How to have database accuracy when your school/company uses multiple databases
I work for a private school, and we are wondering how other organizations handle the situtation of having multiple databases. At our school, for instance, we have Raiser's Edge, Constant Contact, the admissions department has their own database, and then we also have Whipple Hill, which may or may not contain different information, and there may even be more! We'd like Raiser's Edge to be the "master database," but how can we get there? Are there any strategies to help our different departments communicate better so that we all have the same information with regard to our school parents, students, etc? We plan on having a meeting about this, but I was curious to see if any of you had a similar problem and what steps you may have taken to keep all the databases on the same page.
Thanks in advance for your help!
Comments
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We have a similar issue. Raiser's Edge - plus 4 others.
The way we address this is to have access to pull the data from those other databases, and then import it into RE.
When and if someone contacts one to be removed from mailing lists, the information is emailed over so we can update RE (or we can update marketing if we hear first).
Still a challenge, definitely a work in progress!
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This is always an interesting topic. We also have RE (and nor RENXT) and our school uses a different database. What I do to keep RE up to date is to pull a list of students from the school's database once very quarter and compare it to the student in my database and make corrections In the summer when new students are being admitted the admissions office send me a form for each new student that has their information, their parent's information and even granparent information. I create a new constituent batch in RE for each group - students, parents and grandparents and add to the batches as I receive the information. I then commit the batch when I feel that I have received most of the paperwork sometime in August. I've thought about importing this data in, but it's easy to set up the batch templates to include the information that I want. I set up all of the addressee and salutation lines with it and add the correct constituent code and student class year information. I also include parent business information in the batch. If I exported the data from the school database I would still have to spend a considerable amount of time setting up the import so I like using batch better. The only time consuming part is that I then go into each student record and relate them to the correct people and I relate the parents as spouses. I have an admin who helps me with this task so it doesn't take too long. We probably have 150 new students each year. After everyone is added I do as I said compare databases about 4 times a year. We also receive attrition reports from our admissions department so we can add and delete students throughout the year.
It's a lot of work and eveyone always wishes that we had an integrated database, but they don't want to give up theirs and our Advancement office won't give up RE.2 -
If you are looking to have Raiser's Edge be your "master" database, I think it makes sense for whomever is most responsible for RE: to also serve as the point person/coordinator for importing any data that you might need to get from the other systems, and for establishing new interdepartmental procedures for ongoing funelling of data into RE. This person will be the most knowledgeable about what can be stored in RE: and what might be the best way to do it, so they bear the brunt of the responsibility in taking the lead on this.
What data will only need to be migrated once? What data will need to be regularly loaded into RE: from other sources, either through data entry or importing? Decide before you even make this change how such updates will occur and how frequently they will be needed, and who will be responsible.
It's good to avoid reinventing the wheel, and that can be a difficult balance to strike here. On the one hand, if you are relying more on one system to support an organization, you will want some redundancies in place so that you are not too weakened if something is going wrong with that system. On the other hand, you don't want to move anything over to RE: that doesn't really need to be there, as time will be valuable during a process like this.
In that regard, it will be good to be very clear about your intentions: In what sense will RE: be the main database? Will it be "primary" in the sense that most data is stored there long-term, or will it be "primary" in the sense that you will move as many operations over to that database as possible? You may want to have RE: be something of a "data vault" that will be there if and when other systems fail, but still run all of your reports from the old systems as long as they're still functioning--or you may want to start doing some reporting from RE: that you had previously done from other systems. Maybe in some cases, RE: will give you more options than the other systems, and now you will able to report on data that you were not previously storing there.
Just a few thoughts that come to mind, I hope they are helpful.
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I use ImportOmatic to load new graduates into RE 3x a year when they graduate (May, August, December.) We also are working with our Athletics department to get the student and parent information for athletes in a consistent format from their database. There are other sources, but it is an ongoing challenge to get everyone to agree on the format and timing. ImportOmatic works very well once you have it setup, but it is not a one stop process and takes several imports (e.g. an international student often has 2 addresses - here and overseas, so I do that as 2 separate loads, but I just build one excel file and ignore the second address in the first import and ignore everything but the identifying info & the 2nd address info in the 2nd import.)
The one thing I do like with IOM is that I can take care of linking individuals with siblings, parents, spouses as I am going through the import when it finds those relationships. It slows down the import, but I'm going to need to do it, so since it finds them I process them as I go.
