Databases > Choosing A Database

Databases in the Voluntary Sector

By Dr Simon Davey

This article provides an overview of the database market in the voluntary and community sector with specific advice for organisations of different sizes, types and incomes and with different needs.

Introduction

There is a wide range of off the shelf databases and many will satisfy your needs, unless you’re highly specialist. You can also pay to have the medium and larger systems enhanced by the supplier or have something built completely from scratch. See the Choosing a Database section of the knowledgebase for advice on whether to build or buy. It’s tempting to think your needs are unique and you need to start from scratch. You probably don’t. Find an organisation similar to yourself and ask what they use.

Database role – what it does

The role of your database depends on your size, income, number of staff and nature of activity. The main systems in the voluntary sector are:

1. Simple contacts management –store names and basic contact information plus a few additional details. Ideal for very small organisations to keep simple records and notes.
2. Fundraising and donor management –combination of contacts management, CRM (Client Relationship Management) and managing donors, funders and potential funders. Sometimes focused on fundraising to the exclusion of other useful features.
3. Membership management systems – typically easy to use systems. Good if you provide standard services to members and need to manage those relationships.
4. CRM (client relationship management) – range from fairly simple and inexpensive to complicated and very expensive. Help manage information around relationships, transactions with clients, members, funders/donors or anyone else. Often feature events management and simple project management.
5. Case management systems – used to support detailed case work with clients and record/track lots of detail. Can be simple or complex.
6. Monitoring and evaluation systems – used by organisations that need to report detailed statistics and outcomes from their work. These are the hardest to find off the shelf as every organisation works differently. (Note that most databases will allow you to do some basic reporting and monitoring).
7. Specialist systems – a wide range of uses from helpline management to volunteer brokerage. Very sub-sector specific but probably well tested by a similar organisation to yours. These are the hardest to find and you may need to do a lot of research. Some systems are not on the open market.

More on types of database in the knowledgebase article Buying a Database for Your Organisation.

Database platform

Many people confuse Microsoft Access as a database. It’s not - it’s a database tool/platform. Most simple systems are written using Microsoft Access because it’s fairly easy to use, inexpensive and runs easily under Windows.

Other common platforms are MySQL and SQL Server. These are more robust, but database systems using these need the additional platform software in order to run. SQL Server is demanding on ICT infrastructure. The platform shouldn’t matter as much as what the system can do and its overall stability but take care the system you buy will run on your computer or server operating system.

Storing and accessing data

There are three ways of accessing a database and its information:

1. Installed on your own (usually single) PC – common in very small organisations, works if you’re happy to share a PC
2. Install on your server and share between users – typical method
3. Using applications over the internet (web-based systems) – your data may be stored elsewhere

Packages you install on your own PC and server need to be maintained by you (your supplier may offer upgrades) and depend on your own ICT infrastructure.

Systems accessed via the internet are upgraded periodically by the developers without any need for you to do anything but they’re dependent on the quality/availability of your internet connection.

Database costs and scope

A major cost of databases is the amount of planning which goes into deciding what you need to do and what package/solution will do it, further costs are incurred in implementation. See the knowledgebase articles A Quick Guide to Planning Your Database and Implementing a Database – Practical and Strategic Issues for more information.

The actual ‘cash cost’ of a system may be relatively small in comparison. Prices quoted below are for a typical five to ten user system.

Disclaimer: This article does not seek to endorse any particular product or supplier and the inclusion or omission of a specific system does not constitute a recommendation.

