Can I Use Microsoft Access for my Fundraising Database?

As I am asked this question regularly, I thought it would be useful to give my thoughts in this blog. So, the short answer to this is yes, you can use Access for your fundraising database, but that doesn’t mean you necessarily should. As I have blogged before, if you want a fundraising database then my initial response would always be that you should look to see if an existing fundraising package could meet your requirements, and frankly, I would be surprised if one couldn’t for the vast majority of charities and NFP organisations.

But if you are determined to develop your own fundraising database, then yes, Microsoft Access can of course do the job – as can other similar development platforms such as Filemaker and MySQL.

And as much as many people (love to) criticise Access, it isn’t that bad a development platform, it can be simple to create a comparatively simple database and if you only need to use it within one office for a few people then it can do the job. There are some templates available on the web which can get you started, there is a book which might help you, written some years ago by Peter Flory on how to build a fundraising database in Access or similar systems, and because it is so widely used, a benefit of Access if that if you have a bespoke database developed by one person then, in theory, someone else could help you change/further develop it at a later date. Indeed, there are many independent Access developers who do regular work with charities. That said, it is never easy picking up someone else’s program unless it is extremely well documented, both within the code and outside.

But be aware of its key shortcomings too: it isn’t really suitable for large volumes of data (even tens of thousands of records can affect system performance), it isn’t automatically web-enabled (so you can’t access it from home or remote offices just like that) and of course it still requires all the design and development work which any bespoke system would. So it isn’t free!

So I repeat, yes you can use Access for a fundraising database but please consider all the other options first.

Why Free Software Doesn’t Mean Zero Cost

I love the concept of open source and free software, I really do. But I get equally frustrated and concerned that some organisations believe that free software equates to spending no money at all on a database implementation. There are many other costs to consider, explicit and hidden or mis-understood, and charities need to recognise these and go in with their eyes open if they choose to use free software in any of its guises. Here are just a few you should consider:

