ChurchManagementSystem

toc

IT Tools to Enhance Collaboration
//NOTE: Information on this page is the opinion of the authors and does not represent any official position of C3HUU. As of Summer 2010, C3HUU now uses IconCMO web based Church Management System. Updates to this page and the linked Google Spreadsheet ceased in Fall 2010. This page will be retired sometime in 2015.//

Prior to retiring, there is one follow-up task in 2015: assessing the experiences of some churches with IconCMO, ACS Church, and other "cloud" ChMSs especially on their member portal integration. See this Google Sheet with evaluation (restricted access).

While the work to decide on how to integrate a Church Management System (ChMS) and which ChMS continues, many C3HUU groups are using alternative Information Technology (IT) tools. Here are some links to alternatives, including training materials we have reviewed and found worthwhile:
 * [|Google Apps for Non-profits]: which includes Google Docs (online spreadsheets and word processing) and Google Calendar. Recent changes in Google's privacy policies make this a very attractive option. There are many tutorials and other help information at the [|Google Apps for Non-profits] web site. C3HUU groups are already using Google Docs and Google Calendar. [|Review of Google Apps for Education] which is the same collection of applications. We actually used [|a Google Spreadsheet in reviewing ChMS alternatives]. Also see the [|review of Google Apps by UNC Greensboro Asst Vice Provost for IT, Todd Sutton] and [|on the "Heal Your Church" website].
 * Excel/OpenOffice Calc spreadsheets: They aren't going away, the key is for our C3HUU community to establish guidelines on WHAT data is OK to share, and HOW best to share it in spreadsheet form. Given the vastly increased security and convenience of using Google Docs online spreadsheets, we should work to educate all who are exchanging spreadsheets now to try to migrate appropriate data to online spreadsheets. Some of the really nice graphical output from spreadsheets does require the use of Excel/OpenOffice Calc installed on your PC/Mac. Here is an [|online tutorial] and a [|YouTube video] to the Google Docs alternative!
 * Word/OpenOffice Writer documents: As with spreadsheets, this isn't going away and exchanging data that can be printed nicely ALSO works well from Google Docs. Here is an [|online tutorial] to the Google Docs alternative.

Online ChMS Spreadsheet
Followup on some notes on prior inquiries into Church Management Systems (ChMS) and to discussion in the Operations Council, now the Church Council, about ChMSs. Please update and post comments (these are listed in rough order of features and functions, There is a more comprehensive comparison in [|this online spreadsheet summary] with summaries appearing below.

NOTE: on 2009-03-11 the IT Services group decided to purchase the [|Servant Keeper (SK)] software on a trial basis. Unfortunately, several problems cropped up and C3HUU data currently in Logos databases could not be imported into SK. A trial of PowerChurch Plus (PC+) was begun on 2009-04-09. PC+ planning, education and training, and other references are linked from this linked page.

Other resources detailing ChMSs include [|a comparison spreadsheet in wikipedia.org which includes most of the ChMSs] under review. A more comprehensive description of this category of software can be found at [|Wikipedia entry on Content Management System] and [|Church Management Software]. There is a very dated UUA article on evaluating ChMSs in an [|old Interconnecting article from 2000]. Interesting that much of what is stated in that article still rings true today!

One major shift that has occurred since 2007 is the move among many churches to using collections of "Web 2.0" tools rather than integrated PC/Mac based ChMS packages. Also known as "Software as a Service" (SaaS), these online only packages have most of the features and capabilities found in PC/Mac software. Supplementing a PC/Mac based ChMS with online spreadsheets that can be constructed for a wide variety of information sharing activities, and even "gadgets" used to extend those to query online databases populated with information exchanged with common tools such as Quickbooks may minimize the need for web based ChMSs.

So we add to the notes below at least two other questions about Information Technology (IT) tools for our church: > OR
 * ? Is it worth our time and money to invest in SOMEONE ELSE's integration of all IT tools so we MUST work the way the ChMS tool is structured?
 * ? Do we look for IT tools that complement each other and only buy a ChMS platform that can be extended to work with IT tools we already have in place?

Some 3rd party reviews:
 * [|New England UMC reviews of various ChMSs and other software]
 * [|Wikipedia entry for Church Management Software]
 * [|Overview of the Church Software review web site with some comments about the making the decision on the "right" package for your church]
 * [|Online reviews of many bookkeeping solutions, includes comments about ChurchTrax and Servant Keeper]
 * [|Another reference to multiple ChMSs]

Some of above enlist input from user experiences. Intend to update for Logos II and whatever is selected to run at C3HUU. [|Our comparison spreadsheet] is more up to date than the list below and includes packages not yet summarized below (anyone volunteering to update either or both?):

