Procedure, Protocol and Priority When a Database Manager Leaves

Rachel Kauer · December 2024

Hi all,

Our current Database Administrator just gave notice. Any recommendations on what to prioritize in the next two weeks in terms of administrator functions or best practice for this situation? Open to any and all advice! Thanks!

***I should clarify as the Gift Processor, I am inheriting responsibilities in the interim. I have built our gift processing and database manual over the last year as I manage most data entry. But have struggled to get the “titled” DBA to record anything over the last year.

This is the table of contents for my manual; if you can identify any gaps or have insights, I would be appreciative.

Alex Wong · December 2024

@Rachel Kauer
database admin from one org to another can differ greatly in roles and responsibilities. I suggest you get the DBA to write down what s/he does on daily/weekly/monthly/annually basis.

here are some of what RE dba may be responsible for

user admin
campaign, fund, appeal, package configuration and update
mailing list, email list, general querying, exporting, reporting
gift entry processing: import, batching, etc
recurring gift processing (manual through dbview)
constituent entry
import new/update records
table entry management
donation form management: creation, modification
event registration form management: creation, modification
receipting and invoicing

Rachel Kauer · December 2024

@Alex Wong

Thanks Alex! Good news is, I do 8/11 of these, so maybe this transition will be smoother than I hoped. I will start with trying to get a list of those tasks as suggested, thanks!

Would you happen to know if we need to contact Blackbaud to get any permissions etc. changed over for security/user admin functions when they leave?

JoAnn Strommen · December 2024

@Rachel Kauer You/your org controls access to RE. Someone will need to mark DBA's account as inactive. Do Not Delete it. So that others can access any queries/exports/created by DBA that may be marked as DBA manage only, it would be to your advantage to get DBA password too so you can change it to one that you / new DBA can access/edit those pieces.

When we have a staff leave, especially those who were fairly short-term, I also ask what BB trainings/webinars they found the most helpful for their position.

(We also have a plan for a re-direct of their incoming emails.)

Austen Brown · December 2024

@Rachel Kauer - If your DBA enters data according to a standard, make sure you have a copy of that. Also, if they've made any major decisions for tracking - get their notes around why that decision was made and the plan for other areas moving forward.

Dariel Dixon · December 2024

@Rachel Kauer Make sure you do an exit interview to find what might be helpful for the next person, and what hinderances they encountered. It might be a hard conversation, but one that is necessary.

Joe Moretti · December 2024

@Rachel Kauer Now this is something that should happen long before a DBA, but make sure you have a DBA Manual of all the various procedures, etc that this person does with instructions. Now every organization is different and the duties of the DBA will differ from one organization to another. This is a table of contents from a manual I created:

Contents

Section 1: OVERVIEW... 3

Accessing Raiser’s Edge. 3

Campaign, Funds & Appeals Overview.. 4

RE NXT Work Center. 8

Section 2: BEST PRACTICES. 21

Section 3: HOW TO.. 33

Looking up an individual or Organization. 33

Procedures for adding a new address and making the other former for Individuals. 34

Adding an individual with a business address only (no home address). 43

Procedures for adding contacts in an organization record. 48

Procedures for adding a new phone/email & making the other former. 51

Changing or updating phones/emails. 57

Adding a constituent with two last names and proper organization names by alpha. 58

Uploading documents to the media tab. 60

Creating proposals, actions & action reminders. 63

Solicit codes and other various coding. 78

Procedures for annual report listings – programmatic donors and others. 83

Procedures for annual report mailing. 84

Procedures for Legacy Society. 89

Procedures for estates & planned giving gifts. 92

Using the map feature in RE NXT to get a list of prospects in certain areas. 100

SECTION 4: REPORTS. 103

Weekly Reports Schedule. 103

Action Reports. 104

POP Reports (Opportunity/Proposal). 107

Weekly / Monthly Raised to Date Report. 108

SECTION 5: GIFT PROCEDURES. 116

How to Pull the Web Transaction Report. 116

How to Create a New Batch in Raiser’s Edge and Enter Gifts. 120

SECTION 6: FORMS. 150

Karen Stuhlfeier · December 2024

@Rachel Kauer I agree with everything that everyone is saying, but I would add that as part of the exit interview find out why they wanted to move on. Many organizations treat the DBA role as a glorified admin postition. Find out what you did wrong as an organization and how you can make the role better for the next DBA.

