Database Cleanup, Configuration & Optimization

Take Your Donor Database to the Next Level

Your nonprofit has an established database system and much of the basic functionality in place, but you’re underutilizing its powerful features.

It’s time to finally make better use of your investment in your donor management software.

Whether you need to untangle many years of inconsistent data entry, fix an integration gone awry, clean up your outdated records or finally begin using some CRM features that were put on the back burner…we can help!

Your nonprofit also needs a documented manual for consistent data entry, your system of organizing and categorizing your donors, procedures to identify and communicate with your most important donors, reengage lapsed donors, and provide more relevant, meaningful communications to all of your constituents.

Working with your team, we help you grow into your donor management system, better utilizing its features and functionality, while ensuring data integrity and effective, targeted donor communications.

 

EXAMPLES OF DATABASE CONFIGURATION AND OPTIMIZATION PROJECTS:
Most of our projects involve a combination of many of these tasks, and some may be uncovered and prioritized during the initial assessment and project development phase.

Integration Management

  • Choosing the right fundraising tool (for event management, peer-to-peer, online donations, etc…) for your organization’s specific needs and work well your your other tools.

  • Setting up your integrations between your various tools or Zapier to ensure all systems are working together seamlessly.

  • Connecting Quickbooks with your CRM or untangling a quickbooks integration gone awry.

  • Email software integration (such as Mailchimp or Constant Contact) set up, clean up, and organization. We help you tag, segment, manage bounced or unsubscribed records, and make sure your CRM and email records get and stay in sync.

 

CRM Feature Configuration and Team Training

  • Setting-up and automating filters, reports, and fundraising performance tracking.

  • Setting up unused system features or custom-built tools such as membership tracking and renewals, major gifts processes, receipting tools, wealth screening, volunteer modules, event modules, campaigns, and donation forms, etc…

  • Training your staff members on new or established features or on the overall system.

 

Constituent Record Clean-up and Organization

  • Creating and implementing a donor segmentation system inside your CRM, enabling more targeted, relevant communications with key groups of donors.

  • Cleanup and/or building systems for managing constituent-related organizational elements such as tags, flags, codes, etc… for an organized, streamlined, and consistent data management system.

  • Developing naming conventions and organizing campaigns, solicitations, events, etc… for constituency and efficiency.

  • Record deduplication, identifying and purging of outdated donor data.

  • Establishing and documenting systems and procedures to ensure consistency in data-entry and system maintenance.

Our Process

 

Step 1 •Discovery

 
 

Step 2 •Strategy

 

We’ll begin with a brief call to discuss your organization’s needs, challenges, short-term and long-term goals and explore how we can best work together.

Duration: 30 minutes
Cost: None

 

In this phase, we’ll access your CRM and integrations, review your CRM’s current set up, data integrity, integration status, coding systems, and areas for improvement. We’ll meet with relevant members of your team to understand their needs and challenges. Then, we’ll craft and present our recommended approach. This phase concludes with a 1-hour meeting to discuss recommendations and next steps.

Deliverable: Data Management and Implementation Plan
Duration: ~ 3-4 weeks
Cost: $950 (Including $250 deposit at booking)

 

Step 3 •Implementation

During this phase, We work within your system (and with your team as necessary) to ensure all technological pieces, donor-facing elements (such as online donation forms and acknowledgements) and integrations (such as email, quickbooks, eventbrite, etc…) are functioning smoothly.

Duration: Typically 2-4 months (determined during assessment phase)
Cost: $1,110-$,1650 per month