Church institution seeks address management

We are a church-run institution (including a nursing home, nursing school, and continuing education programs) and are looking for a professional address management system for our non-profit division that meets current and future requirements. CRM tools do not need to be very sophisticated. In the future, it should be possible to transfer the address database to a fundraising solution.

Requirements for an address database solution:

Introduction:

We are an institution with a total of six legal entities in Switzerland and Germany. Two legal entities are currently operational: a foundation in Switzerland, a gGmbH (non-profit limited liability company) in Germany, and a nursing school for the elderly, which has the legal form of a GmbH (limited liability company).

This results in special data protection requirements, as both the GDPR and Swiss data protection laws must be taken into account.

Different ERP systems are used on both sides of the border. In Switzerland, we use ABACUS, and in Germany, we use ADDISON.

The addresses of employees, suppliers, and residents of the nursing home are stored in the ERP system. Otherwise, there is no address database. Addresses are managed in the form of a large number of Excel lists, which are naturally very time-consuming to maintain and almost as prone to errors, as duplicates are not detected.

The goal is to introduce professional address management. This implies the introduction of a software solution as well as the introduction of stringent processes.

Technical requirements

Must

• Multi-client capability: Separable by Swiss branch of the company and German branch of the company, as well as by business units
• Separate storage of individual clients in Germany and Switzerland; data from German suppliers or customers may only be stored in Switzerland if they explicitly agree to this
• GDPR-compliant, especially origin of data, deletion date in accordance with GDPR, evaluation requirements in accordance with GDPR
• Process characteristics and allow evaluations and selections
• Characteristics must be expandable
• Export and import function in Excel and Word
• Must be expandable if requirements change

Should

• Simple CRM functions (sufficient for our needs)
• Duplicate comparison
• Interface to ERP systems Addison (D) and Abacus (CH)

Requirements Data fields

• Salutation
• First name
• Last name
• 2nd address line for “contact person” at companies
• Address (street, P.O. box, postal code, city, country)
• Phone (landline and mobile)
• Email (business and private)
• Birthday and date of death
• Tax number
• VAT ID number
• Field for customer number/supplier number from the ERP system
• Consent to data storage and use with start and end date
• Categorization target group: e.g., friend, community, employee, donor, etc.
• Additional, freely definable and nameable data fields
• Selection options via data fields or combination of data fields.
• Postal code and city in 2 data fields.
• Donor category: first-time donor, loyal donor, bequests,
• anniversaries, date of entry, etc.
• Freely definable data fields, e.g.
• Number of magazines ordered
• (…)
• Special requirements of the school for data fields:
• Educational qualification
• Religious affiliation
• Nationality
• Course number
• Customer number

Technical requirements

Must:

• Web-based, platform-independent solution
• User-dependent access permissions
• Export capability at least .csv
• Backup functions

Can:

• Extensive interface functions export and import also for future fundraising software
• Office 365 connection
• Customizable database fields can be changed or added
• Contact display option smartphone (app/web app) (authorization-specific)

Own servers are available at both locations. ERP systems are established.

Five to six software workstations are planned.