Data Management Alternatives

Available Options Online data collection tool (available in August) Data management system formerly known as AFI 2 Other MIS systems available on the private market (e.g., Outcome Tracker or Cooperative Processing Resources) Customized MIS system (e.g., Salesforce.com)

Online Data Collection Tool Key Features –Web-based, password protected –Similar to system formerly known as AFI 2, but more simplified and streamlined –Stand alone tool, no technical support –Annual Data Report Alignment –Participant and Project Level Information –Manage Project Reserve Fund –Collects Key Demographic Information –Track Participant Savings –Track Training Activities

Online Data Collection Tool Costs –Monthly Costs: Free –Setup Costs: Free –Transfer Costs: Free –Training Costs: Free

Online Data Collection Tool Advantages –Free Option –Aligns with the AFI Annual Data Report –Ability to generate a copy of completed Annual Data Report at the touch of a button Disadvantages –Limited Project Management Functionality Dedication, designation, and obligation functions eliminated Asset purchase process simplified Interest distribution eliminated –Limited Reporting Capabilities

Data Management System formerly known as AFI 2 Key Features –Annual Data Report Alignment –Participant Statements –Manage Project Match Funds –Manage IDA Accounts and Savings Information –Manage Training Activities –Manage Participant Enrollment –Manage Matched Asset Purchases and Withdrawals –Distribute Reserve Fund Interest to Participants –Ability to Add Subgrantees

Data Management System formerly known as AFI 2 Costs –Monthly Costs: $42 –Setup Costs: N/A –Transfer Costs: N/A –Training Costs: Included, but limited

Data Management System formerly known as AFI 2 Advantages –Available for continued use at a minimal cost –Data is already in place and would not need to be migrated or re-entered into another system –Eliminates the need to train staff on using an alternative system –Grantees are already using it and have a high level of comfort with it –Aligns with the Annual Data Report Disadvantages –OCS can no longer support the costs of offering the system to grantees for free –This system will no longer pre-populate the Annual Data Report (but a 16 th project management report will be designed to allow users to enter their data by hand) –Training and technical assistance will no longer be supported at its current level –While help desk support will not continue, training materials (Quick Reference Guide, self-guided modules, tip sheets, etc.) will still be available –A limited number of training and technical assistance hours will be available

Private Market Options (a couple of examples) Key Features –Annual Data Report Alignment –Multiple Program Types –Electronic Bank Upload –Export Data to Other Systems –Import Data from Other Systems –Manage Project Match Funds –Manage IDA Accounts and Savings Information –Manage Training Activities –Manage Participant Enrollment –Manage Matched Asset Purchases and Withdrawals –Ability to Add Subgrantee Agencies

Costs –Monthly Costs: Outcome Tracker: $100 Cooperative Processing Resources: $83 –Setup Costs: Outcome Tracker: $2000 Cooperative Processing Resources: $35 –Transfer Costs: Outcome Tracker: $500 (from AFI 2 ) Cooperative Processing Resources: Free –Training Costs: Outcome Tracker: $100/hr. Cooperative Processing Resources: Free (agency must reimburse travel expenses) Private Market Options (a couple of examples) Estimated Annual Total (first year) Outcome Tracker$3,900 Cooperative Processing Resources $1,200 Disclaimer: These choices are a couple of options already in use by some grantees. OCS does not endorse the use of any private market system over another.

Advantages –High level of satisfaction with existing users –Could be cost efficient for larger grantees –Management of Non-AFI IDAs –Outcome Tracker meets AFI grantees’ data management and reporting needs Disadvantages –Cost increase –Most systems are not designed specifically to meet the needs of AFI grantees, and would require some level of customization Private Market Options (a couple of examples) Disclaimer: OCS staff are not experts in any private market system. For more detailed information, please contact the vendor directly.

Customized System (Salesforce.com) Key Features (Native Functionality) –Customized Reporting –Multiple Program Types –Export Data to Other Systems –Import Data to Other Systems

Key Features (With Customization) –Annual Data Report Alignment –Participant Statements –Client Access –Electronic Bank Upload –Manage Project Match Funds –Manage IDA Accounts and Savings Information –Manage Training Activities –Manage Participant Enrollment –Manage Matched Asset Purchases and Withdrawals –Ability to Add Subgrantee Agencies Customized System (Salesforce.com)

Customized System Costs (Salesforce.com) –Monthly Costs: Free if user only uses native system features; However, the native functionality would only be of limited value to AFI 2 users The level of customization required to make the system meet grantees' management and reporting needs would be rather substantial; With a few exceptions, grantees would need to contract with a Salesforce.com developer to create the level of customization necessary to make this a viable option for grantees –Setup Costs: Salesforce.com includes a free data loader tool that grantees with sophisticated data management skills could use to import their data; However, in most cases, grantees would probably need to contract with a technical expert to import their data

Customized System Costs (Salesforce.com) –Transfer Costs: The Salesforce Foundation offers up to 10 free licenses to non- profit organizations. Network grantees with users in excess of 10 would need to pay for each additional license Additional license costs vary depending on how customization is implemented; Generally, a Salesforce.com Enterprise License costs $22.50 per user, per month (multiple users in any single organization or network would require multiple licenses) –Training Costs: Basic training materials are included with the licensing costs; More comprehensive training is available at variable costs, depending on level desired

Customized System (Salesforce.com) Advantages –Flexible platform that can be developed in the long-term to meet a vast area of grantee needs (although probably not a feasible option in the short-term) –10 licenses are offered for free to most grantees –Cloud-based system Disadvantages –Cost increase –Out of the box system will be insufficient for grantee management and reporting needs; Will require a high level of customization and development

Online Data Collection Tool Data Management System formerly known as AFI 2 Other Private Market Options Customized Option Annual Data Report Alignment Customized Reporting Participant Statements Web Based Multiple Program Types (non-AFI participants) Client Access Electronic Bank Upload Import/ Export Capabilities Manage Project Match Funds Manage Participant Activities Distribute Reserve Fund Interest to Participants Ability to Add Subgrantee Agencies Key Functionality Comparison

Decision Tree Are you willing to spend $1000 to $3000 per year to purchase an MIS system? Are you willing to spend $500 per year to purchase an MIS system? Do you have a partner knowledgeable in building data management tools? Have you begun planning and in a position to begin development soon? Did the former AFI 2 is system meet your needs? Online data collection tool Data Management System formerly known as AFI2 Private Market System Customized System NoYes No Yes No Yes