Rachel Kauer · December 2024

@Joe Moretti

Thank you! Fortunately the manual I made over the last year does cover all these topics. I'm starting to get the impression that I have been functionally doing the DBA role. I have really struggled to get current written processes for anything the “titled” DBA does. Nonetheless, thank you providing the example, as it affirms, other than security/user role management I might not have that much I need to ask for training on in the next two weeks.

Alan French · December 2024

@Rachel Kauer as well as deactivating their RE user account, you may also need to go into the admin section of your Blackbaud account and make sure they no longer have access there as well

Christine Cooke · December 2024

@Rachel Kauer
Seems pretty thorough from scanning through your list and the things mentioned by others.

Did not spot anything about logins and passwords in regards to subscriptions, memberships, other orgs (matching gift company sites). Be sure to get all of those collected, because the point of contact will need to be changed. And if you have not already, I suggest a department email that multiple people receive so that when someone leaves or something happens, more than one person gets the notification(s).

Rachel Kauer · December 2024

@Christine Cooke

Oh good call! Thank you for that suggestion, that is absolutely something I didn't think of, they still are the main log in for many of those sites.

Melissa Anderson · December 2024

@Rachel Kauer
Have you thought about going to the DBA's supervisor to ask what they report out on? Your list looks pretty comprehensive. Since it seems you do not have a lot of data entry people and you do most of it, there isn't a lot of maintenance that is required to correct any data entry issues. User management, data entry, and reporting are all the basic components of any DBA and you do all but the first.

Potique Johnson · June 10

@Rachel Kauer
Rachel,

We are just starting to put a manual together. Would you be willing to share yours as an example? It sounds like it's very thorough.

Rachel Kauer · June 10

@Potique Johnson
Sure I will send you a PM with the current file!

Megan Nance · June 12

@Rachel Kauer
Hi Rachel, can you share with me as well? I would love to see the breakdown.

Rachel Kauer · June 16

@Megan Nance
Hi Megan, I just PM'd you with a link to the current file. Hope it is helpful!

Dariel Dixon · June 16

@Rachel Kauer I would hope that your organization has considered moving you into this position full time if that is something you would want. I think it only makes sense. I do wonder what software you used to create your documentation as I'm considering several tools like Scribe to do more of my documentation.

Rachel Kauer · June 16

@Dariel Dixon
Thanks, Dariel I have suggested it as I have been a DBA before, but there seems to be some conflagration that the DBA has to be an “IT” person. The role is still vacant, but I am not a candidate sadly. As far as software goes, I actually used Microsoft Word, specifically the template for “Write a Novel.” This template had a table of contents built in, which I could refresh with headers. I also used the dictate feature when I was trying to process my notes to speed document occasionally, which I could then go back and format more formally.

Dariel Dixon · June 16

@Rachel Kauer That's boo boo… I do believe that these roles do get a bit conflated…there's not much overlap between a traditional DBA and advancement database managers and admins. However, many organizations don't have organizational structure or a human resources team that knows the difference. le sigh. But, it's still disappointing.

Shauna Junek · July 17

@Joe Moretti if you would be willing to share your manual I would really appreciate it. Currently we are in the process of trying to put one together.

Shauna Junek · July 17

@Rachel Kauer if you would be willing to share your manual I would really appreciate it. Currently we are in the process of trying to put one together.

Mai McClure · August 26

Hi @Rachel Kauer I just started in a role as DBA and would love to see your manual if you are willing to share it! I am currently learning a lot, but am eager for any resources.

Paige Goldenberg · September 3

Hi @Rachel Kauer, your manual looks super in-depth. We are in the process of switching over to NXT, would you be willing to share your manual? Thank you!

Karen Hedrick · September 10

Hi Rachel, if you are willing to share your manual I would so appreciate. I am working on a manual for a similar position in our department. Thanks so much!

Rachel Kauer · September 11

Hi all, I just caught up with all requests to share our database policies and procedures manual. Please forgive delays in response I have been covering multiple vacancies and we have several new team members so I am a bit tied up.

Procedure, Protocol and Priority When a Database Manager Leaves

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