maybe you have a Direct Mail Plan. You can do it from there. Or you can just do a Mail Merge,
and you can have several Mail Merge Templates. The application comes with some
canned mail merge, but you can define yours if you don't like whatever they have.
Okay, then we have the "Reports." What we usually use here are the Financial
that will give you a summary of moneys received throughout the year, or for a specific fund,
or for specific people, or for a specific initiative for appeal. And then the Listings,
that's where this application let's you extract information to Excel or another database,
or whatever other tool you are using to summarize, or to check or your data,
or to do something else.
We have the "Tasks," and it is pretty much for the pledge reminders.
And if you have EFT Transactions, I think those are the payroll deductions.
And the Batch gift entry, you can do it from here.
You also have the "Utilities" where you can Backup and Restore your database,
where you can do a global search on duplicates in your database and remove them,
where you can to a Global Update. Say for example, you entered all females
but forgot to enter the prefix of Ms. So that's where if you identify your records you can do that.
So if you have a little bit of technical expertise, you could use any of these tools to fix your data.
The Hosted File Storage. That means that you can add on a contact reports
or may be research reports to individuals — but this is paid — and they will host that information
in their server, and you can have it there, and look it up from there.
You also can Import. They have 2 import utilities. They just recently launched Import to
which is very user-friendly. And you could have your data into Excel format for CSV format
and add on and update records, or enter all new records if you want to.
Say you did a fund raiser and got 500 and donors, you can import it from there.
Or you got 500 new gifts, you can import it from there.
Merge and Purge, let's say you came across a duplicate record that the database didn't identify,
well, you can merge those records there. Gift history, contact report history,
biographical history, you can do it from there. And Recalculate, that is like an option
to apply pledge payments blah, blah, blah, if you want to see your totals recalculated.
And now the "Settings," well you can set up here what are your Calculated Fields.
You can maintain your codes. Say for example, the types of addresses, the types of constituents,
all that kind of stuff. What are the Defaults? How do you want your database to behave?
Maybe you want the pledge payments to be minus it. Maybe you want the pledge payments
to pay the pledge in full and don't show negative amounts, things like that.
You can create your own Export Templates from the fields available in the database.
So you can select, pick and choose whatever you want and create it in a specific format.
Say for example, we use that for our thank you letters. You can create your own Filters
to segment your data, and so on and so forth from here.
You can create something that is really cool which is the Screen Designer
and the SmartActions. This is pretty powerful because this let's you customize the database
to your own liking. So SmartActions says for example, for every gift of $5000
send an e-mail to so-and-so. So if you create this SmartAction with that, every time a gift of $500
will trigger an e-mail to certain people, to your board members or something like that.
Also the Screen Designer let's you add or change names of fields in the database
so you can track on stuff that may be the canned database didn't have.
We do that for prospect management. And I'm going to show you that in the next screen.
And then the "Help." You have the Online Help the Library. You have Downloads.
You have Suggestions, Support, Training, and a User Forums
where you can go and ask questions to other users
on how they have done things with DonorPerfect.
The next screen that I'm going to show you is what I was talking about customizing
with the utilities. We added prospect management information.
So we added these 4 fields to the database. And then we put that on the main screen
and so that is where we are tracking Prospect Type, what Stage they are at,
who is their Manager, when was last time we contacted.
So that is very specific for our fundraising purposes.
With that said, I think the 3 most challenging issues that I find with the online version
of DonorPerfect are the query tool. My background is technical.
I found this query tool to be very basic. But if you are not technical, I think that will suffice.
The pledge module is also a little bit complicated. It is not as intuitive but you can work around it.
In the bookkeeping and accounting, we are a higher education institution,
so we have to report to the [Ks and BC] every year. And the account doesn't have all the fields
to track certain information, the account table. So that is a little bit challenging for us,
but that might not be a challenge for you.
Now in terms of customer service and support, they have 3 different levels.
And also, those levels are either paid or nonpaid which is the Standard that's nonpaid.
The Full Support, that's the one I can talk about because we have that one.
And they commit to respond to you within 24 hours, so they do.
And then they have the Premium which is unlimited, and it doesn't matter
what time of the day you want to contact them, they warrantee to get back to you
as soon as you get a question.
This tool is highly customizable, but most resources have to be paid
besides the standard fee. Also the standard fee varies based on the number of records
and users you have. For general information about DonorPerfect services, and fees
you have this link where you can access and see. Basically for one user up to 500 records
it's $39 a month, and you get a lot of the features that I was talking about.
