GivingData

The implementation of GivingData software follows a structured and collaborative approach designed to tailor the system to the specific needs of each foundation.

Key Steps in the Implementation

• Dedicated Implementation Project Manager (IPM): Each client is assigned an IPM who guides the foundation through the setup and configuration of the software. The IPM provides training, resources, and ongoing technical support throughout the implementation phase.

• Weekly Meetings: The implementation process includes weekly one-hour meetings between the client and the IPM. These meetings help track progress, address any questions, and ensure the software aligns with the foundation’s grant-making workflows.

• Client Setup Time: In addition to meetings, clients typically spend 2 to 4 hours per week working independently to configure and customize the system.

• Data Migration Support: A Data Migration Specialist assists with importing existing grant data into GivingData. This includes training on how to map data correctly and ensuring the migrated information is accurate. Clients are responsible for reviewing and validating the data after migration.

• Training: Training sessions on how to use the software are provided during implementation. Additional training can be arranged post-implementation through a dedicated Client Success Manager.

• Project Management Tools: The entire process is coordinated using project management software to maintain transparency and keep the project on track.

• Post-Implementation Support: After the system is live, a Client Success Manager takes over to provide ongoing support, conduct quarterly account reviews, and offer further training as needed.

• Highly Customizable Workflows: GivingData allows organizations to create and tailor workflows using templates with default settings and automation features. This includes automating tasks such as adding workflows to records, assigning tasks, and setting due dates based on specific criteria, enabling the software to fit unique business processes.

• Custom Notifications: The system supports customized in-app notifications that can be tailored by function or role to keep teams aligned and on task according to their specific responsibilities.

• Custom Reports: GivingData enables the creation of customized reports that automatically pull data from any document stored in the central database, allowing grant managers to generate reports tailored to their projects and stakeholders.

• Personalized Dashboards: Users can build custom dashboards for payments, approvals, and scenario planning. These dashboards can be filtered by program area, grant status, or staff role, providing personalized and efficient data views.

• Custom Fields and Codes: The platform allows adding and filtering by custom fields and codes, especially within scenario planning and other modules, to further tailor data management.

• Robust Permission Settings: GivingData includes strong permission controls to customize access and visibility based on organizational roles and needs.

• Integration and Data Migration: The software supports integration with other systems, such as CRM platforms and websites, and offers data migration services to ensure smooth adoption without data loss.

• Ongoing Feature Development: GivingData continuously enhances its platform based on client feedback, adding new customization options and improving flexibility.

• Implementation and Setup: The implementation process includes a dedicated Implementation Project Manager who assists with setup, configuration, and data migration. While specific setup fees are not publicly disclosed, the involvement of specialized staff and project management indicates that setup costs are part of the overall implementation package.

• Training and Support: Training is provided during implementation, and ongoing support is available through a Client Success Manager after launch. Additional training or support beyond the standard package may incur extra charges.

• Maintenance and Updates: Being a cloud-based platform, GivingData regularly updates the software with new features and maintenance included as part of the subscription fees. Explicit maintenance charges are not typically detailed separately.

• Pricing Transparency: Detailed pricing, including breakdowns of setup fees, maintenance, or support charges, is not publicly available. However, user feedback suggests that the pricing reflects the platform’s comprehensive features and high level of support.

• Scalability: The platform is designed to scale with organizational growth, potentially reducing future costs related to system changes or data migration.

• Comprehensive Training: GivingData provides thorough training during the implementation phase, led by a dedicated Implementation Project Manager who guides users through setup, configuration, and system features. Training is designed to help teams adopt workflows effectively and feel comfortable using the platform.

• Ongoing Support: Support continues beyond implementation through a Client Success Manager who offers ongoing assistance, quarterly account reviews, and additional training as needed. This support is not a one-time event but an ongoing process to reinforce adoption and optimize usage.

• Documentation and Knowledge Base: Extensive documentation and a knowledge base are available, covering topics such as system navigation, grantmaking features, contact management, integrations, data analysis, portals, and troubleshooting common issues.

• In-App Support and Ticketing: Users can submit support tickets directly within the platform or via email, with issues categorized by priority levels to ensure timely resolution.

• Automation and Notifications Training: Users are trained on how to utilize automation features and customize notifications to streamline workflows and keep teams on task.

• Encryption: All data at rest and in transit is encrypted using SSL/TLS protocols to protect sensitive information from interception or unauthorized access.

• Role-Based Access Control (RBAC): Access to data and system functions is controlled based on user roles, ensuring that individuals only see or edit data relevant to their responsibilities.

• Logical Data Separation: Customer data is logically separated to prevent data leakage between organizations.

• Secure Development Practices: The software is developed following secure coding standards to prevent common vulnerabilities.

