How Purple Vision helped the BA select and implement a new membership system

Situation

The British Association for the Advancement of Science (the BA) is the UK's nationwide organisation dedicated to connecting science with people, so that science and its applications become accessible to all.

With a key strategic aim of becoming much more supporter-focussed, the BA needed a system that would help them maximise the potential of corporate, trust and major donor fundraising initiatives. This change in emphasis required a system that could help nurture relationships, and provide the management information to inform decision making.

Although unsure whether they needed a bespoke system written in Microsoft Access, or an industry standard system provided by one of the many suppliers in this area, the BA knew that they needed to replace their mix of outsourced and in-house database systems with a new system capable of managing both membership and fundraising activities, and so they approached Purple Vision for help.

Philip Wilson, Director of Development at the BA, knew that outside assistance would be required to help the BA get a new system up-and-running:

“The selection of a new supporter database system is an important one for any organisation.  The cost is not only the price of the system but, perhaps more important, the investment of staff time and resources in training and learning how to use the system to best effect. We thought that some experienced, impartial advice as to the best way forward would be useful.”

Challenges

There were 3 key challenges to overcome to get a new system up-and-running for the BA.

• the team at the BA needed expert advice in specifying, identifying and selecting the system they needed

• with a deadline to implement a new system within 4 months there was little time in which to complete the project.

• staff changes meant that the BA did not have staff available to manage this project

Solution

The BA decided to engage Purple Vision to provide some insight into the different options available, and provide recommendations as to how they should move forward in this area.

“Purple Vision worked with us for a day finding out about our organisation, listening to our business needs and concerns, and discussing the background to our requirements,” said Philip Wilson. “It was clear that they had experience of many similar situations. We also felt they had good insight into the different options available to us.”

Purple Vision recommended that the BA invest in a well-recognised, industry-standard,  membership and fundraising system, but also simultaneously  invest in developing in-house skills in database management and customer care.

Purple Vision then worked swiftly with the BA to specify their exact requirements, and issue an ‘Invitation to Tender’ to some of the key suppliers in this market.

 The team quickly reviewed the responses to the tender document, and met with the supplier that provided the most likely fit to the BA’s requirements. However, it was vital to keep in mind the longer-term goals, alongside the urgency to move ahead with the process.

Having made the selection, the BA decided to retain the services of Purple Vision to oversee the implementation, and went live with their system – Progress from Fisk Brett – on 24th January 2005, as planned.

Benefits

“Purple Vision certainly delivered,” said Philip Wilson. “In the timescale available this project was a challenge, and we have now not only got a system that gives us control, but greatly improved skills in managing it effectively.”