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We will assess the current condition of your database. The system will be analyzed through a proven process of reviewing all codes and tables to gain a preliminary understanding of the nature of the data being collected and employed by the organization. A series of follow-up conversations with staff will be conducted to further inform our understanding of your organization’s particular data management environment.
The goal is to determine potential areas where structure is causing challenges in system functionality due to inconsistency, redundancy, incorrect use or underutilization. Often these issues, in concert with a need for staff training and process refinement, cause an organization undue strain. A written and actionable report, along with prevalence of use reports, will be delivered upon completion of the Diagnostic Audit. A follow-up meeting will be conducted to discuss our findings with your staff and to answer any questions which may arise.
We are also available to conduct an in-depth process audit whereby a consultant will spend approximately two (2) days onsite interviewing individual staff members – or teams of staff – to better understand the operational challenges faced with employing the resident database.
STABILIZATION and OPTIMIZATION
During this process we work to eliminate redundant, contradictory and misplaced codes. These may result from a series of staffing changes, evolving business models, a poor initial data conversion or problematic data integration. If conducted in advance of the cleanup, the Diagnostic Audit has identified issues of concern and consensus has already reached on the appropriate course of action.
Common Corrective Actions Include:
•Normalizing deceased, inactive, no valid address codes •Standardizing Constituent Codes and Attributes •Working through episodic suppressions or solicit codes •Cleaning up relationships – personal, educational, organizational •Recommending gift coding structures which address campaign, fund and solicitation reporting •Retrofiting historical giving to match refined gift codes structures •Developing a Portfolio of Reports •Building core Queries and Exports
Appointment of a staff project lead responsible for making data management decisions is recommended during this process. While many changes can be made globally utilizing enhanced procedures both within and outside of the database, staff may occasionally need to participate in some manual cleanup to contain costs.
The conversion of data may take place following the selection of a new system, or it may be the result of an expansion in the use of an existing solution. As organizations merge, new data must often be incorporated into an existing structure. Rogue lists maintained independent of the central system can often be integrated into the database resulting in greater efficiency and clarity.
BACS works to ensure the migration of data to an entirely new system both preserves the integrity of that which was already managed but also to capitalize on any new capabilities resident with an enhanced database. Data integrated into an existing system follows the same model of preservation, integration and capitalization.
We work with your team to conduct a comprehensive needs assessment. Through this process we determine what is critical, important and optional in selecting the right-sized solution. Acquisition and operating budget is taken into consideration along with internal capacity and anticipated future growth. We strive to find the best option for you be it comprehensive integration or best-in-class usage specialization. We oversee demonstrations to an internal team of stakeholders. Our expertise is offered in identifying the strengths, weaknesses, opportunities and threats of any potential option, but the final decision is naturally left to you.