Searching for the Perfect Database--Version 2006
Nearly six years ago InterConnections published a report on
congregational databases. We asked church administrators which ones they
liked, which ones they didn't, and why. You told us you found the information
useful.
But at the rate that computer software technology changes, that information
is not as useful today as it was six years ago, so we're updating it
with this issue. We asked church administrators to help, and once again
they responded with good information.
As last time, the information they shared is too lengthy to fit in the
paper edition of InterConnections and so, rather than cut any
of it, we've put all of it on the InterConnections website. You
can find it by going to www.uua.org/interconnections
and doing a keyword search for "database."
Here's an overview: Our congregations have many uses for databases,
from keeping information on visitors, members, and pledging, to religious
education enrollment. We compile names for mailing lists. We create
board reports, budgets, membership directories, and committee lists.
We print out pledge reminders. It's important to keep all that information
in a form that's easily usable. If you're ready to upgrade your office
system, check out our longer article on the InterConnections website.
Here's a list of useful questions to ask in searching for the right
database:
- Can data be exported into a word processing, spreadsheet, or other
database application?
- If the program has a financial ledger, can it be either calendar
or fiscal year?
- Is training available?
- How much will tech support cost?
- Can you understand the manual?
- Are there modules that can be added?
- How often will there be updates or new versions, and at what cost?
A fully integrated database will greatly simplify the work of all who
use it, says Gail Donkin, administrator for the Association
of UU Administrators. Try it out before buying, she says. Enter all
of the information for 50 or so of your "unusual" families-those
with long names, different last names, partners who pledge independently,
etc. Think of the usual work you do in the office and test the system.
For most congregations an off-the-shelf software program is the best
solution. A few congregations have success with self-made databases
based on FileMaker Pro or Microsoft Access. A word of caution--home-grown
databases can be a headache if the developer leaves the congregation
or can't be easily reached for questions.
Our survey of database products is not exhaustive. We put out a query
on the UU administrators email list (address below), and published the
information that came back from those 30 or so administrators who responded.
We are not recommending any particular databases.
Consider the future when selecting a database. "While a small congregation
may need just a program to do a mailing list," Donkin says, "by
the time it has 250 members, it will have many other uses for a database."
Nadinne Ziegler, administrator of the UU
Church of Lancaster, Pa. (613 members), knows the power of a good
database. "When I first came here, we used an old DOS program. But
the one we have now is full service and it's become the hub of the administration.
It's a wonderful tool, and it just makes everything so much easier."
RESOURCES
For database product reviews by UU administrators go to
www.uua.org/interconnections/databases.html.
See www.uua.org/CONG/software.html
for a page assembled by two UU software developers that includes some
products not mentioned in our article.
UU administrators are invited to subscribe to the UUA-sponsored administrators
email list. To subscribe, go to http://lists.uua.org/mailman/listinfo/church-admin-uu.
January
2006 Index · Money Resources
· Contact the Editor
InterConnections
Home | Search Our Site
| Contact Us
|
