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Why outsourcing your database management makes sense

Many development teams come to us because:

  • They are tired of the constant turnover in the database manager position and want stability.

  • They can raise more money by elevating the work of their current staff.

  • The database is currently "part of somebody's job," and the database needs more attention.

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What if...

your database just worked the way it was supposed to work? 
What if the data was good, the reports were accurate, and the queries were correct? 
What if you knew which team members were going after which donors and how they were doing? 

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When your database is running optimally, how much more can you raise?

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How outsourcing works

Gift Processing Cycle
click here for more information about how gift processing works.

  1. Process donations (remotely, checks go to Finance, and copies are sent to us)

  2. Donor acknowledgment letters are sent

  3. Monthly donor reports (dashboards set up for key stakeholders)

  4. Reconciliation with Finance is complete

  5. Monthly revenue reports generated (dashboards set up for key stakeholders)

Data Integrity

  1. Gift reconciliation

  2. National change of address updates

  3. regular email & phone updates

  4. "bounced" email updated

  5. Regular "housecleaning" (salutation, gender, etc)

Queries & Lists

  1. Email queries/list management

  2. Direct mail queries & list management

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Major Gift/ Development Officer activities

  1. Track all prospects for solicitors

  2. Track activities for solicitors

Other components

  1. Administrative time (meetings, discussion with team members, & available time)

  2. Strategic planning and data gathering

  3. Event and other database function component support

  4. What else do you need?

How would outsourcing work for your nonprofit?

Submit the following to start a conversation about improving your database productivity

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FAQs

1 / Is outsourcing my database management secure?

Yes, we use your database. 
We use your database the same way that you use your database when you are working remotely.

2 / Is my data secure?

Our business will never release your information to any email that does not have a YOURORGNAME.org email.  We won’t send to a Gmail or any other address without your express permission from an official email address.
For Philanthropy Solutions, keeping your data confidential is our top priority.  If we cannot keep your information confidential, we cannot exist as a company.

3 / If you are not in the office, how do you process donations?

All you do is snap a picture of any check and send it (text, email, Harry Potter owl if secure) to us. 
We do not deal with checks; we are not a check deposit service.  Once you’ve done that, send the check to finance to be deposited.
Credit cards and auto payments are much more straightforward as they generate confirmation emails.  Auto credit card payments are entered into your payment processing services with security protocol from the service

4 / What will outsourcing my database cost?

Several factors determine costs, including:

  1. The size of your database.

  2. The number of gifts you have each year.

  3. The size of your team (more people mean more requests, etc.).

  4. The amount of “on-call” or “admin” time you feel is appropriate. 

Typically, we can do the job with the same budget that you would plan on paying to hire an in-house database manager. The value of outsourcing is that 1) stability, you won’t be hiring another person in 12-18 months, and 2) the additional services that we can provide that help you raise more money.

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