• Development costs. Even if you use open source database software such as MySQL, "existing" software you already own such as Microsoft Access (and which therefore has an implied free price tag), a free web-based system such as Zoho, or even the free NFP version of SalesForce, then you are still going to need the database to be developed or customised for your needs. And for some of the above it is highly likely you won't have the skills in-house and you will therefore need to recruit/pay for an external developer. You may find a volunteer which would of course mean a zero price tag for their actual work, but volunteer-developed systems carry their own risks and other potential costs (c.f. below). And even if you do have internal staff who can develop the database then you should really factor in their time and, therefore, costs into the equation.
• Training and consultancy. The software may be free but companies and consultants who provide free and open source software, understandably, need to make their income somehow, and training and consultancy during your implementation may not be free.
• Data migration and data cleaning. If you have an existing database/spreadsheet then you will need to transfer that data into your new system. As per above, companies may well charge you for such a service - although if you only have a few hundred records (or even a few thousand), then it might well be more cost-effective to re-key it (although even that has its associated costs...) And if you haven't used a structured database before (and even if you have), then you may need to look at your data quality. It's a hackneyed but true statement that just because you get a great, new database, it does not mean that any rubbish data will suddenly become clean and effective. Data cleaning, whether manual or electronic, has costs.
• On-going Development and Maintenance. It is almost definite that you will need some further development and changes made to the initial database you implement. Whether this is because your requirements change, or future opportunities arise, or bug fixes are needed; or the actual database software you are using will need upgrading, whether it is the "underlying database" (such as MySQL, Access etc) or the actual application itself when new versions come out. Remember new versions may be optional initially but they could become far more important or imperative if other aspects of your IT infrastructure change. I have worked with more than one charity who has been unable to upgrade some of their overall IT infrastructure or software because their free, central database does not support the latest versions of MS Office, browsers etc, and this has caused immense frustration internally. One of the great benefits of commercial fundraising and membership packages is that they (should) have new versions released with new features and supporting new platforms, and if you have a good maintenance/support agreement with such companies then these can even be included in any on-going support costs.
• Support. How are you going to get on-going support, even whilst you aren't developing the software? Will your free supplier always be there, will an individual always be around to help as quickly as you need them to? Will their skills deteriorate? And even if the database software is free, if you have internal IT staff then they will still need to support the database in some way, whether explicitly in its development or just in terms of on-going, every-day running, back-ups and so on.
• Hardware and IT infrastructure. Depending on the database you implement, it may need its own server and you may need to consider the configuration on your PCs/clients, such as operating systems and RAM. And you might find other software applications you are already using are not compatible (or not "recommended") so you might need to upgrade them.
• Hosting and communication costs. Alternatively, if you are planning to host your database elsewhere, then it is highly likely you will have costs associated with that.
• Bugs. Not so much in open source software, which has great communities to support it, but in free, proprietary software, there may well be more bugs than you would find in commercial software. Of course this may not be the case, but if it is then there is going to be less incentive on the supplier to provide bug fixes. And, depending on the bug, it can be extremely frustrating if there are specific functions which don’t work for you and thus you need to find work-arounds which can take time and effort. (Of course, believe it or not, commercial software can have the odd bug too...)
• Volunteer-Developed databases. Just a few words on this very specific point: I have worked with various charities who have had a volunteer (very kindly) develop a database for them and in some instances that possibly was the best option at the time. And some of those systems have been really good. But volunteers do not have any accountability, no time commitments to your organisation, possibly less experience of your particular market and requirements, and, as it will almost definitely be a bespoke development for you, then there is no guarantee they can continue to support or improve it. I know many NFPs who have started that way but found such systems stopped being useful, even to the extent that they found they stopped using them any more in their organisation. With so many low-cost and free (yes, even the free ones) fundraising and membership packages and web-based options around these days, I would always encourage you to consider them first before you embark on a volunteer-developed system. If you have a truly bespoke and specific requirement and you have a suitable volunteer then it is an option, but go in with your eyes open.

Free can be great. Open Source can be a wonderful thing. But do consider all the costs, benefits and downsides of such systems versus a commercial alternative. And if it is still right for you then fantastic - go use!

Open Source? So what - that doesn't make it good. Or bad.

I know money talks in the NFP sector but I am still constantly amazed at how often the question, 'Which database should I buy?' is answered with MySQL, Zope or PostgreSQL, just because "it's free" and "you can build it yourself". So what? Aside from the fact that it's not necessarily zero cost (you still need to host it, develop it, support it, maintain it, maybe be trained in it etc), it doesn't mean it is the right answer. In fact, the right answer is, 'What do you want it to do?' But in a recent email forum where the above question was asked, only 2 people posted a response asking what the original poster wanted from the system.

Now don't get me wrong: before the open source advocates get on their high horses, I should say that I am a fan of open source software - in the same way that I am a fan of packages and SAAS. And I have seen great implementations of MySQL and CiviCRM, as I have seen bad systems. I am a fan of the right tool being used for the right application. After all, you wouldn't accept a free bicycle if you have to transport a family of four, or use a free screwdriver to bang in a nail.

And if you do want free or cheap, then open source is not the only answer. In the fundraising and membership arena, you can get packages like ZebSoft for free or KISS Contact for only £100 - and for £100 you get Gift Aid administration and direct debit support! SalesForce and eTapestry have free options for low usage CRM/fundraising; and ContactLink is a database specifically written for the voluntary sector from £400 upwards. And there are open source help desk software systems like Liberum and free packages like SomeHelp . . . (ah, okay, I admit it, I did develop that last one myself).

But before you buy or implement anything, ask yourself, what do I need it to do? And if you need help with that, then have a look at TechSoup's technology planning pages or nTen who provide lots of articles and templates you can use.

So sure, go ahead and look at Open Souce databases, but look at them once you know what you want to do with them.