Sameer Joshi, Karan Aujla, Suresh Katukam

Agenda
 Background
 Problem Definition
 Donor Management Software
• Families-Forward Requirements
• Different approaches and Analysis
• Evaluation of eTapestry, DonorPerfect
• Cost Analysis
• Recommendations
 Hardware Problems
• Different approaches
• Analysis
• Recommendations
 Q&A
 Appendix
 Background: Families-Forward
 Based in Orange County
 Dedicated to helping low income and homeless families in need
 Valuable programs and resources provided by agency
• Homeless Prevention
• Homeless Intervention  
• Career Coaching
• REACH for Success
• Community Partners Network
 Families Forward require an infrastructure that facilitates
• Individual and Corporate Participation and Sponsorship
• Volunteer Network
• Donations
• Benefit tracking and other items
 Problem Definition
 Donor Management Software Issues
• Old application based on Microsoft Access
• Difficult to maintain and upgrade
• Lack of in-house expertise
 Hardware/Network Issues
• Software performance is slow
• Old machines and older networking system
• Slow internet access (Cox Cable connection)
Donor Management
Software (DMS)
Families-Forward DMS Requirements
 Organization is small and requires that the DMS
solution is:

• Cost effective, because

 Small IT/Software budget
 Database size is only ~7000

• Easy to use, because

 Very few employees are tech savvy

• Easy to support, because

 No full time IT person
 Only 18 full time employees
 Different Options
Buy Desktop Hosted Solution Develop
Application on Web Custom
Software
Data Location Internal Server  External server Internal Server
 Back-up: Internal
server
Customization Limited Limited Fully Customized
Software  Optional  Mandatory  Optional
Upgrades  Additional Cost  Free  Additional Cost

Hardware  High end PC’s  PC’s with minimal  High end PC’s
requirements  Data Storage configuration required  Data Storage

 Network devices  Network devices

Application &  Extensive internal  Application support Extensive internal

IT Support support required provided by vendor support required
Requirements  Minimal IT Support

Cost  High initial cost  Low initial cost  High initial cost
 Low annual cost  Moderate annual cost  Low annual cost
Preferred Option
 Web hosted solution – Benefits
• Most cost effective
• Very minimal internal IT support required
• Minimal hardware requirements and investment
• Web based allows ease of access and use

 Researched multiple web-based solutions :

eTapestry and Donor-Perfect are the two options that stood out
based on our limited research
 Assessment of Solutions
 eTapestry
• Financial position not known; Can be a risky investment if financially weak
 Founded in 1999 and funded by VC money; Claims more than 1500 customers
• Positive feedback from customers (Appendix B)
• Seems to be the most cost effective solution
 Technical support is very good (minimal internal IT support required)
 Free upgrades to new versions and constantly upgrading based on user input
• Negative feedback from customers (Appendix B)
 Not very easy to use; Software requires detailed queries; Advanced training required
 Forced to move the new versions as the users do not have a choice of the version; Any
customization is lost during upgrades
 SoftWare (DonorPerfect) is the other ASP solution in
the market
• Founded in 1981: 25 years of track record
 Financially stable: Claims more than 5000 customers
• Strengths
 Easy to use with extensive capabilities
 Scalable. Can be installed in-house instead of using web solution.
• Full price quote from SoftWare (DonorPerfect) needed for a comparative cost
analysis with eTapestry (Complete Appendix C)
 eTapestry Cost Analysis
eTapestary Cost Analysis
Database Size 15000
Database Fee ( includes first users) $164
Number of Concurrent Accounts 1 3 5 10
User Account Fee $0 $100 $175 $250
Unlimited Telephone support (3 registered User) $66
Base System Recurring Fee $230 $330 $405 $480

Add-on Module to the Base System (includes

25000 emails and all modules in the quote) $407 $407 $407 $407
Total Number of emails/yr 25,000 50,000 25,000 50,000 25,000 50,000 25,000 50,000
Monthly Fee for additional emails $ - $ 20.83 $ - $ 20.83 $ - $ 20.83 $ - $ 20.83
Total Monthly Cost (Base+Addon+Email) $637 $658 $737 $758 $812 $833 $887 $908
Annual Cost $ 7,649 $ 7,899 $ 8,849 $ 9,099 $ 9,749 $ 9,999 $ 10,649 $ 10,899

