Do we need fundraising database software?

Thanks all of you for your messages.

It sounds like there's a good case for brushing up my Access knowledge. Essentially, we use this as an address list with a classifier where possible.

When I joined the organisation nine months ago, there was no definitive database - rather, a number of mailings saved so lots of duplication. There was no electronic history of donations.

I spent a long time eliminating duplication, classifying people where possible, and sifting through thank you letters to build up donor histories.

This situation is due to my post being the first in-house, permanent fundraiser post, as we do not need to fundraise for our revenue. We do not carry out CRM with companies and currently have no fundraising volunteers - an area I'd like to build up. We have one or two standing orders - we do no direct marketing. Gift Aid is handled by our finance dpt - this is historical and there are three of them to one fundraiser.

It is likely that our greatest success for the appeal will come from trusts and foundations, due to the type of charity we are, and I don't think this will change. Although we will grow our database of individuals, it will never be large.

As we are running an appeal to a tight timeframe, I am conscious of the need to use my time wisely, and am not convinced introducing new software right now would allow me to do this.

I'd sound a note of caution here. I work for a charity that uses Raiser's Edge, and I think it's a fantastic package. But I'm also aware that it's very far from cheap. With the sort of numbers that you're talking about - a few hundred supporters - it's entirely possible that the way you are doing things at the moment is entirely appropriate.

It depends on two things. The first of these is the complexity of your fundraising. Do you have people giving by direct debit or standing order? Those are complex, and managing them (legally and financially) has to be done right. Are you claiming gift aid (if not, why not)? Again, it has to be done right. Are you running events, dealing with sponsorship, making Cause Related Marketing agreements with companies? Once you start to do more than a few of these things, you probably need a "proper" fundraising database.

The other issue is your level of Access knowledge. If, when you say you are using Access, you mean that you have a single Access table with names and addresses - a glorified spreadsheet - then no, that's nowhere near good enough even for simple fundraising, and the benefits of a off-the-shelf package will be enormous. But if you have a properly relational database, with (for example) the ability to show which mailings each person wants to receive and what they've had in the past, with properly controlled fields for opt-outs; if you are able to query on your data effectively (could you easily find all your donors who have given over £100 and live in London?); and, crucially, if you are able (quickly!) to make changes to the database structure in the future as your fundraising needs change (and document it so that whoever takes over when you leave knows what's going on); if all of that is the case then I would say it'll be a waste of time and money for you to even consider other software.

You don't want to reinvent the wheel - but you also don't want to buy a Ferrari when all you need is a bicycle.

Following on from Keith’s post… there is wealth of functionality that specifically designed software can provide. For example, they simplify the process of claiming gift aid. You mention that your revenue comes entirely from fees: some packages have a subscription module that could help to manage this. In a snapshot you are able to see what the upcoming revenue for next month is going to be. There are also other vast improvements in reporting to be gained from making the switch.

Costs do vary but you will find that some of them are a lot less than you might think.

If you would like to find out about Abattia’s WA-Fundraising ( [url]www.wa-fundraising.com[/url] ) offering then please give me a call: 0208 600 2527

Lawrence Squire
Abattia
[url]www.abattia.com[/url]

I'd answer with an unequivocal YES!!! The limitations of MS Access and the problems with losing knowledge of how the system develops are mitigated by the investment in fit-for-purpose software to meet your fundraising needs. Solutions are cheaper, more user-friendly and better at analysis than ever before. However, you get what you pay for - and dependent upon your requirements any one of Donorflex, Progress, Raiser's Edge, ThankQ etc may meet your needs - dependent upon what they are!

Also - beware those who tell you that a commercial CRM solution such as Microsoft CRM are a good fit - I could point you to cases I have seen where that is definitely not the case!

Let me know if you want any more help

Keith
Purple Vision
[url]www.purple-vision.com[/url]