Choosing the Right Package
By: Bart Hardison

I recently spent time consulting with a large church in Texas struggling with purchasing a church management software product that fit. They had spent thousands of dollars on their current system, which they were not happy with, and recently spent even more thousands trying to develop a custom system. The time I spent with this church reinforced the idea of just how difficult it can be to choose a database solution for ministry.

Avoiding purchasing mistakes early will save money and, more importantly, the time lost trying to find, install and implement a new CMS. Let me warn you that there is no silver bullet for selecting a database that will fit your church. Your options are staggering. There are more than 40 companies that provide some form of CMS, and this does not count broader, secular databases. Costs can range from a few hundred dollars to more than $10,000.

Whether your church is a small church with fewer than 100 members or a big church with more than 1,000 members, selecting a database is necessary, and the right choice will bless your ministry in many ways.

Choosing a database that fits your church means making a plan. To make a successful plan, you must set aside the time to get your ministry teams on the same page, answer some questions about your needs, narrow down your choice of vender, and try to avoid some common mistakes along the way.

Take Your Time
Take the time you need to choose the right software. Do not rush. Why? Because you have been doing something (using a spreadsheet, struggling through your old system or keeping it all on paper), and now you are motivated to change. Use this motivation to step through a process. Do not rush out and purchase the software that does the things your current system does not. I can almost guarantee there are things you like about your old system that you may overlook if you rush. Rushing through a purchase may also exclude input on the decision from some people who may have to use the software.

My recommendation is to set aside six months to do your planning and shopping. The process may be shortened, but you need to be ready for a longer period. Each step in the process will take time and has its own unique set of challenges. Schedule time for getting your team together, defining your needs, and interviewing venders. You may also need to allocate time for raising money, training, and data collection.

Assembling Your Team
Getting a team together is paramount. A cooperating team makes answering questions about your needs easier and faster, helps ensure accountability, and makes sure you have technical expertise. Your team needs to include individuals from your staff, volunteers, leadership, and anyone in your congregation who has a technical background in software development or solid familiarity with software. Do not fill your team with technical people. This will not make a successful team. You must include individuals from your staff who have to use the software.

A balanced team will help you make sure you are getting software that fits your church. Even if you are a one-man show, you need to get a team together for helping you choose the right software. You have people in your congregation who work in the software industry or are more technically savvy than you. They can help you make a wise choice. At a minimum, there should be you, someone you can confer with over technical issues, and someone who is familiar with the inner workings of your church.

After you have decided on who will make up the committee, you need to make a few rules. Decide upfront who is going to make the final decision on purchasing the software. This may be one person or by consensus of the group. Ultimately, someone must choose the software you will purchase (that's the whole point), and, in all likelihood, not everyone will want the same software. You may have some very squeaky wheels who are very vocal about their opinions. Listen to these people, as their thoughts do matter. They may have to accept choices they do not like, and listening to and understanding their thoughts will help you choose software the whole team will enjoy.

Once you have your team together, you need to make a preliminary schedule, set a dollar amount for your software and appoint a team leader. Note that each of these may need to change as you get feedback from your team.

Now you are ready to start work. The team's primary job at this point will be gathering information and doing research. You will want the team to work on the following projects.

Remember Why You Want to Change
Ask yourself, why are you switching? There are reasons you are looking for new software. Make sure everyone agrees there needs to be a change. After listening to the church in Texas, I was amazed at how much they use their old software. It really sounded like they may not have really needed to change. There were just a few people who were pushing for new software. Had they communicated with one another about their needs and reasons, they may have made a different decision. In this instance, the case to change had not been well made. Having the reasons you want to change documented will help you choose software that is a better fit. Write down the reasons you get from your committee. You will need to come back to these when you need focus.

Define Your Ministries
This is an exercise to really find out who is going to use software. Find out who all your ministry leaders are--not just paid staff, but the lay leaders you have in your organization. Many of them may already be using some form of database and could give you feedback on how they use it. How your current staff uses what you already have will tell you the most about what you need and what shortcomings your current system has.

Discover Your Core Needs
What is really important to your church? What makes your church unique? Here are some things to thing about.

* Attendance - Is it important enough to automate?
* Web access - Do you have multiple campuses? Are your demographics such that you could have adoption of online giving and event registration from your congregation?
* Mail outs - Bulk E-mail, letters, and mailing labels, CASS, and more
* Volunteers and Involvement
* Scheduling Facilities
* Event Planning
* Customization - How important is it to be able to change fields or track new data?
* Contributions - Not all systems have an area for keeping up with offerings. If this is a need, you need to make sure the software you are evaluating can record offerings.
* Accounting - Do you need custom accounting or will a commercially available package work?

Your goal is to come up with a list of things you need. You can come up with an infinite list of features. I assure you there are more ideas of things to track or do with a church database than there are databases that do them.

This list is important as you begin to interview vendors. You need to have a place to start with the sales people, and you need to make sure these items important to your church are covered in demos and documentation.

