Software Procurement

Situation

Project HOPE UK needed a new fundraising system to replace their existing Microsoft Access-based system. The new system would help support Project HOPE UK’s new fundraising strategy, and provide both more detailed fundraising analysis and improved administration of supporter records and fundraising income. They felt that their future growth necessitated a more sophisticated and well-supported system, but they only had a limited budget available.

With a background in fundraising but not IT, Project HOPE UK’s Deputy Director Susan Fallon felt that she needed some help to identify and compare the different suppliers of fundraising systems.

The Client

Project HOPE UK’s vision is to realise Health Opportunities for People Everywhere.

Project HOPE UK work in partnership with the worldwide network of Project HOPE organisations, to improve access to sustainable appropriate health care throughout the world.

They empower individuals, communities and governments through skills development, knowledge sharing and by providing humanitarian assistance in times of need.

Through their work, Project HOPE UK seeks to enhance social and economic development and contribute to human dignity. Project HOPE UK believes that everybody has a right to equitable healthcare and health information regardless of race, creed, age or citizenship. As a non-governmental organisation Project HOPE UK acts with neutrality and impartiality.

Project HOPE UK had a limited budget to spend on getting a new system in place and on annual running costs. Not only did they have a limited budget, they also lacked the expertise to be able to identify the systems and services that they could afford.

Project HOPE UK knew that they wanted a system that offered certain features, for instance sophisticated functionality in terms of payroll giving, and recording of gifts in kind. However, they lacked the expertise to be able to ensure that the system they purchased had such functionality.

Project HOPE UK wanted to build a fruitful and mutually profitable relationship with their chosen supplier.   They were prepared to pay the right price for a system and services that provided them with what they needed. They wanted help to ensure that their supplier had a good cultural fit with Project HOPE UK.

Solution

Project HOPE UK’s Deputy Director, Susan Fallon, engaged the services of Keith Collins of Purple Vision to provide advice and support in the procurement of their new fundraising system.

Working with Susan and her colleagues at Project HOPE UK, a ‘Statement of Requirements’ was drafted detailing the different elements of Project HOPE UK’s ideal solution.

In the meantime, research was undertaken identifying those suppliers and systems that were within Project Hope UK’s budget. This longer list was then narrowed down to a smaller selection once initial investigations of the functionality on offer from each system were complete.  Having conducted in-depth analysis and trials of selected systems, Progress from Fisk Brett was chosen as Project HOPE UK’s fundraising database.

"Purple Vision's expertise helped us tremendously through the process of selecting our new fundraising system, not only in providing in-depth analysis of the different systems and suppliers available, but also on the best way to manage the whole procurement exercise."

Benefits

Purple Vision’s expertise helped provide objective, independent advice that enabled Project HOPE UK to obtain the right system for their requirements at the right cost, and from a supplier that they feel they can build a good relationship with.

Rather than employing someone with this expertise in fundraising systems and suppliers, Project HOPE UK could benefit from calling on this advice as and when required, for the specific advice that they needed.

The objective, independent advice that Purple Vision offers enables this expertise to be on-hand throughout this procurement process; offering expert advice on costs, on the suppliers, and on the functionality on offer.  Rather than being sold a system, Purple Vision’s expertise helped Project HOPE UK buy a solution.