Contact Information
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Country: _________
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Name
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Email
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Skype
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You
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Person who runs your general ledger
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Person who runs your donation system
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Financial manager
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Database administrator
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Network administrator
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What time zone are you in?
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System Questions
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Current Donation Processing & Contact Management System(s)
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What is the name of your accounting/general ledger system? What database does it use?
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What is the name of your donation-processing system? What database does it use?
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This may be the same as your accounting system.
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What is the name of your contact management system? What database does it use?
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This may be the same as one of the above.
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Is there any duplication in your system (for example, do you have to enter names or donations twice—once in one system and once in another, or twice in the same system)?
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What does your current system do that you like or find helpful? What does it do well?
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What does your current system do that you wish it did not? Or what does it do that you find cumbersome or have to “work around”?
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Languages. What language(s) are your systems in?
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Custom fields. What custom fields do you have that you might want in your new system?
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Non-donation information. What other information do you track in your donation system or contact manager?
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Such as:
• Conference attendance
• students
• alumni
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Financial Flow
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Volume. What is the normal monthly volume (quantity) of donations you receive?
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Bank transfer: __________
Credit card: __________
Cheque: __________
Cash: __________
Non-cash gifts: __________
If you receive non-cash gifts, please describe them, and how you account for them.
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Bank transfers. How do you initiate and/or receive bank information?
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Please include an electronic copy of any bank files you send or receive.
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Cash to staff members. Do your staff members receive contributions directly from donors? If so, how do they report them to your office?
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Currency. What currency do you normally receive donations in? Do you process donations in other currencies (if so, list them)?
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Legal Issues
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Compliance. What specific compliance or governmental rules do you comply with?
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Such as:
• Receipting requirements
• Tax-deductibility for donors
• Reporting requirements
• Audit requirements
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Technical Requirements
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Users. How many users do you have in your current donation system? How many people have access to the system, and how many actually use it on a regular basis?
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Security. What are your security and password concerns?
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Technical support. How many I.T. (Information Technology) staff do you have?
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Network. Are your systems hosted on a network?
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Remote access. Does anyone access your systems remotely?
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Reporting
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Reporting. What are some of your reporting requirements …
For leadership
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For government
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For staff members
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For donors / major donors
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Please send us copies of any reports you currently use that you want DonorWise to produce.
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Receipts. How often do you print receipts? What software do you use?
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Contact Management
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How do you currently store contact information?
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Such as:
• In a separate contact manager.
• In the donation system.
• In the general ledger.
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Staff. Do you store donor information separately from staff information?
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Non-staff. Do you store staff information separately from non-staff designations?
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Sharing. Who uses your contact information?
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Such as:
• Donation processing only
• Human resources
• Fund development
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General ledger Integration
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Integration. How does your donation processing system integrate with your general ledger?
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| • | N/A – they are the same system |
| • | Seamlessly, automatically, electronically (daily/weekly, etc.) |
| • | Manually, via a periodical file transfer (daily/weekly/monthly/annually) |
| • | Not integrated; some information is manually entered (e.g., batches) |
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Reporting Staff Information
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Staff reports. How do you currently communicate donation information to staff members?
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Such as:
• Printed, mailed report
• Staff access information online
• TntMPD
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TntMPD. How many (if known) of your staff members use TntMPD to track their donation information?
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Other items
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Does your system have any kind of Internet access or web capabilities?
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Do staff members access your systems?
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Expectations. What do you expect or hope of DonorWise?
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