Start Pulling Together Your Data
There is no time like the present to start collecting data. Starting a database requires getting your information into it. There are only two ways to get your data into the database: direct data entry and importing.

When you evaluate software, make sure you like the data entry process. Also, make sure you can get some data imported. I say this because, during this process, you need to evaluate your data. How up-to-date is your data? Would it be better to start over? Many times it is better to start over.

From my experience, your current database is full of duplicate records, invalid/out of date addresses, e-mail, images and phone numbers, mis-keyed data, and inconsistent formatting of data (basically, two people putting in the same data differently). If your data is immaculately kept, organized, and easy to get to, please ask yourself again if you really need new software.

At a minimum, you want to put together a list made up of name, family name, address, phone, work phone, e-mail, birthday, and membership status. This data in a spreadsheet format can be imported into most CMS software and is enough to get you started.

Start Shopping for Software
After you have gone over your needs and ministry areas, you are ready to start looking for software. You will want to look at the software's system requirements to use during your technical audit. One good way to find software that works is to interview your church neighbors and colleagues. Ask other ministers and church leaders about what they use. You will get what they like and what they do not. Try to narrow your options to four to five companies to contact.

Get a Technology or IT Audit
If you do not have an IT staff or are not technically savvy, I would recommend a technology audit. Within your membership or in your community, find a technology company that can check your network integrity. In order for your staff to use software well, you have to have a working network. Even if you go with an online database, you will have to have a working network to provide Internet access. You may also need to update your computers, depending on the system requirements of the software you are considering. You may want to limit your software selection to your current hardware. Either way, you need to know what you have and what additional costs you might incur meeting system requirements. The company doing the audit can also advise you on your security threats. You will be maintaining a database with sensitive information, and you need to make sure it is safe and protected.

Talking with Venders
After you have learned about the software companies and their products, you are ready to talk. When you contact a vender, let them answer your questions about your needs. If the vender can, have them show you how to use the software through an online demo. If you cannot see yourself using the software, take note. You can also request a demo and any sales material available.

Do not get caught up in features you do not need or will not use while talking with a sales person. The reason you have done all your homework before calling the vender is to keep your focus and stay on track.

Do not start talking price. While your budget may be fixed or limited, venders will work with you. They all want you to buy their software.

Make sure you are comfortable with the company's sales process. Ask for information about the software's data import format so you can begin to prepare for your data migration. Assign this information to a team member. Find out about networking and any additional costs associated with the software. Go over your system requirements with the vender and make sure you are ready. Find out about support costs and maintenance costs upfront. You will want to know how much the software will cost annually and how much long-term support costs.

Ready to Decide
Which software felt like it fit during the demos? Which has the easiest interface? Which software do your front line staff members like?

If you feel like you are compromising on some features, make sure you are getting the features you identified as important to you. I really believe you need to have 100% agreement from all your committee members. You may have someone who is not satisfied with something about the software. Really try to find out why. One staff member who refuses to use the software you purchase can be the difference between success and failure. So many problems with software start with communication between your staff members or with the vender. You may have to help your staff come to a compromise. Compromise is not a bad solution. Just remember all your work in preparation should help you be able to compromise wisely. While no process is foolproof, a methodical approach will help. There will always be unforeseen problems along the way and after you purchase. Here are some other things that could get you.

Expect the adjustment and learning curve associated with new software. It takes time to get it up and running. Do not install new software a week before your big event. Remember that you will probably need to change the way you collect data and input data.

Check into training and help setting up the software. Sometimes training costs are high; however, they could significantly reduce startup time.

Seriously consider buying your extended support contract when you buy your software. You will need it. You will be happier with it. And, you can get a deal buying upfront. Always ask for the discount.

Remember, do not shop on price. Look for what fits first, and afterwards decide what you need to do about the price. Remember, venders will lower their price.

Most importantly, do not change for the sake of it. It costs time, money and effort.

If you are a smaller church, do not think you need big church software. There are many choices with a wide range of price tags designed for different churches. Choose the one that fits your needs, church size, and budget.

Enjoy as much of the process as you can. It is hard work. However, there is nothing more rewarding than being able to use your software to do ministry. That is the whole purpose. While you and your staff serve your congregation, your software should perform its job well in the background.

Bart Hardison is vice president of Nspire Software, www.nspiresoftware.com.

Sidebar
What in the World is Web 2.0?
By Rebecca H. Greer

In Acts 17, the apostle Paul addressed the people of Athens at the Areopagus. In biblical times, the Areopagus was the prominent public forum for debating ideas in Greek society. Paul used this dynamic public forum to communicate his message about the one true God.

Today's public forum is, without a doubt, the Web. Among the hottest phrases in current technology is "Web 2.0." We're hearing this phrase a great deal, but what does it mean? The Web is not software and has no "release versions," so the phrase is a catchword describing the next evolution of the Web.

