The biggest obstacle to having well managed information is the time it takes to get and enter accurate data. The cure is two-fold:
Data retrieval and analysis are the payoffs. With the appropriate password, any staff member can get current, accurate information whenever they need it.
The database can be accessed from an internet web link, or typing in a web address on any browser (Internet Explorer, Firefox, Safari, Opera, Netscape, etc.). There are four user levels:
The public interface is for potential clients or volunteers to express interest by filling out simple contact request forms. A person from our program should then respond to the request. Public access could also include a featured "Project of the Month". No other access to any data. Clients do not have access to the data.
The Staff has access to all info. It's for anyone who contacts clients, interviews volunteers, facilitates projects or manages our program, but not for the volunteers. Since the data is in an SQL database, most data analysis tools (like spreadsheets and low-end database managers) can read and manipulate the data. So these people can get data for any special analysis purpose that arises, without effecting the rest of the database.
The Admin user can change non-technical setting like the email address of the person notified when web requests come in, or the wording of the
The Manager has access to a additional settings primarily used during the initial installation of the database.
We all engage in many tasks that generate information with long term value. We might for example:
Too often in non-profit organizations, the information gained is captured on paper, photocopied, distributed and ultimately filed in a drawer. Information from one task is not connected to the other tasks.
The "More Than a Coin" database software has clear sections that support each of the above tasks. Capturing information is at least as easy as writing it on paper. But tremendous labor savings are realized because the data is dynamic and accessible. Information is never entered twice. Reports are always up to date.
The basic data structure is centered on three major data tables:
Much of the data is pretty routine stuff like names and addresses. The database currently has "info" notes that are clicked from the form as context-appropriate documentation. Although it seems quite obvious, it is important to talk to other staff members to ensure that everyone is clear about what data goes where. Different people can look at the same data field, and even read the info note explaining it, but arrive at a different conclusion about what to enter. This becomes very important as the database expands.
It is vital that users never put data where it does not belong. This can cause any number of embarrassing effects like a stray comment showing up on an automated email to a client, or inaccurate outcome metrics being presented to a generous donor. There are "Comments" boxes for every project, person and client organization. Use them for odd items and keep the structure clean. One last plea: be careful to never, ever enter the same person or same organization twice. This is very confusing to users and the software alike. Lots of things start to break!
One advanced piece of data deserves special attention. Each client, volunteer and project has a "status" that is used to drive workflow. "More Than a Coin" provides live data on what is at which status at all times!