Presented by: CAPT Mark Ellis Whitworth University April 07, 2014 Session ID 1576 Snazzy and Fun II...

Presented by: CAPT Mark EllisWhitworth University

April 07, 2014

Session ID 1576

Snazzy and Fun II

Data Visualization of Colleague Advancement Reminders

Snazzy and Fun II - Introduction

• This presentation will go over innovative ways to use the Colleague Advancement system in conjunction with a data visualization tool.

• This presentation will also review a great data visualization tool – Tableau – which is easy to use with data from Colleague Advancement

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Snazzy and Fun II - Agenda Slide

• I will show you the expansion of Snazzy and Fun I project with the new Reminders visualization system

• I will then review the two case studies from “Snazzy and Fun I” which I presented last year with Ken Brown.

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About Us

Consider using the title slide as you transition from one topic/agenda item

to the next.

Whitworth University - About Us

• Christian Liberal Arts, 3000 Students, Spokane, WA, Advancement Team of 22

• One IT Systems/Analyst Supporting• Colleague 20 years – UniData 20 years• Benefactor 17 years, conversion to CA 2010• Colleague Advancement 3 years• Reporting – CA, Custom Web Tools, Informer• Data Visualization – Tableau• Mobile Platform - iPad

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Snazzy and Fun II –

The Reminders Visualization

Reminders Visualization - Background

• After our BEN2CA Conversion our Associate Vice President for Major Gifts agreed to try to use the Colleague Advancement Reminders System

• Stacey Kamm-Smith, Associate VP • SWKC, SDCA, CASM, APPT• One year later she said it just was not working for

her team. A new tool was needed for the MGOs.• My desire was to keep CA as our central data

repository, but allow different user interfaces as needed. Since we had already done some similar work in Tableau it was natural to give it a try…

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Reminders Visualization - CAIQ

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Reminders Visualization – CA to Tableau

• The Colleague Advancement Reminders are downloaded nightly along with other associated donor information

• The data is pulled into Tableau and displayed in a manner that works well for the MGO team

• Each team member can see all the reminders or just their own for any chapter or time period

• We also added the ability for them to see the Call Reports – all of them or just their own or by donor

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Reminders Visualization in Tableau

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Reminders Visualization in Tableau

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Reminders Visualization in Tableau

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Reminders Visualization Summary

• Adding and consolidating data in one spot makes the Tableau Reminders view useful for the MGOs.

• The date range tools are very popular

• The ability to see other staff reminders is very useful, especially for VP

• Tableau allows easy export to Excel and or linkage to mapping tools

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Snazzy and Fun I –

Case 1 The President’s Club

(For those that did not see

Snazzy and Fun I

I will show you the other

CA to Tableau work

we have set up so far.)

Case 1: The President’s Club - Background

• The President’s Club changed from a fairly static list of individuals giving over $1,000 to a more dynamic group with a general goal of $1,500 but different individual goals and different stewardship plans for each individual

• Major Gift Officers were assigned to donors to manage the President’s Club involvement and goals for each

• A new method was needed to handle these changes…

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Case 1: The President’s Club

• The CA Recognition Program is a reactive system that can tell you who has reached the President’s Club Level, but we were looking for a proactive system that would help us promote and sustain donors at this level instead

• The Major Donor Tracks were adopted to manage the President’s Club candidates

• Start with the MDSM form -

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Case 1: The President’s Club

• There were concerns from the MGOs about the use of the Major Donor System to track President’s Club Candidates:– Major Donor Report(s) impact– Too many records/tracks in the MD system– Confusion of MD Tracks with PC Tracks

• Use of codes alleviates many of the concerns• Re-use of PC Tracks alleviates the too many

tracks concern

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The President’s Club – Using MDSO

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The President’s Club – Using MDSO

Case 1: The President’s Club

• I added a local “Co-File” or “Co-Entity” for SOLICIT.TRACK called WU.SOLICIT.TRACK

• It has the same TRACK ID• It has two simple fields:

– Solicit Plan– Priority

• Note that “Solicit Strategy” is a free form text field. Rather than modify it, I added a valcode limited version of my own to allow query

• XMDSO16 is a custom MSDO that uses these two new custom fields

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Case 1: The President’s Club – Colleague Studio Customization

