Revised with new information as of February 1, 2006

 
Choosing Specialized Software
(Or Using What You Already Have)

There are lots of specialized software packages out there designed to help mission-based organizations (not-for-profits, non-governmental organizations/NGOs, civil society and public sector agencies) meet a variety of needs. They sound really wonderful, but are they something you should buy -- or do you already have the software you need?

Many organizations make the mistake of investing heavily in a software package that is not appropriate for their situation (you see reports about this in the media whenever a public sector organization does this, like a Department of Motor Vehicles office). Or, an organization expects the software to solve a problem that has nothing to do with software or computers (a volunteer management/tracking software could be quite valuable to your organization, but only if you are gathering the information from volunteers to input into it!).

• Maybe You Already Have What You Need ("Buy v. Build" Debate)
  
• Sometimes, You Do Need To Buy
  
• Consider Used Software and Older Versions
  

Maybe You Already Have What You Need
("Buy v. Build" Debate)

For instance, I have yet to find a computer that didn't come already loaded with a program that allows me to create and manipulate graphics. Something like PhotoShop is for professional designers; most organizations need just very basic functions in a graphics software, and this is usually readily available on a software already loaded on to their computers (I use a Mac, and the program that came with it, AppleWorks, provides all the functionality I need for graphics manipulation; and every IBM/Clone I've used had something similar that was pre-loaded onto the machine).

Database software like FileMaker Pro or Microsoft Access can be used to easily create very advanced, integrated tools to do everything from manage employee records to track volunteers and their contributions to manage individual projects with multiple contributors. Such database packages are easy to use, and come with simple and advanced templates that are very easy for even a novice to adapt and link together, creating a people or project-tracking system that can meet current needs of various staff and circumstances, and can easily expand to meet new needs. Building your own means building exactly the database structure you want, which will give you a much greater foundation of knowledge for when it's time to invest several hundred or even thousands of dollars in a more advanced, customized package.

Here's a list of the various templates that came with a used software package I bought for less than $300, all of which can be integrated together and adapted to fit a variety of reporting and tracking needs. This is an example of the breadth of templates available on many database software packages:

Address Book Asset Management Business Cards Calendar/To Do List Certificates Checkbook & Ledger Course Syllabus Employee Leave Forms Event Planning/Schedule Expenses Fax Cover Sheet/Letterhead Gradebook Identification Badges

Inventory o Invitations Job Listings Library Membership Messages Personnel Records Presentations Projects Purchase Orders Résumés Seating Chart Student Projects Student Records Time Billing

A customized database can be as simple or as complex as needed: add or change fields of information, screens, reports, automated functions and forms for whenever you need to -- no waiting for the vendor to get around to it. The database can be used across your computer network, and you can make certain fields confidential or unchangeable except by particular users. You can even create several different databases and link them together -- allowing, for instance, the fund raising staff to view and use data in their own way, and allowing project staff to view and use data in their own way, with all of the data linked together in a master database.

And remember: the more freedom users have to change a system per their needs, the more likely the system is to be accepted by users.

Many will say that, even for small organizations, spending several hundred dollars on something "ready-to-use" and specialized -- such a volunteer management software -- is cheaper, in the long run, because it takes less time to start using it. I disagree, particularly for small organizations with very limited budgets; staff will spend just as much time learning to use an expensive, specialized database and trying to figure out how to make it fit their needs as they will creating something on their own, or working with someone to do so.

Finally, remember that experienced "techie" volunteers are often happy to help provide support to staff in building such databases: you can recruit such volunteers from among university students, professional societies or tech-related companies.

(See Finding a Computer/Network Consultant for tips on how to evaluate candidates for software-related tasks)

James McCall, Program Coordinator at the Marlboro County Department of Social Services in South Carolina, posted this comment to the Computer Use in Social Services Network List (CUSSNET):

One of the most powerful means of using PCs is for a social worker to learn to use 'End User' databases... You can then customize you data needs to what you want and need. We have developed over 50 databases over the years to capture information. Some of these databases are used only for a short time. Some have been used for eight years. Most are fairly easy to develop. I had no computer experience when I first started and just read the 'Manual'. Just have to be motivated to 'Do it'.

I went through the decision-making process of choosing volunteer management software last year. I looked at a few programs but felt most had many components that weren't useful to me. We already had a copy of Filemaker Pro here in the office and so I chose to use that and develop my own database. I was able to enroll in a class to give me some direction and because Filemaker Pro is a relatively easy program to use I was able to create my custom database that met my needs exactly in about an afternoon! So far it has worked beautifully for me. However, my needs may be different than others. I track relatively few people (about 600 right now) and want to have lots of information on each person. I am not tracking schedules of any kind. Essentially, it provides me with contact info, demographic info and a record of hours and volunteer assignments. Another advantage is that the data can be transferred fairly easily to other databases like Blackbaud which our development department uses.

File maker is MAC compatible and also gets my thumbs up. I sweet talked a volunteer into designing a new Filemaker Database for us at the museum I worked for. Easy to use and customize - I also made sure to include some follow-up visits in the design request. We had been using Filemaker version 2 - which is a "flat file" version, the next upgrade is a relational database. In english: the flat file database did well with names, addresses and a basic tally of hours. The new relational database let me track which hours went to which department and the type of job done - a huge improvement in tracking. (700 plus volunteers a year in 15 plus departments) I was even able to import graphics and do very nice certificates off the database.

An integrated or interrelated software package that a local organization could configure for their own community and needs would be worth trying before scrapping an OS that staff are comfortable with and buying several thousand dollars worth of software that they will be no more capable of managing.

