CALGARY DROP-IN CENTER: DONOR INFORMATION SYSTEM

Vineel Raj. M
2228618

Q- What is Facey’s problem

Facey knew that the DI’s existing information system process was in a crisis, this issue
became more apparent when the previous IT director retired and had not been replaced in
one year. The main issue arose when the database system that the organization used had
reached its maximum capacity of 55,000 donors. Furthermore, instead of seeking IT support
the DI had decided to make another database and have both systems work interchangeably,
the outcome of doing this had allowed multiple donors who had donated more than once to
be stored into the database more than once. Therefore, customers had received multiple
information packages and staff were not able to efficiently access donor information. The
negative consequence of having upset customers led to a shortage in donors and
volunteers.

Q-Did the centre really need a new database?

Yes, they do since the existing system operates on MS Access Database, which has many
limitations. Microsoft Access stores all its data in one file. The company realized that
maintaining multiple databases came with many errors. For instance, the management
found it very difficult to identify the most valuable donor. Data from different databases had
to be imported into a spreadsheet, which only led to redundancy as one donor could exist in
multiple databases. Moreover, the data entry fields were unrestricted, leading to more
errors. The more the errors, the less the company can rely on the data to make predictions
and strategic decisions.

Q- Which option did Facey choose and why?

Facey’s first option for

implementing a new system
was to hire an inhouse
programmer.
This would require the hiring
of an additional employee that
would be able to utilize the
feedback from the current
employees in the creation of
the system. The inhouse
programmer
Facey’s first option for
implementing a new system
was to hire an inhouse
programmer.
This would require the hiring
of an additional employee that
would be able to utilize the
feedback from the current
employees in the creation of
the system. The inhouse
programmer
Facey’s first option for
implementing a new system
was to hire an inhouse
programmer.
This would require the hiring
of an additional employee that
would be able to utilize the
feedback from the current
employees in the creation of
the system. The inhouse
programmer
Facey’s first option for
implementing a new system
was to hire an inhouse
programmer.
This would require the hiring
of an additional employee that
would be able to utilize the
feedback from the current
employees in the creation of
the system. The inhouse
programmer
Q-Five stage implementation plan

1- Identifying the new IT system change required to be able to adapt to the software
present and also the size of the business
2- Training new leads for the new IT System
Facey’s first option for implementing a new system and to hire an inhouse programmer.
This would require the hiring of an additional employee that would be able to utilize the
feedback from the current employees in the creation of the system. The inhouse
programmer would be available to staff at all times for troubleshooting and questions. The
cost for this option is $ and would take eight to twelve months to be fully operational.
Facey’s second option is to purchase ready made software that has been developed for non-
profit organizations to use such as Razors Edge or Donor Perfect. The DI would need to
review and adjust its current processes to fit an out-of-the-box solution, but it would be able
to review data, understand donor retention rates and segmentation, and generate
standardised reports. Unfortunately, this option carries additional cost with it.

Recommendations

1. Build a new, in-house system to replace the current Microsoft Access database.
Switching to a new in-house developed system would ensure that all the
organization's necessary basic requirements and employee needs are met.
2. Cloud-based is the best solution recommended for DI companies. This solution
provides advanced security and storage mechanisms. It is a better solution than in-
house because it helps save time, minimize costs, reduce risks, and avoid legal
issues. Other advantages include accessibility, easy implementation, no hardware
required, offers flexibility for growth, and efficient recovery. The cloud-based
solution provides technical expertise to manage the security of the system and
provide technical customer services. The company will only concentrate on its core
objectives as the system is quite reliable. Moreover, many companies are now
moving their systems to cloud-based, and it would be an advantage for DI to be one
of the companies that enjoy the benefits of this technology. The costs are generally
fair compared to the quality of service associated with it. Some risks associated with
this solution include lack of control; professional versions are more expensive;
bandwidth issues; vulnerability to frequent attacks; downtime; and network
connectivity dependency. However, with the current initiatives, it is possible to
minimize these risk.