Hi,

We are in the process of acquiring another 501c3. We originally thought that we would take whatever data they have and import it into our RE db and gifts to both orgs would just be in one happy db. Then we found out that the powers that be want the money completely separate. And the person handling the money at the new org is not to have access to any records or info for our org. I thought I could handle that with security by constituency codes but my money manager doesn't think that is going to work. Her question: What happens when someone in our db gives to the other org? If the constituency codes are set up for no access, do we get duplicate records? Does someone have to add the proper constituency code to the existing record before the other person can add the gift (through batch, I might add)? This other org is in a different physical location. Sounds like a nightmare. And we haven't even gotten to posting to FE and keeping all the money separate.

I should add, that most of the reporting will be done for one org or the other. My reporting guru says he can get the gift data from 2 separate dbs and merge them in one of his very fancy crystal reports when it is necessary.

So, I need some thoughts on which direction to pursue. I'd also like to know if any one has 2 separate dbs attached to one BMC with some people having access one db or the other and some people with access to both.

And as usual, this is all "needed it yesterday but don't ask me any questions cuz I'm too busy to answer them".

TIA,
laura

cross-posting on the blackbus forum as well.

Hi Laura,

Don't know if I can answer all your questions, but I can give you a couple of other options you might want to consider in this. 

1. You can set security by fund code. This would allow the person at the other organization to see your constituent accounts, but not allow them to see any gifts other than ones to the fund codes you create for them. We did this for our missionary teams as we don't want them to have access to all of our donor information, just gift payments for their trips. Not sure if your "powers that be" are mainly concerned about donation access, or if they don't want them to see your donor info at all.

2. Separating gifts by organization is easy. Just create a separate gift code. Then you can query and report on gifts only from one gift code, or on all gift codes. We've been doing this for years as some of our donations are reported to the Assemblies of God so donors churches can receive World Missions Credit.

 Hope this helps. Feel free to contact me if I can be of any further assistance.

 Blessings,

Sheryl

 

I tend to recommend one database, especially if you need to print consolidated reports - though your tech seems to have figured this part out.  Going for two separate DBs link to the same BMC is basically a budget one.  Inquire with Blackbaud about the cost of purchasing and maintening a second DB - if you are looking for a cheap solution, the discussion might die right here.

If they're not to have access to any information on your database, then it's looking like you might need two separate databases - after all, even if you're going to set security by fund code, they'd still be able to see your Constituents. If you hide your Constituents by using security by Constituency Code, then you're likely to end up with duplicates, which will be like having two separate databases and storing both on the same system ...

All sounding painfully messy to me!

Thanks for the replies. After a meeting today with all the necessary players, we decided to go with 2 separate databases. It was just getting too complicated to try and keep one db and the necessary info separate. The CFO determined that these are 2 completely separate entities and need their own systems. I'm actually breathing a sigh of relief. The security, reporting, potential for dup records or even worse donations going to the wrong place was looking to be a nightmare.

laura