Well, the recommendations that I have for any person that's going to get a new database
is if you opt for an online system, you have to expect delays because a lot of people
are accessing the server at the same time. You also have to create documents on "how to"
for your organization. How do you run a report? How do you extract information?
How do you track certain fields, and certain biographical fields, and things like that?
Now consistency is the rule for databases. So if you said that you are going
to track the information in that way, continue to do so, because if you start moving away
from what you said, then your database is not going to be consistent.
It's not going to give you the results back that you want and it's going to be a nightmare.
So the database is only as good as its administrator.
And then if you have any questions, I will say ask your peers.
Ask other people that have been using this database how they did it,
how they work around things.
And a few resources that I use a lot, I have the Fund Services Organization.
And that is pretty much if you have questions about does this gift count. Is it a gift or not,
and the such. And all other resources for nonprofit organizations, you have them there.
So that's all for me.
Kami: Wonderful, thank you Adriana.
Now many, many, many of you have asked questions about the cost.
So before I go into Q&A I'm going to show you these slides that I put in here
that has the breakdown of what the cost is for these tools on TechSoup.
And it shows a little bit about — hold on one second. Sorry about that.
So for GiftWorks you will expect a $25 admin fee, normally it is $500.
Your organization has to have an annual operating budget of less than $50,000.
So many of you will not qualify.
And to just give you a quick overview, our donation program,
the partners that give us their products, also tell us who they want to give to.
So that is why you may or may not be eligible for certain products.
And we have a link here at the bottom where you can read more information.
As for eTapestry, $60 admin fee, normally $1000. It doesn't list here what your budget size
needs to be, but you can find information about eligibility using this link.
Again, you will get a copy of this Power Point later this afternoon.
And you should have gotten one this morning in the reminder e-mail that I sent.
And lastly, DonorPerfect, $60 to TechSoup, normally close to $1000,
$100,000 or less annual budget, and up to 1000 records. And there is more information at this link.
So that should cover the questions that you had for the cost.
Now, there were a lot of themes that were asked while each presenter was speaking,
so what I wanted to do is first address the themes and have each presenter
address that theme, and then we will go into specific questions.
So I would like to start with membership tracking.
Do these different tools have a way of tracking membership. So I'd like to start with Nancy.
Can you tell us, does GiftWorks have that capability?
Nancy: You can set up your membership categories as a donor category,
but it doesn't do membership separately from donors. But you can certainly run —
you can have a lot of records that don't have donations attached.
So if your membership is free, but it is an affiliation you just put them in your database
and then create a custom field to say 2010 member, or something.
And if its a paid membership, you just treat it as a donation,
but you just put it in under a membership campaign
as opposed to an annual fund campaign, or capital campaign.
Kami: Okay, great. And Niki?
Niki: Similarly, the one thing that eTapestry has with the reporting
is that you can break out dollar ranges. So we do have a membership,
but we don't necessarily manage it per se through the database.
We again have unique fields that would say its members where we [indistinct] society.
But then if we wanted to break it out by the different levels, and we have different names
for the different levels, then that report that allows you to see price ranges, dollar ranges,
that helps to kind of track your membership that way,
but not strictly membership like for data or something like that.
Nancy: We just had a correction from somebody on the line saying
GiftWorks does have a member field. So obviously I have never used it.
So I apologize if I gave you the wrong information.
Kami: Okay, great, thanks. Thanks Kathleen.
And lastly, Adriana, does DonorPerfect have a membership option?
Adriana: Well, it doesn't have a membership module per se, but you can track that.
Again, you can add a co-type in the gift. You have the option to track what are the gift types
that you receive. So we have a gift type of gift, non-gift, and membership.
So the membership is just tracked there. And when we are going to report
we report in that field where it equals the value of membership.
Kami: Another question that was coming through was QuickBooks or their accounting software,
so again I'll start with Nancy. How does GiftWorks connect,
or does it connect to your accounting software.
Nancy: You can connect it. You have to talk to both GiftWorks and QuickBooks people
to get them to talk to each other, but it does work. I have only done the integration
with the online system that I installed for another organization. I wish we had enough data
that I had to worry about it. But I haven't hooked them together
on my laptop for this small organization.
Kami: Okay, and Niki?
Niki: Quite honestly, I don't know the answer to that. I've been reviewing some of the chat,
and I know that QuickBooks is compatible, but we haven't gotten there at the moment.
We are just still kind of getting everyone adapted to the idea of having a database.
Kami: Okay, and Adriana?
