Selecting a new grant management system 27 June 2018 David Membrey & Iain Pritchard

Agenda Welcome and introductions A short questionnaire State of the market Strategic drivers Choosing the right system and supplier Discussion Lunch Close

Welcome and introductions

About Adapta We are: A specialist information systems consultancy We only work with membership organisations, charities, associations, trusts and others in the NfP sector We are completely supplier-independent Our consultants have held senior positions in a broad range of different organisations Our advice and guidance is based on practical experience gained over many years.

strategic organisational priorities About our approach Roles and people Resources (information and technology) Activities (processes and culture) strategic organisational priorities

About us

A short questionnaire

State of the market With particular reference to: Flexi-grant GMS 360° CiviCRM Salesforce Wizehive

Guide to grant management systems

Some ways to look at the choices On premise / hosted / cloud Traditional / new / platform Small / community / larger / corporate Focused or CRM systems with grant-making functionality added on

On premise/hosted/cloud

Traditional/new/platform

Small/community/larger/corporate Larger grant makers Corporate

CRM systems with grant-making functionality added on…

Strategic drivers

Strategic drivers – breakout session (15 mins) What are the three most important drivers for getting a new grant management system?

Functionality you would expect…

What does your current system do well?

What does your current system not do well?

Grants workflow Funding priorities Application rounds and applications (1 or 2 stage) Review and assessment Committee/board papers and decisions Budgets and payments Support for applicants and grantees Reports and KPIs

Other strategic drivers Enhance experience for grantees and applicants Workflow, prompts and alerts Communications (email, sms, grantee portal) Reports and feedback (written, podcasts, video, photos) Focus on the relationship Improve ways of working Security/permissions/audit trail/access Integration (finance, email, external sources) Provide information for decision-making Data analysis and impact reporting Focus/priorities and scale Support activities across the organisation CRM/events/training courses GDPR compliance

Choosing the right system

Why do software projects go wrong? Rarely because: Actually because: The technology is wrong Software is faulty The supplier is evil The supplier is incompetent The supplier is too small The contract is weak There wasn’t enough rigorous methodology Focus on functionality instead of outcomes Thinking through the options and the business case and planning for change is difficult (and less exciting than just getting on with it…) Ambition ≠ Capability Decision-making is often complex and slow Unrealistic timetable or budget Priorities…

The right focus strategic organisational priorities Activities Roles and people Resources (information and technology) Activities (processes and culture) strategic organisational priorities

What the org. really needs and can achieve Selection approach Governance, options and an honest business case Key processes and requirements Short list, prototyping and other selection activities Specification and contract What the org. really needs and can achieve

Outline timetable

Key processes and requirements Understand what your organisation will want in 3-5 years as well as now Identify the processes that are essential to your organisation Decide on the level of flexibility/potential for change with other processes Recognise that the relationship with the supplier is as important as the software functionality

Prototyping / Proof of concept Discussions with short-listed vendors Selected process descriptions and user stories Proof of concept demonstrations Document recommendation

Specification and contract Workshops with preferred supplier Technical specification Implementation plan Costs Contracts

The likely cost components Selection Management time and effort Supplier costs (prototyping) Professional services (eg legal) Implementation Licences Configuration Data migration Report development Modifications Project management Testing Training Back filling

Discussion

Lunch

help@adaptaconsulting.co.uk www.adaptaconsulting.co.uk Adapta Consulting, 5 St John’s Lane, London, EC1M 4BH 020 7250 4788