Recommended
configuration
 Recommendations
 Use Comprehensive Checklist (appendix A) in evaluation
 Get a comparative price quotation from Donor Perfect
• Cost projections should be done over 5 year using present value
of money
• Consider one time fees in the cost analysis
• Consider the financial health of each company in your risk
analysis
 If eTapestry is the most cost effective Solution
• Evaluate the software for ease of use
• Talk to local eTapestry & Donor Perfect customers
• Purchase advanced training and support
• Ramp-up to advance modules one at a time
Hardware/Networking
Problems
 Current Status
 Old PCs with slow performance (Appendix C)
 Printers connected to individual PCs
 Internet access through Cox Cable
 Networking is too slow
 Different Approaches
Enhance PC network Server/Terminal Approach
 Continue with current  Install high end server
PC network and dumb terminals for
 Upgrade PCs by adding everyone.
memory and hard-disk
 Replace very old PCs by
newer ones
 Analysis
 Current PC inventory
• All with good processors
• Performance degraded because of low RAM (Possibility of
getting PCs in donation)
 With recommended web solution for Donor
Management software, PCs will not be overloaded.
 Server/Terminal approach is not useful for running
web applications. It has high investment cost and
dependency on server. Any failure will stop
functioning of everyone.
 Internet speed needs to be increased to T1 line for
accessing Web application on continuous basis.
 Recommendations
 Upgrade PCs by adding RAM
 Buy Dell PowerEdge SC440 Server(Cost:
$500)
 Implement document management system on
server. e.g. Microsoft VSS for storing
documents and backup
 Add a Network enabled laser printer
 Improve Internet access by adding T1 line
Q&A
 Appendix A (Evaluation Checklist)
Donor Management:
1. Number of donor records.
2. Field flexibility e.g. User defined fields in donor record, Set defaults.
3. Donor Segmentation
4. Prospect tracking
5. Different sanity checks: e.g. duplicate records check
6. Security of data
7. Search capabilities. Smart search.
8. Multiple donor addresses and salutations
Contact Management
1. Unlimited history and tracking notes.
2. Automatic emails, receipts, solicitations, thank-yous
Pledge Management
1. Track Pledges
2. Track unpaid balances
3. Automatic reminders
4. Cash flow projections, pledge listing reports etc.
Volunteer Management
1. Maintain contact data
2. Track skills and interests
3. Track availability
4. Create schedules
5. Track actual time
Reports and Queries
1. Create custom queries
2. Standard predefined reports e.g. Solicitation analysis, donor profiles etc.
3. Graphical analysis and interface with Excel
4. Report exporting to Word, PDF, html formats
5. Sort functionality
Mailing and Communications
1. Mail merge. Personalized correspondence with donor.
2. Track history per donor
3. Mass mailing with segmenting, labels, multiple addresses etc
4. Email personalization
5. Broadcast like newsletter
6. Surveys
7. Forums
Accounting
1. Credit card processing
2. IATS or PAYPAL etc.
3. Link to Quickbooks
4. Ledger summary
IT
1. Data security on hosted site.
2. Data backup
3. Continuity in service (UPS backup, mirror sites etc.)
4. 24 hour support
5. Web security (SSL connection)
6. Automatic enhancement in software
7. Multiple users. User roles like administrator, user with appropriate privileges
8. Ability to download and view the data on native machine
9. Scalability of product. From ASP to installed.
10. Data Conversion Service
11. Training (Webinars, What’s new, New employee training, Onsite, recorded etc.)
Other
1. NCOA (Change of address service)
2. Update for phone number changes, area code changes.
3. Guaranteed Continuity in service
4. Adding links in own website.
 Appendix B: Feedback from eTapestry Customers
1. Being Alive San Diego (www.beingalive.org)
• Erich Foeckler (referenced on eTepestry website) not with organization since 6yrs
• Spoke with Lenore Lowe, Dir of Development (llowe@beingalive.org)
 Not a eTapestry customer anymore; Not a good fit; discontinued usage before Lenore joined the organization
 Database smaller that Family Forward
2. Neighborhood House (Based in Seattle, WA; www.nhwa.org)
• First customer of eTapestry
• Spoke with Liz-Beth Levy (liz-beth@nhwa.org)
 One of the eTapestry users at NH
 DB of 7000; 2 concurrent user accounts; $4000/yr annual cost
 Signed up for email service recently; expected to go live in a month
 Positive
- Constantly update/change software based on user input
- Technical support very good
- Cheaper (1/3rd the cost of Donor Perfect)
 Negatives
- Not easy to Use; requires the user to layout detailed queries; Requires some degree of knowledge to make effective use of it
- Doe not have event management; example for coordinating events it does not have RSVP feature, therefore customer has to
pay for each RSVP
- Many users have used Donor Perfect and Razor’s edge and they seem to more frustrated with lack of ease of use
 Feedback from eTapestry Customers
3. Center for Children & Families, Inc. (Based in Norman, OK)
• Spoke with Tina Burdett, Dev. Dir (tburdett@ccfinomon.org)
 Using eTapestry since Dec’03; Previously using Access DB
 Looked at Razor’s edge (It was too expensive)
 DB of 7000; 3 concurrent user accounts; ~20 Users
 Average Annual Cost = $6000
 Using email service; Outlook module very rarely used
 Positive: Very satisfied
- Free upgrade to new Versions
- Web based enables access from anywhere
- No internal IT support needed
- Technical support is very good
- Very cost Effective
 Negatives
- Too many upgrades; Any customization is lost when the version is upgraded
- No choice but to upgrade to new version as it is web based
 Appendix C: eTapestry vs.
DonorPerfect*
Annual Cost 5 Yr
Analysis Analysis
Donor
Donor eTapestry Perfect
Service Description eTapestry Perfect Year 1 15614 4493

