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Welcome. How to avoid a bad decision that could cost you thousands of dollars How to make a SMART decision on your software needs Valuable knowledge, whether you decide to use Davlin Resources or not!. Introduction.

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Welcome

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  1. Welcome • How to avoid a bad decision that could cost you thousands of dollars • How to make a SMART decision on your software needs • Valuable knowledge, whether you decide to use Davlin Resources or not!

  2. Introduction • Dave Martin has 25 years experience in the non-profit world as a fundraiser and CEO • 3 years experience in software development and technology consulting

  3. Why Is Everything So Difficult In The Digital Age? • We spend far too many hours coaxing our technology into submission, however briefly. We spend time installing it, learning it, restarting it, and then updating it. We are constantly setting the time, changing batteries, re-entering information. We live in the age of digital information, a world that promises multiple blessings. That doesn't mean we are going to like it… Donald A. Norman

  4. At the End of this Presentation… • You won’t know which software to buy • You won’t learn how to use fundraising software • You won’t learn the pros and cons of one product over another

  5. What You Will Learn • A strategy for software purchase that puts your needs first • Real tools to narrow the choices • Ways to avoid a costly wrong decision

  6. What You Will Learn • The SMART System • Strategic Needs Assessment • Manage the Feature Monster • A Hands-on Evaluation • Recommendation • The Best Vendor Proposal

  7. The Non-Profit Challenge • Good • Fast • Cheap • The unattainable triangle!

  8. Cost • What is the most costly software-related item? • Hardware? • Support? • Training? • Upgrades?

  9. Cost • #1 Cost: People • You will spend more on your staff in the next year to use the package you buy, than you will to purchase all of the above things • Cost of software is cheap in comparison • Cost of making the wrong decision is huge

  10. What is CRM Software? • Used to call it Donor Software • Buzzword now: CRM

  11. Cuddly Red Mice • Constituent Relationship Management • Storing lots of names with connected facts that can be sorted and searched in any way imaginable.

  12. Google for Donors • When a donor calls, you can surprise her by mentioning that $200 donation last fall • Connect donors with companies and other people

  13. What’s in Your PC? • The Good, the Bad and the Ugly

  14. What’s in Your PC? • Are you using an in-house program that a volunteer wrote? • An expensive, do-everything program that no one understands?

  15. How to Buy the Wrong Software • Start by looking at demos • Go for elaborate. Every feature on the planet. • Go for simple. When you need industrial strength. • Go for cheap. Look at price first and screen out the ones you can’t afford.

  16. How to Buy Right • The “S” in SMART means Strategic • Quantify what you need • What fundraising methods are you now using or plan to use in the near future? Direct mail, corporate & foundation grants, special events, planned giving, major gift program?

  17. How to Buy Right • What do you want your program to do? • Relationship tracking? • Major gifts module? • Grant tracking module? • Special events module?

  18. How to Buy Right • Web based or server based? • Web pros: easier to share, no updates to install, no backup worries • Server pros: data is secure, usually cheaper in the long run, faster, not dependent on a working Internet connection

  19. The Dreaded Matrix • The “M” in SMART – Manage the Feature Monster • Matching needs to features and vendors • Qualified list of good vendors • And a Top 10 list of must-have features

  20. How to Create a Top 10 List • Get a list of every feature available in fundraising software today • Go through every one in excruciating detail • Determine which 10 you must have

  21. Start With a Master List • Every software feature available • Start with Techsoup.org • Evaluate each feature with all staff involved • Rate each feature, tabulate results • Distill into Top 10 List

  22. Top 10 List • System has “canned reports”. How many? Our limited staff size means we don’t have the resources to tweak reports constantly. Need useful reports that require only a push of a button, not time-consuming set-up work. • System compatible with MS Word mail merge to generate automated thank you letters. Need a simple way to produce thank you letters in a timely fashion. • Ability to print name, address, phone directly from contact screen. Ease of use issue. • System tracks honor/memoriam/tribute gifts and notifications. Starting new program and need this.

  23. Top 3 Vendors • Get a list of all vendors • Look at comparisons that Techsoup.org does • Look at vendor Web sites • Look at independent reviews • Look at financial strength of companies

  24. Look Beyond the Software • Evaluate the company • How many staff do they have • How long have they been in business • Are they publicly traded? If so, research their financials. Do they make money!? • How many clients do they have? • References?

  25. The Dreaded Matrix!

  26. How to Use the Matrix • Check off features as you go through demos • Use the matrix to direct your demos • Tally the results • But…before you make a decision…

  27. Look at the Whole Picture • The “A” in SMART – A Hands-on Evaluation • Is the software easy to use? • Does the company stack up? • Is its training affordable and available? • Does the company offer conversion? • Will it set you up? • Is it an innovator? Ask what’s in the pipeline. • Does the company know your business?

  28. Choose Only the Best! • The “R” in SMART – Recommendation from Davlin Resources • Don’t compromise on key requirements • Choose wisely.

  29. SMART • The Best Vendor Proposal to meet your needs. • Davlin combs through the proposal to makes sure it fits your needs exactly • Most vendors offer consultant discounts, which we always pass along to our clients

  30. Proposals • Does the company negotiate price? • Watch out for feature/module bloat • Can you lock in annual costs? • Are there guarantees? A trial period?

  31. After the Sale • Should your vendor handle your data conversion? • Are there guarantees?

  32. After the Sale • Set up – Will the company set up reports, thank you letters, accounting structure? • Do you need this help? • Should you pay more for it?

  33. New Policies After the Sale • Determine data flow in the office • May need to reassign staff duties • Set policies about how data will be managed

  34. Keys to a Good, SMART Decision • Quantify what you need • Carefully create a Top 10 list of features • Narrow the field to three top vendors • Keep vendor presentations on track with your matrix • Buy affordable, manageable software • Remember “After the Sale” items

  35. A SMART Choice Means • Your software must fit your ability to manage and use it effectively • It must be easy to use. No excuse for software that is not user friendly. • It must do what you require

  36. Final Key to Success • Knowing what you don’t know is the best way to avoid a bad decision • Davlin Resources offers a proven way for your organization to make the right donor software decision with our SMART system • Reasonable rates • Contact: Davlin Resources LLC David Martin 914-261-1238

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