Colorado Nonprofit Association

Database Integration & Transition Consultant

DEADLINE EXTENDED TO SEPTEMBER 5TH 2023

Project Goals

The project aims to seamlessly transition to the NeonOne database, ensuring data integrity, operational efficiency, and a smooth experience for constituents. The process encompasses meticulous data review, integration of missed data components, establishing robust systems, communication planning, and long-term database maintenance strategies. Leveraging NeonOne’s resources, the project seeks to enhance database practices, ensure regular training, and identify future improvements to bolster donor and constituent management.

The goals of this project include:

• Data Review and Transition:
• Ensure accurate and effective Primary Import with a focus on historical data integrity.
• Address questions, comments, and concerns to rectify any potential data inconsistencies by 9/18/23.
• Facilitate a 30-minute Data Review Call with organizational leads to discuss findings.
• Successfully carry out the Secondary Import.
• Include data from interim platforms and Google forms.
• Database Management:
• Develop and implement rules for maintaining and building audiences, account relationships, donations, and other essential segments.
• Map out existing and required database integrations.
• Optimize system connections to achieve streamlined operations.
• Stakeholder Communication:
• Plan, draft, and roll out communications concerning the new database transition.
• Update preferences, monthly donations, and ensure all essential communications reach the stakeholders without hitches.
• Maintenance and Training:
• Harness NeonOne resources to establish efficient database practices and protocols.
• Create a comprehensive maintenance schedule to keep the database streamlined and updated.
• Design an Intranet Site Map for ongoing training and support, ensuring organizational competency.
• Future Planning:
• Identify potential gaps or needs concerning database management.
• Draft a list of prioritized recommendations for the evolution and improvement of the database, focusing on enhanced constituent, grant, and donor management.

To reach these goals, Project VOYCE is now accepting bids in response to this Request for Proposal.

Scope of Work

Project VOYCE has engaged in some form of database utilization for internal and external purposes since being founded in 2006. Unfortunately, due to numerous factors small community-based organizations face, our methods have not been consistent, and the database of around 3,000 constituents became difficult to utilize. The project aims to seamlessly transition to the NeonOne database, ensuring data integrity, operational efficiency, and a smooth experience for constituents. The process encompasses meticulous data review, integration of missed data components, establishing robust systems, communication planning, and long-term database maintenance strategies. Leveraging NeonOne’s resources, the project seeks to enhance database practices, ensure regular training, and identify future improvements to bolster donor and constituent management.

Data Review and Transition:

• Ensure the accuracy of Primary Import with a focus on historical data integrity.
• Provide questions, comments, and concerns to rectify any potential data inconsistencies by or before 9/13/23
• Discuss findings in a 30-minute Data Review Call with the organizational lead and NeonOne Professional Services representative.
• Partner with the organizational lead and NeonOne Professional Services representative to carry out the Secondary Import successfully.
• Import and manual data entry from interim platforms and Google forms.

Database Management:

• Develop and implement rules for maintaining and building audiences, account relationships, donations, and other essential segments.
• Map out existing and required database integrations.
• Optimize system connections to achieve streamlined operations.

Stakeholder Communication:

• Plan, draft, and roll out communications concerning the new database transition.
• Update preferences, monthly donations, and ensure all important communications reach the stakeholders without hitches.

Maintenance and Training:

• Harness NeonOne resources to establish efficient database practices and protocols.
• Create a comprehensive maintenance schedule to keep the database streamlined and updated.
• Design an Intranet Site Map for ongoing training and support, ensuring organizational competency.

Future Planning:

• Identify potential gaps or needs concerning database management.
• Draft a list of prioritized recommendations for the evolution and improvement of the database, focusing on enhanced constituent, grant, and donor management.

Target Deliverable Schedule

Final Project Due December 2023The expected project completion date is December 2023. If this date needs to be adjusted, please include your readjusted proposed date and your reasoning for shifting the schedule. All proposed date changes will be considered, but there are a handful of platform-determined deadlines for this project centered around September 18th, 2023, that cannot be changed.