Database Assessment
1) Please consider the following database features and put an X in the appropriate box. If you are unsure of a feature, simply leave the boxes blank.
Database Features / Must have (need) / Would be nice to have, but don’t need it (want) / Don’t need this now, but maybe in the future / Will never need thisAdding & tracking donations
De-duping records
Adding & tracking pledges
Adding & tracking matching gifts
Assigning gifts to specific campaigns or funds
Adding & tracking in honor/memory of gifts
Storing donor notes & research
Managing contact reports (i.e. if you call or visit with a donor you’d want to make some notes on that contact)
Remote access to donors records (computer)
Remote access to donor records (smart phone)
Grant tracking and reporting
Ability to create mail merge letters
Ability to create thank you letters
Group email ability (like Constant Contact)
Processing credit cards
Recurring gifts
Web sign-up forms (i.e. newsletter sign-up)
Online payments for donations
Event registration
Volunteer tracking
Integration with other software (i.e. Outlook)
Integration with accounting (i.e. QuickBooks)
2) In the office, do staff members/volunteers use PC or MAC?
3) Working remotely, do staff members/volunteers use PC or MAC? And what type of smart phones?
4) How many users will need to have access to the database?
5) What is the main thing you want to get out of having a database? Do you have any goals in mind related to the database?
6) What do you see as the primary database needs in regards to 1) donor development 2) communications and outreach 3) services provided to clients and 4) general operations?
7) What types of constituents do you want captured in the database? (i.e., volunteers, donors, event attendees, board members, clients, other constituents)
8) How many contacts do you have? Where will these contacts come from? What information will you have on these contacts?
9) How big do you see your database growing to in the future? (In terms of number of contacts)
10) Are there any key features or functions that you dream of having with the new database that were not mentioned in the matrix above?
11) Do you currently use a marketing email system such as Constant Contact or related product?
12) Currently, are the office computer systems backed up on a regular basis? If so, are they backed up onto a hard drive or virtually?
13) How tech-savvy do you consider the staff or key volunteers that would be working with the database?
14) What is the budget for the initial investment to set up a database?
15) What is the annual budget for the ongoing software cost of the database?
16) Who will be the project owner to get the database up and running? Sometimes, this process can take several months and can include setting up agreements with the database vendor, working with the vendor to customize the database, compiling and cleaning up data, uploading data, spending time getting trained on the database, and then working with other staff helping them get acquainted with the database.
17) Who will be the database administrator to manage the database day-to-day once it is set up? This may include adding and tracking donations, dealing with troubleshooting and tech support, pulling reports as needed, and developing processes for adding contacts and keeping data clean.