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Karen Stuhlfeier:
This is always an interesting topic. We also have RE (and nor RENXT) and our school uses a different database. What I do to keep RE up to date is to pull a list of students from the school's database once very quarter and compare it to the student in my database and make corrections In the summer when new students are being admitted the admissions office send me a form for each new student that has their information, their parent's information and even granparent information. I create a new constituent batch in RE for each group - students, parents and grandparents and add to the batches as I receive the information. I then commit the batch when I feel that I have received most of the paperwork sometime in August. I've thought about importing this data in, but it's easy to set up the batch templates to include the information that I want. I set up all of the addressee and salutation lines with it and add the correct constituent code and student class year information. I also include parent business information in the batch. If I exported the data from the school database I would still have to spend a considerable amount of time setting up the import so I like using batch better. The only time consuming part is that I then go into each student record and relate them to the correct people and I relate the parents as spouses. I have an admin who helps me with this task so it doesn't take too long. We probably have 150 new students each year. After everyone is added I do as I said compare databases about 4 times a year. We also receive attrition reports from our admissions department so we can add and delete students throughout the year.
It's a lot of work and eveyone always wishes that we had an integrated database, but they don't want to give up theirs and our Advancement office won't give up RE.Thanks so much and to everyone for their answers. This is very similar to what we do right now....we usually do a ton of data entry in the summer when we add in new students, change records for withdrawn students, etc. I like the idea of crosschecking 4 times a year...one of the other problems we have is that our office is often not notified if new families enroll in our school during the fall as opposed to the summer...so it sounds like we really need to develop better communication strategies and procedures. It's great to know we're not the only ones with this issue though! Thanks again!
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Daniel Noga:
If you are looking to have Raiser's Edge be your "master" database, I think it makes sense for whomever is most responsible for RE: to also serve as the point person/coordinator for importing any data that you might need to get from the other systems, and for establishing new interdepartmental procedures for ongoing funelling of data into RE. This person will be the most knowledgeable about what can be stored in RE: and what might be the best way to do it, so they bear the brunt of the responsibility in taking the lead on this.
What data will only need to be migrated once? What data will need to be regularly loaded into RE: from other sources, either through data entry or importing? Decide before you even make this change how such updates will occur and how frequently they will be needed, and who will be responsible.
It's good to avoid reinventing the wheel, and that can be a difficult balance to strike here. On the one hand, if you are relying more on one system to support an organization, you will want some redundancies in place so that you are not too weakened if something is going wrong with that system. On the other hand, you don't want to move anything over to RE: that doesn't really need to be there, as time will be valuable during a process like this.
In that regard, it will be good to be very clear about your intentions: In what sense will RE: be the main database? Will it be "primary" in the sense that most data is stored there long-term, or will it be "primary" in the sense that you will move as many operations over to that database as possible? You may want to have RE: be something of a "data vault" that will be there if and when other systems fail, but still run all of your reports from the old systems as long as they're still functioning--or you may want to start doing some reporting from RE: that you had previously done from other systems. Maybe in some cases, RE: will give you more options than the other systems, and now you will able to report on data that you were not previously storing there.
Just a few thoughts that come to mind, I hope they are helpful.
Thank you so much! You've given me some things to think about!
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Hello, I agree with the need for a point person that coordinates, receives, and inputs the data received from the other campus databases. I think Importing vs. batch entry is the most efficient, the relationship building can be tricky but if one staff is able and willing to become the "Import Queen/King" it really helps add a lot of data to RE at one time from other department databases.
Trust is a significant piece of this process I've found. Since I don't have login access to the other campus databases, it was important to build solid work relationships with those that I rely on to share student / parent data and especially grad/degree information. Currently I receive monthly reports for any one that received a degree or certificate within the last month, quarterly reports of current students and parents, and monthly 'closed out' lists of students that either formally withdrawals or has not returned in two consecutive semesters.
This system has improved our information sharing/database accuracy, but my next challenge is how to stay 'in real time' with the updates and information other campus departments receive? Phone numbers, emails, and addresses are a constant challenge I know to maintain, but how can our department stay informed of ongoing updates without overwhelming any one person or system?
Student Services also forwards official athletic rosters to track student athletes and we're in discussion with other departments on how best to share information about our current and former students. Through Interest and Mailing Lilts Attributes, we track as much information as possible to best steward and bring groups of Alumni and donors together e.g. mission trips, univ choir, club sports, volunteer and student groups, etc. Again, our next challenge is how to establish procedures to make this type of information sharing a 'given' in our work as opposed to a special request between departments.
In return, we have a system in which other departments request lists and/or assistance in contacting groups of Alumni. We individualize our work with each department to best meet their needs, but try to centralize communication through our department to maintain our privacy policy with Alumni contact information.