• Regular Security Audits and Penetration Testing: Periodic internal and external security assessments are conducted to identify and address potential vulnerabilities.

• Audit Logs: The system tracks user activity, including login attempts and changes made, enabling monitoring and quick response to suspicious behavior.

• Privacy Controls and Compliance: GivingData implements privacy controls to protect sensitive user data and complies with applicable data protection regulations.

• Geographic Data Hosting: Customer data is stored, where practical, in the same geographic region as the customer to comply with regional data protection laws.

• Organizational Controls: Clients can manage internal user access, including disabling access promptly when staff changes occur, to maintain security.

• Regular Updates: GivingData releases system updates automatically, adding new features and improvements. After implementation, clients are placed on an auto-deployment list for these updates.

• Scheduled Data Refreshes: Staging sites are refreshed twice yearly with current production data to keep test environments up to date.

• Client-Controlled Update Timing: Clients may choose to update their production environment to the latest version, with updates scheduled alongside regular releases.

• Release Notes and Documentation: Detailed release notes are provided to inform users about new features and improvements.

• Cloud-Based Storage Enhancements: Recent updates include features like GivingData Cloud, enabling native document storage within the platform without requiring external subscriptions.

• Update Requests: Clients can request updates or opt out of certain refreshes by coordinating with their Client Success Manager.

• Data Ownership: GivingData treats the customer (the foundation or organization using the software) as the sole owner of their data, including constituent and giving data. Customers retain full control over their data and can delete it from the system at any time, ensuring they have ultimate authority over their information.

• Data Processor Role: GivingData acts as a data processor on behalf of its customers, handling personal data according to the customers’ instructions and applicable data protection laws. This means GivingData processes data but does not claim ownership over it.

• Data Portability: While specific portability terms are not explicitly detailed in public documents, the general approach aligns with best practices in data governance—customers can export their data and migrate it as needed. Data migration services are also supported during implementation to facilitate smooth transitions.

• Privacy and Compliance: GivingData complies with applicable data protection laws and implements privacy controls to protect personal data, reinforcing the principle that customers control their data usage and access.

• Scalable Platform: GivingData’s system is designed to scale with organizational growth or changes. Foundations can increase or decrease their usage, user seats, or data volume as their needs evolve.

• Flexible Licensing: Although exact contract terms are not publicly disclosed, the platform supports flexible adjustments to subscription levels, allowing organizations to expand or reduce their licenses and features accordingly.

• Implementation and Support Adaptation: As organizations scale, GivingData provides ongoing support and can assist with additional training, data migration, or configuration changes to accommodate new requirements.

• No Lock-In: The ability to export data and the customer’s ownership rights ensure that organizations can transition away or downsize without losing control over their data.

• Contract Term and Renewal: GivingData contracts typically specify a fixed term as outlined in the applicable agreement or task order. At the end of the term, the contract automatically renews for the same length as the previous term unless either party provides written notice of intent not to renew at least 90 days before the current term expires.

• Cancellation Notice: To avoid automatic renewal, either party must give a minimum of 90 days’ written notice prior to the end of the current term.

• Termination for Cause: Either party may terminate the agreement if the other party materially breaches any provision and fails to cure the breach within 30 days of receiving written notice. If the breach is incurable, termination can be immediate.

• Termination Effects: Upon termination or expiration:
  • All licenses and rights granted under the agreement immediately terminate.
  • Each party must return or destroy the other party’s confidential information and certify that this has been done.
  • Any fees due up to the date of termination must be paid.

  • Certain clauses such as confidentiality and liability survive termination for a specified period (often five years).

• No Early Withdrawal During Minimum Term: If the contract includes a minimum term, the customer cannot withdraw before that minimum period expires.

• Written Notice Requirements: Cancellation or termination notices must be submitted in writing to be valid.

• Additional Terms: Some agreements may include provisions for change orders or amendments, requiring mutual agreement and potentially additional costs.

• Data Protection and Privacy: GivingData complies with relevant data protection laws and regulations, implementing privacy controls to safeguard personal and sensitive data.

• Security Standards: The platform employs encryption for data at rest and in transit, role-based access control, audit logging, and regular security assessments to meet industry-standard security requirements.

• Data Residency and Geographic Hosting: Where practical, customer data is stored in geographic regions compliant with local data protection laws.

• Ongoing Security Audits: GivingData conducts periodic internal and external security audits and penetration testing to maintain compliance and protect against vulnerabilities.

• Regulatory Compliance: While specific certifications (such as ISO or SOC reports) are not explicitly listed in the available information, the company adheres to best practices in software security, privacy, and compliance consistent with standards expected in grant management and nonprofit sectors.