[PamelaBryman]

I am working with an organization that recently experienced a merger. The resulting database (approx. 60,000 records) was merged from two separate ResultsPlus databases and one Raisers Edge. Needless to say the result is a mess in terms of coding and duplicate records. My department (6 individuals) is brand new and we want to ensure, going forward, the integrity of our data and the structure of the system. I should also say that I am new to Raisers Edge, having previously used eTapestry, MicroEdge Gifts and Access.

I would love to hear from other individuals who may have experienced similar situations. Best practices, protocol in going forward ... anything you'd feel free to share (even if it's to tell me I've posted in the wrong thread!). HELP!

THANK YOU!

Pamela

[Melissa Siobhan]

I didn't merge databases but started here in March and inherited a mess from a database with no manager for 2 years. I would start with an audit of the known problems and figure out where you stand.

Then prioritize which issues to tackle first, estimate the time it will take and so forth. Create a timeline which may be from 6-12 months depending on number of records, number of problems, staff dedicated to cleanup projects.

I would start with tightening security first. If you do not want duplicate records added allow only 1-2 people to create records for now until the dupe record issue is completed (or forever). I would tighten up delete rights and gift editing rights if they are not tight right now.

As you tackle an issue on your plan write your policy of what will stop the issue from recurring in the future and put that policy in place before you start cleanup (or before you finish at least) or else the cleanup will be ongoing forever.

Don't panic and don't rush. These things take time. Where you can you may need to centralize the cleanup on current donors (0-36 months from last gift) if you can not tackle them all at once. Tackle the rest to the end of your cleanup (don't just forget about them).

As you get further into using the database you will find new issues - revise your timeline and add them in as needed. I am still finding issues. After a few months you may feel comfortable enough to have a set of queries looking for known issues you can monitor in a monthly audit. Typically these are important gift issues (gifts not acknowledged, gifts with missing info, etc) or data integrity issues (not following policy you've previously set)

I've attached one version of my timeline for my cleanup and my monthly audit report. I eventually stopped maintaining the timeline and added cleanup issues to my audit report. You can see I still have issues...

Do not expect to be able to completely follow your timeline. Some things may take more time and others may take less time but do your best to guess. If you have one person you think can deal with duplicate records for 5 hours a week and can deal with 20 records an hour (just a guess) how many weeks will it take to deal with the number of dupes you have? Having a timeline can help prioritize things but it will also show the "powers that be" that this will take time and to not expect miracles from the database for some time.

[esoria]

Melissa,
your suggestions are great. Could you share the parameters for some of your audit queries? I have the tasks of cleaning up our database and the task is so big that I don't even know where to start. thanks!

[Melissa Siobhan]

Most of them are self explanatory and are based on internal policies. If you can tell me next week which ones in particular you do not understand and want to know I will post the criteria - I can't reply until next week as we have our Gala on Saturday and I am straight out.

[esoria]

The problem is that there are no internal policies. I don't know if you are familiar with the Ronald McDonald House Charities...but they have data entry persons at all the Houses. There are three right now, with w fourth one opening at the end of the year. Each data entry person enters donations to their houses, there really is not policies and procedures manual (another project that I have been asked to tackle) which makes consistnecy nearly impossible. I will take any/all recomendations I can get to get off to a good start. I will be more than happy to wait until next week once things on your plate settle. Good luck on your event!!!

[esoria]

Hope your event was awesom and exceeded financial goals!
Is this week better to talk about queries and such?

[Debra K. Moore]

I found it best to export the information ie biographical, clean up on excel and reimport (salutations, cons codes, etc.) For Duplicates you may flag as an attribute and merge on an ongoing basis.