I hope others will share their experiences, so helpful!
My best,
Jane1 -
Hi Jane, thanks for your response! I would actually likely be the point person as I'm the database manager, etc. But we too have the problem of the live data, such as when phone numbers and email addresses get updated. Currently, myself and the marketing people who maintain Constant Contact always get emailed when there are new emails or home addresses, but it still doesn't leave us totally confident that we have the most up-to-date information. One question for you, though: do you find that tracking the interests of students and alumni really helps later on when it comes to solicitation and fundraising? We currently keep track of where they go to college, but thus far we haven't really seen a need for tracking other things via attributes, etc...but maybe we should!
Thanks again!
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First I'd like to say that this batch idea sounds fantastic. I've never even considered that ... but I sure am now!Karen Stuhlfeier:
I create a new constituent batch in RE for each group - students, parents and grandparents and add to the batches as I receive the information.
We also have too many databases. We have worked pretty hard over the last couple of years to improve our methods of sharing that information. In the end we decided that the online parent portal (not a Blackbaud product) is the "single source of truth" for existing parents (and alums) because we want THEM being responsible for changes as much as possible. Any changes made using this system online are auto-emailed to me and the PowerSchool administrator oevernight. I update them in RE as they happen and the PowerSchool administrator is supposed to do the same.
For new families - Enrollment uses EE and new families are linked/created/synced with RE when they enroll. I manually add the grandparents to RE and do all of the relationships - other than parents, that thankfully is part of the link/sync process. (I might just put those Grandparents in a batch this year though!)
I create an export file from EE that is imported in to the other systems - we do this on set dates in the spring for all new students enrolled by then. But there are always a few more than enroll over the summer, so any new students after we've sent the 'data dump' are sent to everyone who needs to know via email to be manually entered. If there are more than a few, I will do another export.
When there are changes during the year, we've created an email list of everyone who needs to know when a new student enrolls or departs. All of the contact information is in the email, so everyone is reponsible to make their own changes.
We also had to admit that even though we want parents to update in the portal, it's not unusual for a parent to give a teacher a new address or email. Once we all admitted that we had to have a process in place for these (getting everyone to admit that took longer than you might imagine!) we just send around the email and it seems to have helped a lot.
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It's going to take me some time to read through all the other comments, but the original post really caught my eye. We've been having several discussions here on campus about the multitude of different databases and the fact that they don't "play nicely" with each other. I'd love to get the personal data about graduates (now alumni) from Empower, but no one on campus is really capable of getting that to come out in a nice clean way - we always end up typing it all in through a new constituent batch, a process fraught with difficulties. Last fall, I started a "Campus Tech" discussion group to talk about the overlapping data areas and the ways things move - or not... Oddly enough, when I went to bbcon last October, there was a session I attended where the discussion was all about cooperation across departments and getting everyone on the same page as to mission and purpose and how to reach the desired goals. I found that encouraging for our situation - but of course these "big picture" items get swamped in the day to day chaos. Being a very small school, we all wear a multitude of hats, and the year-end appeal and the reconcilliation of the last fiscal year and the preparation for the spring and summer events and ... well, you know how it goes.
Does anyone out there have a protocol or policy they'd be willing to share about the flow of information and who is the "keeper"? I'd also like to see RE as the main keeper of all constituent data from graduation on, but I don't want to have a turf war. We're looking into using Online Express in a small way for our own departmental uses (becasue we want to switch to BBMS and need one of their products to generate online forms) - if it works well, we might encourage Marketing/Communications to use it as well. Their initial response was "looks great, and costs about 5 times as much as all the other products we're using now to do our e-blasts and newsletters". If we could just get two or three departments to cooperate, we could drag the rest of the college with us!0 -
Jackie Cistaro:
Hi Jane, thanks for your response! I would actually likely be the point person as I'm the database manager, etc. But we too have the problem of the live data, such as when phone numbers and email addresses get updated. Currently, myself and the marketing people who maintain Constant Contact always get emailed when there are new emails or home addresses, but it still doesn't leave us totally confident that we have the most up-to-date information. One question for you, though: do you find that tracking the interests of students and alumni really helps later on when it comes to solicitation and fundraising? We currently keep track of where they go to college, but thus far we haven't really seen a need for tracking other things via attributes, etc...but maybe we should!
Thanks again!
Hi, Jackie. It may be different at the high school vs. college level, but for us tracking interestests and activities is used for segmented solicitations (e.g. athletics appeals are sent to everyone with relevant sports-related interest/activity), also for specific event invites, we will use Attributes to gather not only Music major Alumni, but everyone with the Interest or Mailing list that is music-related (e.g. choir, vocal perfomarmance, etc.).
