Practical Benefits vs. Challenges: Evaluating the Impact of a Customized "Common" Nonprofit Data Management System

Abstract

Data management challenges limit growth and sustainability of small-to-medium nonprofits, impacting at-risk families served. Community-university partnerships where nonprofits house data management systems (DMS) on research infrastructure is a possible solution, but design or start-up costs remain obstacles. To address this, a proof-of-concept project was completed to co-design a common non-profit DMS, based on shared data needs, that is easy to customize. DMS were launched September 2024. 

Purpose: To evaluate benefits and challenges inherent to a common nonprofit DMS approach by interviewing nonprofit users of the systems.

Methods. 7 participants completed interviews. Participants were nonprofit frontline staff and leadership (Elizabeth House, Emma House, Highbanks Society) and REDCap designers (PolicyWise). Preliminary analyses focused on responses to: “Do you think this approach is a good idea?” and “Can you discuss impressions … benefits…and challenges working on this project with this team?” Preliminary themes were identified using descriptive content analysis.

Results. Benefits included relationship-building and collaboration among agencies and optimal collection and storage of agency-specific data through uniquely customized shared DMS. Challenges included post-launch support and communication and pre-launch agency leadership changes.

Implications. The common nonprofit DMS approach shows promise over previous DMS approaches. Opportunities for improvement were identified.

Keywords: Nonprofit Data Management, University Hosted Nonprofit Data Management Systems, Customizable "Common" Nonprofit Data Management System