Free systems

• Building your own system in Excel, Access, Filemaker or MySQL (or having a volunteer build it) – systems are ‘free’ if they use software you already have. Volunteer or staff time could add to costs.
• Downloading databases from the internet (or via magazine cover CDs)
• Using and developing open source systems – they may be free of licensing costs but could cost you in development and support e.g. CiviCRM
• Use existing software – simple spreadsheets or Microsoft Outlook

Inexpensive systems

(£50 to £1000 per organisation, depending on number of users) – suit many small organisations with typical needs

• Simple contacts management (or basic CRM) e.g. Lamplight, ACT!, Kiss Contacts, Contact Link.
• Simple membership management and reporting e.g. eBase
• Simple case management e.g. AIMS
• Simple fundraising management (sometimes covered by the contacts management software)

Mid range systems

(£1000 to £10000 per organisation) – aimed at small organisations with more detailed requirements

• CRM and membership management with additional features e.g. Subscriber.Net, CharityLog
• Basic fundraising packages e.g. DonorCare
• Case management and monitoring reporting e.g. Link
• Simple bespoke systems built by your own developer 

Higher end (investment) systems

(Over £10,000 – typically priced per number of users and can cost over £100,000) – provide comprehensive solutions but have high training and maintenance overheads and need further supplier support

• Complete client relationship management solutions e.g. ThankQ, Progress
• Advanced fundraising systems e.g. Raiser’s Edge, DonorFlex
• Advanced membership management systems e.g. Integra,
• Detailed case management systems
• Detailed outcomes and monitoring systems
• Complex systems built from scratch and tailored to your needs e.g. Infoworks

With databases, you get what you pay for. The less you can afford, the more you are likely to need to change the way you work to adapt to a simple system.

The fit for your organisation

The type of database you choose (and the supplier who provides it) will be dependent on where you’re up to.

• Small organisations (less than 10 staff) typically need to store and retrieve small amounts of simple data. Fundraising may consist of a few relationships which can be easily tracked with notes and spreadsheets or using Outlook. Inexpensive systems almost always do the job.
• Medium sized organisations may need to store detailed case management or relationship information and utilise more detailed monitoring. Free/open source systems can be adapted or mid range systems used off the shelf. Some redevelopment may be needed to address particular activities and ways of working.
• Specialist organisations often need a system to support very specific and detailed tasks – find similar organisations to yours and talk to them about what they use.
• Large organisations often have complex relationship management needs – higher end systems are well worth the money as less expensive ones can be restrictive or unstable for many users.

Things to consider:

• Moving from paper to your first database? – go with something fairly simple and get a feel for it. You can always upgrade later.
• Looking at more detailed monitoring and outcomes? – check ease of reporting and specialist monitoring and outcomes systems.
• Need full scale relationship management? – ensure the system is easy to use as well as comprehensive. Users won’t record information if it makes their life more difficult.

Your choice of database will also depend on your resources – small, simple and off the shelf will almost run itself. The more complex and tailored the solution, the more you may need to devote staff time to managing the system and its data.

State of the market

Database development is improving every year and innovative features quickly become standard. If your needs are straightforward, you’ll easily find a package to meet them. Prices are decreasing for the features offered but can still be expensive. Balance costs against the value of the system. If it can save you significant staff time, isn’t it worth investing the money?

Your solution is probably out there… somewhere

There are many databases used by groups which aren’t on the open market. Small organisations running specialist services have often had systems developed by freelancers or volunteers which meet their needs – basic systems which do the job. Unfortunately there is no central source of this software. The best you can do is ask similar organisations to your own and use networks to find them out.

Try before you buy

The best way to assess a system is use it yourself. Most suppliers will be happy to demonstrate a system either in person or for cheaper systems by sending you a demo disk. Find out what other people use (especially similar organisations with similar services) and read reviews.

Conclusion – making a choice

Most voluntary organisations need a database. Find the simplest and most effective but invest enough time, effort and money to identify what you need and get a product that will make a difference. Review the market, go out and find similar organisations to yours, try before you buy and make a choice which will support you in the medium to long term.

Resources

• Knowledgebase section on databases
• Comparison tables – Techsoup comparisons of a number of (mainly American) systems - Includes membership and fundraising systems.
• How to read a review – Techsoup article
• Lasa Suppliers Directory - lists a wide range of suppliers including developers of bespoke systems
• Products/suppliers – IT for Charities provides a comprehensive list of database packages for the voluntary sector. For more detailed comments, see also Volresource