nav[aria-label="Primary Navigation"] { padding: 0; & ul { list-style: none; width: 100%; display: flex; flex-direction: row; justify-content: start; align-items: start; gap: 30px; padding: 0; & li { margin: 0; } & ul li { list-style: none; } } }

Marketing Staff access to NXT

Michelle Branly

Hello, I work for a foundation that supports a nursing home. We are a separate independent department (of 3) and utilize RE NXT. Since covid, our marketing and HR departments also depend on information from the database (phone and email) to communicate with nursing home staff, nursing home residents and family members. Our Marketing Director is responsible for many communications, but she is not part of the Foundation, nor is she a trained NXT user. She has been given limited security roles in order to send emails and texts to specific groups. She is now asking to learn query in order to create her own lists for text/email purposes. What are your thoughts?

Find more posts tagged with

Comments

Dariel Dixon

@Michelle Branly I think it's a good idea. Make sure you're involved in their training. I would assume they've also signed confidentiality agreements so there shouldn't be an issue.

JoAnn Strommen

@Michelle Branly It's always nice when I can confidently hand over a task to a trained team member. Yours could be challenging as folks only want the communications they've agreed to.

First, do you organization data policies allow for someone who is not a foundation staff member to access the database? Are there HIPPA concerns? While access and role settings do restrict, I've heard of several cases where users are able to see records/data not part of their access using queries/lists. Be sure a confidentiality agreement is signed.

IMO, the second consideration is training. While she may need a BB query training she will also need training by you. How are your different constituencies coded? What exclusions, coding do you have for people who do not want to be emailed, have unsubscribed from particular communications? She will need to know all of this.

When she has been trained, I would have her queries subject to your review before use until you feel she is consistently getting them accurate. I would also be sure to fill your supervisor in. Once responsibility is transferred to her, let it go, relax and focus on your other responsibilities.

Michelle Branly

@JoAnn Strommen thank you. I've thought many of the same things. this is very helpful!

Michelle Branly

@Dariel Dixon thank you. everyone in our organization has to sign HIPPA statements regarding resident data, but as a Foundation, we will likely need to develop additional privacy statements specifically related to our donors.

Faith Murray

@Michelle Branly, I would like to offer an opposite view to those already presented. At many organizations, especially larger colleges and hospitals, it is policy that all data requests and mailing lists (queries) must go through a specific RE database power user assigned to the role. This is to prevent multiple “fingers in the pot” and inaccurate data pulls or pulls that violate privacy requests. Several considerations lend to this policy:

Training: while the user may accept initial training, will they recognize they need to accept ongoing training from you as field usage changes and the database evolves?
Consistency: if you allow this one person to have access, then an argument may be made to allow other people similar access (in the case of colleges, for example, student communication bodies, volunteer champions, etc.)
Expertise: it takes a seasoned power user to know how to successfully navigate the complex queries that are sometimes needed to pull a fine-tuned list. Basic users don't know all the constituent fields available to them, or how the fields are being used for data entry, and so they often fail to grasp the most efficient way to pull data, and don't even realize that they don't know. They may fumble around and think they've pulled a correct list, not realizing there are errors in the output.
Upkeep: it sounds like the communications staffer is wanting to operate independently of your current processes. Will proper communication be kept in updating records that don't wish to receive certain types of communications, or exclusions based on actions and fundraising goals set by your foundation?
Personality also plays a significant role. If you have any question in your mind that you may have a “think-they-know-it-all” or “fly-by-the-seat-of-their-pants” type of user on your hands, then restricted permissions are best, because they will not come to you for guidance when they really should.

Now that I've played devil's advocate, I'm going to agree with JoAnn that there is some benefit to empowering other people to do their jobs more effectively, reducing your own workload and enabling operational growth. Thorough and ongoing training and communication, along with a defined user policy, can alleviate most of these concerns and boost your own resume at the same time as long as proper acknowledgement is made of your role as trainer and access supervisor.

For ourselves, at our org, we have had issues in the past with user error, so we have a compromise policy in place. Our database power user pulls all queries that relate to outgoing (public-facing) communications, like mailing lists and email lists. That way we can ensure that proper field usage is respected and donors don't become offended by an incorrect title, presumptive ask, duplicate communication, or excess messages beyond their historical preferences. However, all users are encouraged to pull queries that benefit their own internal work, such as prospect management and goal-setting.

Michelle Branly

@Faith Murray This! thank you for your response.

Dariel Dixon

@Michelle Branly: Wait, this doesn't already exist? So there are no confidentiality agreements for donor data, just resident data? That does sound like a bit of an oversight, because any individual who has access to donor information (whether in RE or elsewhere) should be required to hold that information in confidence and it should be documented somewhere. This person may already have access to PII in the form of email listings.

That said, this is a great opportunity to bridge departments and create relationships. This access will have to be earned and not just given. I agree with @Faith Murray that there are some benefits to having a power user being the person to pull that information, but this can help foster a deeper understanding of the data and can allow them to be able to make more informed requests. I think putting guidelines in place like how Faith mentioned that all external lists go through the power user but internal lists can be handled by all staff is an excellent way to set boundaries and expectations.

I think it's a great sign that they have shown some initiative to try to learn more, but make sure it's not an overstep of roles and responsibilities.

@Dariel Dixon thank you. everyone in our organization has to sign HIPPA statements regarding resident data, but as a Foundation, we will likely need to develop additional privacy statements specifically related to our donors.

Jeannie Goings

@Michelle Branly Happy medium for the ideas that have been shared? Meet and discuss the data needs, understand the intention for the data, build the queries, train toward self-service for using the queries. Any changes to existing queries will require a new data request/meeting.