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Case 1: The President’s Club – Nightly Download Program

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:AE VOC W14.PRES.CLUB.DOWNLOADTop of "W14.PRES.CLUB.DOWNLOAD" in "VOC", 36 lines, 888 characters.001: PA002: UDT.OPTIONS 91 ON003: SELECT CN W W14.MAJDON.STATUS = PC OR WITH W14.MD.AF.TRACK.ID NE ""004: LIST CONSTITUENT SELECT.ONLY \005: BY CN.LAST.NAME BY CN.FIRST.NAME \006: BY W14.MAJDON.PRI.TRACKER.INIT BY W14.TFY.AF.AMT BY CN.LAST.NAME \007: W14.PREF.NAME \008: W14.PRI.REUNION.CLASS \009: W14.PMS \010: W14.PREF.CITY \011: W14.THIS.FY.AMT \012: W14.LAST.FY.AMT \013: W14.TFY.AF.AMT \014: W14.AF.AMT.FYM1 \015: W14.LAST.CONTRIB.DATE \016: W14.LAST.CONTRIB.AMOUNT \017: W14.LAST.CONTRIB.DESIG.DESC \018: W14.LAST.CONTACT.DATE \019: W14.MD.AF.ASK \020: W14.MAJDON.PRI.TRACKER.INIT \021: CN.FIRST.NAME \022: CN.LAST.NAME \023: W14.PREF.ADDR.1 \024: W14.PREF.ADDR.2 \025: W14.PREF.CITY \026: W14.PREF.STATE \027: W14.PREF.ZIP.FIRST.5 \028: W14.PREF.COUNTRY \029: W14.PRI.CHAPTER \030: W14.BEST.PHONE \031: W14.PREF.EMAIL.HIER \032: CN.SPOUSE.FIRST.NAME \033: W14.SOL.TRACK.PLAN \034: W14.JOINT.PREF.MAIL.LABEL \035: W14.RELATION.JOINT.SAL \036: TO DELIM " " /datatel/coll18/production/apphome/_HOLD_/SHARED/IA/PresidentsClub.txtBottom.

Case 1: The President’s Club: Data Visualization – Setup

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Case 1: The President’s Club: Data Visualization – The Summary Screen

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Case 1: The President’s Club: Data Visualization Detail Example

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Snazzy and Fun I –

Case 2: The Campaign Giving Report

Visualization

Case 2: The Campaign Giving Report

• Our Campaign Director, Tad Wisenor, wanted the following template used for our new campaign’s Campaign Gift Report

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Campaign Giving Report – Tabular View

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Case 2: The Campaign Giving Report

• He did not want to use the multi-form approach of the campaign forms in CA

• In general, our senior staff do not log directly into CA, everything is provided to them via a visualization or web-tool

• We did not want to change our current campaign structure in CA as we use it for year to year comparisons and goal setting

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Case 2: The Campaign Giving Report

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Case 2: The Campaign Giving Report

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Case 2: The Campaign Giving Report

• Data is downloaded nightly from the CONTRIBUTION file and its associated file CONTRIB.DONOR.DESIG and the DESIGNATION file.

• The results for each category are added and placed into “buckets” – for example the CP MUS would have a bucket for cash in the door and a bucket for outstanding pledges

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Case 2: The Campaign Giving Report Download Logic

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Case 2: The Campaign Giving Report Download Logic

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Case 2: The Campaign Giving Report Download Logic

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Case 2: The Campaign Giving Report Download Logic

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Case 2: The Campaign Giving Report

• Note that for each NP the pledge amount outstanding is just the pledge amount minus the amount paid so far which is available via the Ellucian subroutine S.CALC.RECEIVED.AMT

• The results for each category placed into a simple text file

• Tableau imports this text file each morning

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Campaign Giving Report – Tabular View

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Campaign Giving Report – Graphical View

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Snazzy and Fun I –

Executive Dashboard - Advancement

Advancement Executive Dashboard

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Strategic Plan Tracking

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Summary

• The Major Donor Tracking System can be used for more than just the traditional major donors.

• Tableau is an easy and effective way to visualize both summary and individual data from Colleague Advancement

• Tableau is an alternative way to set up executive dashboards

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Questions & Answers

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•

Thank You!

CAPT Mark Ellismellis@whitworth.edu

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