Select Commercial ChMS
> CONCERN: PC+ is also based on FoxPro, which as noted in the Logos review below has been a nagging support problem. However, PC+ support has been far more responsive, putting out FoxPro fixes when available. PC+ look and feel should be familiar, it has all the features we've used in Logos II. PowerChurch partners with paperlesspayments.com for online payment processing, otherwise import of data is through limited CSV format very similar to Logos II. PC+ offers data transfer service for approx $250. Approx $1500 over 3 years for online version, under $1000 for code on own PCs (assuming every two year upgrade + extras). Company based in Asheville NC. > NOTES: Supports multiple adult or child "household contacts" rather than the "Spouse/other" model of Servant Keeper and Church Windows.
 * 1) [|ACS] - ACS Technologies offers complete solutions for church (and many other non-profit) management from complete services hosted at their web site to products that C3H could host on our own PCs. Very comprehensive, but the pricing is very complex depending upon what level of service is contracted and the number of modules licensed. This is even more deluxe a ChMS than Logos II Church Management Software, and the initial software license fee is comparable however, the maintenance and support fees are almost four times the $350/year paid for Logos II. This price includes both software to run on local C3H PCs and ability to share information on the ACS web site via the [|AccessACS] web service. Over 22,000 other organizations using this software, which includes schools, churches, and church affiliate organizations. Wow, what a package, you get what you pay for! This one would be over $7500 for 3 years.
 * 2) IconCMO - SELECTED AS FOURTH PACKAGE FOR PILOT and is the WINNER! IconCMO support staff are very active on UUA [|ChurchMgmtSoftware] listserver. Chosen after their staff offered to assist very actively in migration of data from Logos II.
 * 3) [|PowerChurch Plus (PC+)] - SELECTED AS SECOND PACKAGE FOR DETAILED PILOT 2009-04-09. Supported package, recommended by some congregations on the UUA list below. NOTE: new online version which is $455 per year (for two concurrent users) moved this one back into contention. Also attempts to be an all-in-one package as well as supporting export to a financial package such as QB. This is a full-function ChMS which has very reasonable pricing structure. The full package from PowerChurch is licensed for $395. There is no fee for maintenance releases, this company has updates still available for versions that date back to 2003, for no extra annual charge! There is also a free, full-function demo package available to see if the functions will work for our congregation. Web portal, and even smartphone portal, support module (extra $30, part of the separate web version of the offering). Extensive support both from [|forums] of other churches using the software and options to contact the vendor directly. This is the model of support that appeals to many of us, and there are over 28,000 churches using this software including many UUA congregations who testify it works great.
 * 1) [|ChurchDB]- SELECTED AS THIRD PACKAGE FOR DETAILED PILOT 2009-08-09. There are several ChMS packages on the market with some variation of "ChurchDB" in their title. The one that stands out after recent upgrades to their service is the Austin, TX based product from Austin Solutions, LLP. Unlike the other top 6 finalists here, this one has no local PC based version. Many of our reviewers considered this a serious deficiency in the first few rounds. However, when we explore the church requirements to really use a ChMS to eliminate local sharing of spreadsheets, most of which are worked on away from the Church, then full access to functions over the Internet is again a really key requirement. [|ChurchDB] is a "Cloud" type of application. Use whatever modules are appropriate and pay only for the modules used and the amount of information migrated into the online databases. Cost ranges from circa $750/yr with an additional up front data migration charge. So 3 year cost is ~$1500. No matter how you cut it, online services are a more expensive, but the difference is getting very minimal.
 * 2) [|Servant Keeper (aka SK)] - CHOSEN FOR TRIAL PERIOD TESTING 2009-03-11, RETURNED AFTER LOGOS MIGRATION ISSUES 2009-04-09. Many good reviews, especially notable is support for electronic contributions and e-commerce as well as a set of online forums maintained by the developer. NOTE: no longer attempts to be an all-in-one as it supports QB and tracking of pledges quite well. Comparably priced with the two below, feature summary from [|review site is quite rich]. Very nicely laid out knowledgebase and online downloads including documentation. New features such as integration of audio, and now video, with newsletter creation software! Also resells [|Clickbook tool] to create pamphlets, booklets, order of service bulletins, etc. This team is keeping up with the core, non-web enabled feature set of ACS at 1/5 the price point. License based on size of congregation and number of network users who can access concurrently. Only lacks the online integration compared to ACS. Recently added remote contribution module feature is not quite as flexible as Helpmate, but that is likely the major remote use. Enhanced import capabilities with available new import tool in January2009. For all features desired at C3H: approx $1750 over 3 years have a discount to approx $1350 over 3 years good for July2008, offer was repeated in Oct2008 and again in March2009 with enhanced features noted above. Very impressive support web site, even compared to ACS! Uses comnination of C++, Delphi and FoxPro run-time tools. Moving to SQL base platform. The creators of SK have been very welcoming of our business and have an excellent support model! Company based in Central PA.
 * 3) [|Church Helpmate] - reviewed earlier before 2008 version was released. Not noticed before, this package supports replication and unlimited license model, as does Logos II. In many ways this seems to be a lower cost version of Logos II, though based on Access, not FoxPro. Manual and demos are downloadable (though demo is 100MB download) and has been of great value determining features. HelpMate explicitly notes that they do NOT intend to be an all-in-one solution, deferring to QB/Peachtree for finance support. Has data transfer services available and support transfer of Logos data into HelpMate! Also can provide personal tutorials given via remote access. Web based training is also available. Now has online knowledgebase. Demo CD is also available (ordered?), link to demo CD image online pulls down a 100MB image. Quickbooks/Peachtree integration supported. Over 2,000 congregations use this package. Helpmate does allow files to reside on file server. Approx $1100-$1600 over 3 years. Based in KY.
 * 1) [|Church Windows] - Seems to be a very good package that provides everything we have sought, at a price lower than ACS, but with some key functions lesser cost packages lack. Another package that attempts to be an all-in-one. Lacks the online support information available from the other packages here in this final cut. Can't determine the underlying technology yet. More to come, noticed this one due to positive review from UUA congregation in Greensboro. Vendor has many support options and training at many sites, including Charlotte. Demo CD ordered in Spring 2008, but no one ever installed and evaluated. Approx $1200-$1500 over 3 years. Based in Ohio.