Adriana: Well, that's a paid resource. If you want DonorPerfect to connect
to your accounting system, you have to pay for them to do that.
Kami: Okay, so it is possible, you just have to pay a little more.
Adriana: It is possible
Kami: Okay, now connecting your database to your website and your donate button,
or whatever form that you are taking online donations. So Nancy, do you know,
are you currently, do you have it connected so if someone donates
their data goes right into your database?
Nancy: No. We don't because we did our online donations system before we added GiftWorks.
And we use Network for Good for our online donations. GiftWorks does have
an online module, donation module that will drop directly into GiftWorks,
and from there into QuickBooks. They do it through Chase. And Chase has to approve you,
so there is a pretty heavy documentation requirement, and it takes a week or two.
So you don't want to do it a week before your annual campaign.
Kami: Good to know. And Niki?
Niki: Again, not an area that we are using at the moment. I do believe that they do have
an online component, but we are using it, so I can't really talk to it. Sorry.
Kami: Okay, Adriana?
Adriana: We don't — they have the ability to do that. We've been offered that option,
and we were considering it because of the flexibility of adding the gift record
to that person immediately, and that is what DonorPerfect's does.
Unfortunately, the University decided something else,
and we had to go with what the University said. But they have that capability.
Kami: Okay. And I believe all these tools have the ability to track relationships.
So correct me if I'm wrong. Several questions had to do with, can I track the relationshi
between somebody and their employer like the corporation that they work for,
or 2 people in the same household but they are different donors, or siblings?
So Nancy, does GiftWorks have that ability?
Nancy: Yes, to all of those. The way they do the people in the same household,
if they are individual donors, each one gets a donor record, but then each one has relationships
inside the donor record that connect them to the other. Otherwise, if it is a household unit
making the donation, but you want an individual record for volunteer management or events,
then you make a household record and an affiliate record for each of the people in the household.
Kami: Niki?
Niki: Same thing, we have the ability to have — we have a lot of law firms in our donor base,
so individual lawyers give but we need to be able to link it back to the law firm.
So the relationship is created, employer/employee, or partners, or spouses,
or family members, or whatever the case may be.
Kami: And Adriana?
Adriana: Well, I lost my thought.
Kami: Oh, we're talking about relationships and being able to track.
Adriana: Yeah, I just sort of lost my thought, my train of thought. Yes, we do.
And you can see it on the record at the very end. And you can track the type of relationship,
say for example it's a spouse to spouse, parent to child, organization to employee, and the such.
Kami: Well, we are out of time. I'm so sorry that we were able to address more of the questions.
I do appreciate all of the questions that were submitted. I am going to send you right now
the link to our — you should get that in the chat — the link to the community forums
where we have folks like Robert who is answering questions.
He answers questions on the forums. There are other folks, other experts around the country
that answer those questions. So if you had a very specific question please post it there.
Someone who knows the answer will get back to you and post the answer there.
And here is the slide with that link on it is well. So please take advantage of that
not only does it help you get an answer to your question, but it creates that information online
for other people to benefit from as well.I want to promote a few of the webinars
we've got coming up, Cloud Computing — in a few weeks — Why You Should Care,
Story of an Open Source Library for those librarians in the house.
It's a really interesting story about how they than using only open source
for nearly all of their equipment and all their needs.
And then we are doing Security Basics at the end of October —
how to Keep Your Computers Safe, more of an entry-level basic security,
Internet security webinar.
So we like to thank ReadyTalk. This webinar was made possible by ReadyTalk
which has donated the use of their system to help TechSoup expand awareness of technology
throughout the nonprofit sector. ReadyTalk helps nonprofits and libraries in the US and Canada
reach geographically dispersed areas and increase collaboration
through their audio conferencing and web conferencing services.
So thank you all again. One of the questions that just came in, where do I find the webinars?
So if you go to the TechSoup website, on the left-hand side there is a link to the Learning Center.
And then you will find a link to the webinars in the Learning Center. And also, I will send you a link
to this in the postevent message that you will get in a few hours.
So thanks everyone for attending. And thank you so much to our presenters.
This was really interesting information. And I'm sure many of you had your questions answered,
and feel a little bit more comfortable making a decision
about what donor database that you should be looking into.
So if you wouldn't mind taking a second to fill out our postevent survey,
send any questions you have my way. And I hope to see you at another webinar in the future.
Have a great day everyone. Thanks Nancy, and Adriana, and Niki.
Adriana: Thank you.
Niki: Thank you.
Nancy: Thank you Kami for organizing this.
Kami: My pleasure. Bye-bye.