Donors Database Management and Ongoing Payment Subscriptions System Development, 02/25/WWF-GE0007.01

Overview

About the Organization
WWF Armenia is the proud bearer of the mission to protect the future of nature. Operating in over 100 countries and with supporters and allies around the globe, WWF is one of the leading environmental organizations in the world. WWF collaborates with governments, private, com-munity organizations, and individuals to solve vital environmental issues.
WWF started its activities in Armenia in 2002, and since November 2006, WWF Armenia has been officially registered as the WWF Caucasus Program Office structure.

The Contractor shall develop the donors database management and ongoing payment subscriptions system, which includes:

Dashboard (special view that shows us different ways to look at information to help us under-stand how donations are going):
1. Opportunity Status – This tells us which people are interested in helping and gave us their contact information.
2. Opportunity Value – This tells us how much money we could get from someone if they decide to donate.
3. Conversion Rate – This shows how many people who looked at our system actually de-cided to donate, and we can see it by month, quarter, and year.
4. Donation Efficiency – This shows how often people donate, how much they give, and how long they keep donating.

Integrations (possible API integrations with 3rd party tools/software etc.):
1. Payment Gateways
2. Google Analytics Reporting
3. Facebook ads reporting
4. Emailing tools, such as Mailchimp

Fundraising Performance Analytics and KPIs (How We Track Our Donations)
1. Total Donors – Total Donors This Year
This shows how many people have given money this year.
2. Total New Donors – New Donors
This tells us how many people gave money for the first time this year.
3. Total Recurring Donors – Donors Who Gave More Than Once
This shows people who gave more than once. It includes:
– Recaptured (people who stopped giving but came back),
– Upgraded (people who gave more than before),
– Same (people who gave the same as before),
– Downgraded (people who gave less than before).
4. Total Donations – Total Money Given This Year
This tells us how much money we’ve gotten this year from all the donors.
5. Net Growth in Donors – Comparing Donors from This Year and Last Year
This shows if we have more or fewer donors than last year.
6. Rate of Growth in Donors – How Much Donors Have Increased from Last Year
This tells us how much more or less people have donated this year compared to last year.
7. Donor Retention Rate – How Many Donors Came Back
This shows how many donors who gave last year gave again this year.
8. Donor Reactivation/Recapture Rate – Donors Who Came Back
This tells us how many people who stopped giving last year started giving again this year.
9. New First-Time Donors for This Year
This shows how many people gave money for the very first time this year.
10. Recaptured/Reactivate Donors Who Gave Again This Year
This shows how many people who stopped giving last year started giving again this year.
11. Upgraded – Donors Who Gave More This Year
This tells us how many people gave more money this year than last year.
12. Same – Donors Who Gave the Same Amount
This shows how many people gave the same amount of money this year as they did last year.
13. Downgraded – Donors Who Gave Less This Year
This tells us how many people gave less money this year than last year.

Automated emails
1. Send automatic emails to welcome new donors, reminders about the renewal of donations, thank-you emails after successful charges, warning emails after failed charges, celebrate birthdays, etc.
2. Customizable email templates with dynamic fields (e.g., donor name, amount, donation date).

Donor Accounts
Donors get their own personal pages where they can:
1. View Donation History
They can see how much money they gave, how often they gave, and if their donations are still active.
2. Update Personal Information and Payment Details
Donors can change their name, email, or how they pay (like a credit card).
3. Download Donation Receipts and Digital Certificates
They can get copies of papers that show how much they donated.
4. Manage Monthly Charging Settings
Donors can decide if they want to stop, change, or pause their monthly donations.

Donor Dashboard for Admins
Data columns including:
1. Donor Name, Amount Donated, Donation Form, Donation Type, Date & Time of Dona-tion, Donor ID, Donor Email Address.
2. Individual donor profiles displaying:
3. Lifetime donation history.
4. Donor comments and preferences.
5. Date of birth for personalized engagement.
6. Communication history (emails sent, replies received).

Admin Controls
Admins can do the following:
1. Manage Donations
They can charge donors, stop payments, change the amount, or change the date when donations happen.
2. Edit Donor Information
Admins can change details about donors, like their name, how much they give, how they pay, their email, and other information.
3. Manage Payment Methods
Admins can update how donors pay or fix any problems with payments that didn’t go through.
4. Segment Donors
Admins can sort donors by how much they give, how often, where they live, what type of donation they make, or how involved they are.
5. Generate Reports
Admins can make reports that show how many donors came back, how much money was raised, or if any payments didn’t work.
6. User Access Control
Admins can give different jobs to people, like who can see all the info or who can only see certain things.

Additional Essential Features
1. Multi-Currency Support (For International Donors)
This means that people from other countries can donate online using their own money, even if it’s different from the local money (like dollars, euros, etc.). The system can handle different types of money.
2. Mobile-Friendly Donor Portal
This means that donors can visit their donation page on both their phones and computers. They can check their donations and account easily no matter which device they use.
3. CRM Security Features
CRM stands for Customer Relationship Management, which helps us keep track of donors.
o Data Encryption means that the information donors give, like their name or payment details, is locked up safely so no one can steal it.
o GDPR compliance is a rule that helps protect donors’ privacy and makes sure we handle their information properly.
o Secure Donor Information Storage means that all donor information is kept in a safe place, so it doesn’t get lost or hacked.
4. Automated Data Backup & Recovery
This means that the system automatically saves the information in case something goes wrong. If something happens and data is lost, we can easily get it back.
5. Survey & Feedback Collection
This is when we ask donors how they feel about their experience, like whether they en-joyed donating or have any suggestions. This helps us get better at engaging with them and improving our donation system.