The question you might want to ask yourself is, "What skills and resources do I have at my discretion?" For example, if you have someone who can design forms, queries and reports from a relational database, then I would recommend programming yourself a database and as your data needs grow, then consider purchasing one of the larger packages.

Often the more features a program has, the greater the price. If you are looking for something to keep phone numbers and addresses in, then buying a program like [PRODUCT NAME DELETED] is going to be too robust. However, if you want to track someone's giving history, than a commercial package may be up your alley.

I am a database programmer on the side, and since our organization cannot afford [PRODUCT NAME DELETED], I used its layout as a template to program our own MS Access version.

The key is to have a program which matches your fundraising needs, not the other way around. If you do end up buying a database and then building your own application, I strongly recommend that you use Access or any other relational SQL based database. Relational databases give you the option of developing sophisticated databases.

Tim Mills-Groninger of the Technology Resource Consortium (TRC) and the Information Technology Resource Center (ITRC) frequently weighs in on the "buy v. build" debate on the soc.org.nonprofit newsgroup. He noted:

"If you choose to make you own system, set a 24 month milestone where you will honestly evaluate your progress and revisit the buy option."

Don't know how to use these already-available templates on your computer, or even where to find them? Consider involving a volunteer to help your organization with such. Such volunteers are easy to find and eager to help. And, as noted earlier, in using these already-existing templates and software already installed on your computer, you will be building your own capacity to better-evaluate software in the future -- very helpful skills and experience when its time to upgrade to specialized software.

Sometimes, You Do Need Something Specialized

Specialized software comes in many forms: Your accountant may a financial management/accounting software. Maybe you need to manipulate art work (change background colors, draw your own work, convert material to .gif files for your Web site, etc.). If you are a not-for-profit theatre or dance company, you may need ticket-selling software to manage the volume of sales and the volume of information you need to track per ticket buyer, and track which ticket-buyers are donors and volunteers, and vice-versa.

In the case of presentation or publication software, you might consider an older (and, therefore, lower cost) version of such software.

When shopping for database software, make sure that it at least meets this basic criteria:

• The person who will use it the most (that might be the receptionist rather than a senior manager!) can feel ownership of the software; it's easy to use, and he or she can take the lead in helping others to use it.

• It can work on the computers you have now.

• It can import and export data to and from the most-used software packages for both IBM/Clones and Macintosh computers (FileMaker Pro, AppleWorks, Lotus Approach, Microsoft Access, Microsoft Excel, etc.). Why? The data in your database is used by more than just your volunteer manager or your development director -- it's going to be used by the bulk mail house, an outside consultant, maybe even traded with another organization, and they all aren't going to have the same software as you.

• It comes with a computerized tutorial/overview (or even a videotape), in addition to the printed support material.

• It allows the user to change existing view screens and to create new ones (users should be able to change what information they see on screens as appropriate)

• It allows the user to change, add or delete fields of information. Your organization may have a particular information interest in a particular group, and no specialized software can anticipate every organization's every need.

• It can be networked (people can access the information from more than one computer, if the computers are networked).

• It allows the main user to set up security measures (read only access for other users, for instance; see Customer Database Principles for more information).

• Has relational capabilities, (adding a new record to the donor database will add the same record to ALL the ticket-selling database, and vice-versa, for instance; or all databases feed off of one database of key contact information, like mailing addresses, so that there is no conflicting information about such).

• Users can generate personalized mailing labels, letters, name tags and customized reports as they need them, without having to call the vendor to do it for them.

• Users can set up automated functions on the database (sometimes known as macros), such as automated numbering fields and automated calculation fields.

• Technical support is included in the purchase price.

• Make sure you understand the basics of databases and database management before embarking on a purchase (this is easily-acquired knowledge).

• Make a list of the features and qualities you and others who will work with the database will need.

• Make sure that you have systems in place to gather the information you will use in the database (volunteer hours and interests, donor pledge dates, etc.).

• Request a demo of the software from the company that markets it -- many companies are happy to provide you with such.

• Talk with representatives of at least two organizations that use the software. Make sure you talk with the people who actually input information, run reports, etc. using the software (that may be the receptionist, not the executive director). Don't just rely on letters of endorsement. Ask them how easy the software is to learn, what they use it for, and their experiences when calling the company's support line.

There is a lot of online Free Help With Databases & Software; before you buy a package, check over this list and see what free help is available.

These tip sheets may also help you in understanding databases that track people (volunteers, donors, etc.):

• Customer Database Principles
  
• Customer Database Regular Maintenance
  
• Overview of Databases, which includes:
  • Definitions of Database Terms
    
  • The Difference Between Flat and Relational Databases
    
  • How Relational Databases Are Joined
    
• Importing Information Into a Database
  

Consider Used Software and Older Versions

Also, the latest version of some software won't operate on the computers you have, and it may not be a good time to upgrade your hardware. Again, the older version of some software may fit your needs perfectly. View these Resources For Users of Older Computers for more information.

Browse your nearest computer software store, many of which sell older versions of word-processing, presentation, publication or graphics software. Also try Internet search engines, using the keywords "used software".

View Coyote Communications Free Help With Databases & Software
In addition to tutorials and printed support material that came with database software packages, companies often provide free online bulletin boards, Web sites and automated fax libraries where users can get more specific or updated answers for database questions. There are also Internet discussion groups centered around discussing the use of particular types of database packages. Participants in the groups are software users just like you, although many are often advanced users.

 
Other Resources

TechSoup
An initiative by CompuMentor designed especially to help mission-based organizations with computer and Internet issues. TechSoup features extensive information on specialized software, including database software, and information on what's on the market. Pay particular attention to their information on Open Source software.

 
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