By Steve Birnbaum
(Part 2)
Last post, we discussed the first five of nine questions you need to ask when you’re developing an RFP for a new nonprofit CRM. These final four questions continue the process of digging deeply into the real and vital (yet sometimes not obvious) strengths and weaknesses of any system you’re considering.
6. How does your system safeguard constituent data in the cloud?
Make sure vendors can specify how their security strategy keeps
sensitive donor information safe. Cloud-based systems should help you
meet data governance rules, have well-established policies for disaster
recovery and PCI compliance and meet all appropriate regulations and
standards.
7. Does your system empower multi-channel fundraising?
More and more NPOs are running sophisticated multi-channel fundraising
campaigns. Any system you review should not only support large, complex
direct-mail segmentation for online and offline campaigns but also offer
tools to support major and planned giving, including capital campaign
management.
8. How will your system support our national/chapter organizational structure?
Your chapters shouldn’t get less out of a system just because they’re
not national headquarters. Ask if vendors’ systems have built-in
national/chapter organization functions. Systems you consider should
also be able to enforce rules about how chapters share, see and access
data.
9. Do you provide a development environment?
A complete development environment should be a mandatory part of any
system implementation. Ask vendors if they include all of your data in a
test system at no charge, allowing you to test integrations and other
system changes without affecting your live data.
Remember, your organization’s goal is not simply to buy a nonprofit CRM or fundraising software. Your ultimate goal is to make sure that your system improves the way you interact with all your constituents and helps you grow their devotion to your cause. Good luck with the process.
Read Part 1 of this post . . .
Steve Birnbaum is SofTrek’s Vice President of Client Solutions. He has more than 17 years’ experience in nonprofit management, with particular expertise in organizational planning, technology implementation, and change management.
By Steve Birnbaum
(Part I)
When you’re developing an RFP for your new nonprofit CRM system, some questions are more equal than others. In addition to the basics about functionality, make sure you include nine other must-ask questions, five of which we feature in this post. These questions get at some of the most important, but sometimes overlooked, aspects of a nonprofit CRM or fundraising software system. The answers will reveal a great deal about the in-depth capabilities of the systems you’re considering.
1. Can you describe the vision and product roadmap for your system?
The systems you consider might have wonderful features today. Your organization, however, is buying a system for today and for years from now. Make sure vendors can clearly explain their plans for their system in the next several years. Be alert for vendors offering outdated client/server technology today while planning to require your purchase of an expensive upgrade in a few years.
2. Can your system grow with us?
Your organization is not static, so ask vendors if their systems are scalable. Your system’s capacity should easily grow with your organization, accommodating any number of users and constituent records. Even if you never plan to grow that large, you should be confident that millions of records and hundreds of users would never be a problem.
3. Can your system align with our business processes?
You work with constituents and constituent data in the way that makes sense for your organization. Vendors should be able to configure their systems to work the way you do, not vice versa. Look for a platform that accommodates extensive configuration without the downside of having custom software.
4. Are you committed to system integration?
Ask vendors if they have a track record of working closely with other vendors to share data and processes among systems. A look at their current system integrations (finance systems, content management systems and others) will offer a good indication if they actually do. Unless you want to live in your vendor’s walled garden, make sure they play nicely with others.
5. How can you help us improve our major gift effort?
The key to effective major gift solicitation is having a full picture of a prospective major giver’s relationship with your organization. Ask vendors if their system includes a comprehensive constituent relationship management (contact management) platform to support annual and long-term development efforts for major gift programs, including tools for forecasting, reporting and analysis. The system also should run on tablets and other mobile devices on which major gift officers often rely.
Next post: The final four must-ask questions for your nonprofit CRM RFP
Steve Birnbaum is SofTrek’s Vice President of Client Solutions. He has more than 17 years’ experience in nonprofit management, with particular expertise in organizational planning, technology implementation, and change management.