Other contenders

 * [|MemInfo] - supported package, very similar to [|ChurchInfo] Open Source package described below in capabilities and design. Two person company supports this and related products for managing Mediation and Divorce Services. Max $400 initial cost plus $100/year, prorated for smaller congregations. Over a decade history supporting ChMS. Runs on church owned PC, multi-user from different workstations.Designed by UUs, this one has seen [|updates to the core code as noted here]. Stable platform that may suit many congregations.
 * QuickBooks based ChMS: There are several packages that integrate or extend QuickBooks so that a church can continue using QB and not have to migrate to a ChMS tasks that are already working just fine (like payroll and other accounting functions). [|Here is a link from a vendor on extending the base QuickBooks yourself,] sort of like using Open Source. A QB based ChMS that I see mentioned often is [|OneVision,] and another ChMS is available with a QuickBook interface, [|Parish Data Systems] so I've included a column in the [|comparison spreadsheet].
 * [|Logos II Church Management Software] - current ChMS installed at C3H, the cadillac of those investigated in 1999, still great deal of function, but the company moved to a model where custom support required between $350 (plus per call fees) and $700/year (no per support call fees) for the packages C3H uses. Wouldn't have been so bad if calls to support had actually resulted in something more than shipping a CD with latest code! Initial cost over $3500. Also, the underlying technology is actually not client-server based, but just files that are shared from one PC with the aging (and minimally supported) FoxPro database product as the core technology.

Freeware ChMSs
Several were reviewed, but only one seems worth second consideration when the new V2.2.4 release was announced at the end of June 2008:
 * [|ChurchTrax]: well reviewed several places, free download (needs Access Run Time, too). Good, basic, single user ChMS, not suitable for C3HUU as replacement for Logos II in multi-user environment.

Open Source ChMSs
Open Source options, which are interesting, but probably not a good fit for our congregation unless we get an overwhelming outpouring of volunteer labor to help implement and maintain such packages for C3H IT Services: > NOTE: this has come a LONG way in one year, the demo is superb, and the documentation is actually a Wikispace wiki! Still looking to see if data can be backed up locally for import into another program. > UPDATE 2008-07-15: no update to web site or release tree in over a year.
 * [|ChurchLedger] - the creator of [|OSC] now offers a service where they install and maintain the software for a church on hosted webservers as a service. Nice option to have and there is a [|demo available] on [|http://www.churchledger.com], no prices quoted, but the claim is that data could be imported or exported from either ChurchInfo or OSC into ChurchLedger easily. Essentially an extension to the Open Source based ChMS.
 * [|ChurchInfo], formerly InfoCentral - very popular Open Source supported ChMS that can be run on a simple Web server (can be hosted elsewhere so no single local PC server required). Basic system with good online support, no cost to run, can run from current C3H systems, but would probably be best to dedicate a web server to this both for security and stability. By far the most popular Open Source ChMS with posted statistics. Support from community of contributors, not from a single commercial entity. Note that [|ChurchLedger] above supports direct import from [|ChurchInfo]
 * [|OSC] (Open Source Church), a second active "fork" of the InfoCentral project, also completely open sourced which is a popular and actively supported ChMS based on one of the Content Management Systems called Xoop. This makes OSC potentially more extensible. Approx 1/3 as many downloads as [|ChurchInfo] over the past year. Active community is making this version of the Open Source InfoCentral consistent data format with a web site Content Management System (CMS). Uses a bit more computing resource than ChurchInfo, but much more flexible configuration and management. Support from community of contributors, not from a single commercial entity.

Other UUA ChMS Info
Other comments about Church Management Systems (ChMSs) may be found on the [|UUISM Wiki].

The UUA also as dedicated an e-mail list to the topic: [|ChurchMgmtSoftware]

NOTE: all information is best available provided by C3H volunteers, if you see anything in error, let us know by sending a comment!

Interesting Note from ACS
The Cadillac of all reviewed ChMSs is the software from ACS. Once you indicate interest, they keep coming back. Their latest message actually contains a very interesting set of features, many of which we are implementing NOW without an expensive, integrated web service offering.