Do you need a business case for replacing your current systems? We’ll build a defendable case to help your board (or boss) understand the benefits of changing systems, as well as temper expectations around a new solution.
Our Work Is Tailored to Your Needs
By defining your organization’s strategic priorities, we’ll help you find the right fit. Our objective approach to evaluating and ranking solutions gets to the heart of each system’s benefits and drawbacks, allowing you to make the best choice. Though every nonprofit has unique needs, here are some of the ways we could help you with your system selection journey.
Business Case Development
Requirements Development
Every organization should understand exactly what is required of their new system. We’ll dive into your organization’s functional, technical, and cultural needs, and document a comprehensive list of prioritized requirements.
Marketplace Review
We will provide a review of the software marketplace, including a short list of products we suggest your organization should evaluate, based on your priorities and requirements. We’ll also comment on excluded products to relay why a particular solution might be omitted.
RFP Development and Management
Your Request For Proposal (RFP) document includes information to help vendors assess their product fit. We’ll create a comprehensive RFP that includes your selection criteria and complete requirements list, and manage the submission process.
System Evaluation Tools
There is a great deal of information to evaluate in the selection process. We will utilize our tools to organize your criteria and help you make an unbiased decision.
Reference Checks
Once you’ve seen the demos and made your top choice, we’ll lead the reference check process, including developing questions, collecting responses, and comparing results. We may also provide non-vendor references with real-world experience using the system.
Staffing Model
A key factor in selecting a new system is understanding how the implementation and upkeep will impact your teams. We will provide a staffing model for your organization to support the implementation and operation of your new system, including roles and responsibilities.
Executive Briefing
Need help garnering buy-in from your board? At the end of the selection process, we provide a high-level strategic overview of the project, as well as a history of the rigorous process your organization undertook to make an informed, fact-based decision.
Change Management
Successful change management starts at the very beginning by listening to the concerns and ideas of staff. It is critical that your team knows their input counts and they buy into the process. We will guide you through each change management step to ensure a smooth transition to your new technology.
Demonstration Management
Demo Scenarios
In order to compare “apples to apples,” your vendor demos must follow the same agendas. We create scenarios that enable vendors to show exactly how their product meets your top priorities, and exposes areas where they might fall short.
Demo Oversight
We attend and manage the vendor demos, ensuring vendors stick to the script and don’t distract your team with their system’s shiny “bells and whistles.” We document questions and topics for follow-up to ensure you get the information you need.
Demo Scoresheet
We create scoresheets for each demo, based on the provided scenarios, to achieve a consistent and fair grading system. Scoresheets offer a quantitative method to compare solutions in a clear and logical format.
Guide
Budgeting for CRM Change
What You Need to Know Before Moving to a New System
A well-implemented CRM can be a game-changer, streamlining operations, enhancing donor engagement, and ultimately, increasing your impact. But with a myriad of options and varying costs, choosing the right CRM can feel daunting.
This guide is designed to simplify the process, providing you with the information and tools needed to make informed decisions.
Blog:
We're Answering Your FAQs on System Selection
Selecting a new system is kind of like choosing a house—you want to make sure you get what you need, and aren’t distracted by the shiny features. To help with this, we’ve answered some of the most frequently asked questions from our webinar, System Selection: Find the Right Solution for your Nonprofit.
The RFP and vendor selection process facilitated by JCA was seamless and highly organized. They provided an abundance of resources for us to leverage throughout the process, demonstrating exceptional attention to detail and ensuring that all communications were clearly conveyed to the vendors. Their approach maintained neutrality, effectively shielding existing partners from information not relevant to them while keeping all parties well-informed.
Solomon Hedd Williams, III, Associate Director of Product Management & Platform Solutions
The choice of partnering with the JCA Team on our CRM selection process was invaluable. Their insights on industry options and guidance on determining our organization’s core needs created a clear roadmap for the selection process. From start to finish, their assistance allowed us to select the best option for our growing organization.
Brian Russo, Naples Botanical Garden’s Director of Membership & Annual Giving
JCA provided the strategic insight and structured guidance we needed to confidently navigate the CRM selection process. Their deep expertise in advancement systems helped us align internal priorities, evaluate vendor options, and ultimately select a solution that best fits Baylor’s long-term philanthropic goals.
Stacey Cook, Vice President, Advancement
Baylor College of Medicine
JCA provided superb consulting support for our CRM assessment and selection project. As a complex organization with complex needs, UCS was looking for experts who could quickly and accurately assess our CRM needs and help us navigate through the entire selection process. JCA brought deep technical expertise, strong project management, and helpful advice on stakeholder engagement.
Meghan Ogren, Director, Data Operations
Union of Concerned Scientists
Our team was thrilled to work with JCA on our selection of a new CRM system. Our consultant was not only highly organized and knowledgeable, she was also very accessible during our process, walking us through everything step by step. We felt the process empowered us to truly make the best decision for our organization and we would highly recommend working with JCA.
Shira Johnson, Director of Development
Phelan-McDermid Syndrome Foundation
JCA expertly and successfully led our team through a system selection process aimed at replacing our current admissions and donor management software—a comprehensive and complex undertaking for our multi-disciplinary institution. JCA supported us every step of the way, in-person and virtually, ensuring that we were making thoughtful and informed decisions in the best interest of our staff and patrons. JCA’s partnership during this process was invaluable; so much so that we have engaged their team to support us through the implementation of the selected software as their expertise and efficacy is unmatched!
Ryan Nix Glenn, Vice President of Marketing & Brand Experience
Atlanta History Center
Women’s Link Worldwide was pleased to work with JCA in the selection process of our new CRM. As newbies to the world of CRM selection, JCA thoroughly helped in determining our criteria in our new database and helped us really stay on track. JCA played a vital role in our decision to make a long-term investment in our organization.
Marisa Castillo, Development Officer
Women's Link Worldwide
When it came time to revise our CRM, JCA helped us to define and articulate our needs. We wanted a holistic system to accommodate everybody, while deepening our understanding of community engagement and donor support. We also valued the expertise that JCA brought to the selection process, managing expectations around budget and timing, while ensuring we were well prepared for our new system.
Craig Mintz, Chief Financial Officer
Edlavitch Jewish Community Center of Washington, DC
JCA Consulting was an exceptional partner to Union in our CRM search. The entire team has a wealth of expertise around technology, business practice, and project management. They guided us through assessment, planning, and vendor evaluation with expertise and efficiency.
Kathleen D. McCann, Director of Advancement Information Services
Union College
We really needed help in determining the best process and provider for a new CRM system. JCA was so thorough in spending time to get to know us and our short and long-term goals. The museum has evolved quite a bit over the years, so we needed more from our CRM to help us know and engage with our visitors better. JCA built our provider selection model with pros and cons, cost comparisons, and modification capacity. The process was intense, comprehensive, and successful. Thank you JCA!
Faith Morris, Chief Marketing & External Affairs Officer
National Civil Rights Museum
JCA's guidance was essential for us as we navigated the process of selecting a new CRM, one that would accommodate our needs transitioning into a new museum building. They had invaluable insights throughout the entire process and skillfully organized comprehensive demos with CRM candidates. On top of that, they are simply amazing partners to work with!
Chakshu Patel, Chief Advancement Officer
The Studio Museum in Harlem
It’s time to make the technical more personal.
Turn your technology investment into a powerful advantage. Our nonprofit consulting experts are here to show you how.