In our first experience with the Web, we discovered that Web sites were online libraries or stores. You visited a site for information or goods. You didn't really have the expectation of participating in the Web site; you were simply there to read or purchase.

Then the social networking aspect emerged. Message boards, chat rooms, forums and blogs began to appear and receive enormous attention. Online communities were shaped around affinities or agendas.

Web 2.0 is evolving under the premise of active participation. People are no longer merely offering a static billboard of their opinions. The environment is organic. Readers can add their own opinions and actively contribute to a developing message, creating a more dynamic platform. Many believe this new "nature" of the Web will facilitate better and more organized technology and information management. Perhaps more importantly, Web 2.0 is believed to offer the individual increased power and influence.

So what does all this mean to the church? Responsibility. Christians have always had the responsibility of presenting solid, compelling, relevant apologetics. Web 2.0 is creating more opportunities and better means to communicate with a global community. The church is now responsible for responding to these ever increasing opportunities.

To effectively take advantage of the opportunities offered by Web 2.0, you need the proper tools. Look for companies that balance cutting-edge innovation with disciplined, proven track records. Look for tools that are flexible to your ministry approach and designed to enhance communication.

What in the world is Web 2.0? It's the latest manifestation of the Areopagus. Paul used the public forum of his day to connect to the culture around him. Will you?

Rebecca H. Greer is the MarCom Coordinator for the Arena division of Shelby Systems, Inc, www.arenachms.com. The Arena Church Ministry System is dedicated to communication and the power of community.

Product Roundup

Church Helpmate
Church Helpmate is the church management system that's simply powerful and powerfully simple. With Church Helpmate, your church can:
* Save time and money
* Build unity
* Make better disciples
* Increase ministry participation
The program is easy enough for the entire team to learn and use, yet packed with enough power and flexibility to satisfy demanding church offices.
www.helpmate.net/rpn0106

PowerChurch Plus
PowerChurch Plus is an all-in-one software solution that helps churches streamline administrative tasks and manage areas like:
* Membership
* Contributions
* Accounting
* Event scheduling
Each module of the software "shares" information from other areas, to minimize the data entry load. The new event scheduling module allows churches to keep track of upcoming events, reserve rooms and equipment and assign related tasks to certain people.
www.powerchurch.com

Buzz Central by Group Publishing
Buzz Central by Group Publishing is a new program that tightly integrates a church's management options in a single package, including:
* Web site
* Membership database
* Contribution data
* Event calendar
* Desktop publishing functions
With Buzz Central, churches have a central information hub that communicates seamlessly with the church's Web site. Buzz Central comes as a subscription-based software package and includes unlimited access through a Web-based interface.
www.group.com/buzz

ParishSOFT
ParishSOFT provides a family of seamlessly integrated software modules and Internet integration tools designed exclusively for Catholic parishes and dioceses. The program allows churches to bring all of their ministries together, foster collaboration among staff and volunteers and improve communication. Programs include:
* Family directory
* Offering and pledges
* ACH electronic giving
* Religious education
* Payroll
* Web solutions
www.parishsoft.com

Minister Scheduler Pro
Minister Scheduler Pro is a revolution in church ministry and volunteer scheduling. Volunteer schedules are easily generated for a church's weekly masses, services or events, taking into account the specific needs of the church and the preferences of each volunteer. To meet a church's needs:
* Family members and teams may be kept together
* Vacation dates and can't serve times are honored
* Preferred serving frequencies may be specified
In version 4, volunteers can even update their own preferences and availability over the Internet using their Web browsers.
www.ministerschedulerpro.com

Church Management Solutions
Church Management Solutions (CMS) provides technology solutions to connect and empower churches. Powerful management software and Web solutions streamline operations, increase productivity and improve communication. Software modules include:
* Membership
* Contributions
* Attendance
* Outreach
* Payroll
CMS offers teletraining, data conversion and technical support.
www.churchmanagementsolutions.com

Logos Ministry Scheduler
Logos Ministry Scheduler is an exciting tool to help manage your volunteers who serve on a rotating schedule. At any time, you can:
* View their current schedule
* Track vacations and exceptions
* View ministry roles
* Make comments
You can even link to data in Logos II Church Management.
www.logoslbe.com

Shelby's Contact Management Module
Looking for a way to improve follow-up communication with your members and visitors? Shelby's Contact Management module can help. You can:
* Easily assign and manage tasks
* Effectively ensure staff and volunteer accountability
* Efficiently track progress of assigned tasks
With Shelby Contact Management, organizing tasks and improving follow up communication just got easier.
www.shelbyinc.com/contact

CDM+ Church Management Software
CDM+ enterprise level software gives users exceptional control of their workflow and remarkable speed. Available programs include:
* Membership & Attendance
* Contributions
* Fund Accounting
* Event Registration
* Roommate Facilities Manager
Core programs come in both Standard and Pro versions that can be purchased separately or together in any combination.
www.cdmplus.com