The term internal data refers to data and information from inside an organization. These will include
- General information about the organization
- Performance related data
- Financial sustainability
- Organizational capacity
- Organizational adaptability
- Information about organizational culture
The type of internal data that you need depends on whether you want to:
- Prepare an assessment/evaluation/review/audit of the organization, a program, a project, a department etc.
- Prepare a report for internal purposes (e.g. progress report on a project) or for external purposes (e.g. report to a grant makers, annual financial statement etc.)
- Monitor a production process or a project
- Analyze a specific problem (e.g. deviation between budget and actual)
- Prepare a plan (e.g. strategic plan, production plan, Human Resources plan etc.)
General information about the organization
This type of information serves to introduce the organization to a reader who is not familiar with its history, facilities, infrastructure, products and services. It also provides an overview of resources available and the financial situation of an organization.
Documents providing general organizational information will be part of funding applications. The information will also be used to present the organization on its website, in presentations or publications that target a broader audience.
General information typically includes:
- Company history
- Location
- Legal form
- Buildings and their layouts
- Machines & other equipment
- Organizational structure
- Human Resources data: number of employees, temporary workers, volunteers etc.
- Product/Service data: type of products and/or services, annual production, maximum production capacity etc.
- Financial data: total income, sources of income, profit/loss, reserves, inventories etc.
- Description of special achievements of the past
Information related to performance
Performance related data and information are internally important for managing performance.
They also serve to inform key stakeholders of what has been achieved. Grant makers and donors will look for data that provide evidence of the organizational ability to make good use of the financial resources provided.
Some relevant information:
- Current practices in Performance Management
- Knowledge and skills of employees involved in Performance Management
- Ability to measure performance
- Achievements of current activities
- Outcome of past activities
- Impact of past activities
- Productivity
- Efficiency:
- Effectiveness
Information related to financial viability
The management of a nonprofit organization as well as those that fund them need information that indicates the ability of the NGO to pay its bills, secure reliable and diverse sources of income and balance income and expenses.
Some relevant information:
- Current practices in Financial Management
- Current practices in Grant Management
- Current practices in Cost Management
- Current practices in Cash Management
- Current practices in Fundraising
- Knowledge and skills of employees involved in Financial Management, Grant Management, Cost Management, Cash Management and Fundraising
- Sources of income
- Growth of income
- Growth of self-financing activities
- Profits/losses of products and services
- Current reserve funds and reserve funds policy
Information about capacities in key areas of the organization
A nonprofit organization will need information about its current capacities in order to develop a capacity development plan.
Information about organizational capacity will be also requested by grant makers before they decide about a grant proposal as well as during certification processes.
Some relevant information:
- Quality of organizational systems and infrastructure
- Capacity in Governance and Leadership
- Performance Management capacity
- Financial & Grant Management capacity
- Fundraising capacity
- Program related knowledge and skills
- Compliance and Risk Management capacity
- General Management skills: planning, monitoring, assessing, decision-making, problem-solving, implementing
- Ability to work with other organizations
Information about organizational adaptability
NGOs operate in a complex, rapidly changing Macro- and Micro-Environment. They have to be able to recognize risks, threats and opportunities at an early stage, to change and innovate and ideally to influence some elements of their environment.
They should be also be prepared for critical events.
Some relevant information:
- Mindset of leaders concerning innovation and change
- Ability of employees to innovate and change
- Knowledge and skills of employees in the area of future research
- Ability to use techniques that help to identify, analyze and solve problems
- Awareness within the organization of the importance of being adaptable
- Current practices in scanning and monitoring the external environment
- Knowledge and skills of employees involved in Risk Management, Change Management. Crisis management and Strategic Planning.
- Flexibility of contracts, processes, structures, policies and procedures
Information about organizational culture
A “good” organizational culture can hold the organization together and drive its employees to achieve organizational goals and objectives, even when financial rewards are not as high as in other organizations.
A bad organizational culture will have a negative effect on organizational achievements and endanger its long term existence.
Some relevant information:
- Organizational vision and mission
- Core values
- Behavioral norms
- Leadership style
- Internal and external communication style
- Decision-making processes.