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Customer Database (CRM) Set Up

Help Community Knights set up their Customer Relationship Management (CRM) system to track their donor, volunteer, and constituent database needs more effectively.
Community Knights
Newport News, VA, USA
Community Knights
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Community Knights
Newport News, VA, USA

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Cause
Community & economic development
Skills
Database administration Information technology

Posted January 16th

Customer Database (CRM) Set Up

Project details

What we need
  • Setup of selected CRM system (e.g. Airtable, Salsa CRM, Salesforce, Raiser's Edge, Bloomerang, or Kindful) including a customized set of objects, single-record editing of data and field history tracking (up to 15)
  • A customized set of views and reports to allow table-based editing and analysis of data (up to 15)
  • Migration of Organization's current database to identified CRM system
  • Training and guidelines on how to manage system and generate basic reports
  • “Hand-off” documentation on the object schemas and any custom code
Additional details

We need assistance setting up a new database to track our program participants, volunteer hours, attendance and special events and use of services. It isn't quite a CRM - but has many similar components.
Currently we are using a hodgepodge of excel spreadsheets, it is not affective. My goal currently is to use Microsoft Access since we already have it and do not have budget for another option. I'm open to other suggestions though!

What we have in place
  • I can share with you the information we are currently recording and the reports we would like to pull monthly. I have a list of "customer requirements" i'll be happy to share.
    I have several spreadsheets that are tracing information that you can reference.
    My background is in engineering and I would love to assist with the design so I can maintain and edit as needed.
How this will help
This project will save us $10,792 , allowing us to invest in additional transportation and supplies for adults with disabilities.

Our program provides services such as volunteer coaching, transportation, and free virtual programming to adults with disabilities. Currently we are not able to track metrics well which makes it difficult to apply for grants. If we had a better database we would be able to track how our program is progressing and use the data to acquire funds to get more funding and expand our program.

Project plan

P
Prep: Information Sharing
  • Volunteer Manager shares current CRM system admin access along with detailed descriptions of current data tracking and reporting needs
  • Professional makes recommendations on objects, views, and reports to address the Organization's needs
  • Note: If necessary, Volunteer Manager may have Volunteer sign a Non Disclosure Agreement (NDA) prior to sharing and discussing any confidential organization information
1
Milestone 1: Data Setup & Customization
  • Professional analyzes current CRM needs and provides an initial
  • Professional conducts initial CRM setup and data migration
  • Volunteer Manager reviews initial setup and provides feedback.
2
Milestone 2: Finalizing Setup & Training
  • Professional finalizes setup and data migration
  • Professional provides basic training for Volunteer Manager and supporting staff for tracking and reporting, including guidelines for continued use of system
  • Professional is available for up to two weeks to address questions as Volunteer Manager starts to adopt new system
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About the org

Community Knights
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Causes
Community & economic development Diversity & inclusion Education
Posted by
Christina P
Christina P.

Director of Special Projects

Our mission

Community Knights is committed to identifying the needs of small local nonprofit and public school organizations as well as the populations they serve and finding innovative ways to help them meet these needs collaboratively. We are also dedicated to identifying service gaps for under served populations within our community and, through the development of a nonprofit incubator, support and educate start up organizations to fill unmet needs within our community.

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