DATA MANAGEMENT

How Important is your database?

IS IT RELIABLE?

IS IT EFFICIENT?

IS IT EFFECTIVE?

IS IT USABLE?

Is it Dirty?

What Is Dirty Data?

• Data that is duplicated

• Data that is inaccurate

• Data that is incomplete

Dealing with Dirty Data

Bad information is worse than no information at all

Duplicates

Missing Data

Misleading Data

Example: Five users enter data (gifts, research info, notes, etc.) into

a your database. They do their own data entry and are allowed to

add, edit, or delete anything. They can see each other's data. There

are no restrictions or processes.

How long do you think it will be before this database is unreliable?

Final Question: When does dirty data become a

problem?

Danger Ahead

Data degrades very rapidly, starting

with constituent information such

as:

spelling of names

numeric accuracy in addresses

missing information

Errors accumulate within days. The

last to go are figures, but even

there it takes only a week or so

before serious errors appear. An

unprotected database like this can

become unreliable--unusable,

really--in less than two months.

Do you have a problem?

If you can answer yes to at least 3

of the following you have dirty data!

More than 10% of the pieces in your last mailing were received as

returned mail.

Not using your data to meet your Financial goals

Preparation for a mailing list takes more than a few hours to

extract and finalize.

Staff has difficulty in reporting consistent numbers.

Unable to balance with your Accounting Department.

Importance of Data Entry Standards

Gives a professional look to receipts,

confirmation slips, reports and brochures

and mailings.

Creates efficiency in meeting last minute

requests.

Confidence

Strategy

• Understand the value of a data management

• Learn the basic components of a good data

management strategy.

• Organizations make decisions based on the data.

• Often, however, nonprofits ignore the importance of

developing a data management strategy as part of their

overall infrastructure.

• An effective data management initiative relies on a

combination of people, process and technology.

• If you do not have a sound data management strategy,

you're not protecting your future.

Reconciling Idea

Reconcile all donations with your Business Office / Accounting Office

Process all donations utilizing batches

◦ Utilize REFERENE fields to assign a batch number

◦ Ex: FY2011AF080520-114

You can reconcile by exporting all GIFTS for a particular date range into

Excel.

You can also use these batch numbers to generate and track receipts and

donor acknowledgment letters.

Process and Information Systems

Master Data

A set of data elements use by many or most of the processes and information systems in

the organization.

It provides information on the organization products, vendors, customers and

finances. This type of core data is critical to the organization success, and it must be

managed effectively.

1. Develop optimal business processes at the enterprise level. A process model is needed that reflects best practices for key processes within your

organization.

2. Begin to develop processes to manage data that is used by those processes.

◦ 4 Essential Processes:

Data migration and integration

Data maintenance

Data quality assurance and control

Data archiving

Processes and Information Systems

(Cont’d)

Data Migration and Integration Process This is where data from external systems is aggregated, cleansed, mapped, converted, loaded and

integrated into your information architecture.

Data Maintenance Process The ongoing synchronization of your master data definitions with your organization’s business

processes.

Data Quality Process "Data quality" is a catchall term used for the level of correctness, consistency, completeness and

integrity of your organization data.

A good data quality process will have strict control measures in place not only to evaluate, but also

to continuously improve the quality of the organization’s data.

Data Archiving There is really not much to say about this process except that Uncle Sam has caused it to be very

important.

Data management is critically important to providing accurate, consistent data to

decision-makers.

Data Flow Chart

Data Planning Checklist

What type of data will be produced? What would happen if it got lost or

became unusable later?

How much data will it be, and at what growth rate? How often will it

change?

Who will use it now, and later? How will they use it?

Who controls it (volunteers, staff)?

How long should it be retained? e.g. 3-5 years, 10-20 years, permanently

Is there good project and data documentation?

Storage and backup strategy? Onsite? Offsite? Both?

Who will be responsible for data management?

Data quality

pertains to issues

such as:

Existence

Accuracy

Integrity

Useful

Precision

Consistency

How NDS works

General Consultation:

o NDS will ensure that we offer the services that will meet your needs.

• Proposal:

o System Assessment vs. Specific Services

o How can we meet your objectives, timeline and financial resources?

o If NDS cannot meet your specific objectives, are there services we can provide to assist?

• Key changes you can expect after working with us:

o A clean database with well-organized codes to support easier self-serve, one-touch querying and reporting.

o Clear and simple documentation to ensure that everyone uses the system in the same way, today and in the future.

o A portfolio of outputs -- queries, reports, letters and exports -- that are easy to run and that provide a clear picture of your fundraising efforts and results.

o Training for yourself and colleagues that increases your skills and confidence, teaches you exactly what you need to know and that stays with you for the long-term.

o The confidence that you're using your data base in the best way for your particular organization.

o A partnership. We're dedicated to helping you make the most of this powerful system, now and as your fundraising strategies evolve over the years.

Who We Serve

• Fundraisers from every sector of the non-profit community that use

every type of fundraising approach. o We serve every size organization, from small to large, including independent schools and

higher education institutions, membership organizations such as zoos and museums,

healthcare foundations and human service agencies, and environmental and advocacy groups.

• What our clients have in common is their desire to use data to make

their fundraising efforts more effective! o All software can be a very powerful, but sometimes it can feel like its complexity is

hampering your fundraising more than it helps.

• Organizations who are about to implement Raiser's Edge o If you are aware of its complexity and potential. You want expertise to help you avoid the

likely pitfalls and start off on the right foot.

• You are likely to be successful with us if... o You understand that data could help you have greater success in your fundraising.

o You can commit both staff time and financial resources.

o Your management, staff and Board are open to change and to doing things better.

Our Services

Information Assessment

System Audits

Data Conversion and Clean

Up

Importing

Software Customization

Customized Training in Best

Practices

Process Refinement

Executive Education

Staff Training

Process and Procedures for each

staff

Donor Communication

Mailings

Remote Data Management

Data entry and acknowledgement of

gifts.

If you are short on staff we can help

bridge the gap until full time

replacements can be hired.

We Also Offer the Following

Services:

Query and Report Optimization

Annual Report development

Customized Training Packages

How we work with our clients • Needs Assessment

o Over the phone or in person.

o Often, an outside pair of eyes can tackle a tough problem.

o How we can specifically help your organization, with no further obligation.

• Custom Onsite Training

o Engage everyone on your staff and have them feel comfortable using the database

o Outline developed specific to your database and the needs of your staff.

• Remote Data Entry and Database Administration

o Remote data entry and acknowledgement of gifts.

o Remote database administration

o If you are short on staff we can help bridge the gap until full time replacements can be hired

• Database Consultation

o Have you lost a staff members who have had database training?

o Because of this high turnover rate, an organizations database can become chaotic and easily

lose integrity.

o Get those spreadsheets in your database.

o Our consultants can organize your database, streamline your processes and save your staff

hours on redundant tasks.

o We can also assist in creating an easy to understand policy and procedure manual.

Health Check

The Health Check by Nahas

Data Source is a resource to

help ensure that your

database is set up properly

and that the data contained in

it is accurate.

We will analyze your set up

to identify any challenges and

opportunities that exist in

your configuration.

Inspection Level 1

Process Remote analysis of database

configuration focusing on Tables,

Attributes and Fields

Benefits A strong configuration helps ensure

that your data is entered correctly

and consistently

Results You will receive an inspection report,

outlining any incorrect use of Tables,

Attributes and Fields and actions that

can be taken to correct your

configuration.

Questions

www.nahasdatasource.com

Thank you for coming!