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>>;... Where I have trouble -- and would like some advice -- is in how something like this would rate against other options. Specifically, I am interested in open-source CiviCRM / Drupal as a solution vs. Salesforce-based solutions vs. this and other solutions. How does one know what is right for them? Is there really a good process for figuring that out? ...>>;
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That is the questing, innit it? As I'm way too fond of saying, I've watched over 300 donor database solutions come and go over the last 20 years, and I'm always looking for insights on what makes an application sucessful and, more importantly, what makes staff at a nonprofit select one app over another and like it or loath it in the long term.
The most important factor that I can see is that people who want to be happy with an application will tend to be happier, and those looking for fault will find it. This tautology means that the sales/selection cycle is going to be extremely important in picking a solutions. A staff person with a passion and vision can force the selection process toward any product. Of course, if that person leaves there's an equal likelyhood that their sucessor will hate the application and try to force a replacement. I've seen orgs pick an app, be happy with it, have a new director start, and begin the process all over again. The criticism of the imcumbant app isn't features -- it's process. They don't like the number of the steps it takes or the report formatting or something like that. It's not the application, it's their relationship to it.
That's why I hate feature comparisions. Except in the most extreme cases, they don't really do much good; from a functinal standpoint the features and functionality between two applications might be darn near identical, but from a process standpoint, particularly a process standpoint that reflects the culture of the organization using the system, these comparisions don't do much good.
Here are the ultra-secret questions we use in the early stages of database selection with ITRC clients:
Consultant's Buy v. Build Checklist
This checklist provides a list of leading questions for a consultant or facilitator to generate a dialog with a client about developing systems in-house or seeking outsourced solutions. Two primary topic areas are presented: database development and communications (print and digital media) production. Some questions are identical for both topics, and others focus on topic specific issues. However, they are both intended to uncover the existing resources within an organization in order to develop a set of criteria for evaluating options.
: Database applications
There are typically three options for implementing a database application within an organization: building one in-house using generic database software such as Microsoft Access, licensing an existing application from a software developer (often called a vertical market solution) or contracting with a consultant/programmer to create a customized database. The outcome from this dialog is not to select a specific product, but the determine the most effective approach in light of the three options.
- Describe the database management problem space
List the major entities involved in the application.
List the major transactions.
What are the significant internal reports/analysis needed?
What are the significant external reports/products?
How is this information currently managed?
What are the anticipated changes in how will you manage these tasks in the next three years?
List the internal and external stakeholders who will influence change in the next three years.
- Resource Inventory: Staff
Who on staff understands the database problem space and can articulate requirements logically and clearly?
Who on staff is enthusiastic about the project?
Who has database design skills or is willing to learn?
Who has had database experience in a previous job?
Who has database implementation experience or is willing to learn?
What board, volunteer, or other staff resources are available?
From a staffing perspective, what are the merits and risks of
Implementing a vertical market solution?
Building a database in-house?
Working with a consultant on a custom solution?
Having to replace a key database staff person in the next year?
- Resource Inventory: Products
Is there a database application in place? What are its strengths and weaknesses?
What types of solutions are in use in similar agencies? What are the benchmarking opportunities?
What are the research options to identify new applications or products in the marketplace?
Are you required to use specific database applications by funders or regulators?
What are the strengths and weaknesses of these applications?
Training
Support
Cost
Duplicate data entry into different systems
Difficulties in cross-application reporting
Are your database problems similar enough to other agencies to create a market for a commercial database solution?
- Resource Inventory: Finance
Is there a budget for this project?
What funds are available in the first year?
What ongoing funds are available for maintenance and support?
When fully implemented, is this database intended to generate revenue?
When fully implement, is the database intended to save money?
Are there funders interested in this project? What options exist for
New or existing technology funders?
New or existing funders of this program area?
General operating or capacity building funds that may be used for this project.
- Organizational issues
How have other projects of similar complexity been implemented within the organization?
Are there hard deadlines to have the system implemented?
What are the risks if implementation is delayed?
What will be the results of project success or failure?
Who will benefit from this project?
Is there clear project ownership and leadership?
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