It can also be helpful to promote reunion events/activities as well as growing stewardship and solicitation based on interests and activities that are tracked (e.g. everyone that went on a mission trip is grouped together for any mission trip appeals and/or renuion events, etc.). Hope this helps! We definitely do not want to collect data just to have it, we always try to consider who and/or what and why will benefit from the data.
Jane
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I'm just starting to play with this add-new-constiuents-in-a-batch idea and am LOVING it!! We create the parent and student records using the EE/RE sync, but am looking at the batch for adding Grandparents to RE. I can add one reciprocal relationship in the batch using the search to find the existing constituent - the student in this case - but you can only add one relationship in the batch (you can add all the salutations you want, but only one relationship, sadly).Karen Stuhlfeier:
I create a new constituent batch in RE for each group - students, parents and grandparents and add to the batches as I receive the information. I then commit the batch when I feel that I have received most of the paperwork sometime in August. I've thought about importing this data in, but it's easy to set up the batch templates to include the information that I want. I set up all of the addressee and salutation lines with it and add the correct constituent code and student class year information. I also include parent business information in the batch. If I exported the data from the school database I would still have to spend a considerable amount of time setting up the import so I like using batch better. The only time consuming part is that I then go into each student record and relate them to the correct people and I relate the parents as spouses.
But that's my next question - is anyone using a batch or import to add more relationships between existing constiuents? I'll do student/grandparent in the batch, but I still need to add the relationship of the parents to the grandparent, plus some cousins, aunts etc.
Off to start poking around in imports ... but if anyone is already doing this, I'd love to hear how.
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Herd the cats! This is always a challenge in schools and whoever owns whichever database feels theirs is the A number one. Communication with all those that maintain the different entitities on campus to come together, like you are going to do. Figure out the flow of information from first contact through to enrollment and then graduation. At different times of year one or two database(s) will have the more current info or will be collecting the changes. It is also key that you come up with some form of easily sharing changes with other departments - common email that can be utilized to disburse changes through the year without having to remember who is supposed to get the info (because someone always gets forgotten). In a school situation RE will never be the main main database, it will be in your case Whipple Hill, or in other's Education Edge or PowerSchool etc.
I have been in 4 schools. The flow is pretty much that Development will have to herd the cats. You have to come to the agreement that the info is not proprietary to a specific department, except maybe for a few key things. Like Admissions may not share special circumstances for admittance, Registrar will not share health info, and Development will not share financial info, and neither will the Business office.
Have I rambled? Basically, you rely on Admissions for new admits info, Registrar for re-enrollment info, and all four departments will share changes through the year with each other. Either daily or at regular intervals to be agreed upon. The biggest challenge I have found is getting everyone in the habit of remembering to share.
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I agree with Christine, especially "whoever owns whichever database feels theirs is the A number one". Very true!
The people managing the other database at the 2 schools I've worked at also seem to like to make disparaging remarks about Raiser's Edge and Blackbaud. I like to think that they're just jealous.
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Susan Kies:
I'm just starting to play with this add-new-constiuents-in-a-batch idea and am LOVING it!!Karen Stuhlfeier:
I create a new constituent batch in RE for each group - students, parents and grandparents and add to the batches as I receive the information.Circling back to say that I have a batch with my grandparents that I'm using this fall and it's so much faster and easier than manually adding each one. A thousand kudos to Karen for sharing her solution here - it's saved me a ton of time!
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Thanks Susan! Using constituent batch makes my life a lot easier too! I spent too many years manually entering them. Another benefit is the consistency of how you enter people. You can put a lot of different fields in the batch setup and hide the fields that are auto filled and the same for everyone.0
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Every school has this challenge! hahaha. Yes I think all of us in Development/Advancement would like RE to be THE master database. It's not going to happen. (4th school trying to herd the cats). But it can come in second or tie with Whipple Hill. When you are in a school the DB that is utlized to keep track of the students is always primary. There is kind of a hierarchy if you think about it.Jackie Cistaro:
Hi,
I work for a private school, and we are wondering how other organizations handle the situtation of having multiple databases. At our school, for instance, we have Raiser's Edge, Constant Contact, the admissions department has their own database, and then we also have Whipple Hill, which may or may not contain different information, and there may even be more! We'd like Raiser's Edge to be the "master database," but how can we get there? Are there any strategies to help our different departments communicate better so that we all have the same information with regard to our school parents, students, etc? We plan on having a meeting about this, but I was curious to see if any of you had a similar problem and what steps you may have taken to keep all the databases on the same page.
