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PeopleKnowledge: One Solution to Nonprofit Data Management
By John Hannan Director of Strategic Planning New York Cares Over the last twelve years I have developed PeopleKnowledge, a solution that addresses the needs of many nonprofits in one program. Working at an organization with less than a million-dollar budget, we couldn't afford prepackaged solutions; they were expensive yet each did only one thing. We needed something that could track funders (both individuals and foundations), volunteers, "thons" (dance-a-thons, phone-a-thons, etc.) and our other special events. And since our volunteers were our funders, we needed the volunteer and funder components integrated. I looked at just about every database engine and chose Filemaker Pro because of these basic criteria: inexpensive; fully networkable out of the box; relational; cross-platform (able to run on just about any Macintosh or Windows operating system); user-friendly; and Y2K compliant. Solution Implemented at New York Cares New York Cares' primary activity is volunteer management. It needed a solution that tracks biographical information about individuals and shows when and where they volunteer. People often volunteer as a corporate or association team, so the corporate entity needed to be recognized as well, showing which individuals are connected to a corporation, foundation, civic group, or agency, and what that connection is. We needed to fundraise, so the system must track all in-kind, matching or straight financial gifts from individuals, foundations or corporations. Next to be created was the capacity to track the logistics for "thons," keep inventory control, document human resources needs, manage check requests, supply and print orders, and print out expense reports. Then, ways to batch e-mail, paper-mail merge, and batch fax directly from the database, while constantly tracking what correspondence has been sent to which people. We manage all special events mailings, RSVPs and guest lists directly from the database. In summary, the concept was to create one networked solution that most staff uses for practically all office functions other than simple word processing. This means most staff need far less training, and go to only one networked source for all information or requests. Making Solution Available for Other Nonprofits PeopleKnowledge has been adopted as the database standard by the City Cares of America Network and is currently running in ten of the 26 affiliates. In the last year, other nonprofits have contracted with me to acquire custom solutions based on this model. They're picking this solution because it's designed by and for nonprofit professionals, takes nonprofits' needs and budgets into account, and is built to handle organizational growth. The next step I'm working on now is to provide ongoing tech support so that systems and manuals can be updated and revised at the lowest possible cost to the client. Those familiar with the Web will be able to download updates, keep PDF files of manuals on their intranet, using technology to acquire and maintain solutions that meet their ongoing organizational needs at minimal cost. A listserv, just set up, will provide responsive answers to questions and support needs. John Hannan can be reached by e-mail Jnhannan@concentric.net or telephone (212) 477-5150.
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Planning & Management.... An Agency Profile: Transitional Services for New York, Inc. (August, 2003) Software for Nonprofit Accounting (March, 2003) How to Accurately Plan Your Agency's IT Budget: A Workshop Synopsis (October, 2002) Would You Like To Improve Agency Communications? Develop an Intranet! (October, 2002) "Something from Nothing" - How Housing Works built a state-of-the-art IT infrastructure on a shoestring budget. (August, 2002) Making the Build-or-Buy Decision: A Thorough Analysis Before You Decide (February, 2002) The ABCs of ASPs (November, 2001) The Pros and Cons of ASPs (November, 2001) Using an Application Service Provider To Transform Your Agency (November, 2001) The Nonprofit Web Site: Tips for Attracting and Retaining Visitors (April, 2001) A Case Management System Case Study: Providence House (January, 2001) Covering Web Site Costs and Online Fund Development (January, 2001) I&R Best Practices: Profiles of Three NYC I&R Services (November, 2000) One To One Marketing for Nonprofits (May, 2000) Planning for Success: A Practical Approach to Technology (March, 2000) Networking for the Small Nonprofit: The Asian American Federation of New York (December, 1999) Developing a Technology Plan: Key to Getting Needed Funds (October, 1999) Should Your Organization be an E-Commerce Provider? (October, 1999) Stretch Your Technology Budget - Take Advantage of Product Donations (June, 1999) Contact Tracking That Works (April, 1999) How We're Using Information Technology to Further Our Mission (February, 1999) PeopleKnowledge: One Solution to Data Management (December, 1998) Softward Licensing: Protecting Your Organization From Lawsuits (October, 1998) Other Articles of Interest.... Online Facilitation (December, 2001) GuideStar: Getting Form 990 Online (October, 2001) Nonprofits Benefit from ePayments Technology (April, 2001) Paving the Way to the Future: DYCD's Comprehensive Contract Management System (January, 2001) Creating the Paperless Office (November, 2000) Globix Technology Grants Help Nonprofits Realize Operating Efficiencies (November, 2000) TECH-U-NET: Providing Technology Guidance to Nonprofits (November, 2000) Technology Technical Assistance: Why Use it, How to Manage it (May, 2000) New Web Site Facilitates Quality Program and Evaluation Planning (March, 2000) Lessons From the Life of a Learning and Access Center (December, 1999) Distance Learning and Training can be Low-Key, Low-Tech, and Low-Budget (October, 1999) If Your Computer is Looking a Little Green Around the Ears, it Might be a Virus (June, 1999) Program Donates Technology to Nonprofits (April, 1999) New York Today Offers Free Web Services for Nonprofits (February, 1999) Register Your Internet Domain Name Now (February, 1999) Diffusion Fund Enables Advanced Telecommunications for Disadvantaged. . .(December, 1998) BrookynX - A Guide to Getting Your Communities on the Net (October, 1998) Learning the FAQs: Free Education and Training for Nonprofits (October, 1998) |
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