Database Size 15000 15000 Year 2 3960 4008

Year 3 3960 4008
Database Fee ( includes first
Year 4 3960 4008
users) 1968 2940
Year 5 3960 4008
Number of Concurrent Accounts 3 5

User Account Fee 1200  

Total 31454 20525
Unlimited Telephone support 792 $ 1,068.00

Base System Annual Fee 3960 4008

With Add-on Modules 8849.20 4008

Total One Time Fee 6765 485

* DonorPerfect Numbers are picked up from internet and is not an actual quote
 Appendix D: Current Inventory
PC Details Comment
1.Computer Intel Pentium: (R) ,  CPU Ghz:1.7 ,  256 MB of RAM. (Sara)
Low RAM
2.Intel(R) Pentium (R) 4 CPU 1.70 GHz 1.69 GHz, 256 MB of RAM
(Maria)
Low RAM
3.Computer Intel Pentium: 4 , CPU Ghz 240 , 256 MB of RAM. (Annie)
Low RAM
4. Computer Intel Pentium:_[Dianne Newman] 4CPU 1.70GHz ,  256MB
MB of RAM.
Low RAM
5. Computer Intel Pentium1.40 GHZ,  CPU Ghz: 1.40 GHZ ,  504  MB of
RAM. (Karen)
6. Intel [R] Pentium [R] 4 CPU 3.00 GHZ 484 MB of RAM (Niki)
Printer
7. Computer Intel Pentium: 4 ,  CPU Ghz: 2.40 ,  256 MB of RAM
(Victor)
Low RAM
8. Computer Intel Pentium:_ R  4,  CPU Ghz: 1.69,  256 MB of RAM.
(Margie)
Printer, Low RAM
9. Computer Intel Pentium: (R) 4,  CPU Ghz:1.7 GHz ,  256 MB of RAM.
(Anne)
Low RAM
10. Computer Intel Pentium: (R) 4,  CPU Ghz:1.7 GHz 1.69 ,  256 MB of
RAM (Carolyn)
Printer, Low RAM
 Current Inventory (Cont…)
PC Details Comment
11. Intel® Pentium® 4 CPU3.0 GHz 448 MB ram (Rosa)

12. Computer Intel Pentium: (R) 4,  CPU 1.70 Ghz:1.7 GHz ,  256 MB of
RAM. (Debbie)
Printer, Low RAM
13. Computer Intel Pentium: (R) 4,  CPU 3.00 Ghz: 3.00 GHz ,  484 MB of
RAM. ( Judy/Armene)
Printer
14. Intel Pentium 4 CPU 1.7 GHz, 256 MB RAM (Steve)
Printer, Low RAM
15. New Requirement (Kim)

16. New Requirement (New Intern)