Thanks in advance for your help!
1. Admissions (their first contact with the school) which in turn will populate into
2. WH and RE at the same time in the spring and summer, early fall. It will also populate the Finance department.
Any other "databases" such as Constant Contact (which I see really as a communication tool not a DB) any other departments that may be keeping their own "database" (usually a spreadsheet of some sort, should be wrangled once or twice a year minimum and compared to RE (for alums) and WH (for current). Oftentimes, the loooong time teachers will have current info on Alums that you do not (yay)
The other thing that is key -- establish an email group. Include everyone that holds/maintains the big three databases. The reason you ask? So no one gets forgotten when there is a change and everyone needs to know about it. It is much easier to remember to email one address than 6-8. I've seen it called all sorts of things from changes@ to listserv@. And every time there is a change you come across (returned address, change address, new phone or email, name change, marital status) send it to that email address so everyone gets it at the same time. This also establishes the timeline so you are not trying to figure out who has the most recent info.
My two cents. :-)0 -
Jackie -- It's not only schools, anyone who uses multiple databases and wants them all to match has this same issue.
Some things to consider:- If you have separate databases, you're going to have issues.
- How far do you want to go to make the information match across systems?
- There are manual processes
- Like the email solution mentioned (which is a great idea), periodic audits across systems -- but these can be timeconsuming and are still manual processes subject to how good/careful the people are who are running them.
- You also may run into the issue of which data source is correct? Sometimes you can overwrite good data with bad because you get it from another source - and you don't know which one is more accurate/current.
- There are tools from 3rd party vendors to help with integration - like the Constant Contact integration tool from Zeidman -- that can help with some of these situations.
- Are there any integration tools that work with Whipple Hill and RE?
- And how much do these integration tools cost, is it worth it to your organization?
- Overall assessment of the impact of having inconsistent data between systems
- What's the real cost to your organization if you have data that is 'less consistent' in one system and 'more consistent' in another?
- Do you have data in one system that is considered the 'system of record' - and is that good enough?
- None of us like having inconsistent data but there's a cost associated to having it all match.
- If your organization makes these decisions to live with some inconsistency, this needs to be made clear to staff using these systems so they understand the trade-offs that your organization has decided to make -- and stop complaining about the data.
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Perhaps not the efficient, automatic import suggestion you want: When working at an organization that used Raiser's Edge and Patron Manager (Salesforce), we set up a bi-weekly query/export in both systems that pulled criteria where the address information on individual records was last updated within the past two weeks' date range. This produced a managable amount of data to review on a biweekly basis. The RE manager was responsible for pulling the RE query and forwarding it to the Patron Manager manager (ha!) and vice versa. Then, the RE manager was responsble for making the updates in RE sent to them from the Patron Manager export, and presenting any questions needed for important donors (and vice versa as well).0
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Andrea Humenick:
Perhaps not the efficient, automatic import suggestion you want: When working at an organization that used Raiser's Edge and Patron Manager (Salesforce), we set up a bi-weekly query/export in both systems that pulled criteria where the address information on individual records was last updated within the past two weeks' date range. This produced a managable amount of data to review on a biweekly basis. The RE manager was responsible for pulling the RE query and forwarding it to the Patron Manager manager (ha!) and vice versa. Then, the RE manager was responsble for making the updates in RE sent to them from the Patron Manager export, and presenting any questions needed for important donors (and vice versa as well).We have set up the same type of query in both systems. I'd be curious to know the criteria for your queries. We recenty stopped synching EE and RE b/c of the RE upgrade address issues and how it affected many records in EE. So I am running this "manual sync" bw systems weekly. Of course right now at the beginning of school, there is alot of changes in the records - but hopefully it will be more managable as the school year progresses. Would you mind sharing your query criteria?
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We have set up the same type of query in both systems. I'd be curious to know the criteria for your queries. We recenty stopped synching EE and RE b/c of the RE upgrade address issues and how it affected many records in EE. So I am running this "manual sync" bw systems weekly. Of course right now at the beginning of school, there is alot of changes in the records - but hopefully it will be more managable as the school year progresses. Would you mind sharing your query criteria?
Hi Gina,
You could probably set up a very simple query with criteria similar to this sample:
We too had so many issues with the address changes in RE. If you ever find yourself integrated again, filtering the criteria for updates by the user "Integration User," as I did on the second line, is a good way to check up on the changes that are occuring with the background sync.
Andrea
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