Easy access to information in the system Easy access to information in the system rests largely on the effectiveness of the search function, the query builder, and the reporting tools.
Some systems provide a global search available across all modules that will index and search numerous system fields. Each module (contacts, donations, reports, etc.) usually has a quick search as well to help locate information contained in those record types.
Any system should let you generate useful lists of donors and potential donors based on different fields. There are three major components to querying: the ease with which nontechnical staff members can create queries, the flexibility with which you can create the queries you need, and what you can do with the lists once you’ve generated them.
The first two components are nearly opposites of each other. It’s difficult to build a flexible querying tool that’s also easy to use. Some are easy but limit your options, while others are powerful but require sophisticated knowledge of databases and querying language to use them effectively. Some advanced systems do, in fact, succeed relatively well in both areas, though, with flexible querying that is not prohibitive for nontechnical users, either by using a visual approach to query building or by providing a step-by-step query building wizard. Several systems in this report now allow you to view the results of their queries as you set up the conditions, and as you add or refine your query, this list will update dynamically, allowing you make sure that you have the list you need.
As for the third, check to see if you can save queries, or if you can refine saved queries after you’ve generated a list (and how easy it is to do so). Once you generate a list of donors, most systems will let you export them into a file or make updates across the whole group. Often, this is also where you start to generate mail-merged letters or emails. Since queries are the basis for segmented lists of donors, saved queries are a way for nonprofits to create groups of donors that update dynamically. Some systems merge querying functionality with reporting and ask you to start your reporting process at the same time.
Unlike queries, reports are typically formatted. They may also include different categories, subtotals, or other informational summaries about anything from fundraising totals by month to comparative statistics for your various campaigns. Most systems come with a number of prepackaged reports, often called “standard” or “canned” reports. These canned reports vary quite a bit in usefulness among the different systems. Vendors will often help clients build several custom reports during implementation, if needed.
Think about what reports your organization needs, and which you’ll regularly use. Comparing fundraising totals over time is common, but what about comparing multiple campaigns, comparing demographic groups, or reporting on your pledge pipeline? If you usually provide a year-end giving summary to your donors, some systems will allow you to easily generate this report and send it out, which can take weeks to pull together in other systems.
You should also define what “gifts” means to you—for example, whether they include in-kind donations—and make sure the reports support that definition. Rather than comparing the systems’ reporting capabilities against each other, evaluate them against your own needs. A system that offers hundreds of standard reports that don’t apply to your work is no better than one with just a dozen reports that provides everything you need.
From time to time you may want to create your own custom reports. For simple ad hoc reports, it might suffice to be able to export this data to Excel and format it there. But for more complex reports, some systems provide a set of tools that let you define the data you’d like to see, as well as the columns and formatting included in the report. These tools range from the basic, which allow only limited support for customizing reports, to the expansive, which are limited only by your ability to apply them—reporting tools are often complex and can be confusing to users without experience managing databases. Make sure you have access to all the data that might be useful, including any custom fields you’ve defined. Some tools will even allow you to add charts or graphs based on your data. Make sure you can save a report format once you’ve invested time in creating it, and then easily find it again, whether through a “favorites” report list or by pulling the report into a frequently used “dashboard” page.
Most systems now provide some type of “dashboard” interface to display and access frequently used reports, graphs, or charts showing important metrics about your fundraising performance. In some systems, the dashboard may be pre-configured with particular reports, charts, or task lists, and users may have some ability to hide particular items that aren’t relevant to their work. More robust systems may allow users to fully tailor the dashboard to their needs by adding desired standard or custom reports or new charts or graphs. A few systems even allow you to set up specific dashboards by user role, letting you have different information displayed for a major gift solicitor and your executive director, for example.