Database the Right Way – Look Beyond the Immediate Technology Solution and Plan for Future Growth
Park Pride and TechBridge

Nonprofits can live or die by how well they develop and maintain the information databases that track staff, clients, contributors and volunteers. The range of approaches to database management in the nonprofit community range from sophisticated, integrated computer-based systems to simple lists housed in binders and notebooks. Affordable PC technology has enabled small nonprofits to patch together semi-automated systems for managing critical information using standard tools such as word processors and electronic spreadsheets. These systems, however, can quickly become cumbersome and ineffective as the organization grows. A nonprofit can remain healthy and confident in its ability to grow by researching and evaluating database options, and developing and following a strategic plan for implementation, maintenance and expansion of its database system.

Park Pride is a nonprofit organization dedicated to involving the community in enhancing the quality of life through protection and improvement of parks and green space. Park Pride helps preserve over 5,000 acres of parks throughout Atlanta and DeKalb County.

Step One: Recognize the Need for Help

Park Pride faced a daunting record keeping task. The staff of four was scraping by with minimal database technology. They used Microsoft Excel documents to store donor information, contact lists and park service information. However, the exchange of data was proving to be highly inefficient, with staff spending too much time searching and extracting data from different systems.

Recognizing the ineffectiveness of its existing system, Park Pride realized they had a challenge. The organization found it difficult to identify and sustain a process for evaluating its database requirements. There was a strong concern that Park Pride staff might overlook critical factors that an outside expert might catch. Park Pride decided to seek outside expertise to analyze its current information flow and requirement, and to provide recommendations on how to create a more efficient system.

After evaluating several options for database management services Park Pride contacted TechBridge on advice from a board member. "After talking to TechBridge, we realized we had found a technology consultant that truly understands the nonprofit business and would help us maximize utilization of available resources while continuing to increase our results," said Amy Barnett Director of Development for Park Pride.

Step Two: Use a Strategic Planning Model to Identify and Evaluate Options

As part of Park Pride’s strategic development, TechBridge led a planning strategy and needs assessment process that brought together board members, executives and employees. The team collaborated to identify and prioritize its information management needs, and to identify a budget for an effective process and technology. The collaborative nature of the relationship enabled Park Pride to retain a central role in all phases of the planning process, helping staff to understand the current problems and to promote the necessary process and infrastructure changes within the organization.

Park Pride was able to benefit from TechBridge’s independent analysis to develop a set of priorities in terms of database implementation. Key priorities included increasing capacity to track all information (donors, supporters and Park 911 groups), and minimizing the time it took for employees to do work. As Barnett observes: "Our main priority was to implement a system that was capable of giving us visibility and transparency across resources and one that would be flexible in various fields."

Step Three: Make the Right Choice for Immediate Pay-Off and Long Term Benefit

TechBridge and Park Pride agreed on a centralized resource management system called VistaShare to implement the database changes. VistaShare offered a simple and effective wall chart planning platform, and a flexible database for resource and task details. The system allows for numerous information fields, which has enabled Park Pride to separately yet uniformly analyze the needs of volunteers, donors, board members and staff.

Since VistaShare was implemented in May 2003, Park Pride has noticed a significant reduction in time spent on resource planning and management. Park Pride’s staff has increased their work productivity by 23 percent and anticipates momentous growth as they continue to use the system. Park Pride clients have also commented on the improved efficiency and more frequent correspondence they are receiving from the organization. "Resource management is an art, not a science. VistaShare is an information tool that is critical to what we do. First and foremost we have to ensure our information is timely and accurate. When it is, our employees can use it to make wise and effective allocation decisions," stated Barnett.

Park Pride’s relationship with TechBridge has resulted in planning a model for the organization that goes beyond long-term technology strategies. The process they developed for technology planning is being applied to other internal processes. They also plan to make their planning model available to other members of the Park Pride coalition

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