How has your foundation managed database functions / jobs internally?
Hi,
TCF transitioned to CSuite in September 2020 and is seeing the need for a FT role to focus primarily on CSuite, and help our teams use it to its maximum ability. (We are a staff of 19.) I am proposing that the role be focused on marrying our internal operations to our strategic goals with CSuite as the explicit tool to do so. In other words, it will not be focused only on cleaning up data, but will focus on creating a culture of data integrity and reach higher in scope.
I am curious to hear of your organization's experience with internal database roles. Below are a list of questions but feel free to chime in with any information you'd like to share.
How has your foundation managed internal database work? Are the roles and responsbilities spread out across multiple staff or concentreated within 1 or a few?
If concentrated within 1 role, would you be open to sharing that job description? Who does that role report to?
Did any new roles appear after transition to new systems?
Has your database administrator role become more strategic with time? If so, please elaborate!
Thanks in advance!
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Bettie Stammerjohn
Executive Director
Community Foundation of Greene County, Pennsylvania
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We converted from FIMS to Csuite in Feb 2019. When I reached out to current csuite CF users at that time, I found the vast majority had the finance team managing the conversion and ongoing database administration. Our Admin and Finance teams are separate, and the Admin team is responsible for the database support and ongoing training. We have 13 staff members and each department (Grantmaking, Finance, Development and Admin) is responsible for ongoing database profile and account management and data clean up.
How has your foundation managed internal database work? Are the roles and responsbilities spread out across multiple staff or concentreated within 1 or a few? EVERYONE SHARES OWNERSHIP IN CSUITE, BUT ADMIN DEPT - MAINLY ONE PERSON - MYSELF - IS THE LEAD.
If concentrated within 1 role, would you be open to sharing that job description? Who does that role report to?
Did any new roles appear after transition to new systems? NO, NOTHING NEW. ALTHOUGH WE ARE FINDING THAT CUSTOM REPORTING IS FOCUSED ON ONE PERSON, MYSELF.
Has your database administrator role become more strategic with time? If so, please elaborate! DURING THE FIRST TWO YEARS AFTER CONVERSION, CSUITE WAS ONE OF OUR STRATEGIC GOALS (CONVERSION, DATA CLEAN UP, PROCEEDURE EFFICIENCY AND DOCUMENTATION).
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I appreciate this thread; Coastal Community Foundation of SC is looking to implement a Database Manager for C-Suite/GLM/SLM but not sure where to find someone with understanding of all modules, and if such a position requires a full-time staff add. Each department (Grants, Development, Finance) has been managing their own portion of the software but we need to implement more oversight and help with training, developing greater utilization, and building out the donor portal with more functionality. Any suggestions would be appreciated!
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Hi there.
My response is from a small Foundation ($18M in assets, 100 funds, 2.5 staff). We moved to CSuite from FIMS in October 2020.
How has your foundation managed internal database work? Are the roles and responsbilities spread out across multiple staff or concentreated within 1 or a few? All 3 staff went through training on CSuite, however, the Finance Director (myself) is considered the in-house "expert" - I managed the conversion, I am tasked with keeping up with updates, attending webinars and sharing them with the other two staff as necessary. I am the go-to for CSuite questions. I lead most the trainings for the Fund Portal. If we identify special projects/clean up work - I am the person who oversees it (and handles most of the actual changes in CSuite). I have a lot of shortcut/cheat sheets I reference and share with other staff as needed.
If concentrated within 1 role, would you be open to sharing that job description? Who does that role report to?
Here is the part of my job description (Finance Director) that describes the database management part: Database Management & Project Support
- Manage the CSuite database including on-going projects and upkeep/updates, and provide internal training
- Develop and make recommendations for the use of the database to capitalize on functions and tools
- Manages lists and is able to conduct queries from the database to pull groups for mailings or reports as needed
- Reviews and posts monthly statements from investment managers and assists in the accurate production of quarterly statements to donors
- Assists other staff in management of team projects or events as needed
Our admin/communications person is tasked with being the "profile" expert and go-to person. I know that area but I try to empower her to own that part of CSuite as much as possible.
Did any new roles appear after transition to new systems?
Standard procedures are very necessary if you have a large staff and several people doing the same things so that things are inputted consistently. Good data in = good data out. CSuite is always willing to assist me with things - however, they only GUIDE, they do not DO anything for us. But they are very helpful as many things I do are one-off so I shouldn't have to know how to do it - just know how to find the resource to figure out how to do it!
You may also have to consider capacity. If you are simply not able to maximize all tools in CSuite due to skills and staffing capacity, you may have to choose to not use certain things. Example - we do not actively use profile types or links quite yet because we could spend a lot of time on it and we don't see the benefit. As we grow, I'm sure our interest and need for additional tools in CSuite will too.
If you want to chat more just to brainstorm what you might need - you can email me directly and we can set up a time to chat! I love database and project management "shop" talk! :)
Mandi molson@winonacf.org
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This is just the thread I was looking for! We are also in the process of defining a new "Database Manager" position for our statewide community foundation (current staff of 8). A big part of the job, at least initially, will be data clean up (identifying "hidden" duplicate profiles, creating and managing lists, updating contact information and adding demographic info for active donors). We also want this person to engage in prospect research and wealth screening, as well as assist the development team with the database and admin side of fundraising events. So, not really JUST a database manager! We're open to suggestions on the position title.
If anyone has any job descriptions that sound similar to what I described, would you be willing to share? Thanks!
Kara L. Geiger
Development Director
North Dakota Community Foundation
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@KaraGeiger This is what I proposed last year when I was moving to a full-time database wrangling position (I'd been part-time for some years). The title didn't happen (we stuck with Database Manager), but my job is exactly these things. I believe everyone needs a single, dedicated CSuite guru on staff!
@JaneLitz you may also find this informative as you consider whether to develop a full time role.
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@JesikaEllis Thank you! This is so perfect!
Kara L. Geiger
Development Director
North Dakota Community Foundation
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Hi all, this is a great thread! Is there a specific group just for database management or other resources for CSuite? I’m transitioning from Raisers Edge and love chatting about all things development and stewardship.
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Thanks to everyone for their continued posts - all are appreciated!
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This continues to be a great topic. Does anyone know whether Foundant offers any support in this area as clients/members reach that level of need for a separate database manager function? Alternatively, does anyone know of any consultancies that have emerged for people needing help with Csuite cleanup? It's interesting that so many people made the switch from their existing platform (ours also was FIMS) during the same period, early 2020.
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