April+7,+2008

Database Committee meeting 4/7/08

Next step: Have the 2 venders come in and meet with separately with different constituents so we can go through what we need (2 day process).

Should we come to a decision by the end of this year so as to avoid the summer gap? Is it better not to rush things?

When will be financially ready to purchase a program? If it’s a couple of years, the software might be different.

Sam would like to visit Belmont Day to see their version of File Maker that they built and designed. Marti thinks the financial aspects of it are lacking.

Chris: Let one person contact Belmont Day. It will develop over a two year period both financially and with personnel. See if the venders can come back within a one week period and we meet the week following and document it.

Do we need to go back and look at the references? That is another step.

Linda N would be the first person to input the data. When would that occur? Ideally, it would be the summertime.

We need to make the decision of what kind of database we want (one that encompasses all the pieces or separately )and who do we want it to effect. If it encompasses all, we can bring it up module and module over an 18 month period. It will take time.

Chris: We do want something, ideally, that everyone can live with: camp, financial, development, admissions, school-wide. Linda’s module would be the first one on board.

We are the point of deciding which company has the best modules for the most amount of people.

Camp uses Black Baud.

Spring best for admissions, probably development, financial will make the time, school-wide.

Fall is best for the camp.

Decision: Let’s get them in this spring. InResonance and Senior Systems.

There is another system Paul has heard about that is stripped down but that he likes.

Ease of use, flexibility and good support is key.

People’s list of tasks need to be complete. It is in our best interest to work hard on this and come up with the major tasks we need and the time period they are needed.

Task: Put it in the wiki if you have your major tasks so we can all see them. Look at the Development office’s Wish List as it is well structured. Look at all the printed material that you deal with and that will give you a good idea as to what your tasks are.

The venders will go through all your tasks with you and prove that their product will tackle whatever we need them to do.

We will then talk again and see if we can make a decision.