DATABASE AND DATA MANAGEMENT CONTRACTOR

DATABASE AND DATA MANAGEMENT CONTRACTOR

Contract Period: End of July – October 2026 (Approximately 12 Weeks)

Only suitably qualified candidates are encouraged to apply. A detailed CV, application letter, and qualifications (certificates) should be emailed to vacancies@waterford.sz with the subject line:

Application – Database and Data Management Contractor

Please label your application letter and CV with your first name (e.g., Application Letter – Name, CV – Name).

Closing Date: Friday, 24 July 2026

BACKGROUND

The Advancement Office uses DevMan3 CRM as its principal Constituent Relationship Management (CRM) platform to manage alumni, parents, donors, volunteers, partners, scholarships, fundraising campaigns, events, and stakeholder engagement activities.

As the office expands its fundraising, alumni engagement, communications, stewardship, and institutional reporting functions, there is a need to strengthen the quality, structure, governance, and usability of the CRM. Working under the Director of Advancement, the contractor will undertake a comprehensive review, cleaning, optimization, and reconfiguration of the DevMan3 database while establishing sustainable data governance standards and strengthening staff capacity.

OBJECTIVE

Improve the quality, integrity, usability, governance, and reporting capacity of the DevMan3 CRM through:

• Database cleaning
• Reconfiguration
• Standardization
• Documentation
• Staff capacity building

This will ensure the CRM effectively supports fundraising, alumni relations, communications, stewardship, prospect management, and institutional decision-making.

SCOPE OF SERVICES

CRM ASSESSMENT AND DATABASE AUDIT

Conduct a comprehensive review of:

• Constituent records
• Relationship mapping
• Duplicate records
• Data quality and completeness
• Campaign and fund structures
• Event management configuration
• Scholarship records
• Gift management
• Communication preferences
• User permissions and access levels
• Existing reports and dashboards
• Data entry workflows
• Integration with systems such as Adam and Toddle

DATA CLEANING

Identify, review, validate, and resolve:

• Duplicate constituent records
• Incomplete records
• Obsolete information
• Missing constituent relationships
• Incorrect stakeholder relationships
• Inconsistent naming conventions
• Address inconsistencies
• Invalid email addresses
• Telephone formatting
• Communication preferences
• Incorrect donor classifications
• Legacy data inconsistencies

CRM RECONFIGURATION

Review and optimize:

• Stakeholder categories
• Alumni classifications
• Parent classifications
• Relationship mapping
• Gift coding
• Campaign coding
• Fund structures
• Scholarship structures
• Event structures
• Volunteer records
• Corporate and Foundation records
• Major donor categories
• Communication preferences
• User permissions

DATA STANDARDIZATION

Develop institutional standards for:

• Naming conventions
• Stakeholder records
• Address formatting
• Country standards
• Relationship codes
• Constituent categories
• Gift types
• Campaign names
• Event naming conventions
• Scholarship coding
• Volunteer coding
• Notes and interaction records
• Contact reports
• Data validation procedures

COLLABORATION AND STAKEHOLDER ENGAGEMENT

The contractor will collaborate with:

• Director of Advancement
• Alumni Engagement Officer
• DevMan Support Team
• IT Department
• Admissions
• Finance
• Marketing and Communications
• Human Resources
• Academic Departments
• Boarding
• School Leadership

Responsibilities include planning, reporting, validating system improvements, coordinating backups, ensuring security, improving alumni data, and strengthening relationship mapping.

REPORTING FRAMEWORK

Design dashboards and reports supporting:

• Annual Fund performance
• Fundraising pipeline
• Donor retention
• Alumni engagement
• Parent engagement
• Volunteer engagement
• Event participation
• Scholarship funding
• Prospect management
• Major gift pipeline
• Campaign performance
• Executive management reporting

DOCUMENTATION

Develop:

• Waterford Data Dictionary
• Data Entry Standards Manual
• Standard Operating Procedures (SOPs)
• Data Quality Checklist
• Reporting Guide
• User Permissions Matrix

CAPACITY BUILDING

Provide coaching on:

• Data entry standards
• Database maintenance
• Reporting
• Dashboard usage
• Searches and segmentation
• Constituent management
• Gift entry
• Event management
• Alumni management
• Scholarship tracking
• Quality assurance

METHODOLOGY

PHASE 1 – DISCOVERY AND DATA QUALITY REVIEW

• Stakeholder consultations
• Database audit
• Duplicate detection
• Integrity checks
• Relationship validation
• Coding review
• Risk assessment

PHASE 2 – DATABASE CLEANING AND SYSTEM OPTIMIZATION

• Data cleansing
• Configuration updates
• Taxonomy improvements
• Constituent restructuring
• Relationship mapping
• Reporting improvements
• Dashboard development

PHASE 3 – TESTING AND VALIDATION

• Quality assurance
• Data validation
• Performance testing
• Feedback incorporation

PHASE 4 – DOCUMENTATION AND KNOWLEDGE TRANSFER

• User manuals
• SOPs
• Governance documentation
• Staff training
• One-on-one coaching
• Final handover

DELIVERABLES

• Database audit review
• Clean database (98% duplicate reduction target)
• Standardized constituent records
• Updated DevMan3 configuration
• Executive and fundraising dashboards
• CRM documentation
• Staff coaching and knowledge transfer

KEY PERFORMANCE INDICATORS (KPIs)

Performance will be measured by:

• Duplicate records removed
• Constituent records reviewed
• Relationship mapping completed
• Standardized coding implementation
• Automated reports created
• Dashboards developed
• Documentation completed
• Advancement staff trained
• User satisfaction
• DevMan3 performance

REQUIRED QUALIFICATIONS

Applicants should demonstrate:

• Extensive experience implementing or optimizing DevMan3 CRM or similar platforms (e.g., Blackbaud Raiser’s Edge, Salesforce Nonprofit Cloud, Blackbaud CRM)
• Strong expertise in CRM administration, database management, and data governance
• Experience supporting fundraising, alumni relations, advancement, or higher education institutions
• Knowledge of fundraising and constituent relationship management best practices
• Excellent analytical, documentation, and problem-solving skills
• Experience in data migration, deduplication, reporting, and system configuration
• Ability to facilitate workshops, train users, and produce technical documentation
• Strong interpersonal and stakeholder engagement skills

EXPECTED OUTCOMES

At the end of the assignment, the Advancement Office will have:

• A clean and well-governed DevMan3 CRM database
• Standardized constituent, campaign, gift, event, and scholarship records
• Enhanced dashboards and automated reports
• A documented CRM governance framework
• Staff capable of maintaining the CRM independently
• Improved collaboration across departments supporting Waterford Kamhlaba’s long-term advancement strategy