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10/2/2011 eTapestry Pre Conference Workshop 1 eTapestry Pre Conference Workshop IMPACT your DATABASE PRESENTED BY PAM DECHERT, CFRE

Bbcon etapestry preconference session impact your datbase

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Page 1: Bbcon etapestry preconference session impact your datbase

10/2/2011 eTapestry Pre Conference Workshop 1

eTapestry Pre Conference Workshop

IMPACT your DATABASE

PRESENTED BY PAM DECHERT, CFRE

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WELCOME! BREAKFAST & NETWORKING TOPIC:

“HOW CAN OR HOW HAS ETAPESTRY POSITIVELY IMPACTING YOUR FUNDRAISING?

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8 – 9:30 Realities & Best Practices: Database Setup & Configuration

9:30 – 9:45 Break (blackberry check!)

9:45- 10:30 Realties & Best Practices: Funds, Campaigns, Approaches

11:00 – 11:40 Realities & Best Practices: Output/Queries & Reports

11:40 – NOON Q & A

THIS MORNING’S AGENDA – MAKING AN IMPACT

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REALITIES & BEST PRACTICES: DATABASE SETUP & CONFIGURATION

Audit and Common Issues of Database Setup & Configuration• General Setup

• User Preferences• Dashboards

• Account Entry• Adding Accounts: Names & Sort Names• Salutations & Personas• Households

• User Defined Fields• Understanding Usage and Placement• Required Fields

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PREFERENCES AND DASHBOARD

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ACCOUNT ENTRY

• Adding Accounts

• Names & Sort Names

• Salutations & Personas

• Households & Relationships

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EXERCISE 1: ADD THE FOLLOWING ACCOUNT(S)

- Add an Individual at a Non Business Address i.e.Pam Dechert at her home

- Add an Individual at a Business Address i.e.Pam Dechert at Blackbaud

- Add a Business with No Contact i.e. BlackbaudBlackbaud

- Add a Business with a Contact i.e. Blackbaud, Contact Melissa Allen, Manager of Professional Services

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BEST PRACTICES & DISCUSSION

Account Name Pam J. Dechert

Sort Name Dechert, Pam

Short Salutation Pam

Long Salutation Mrs. Dechert

Envelope Salutation Mrs. Pam J. Dechert

Company

Job Title

Persona Type Personal

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BEST PRACTICES & DISCUSSION

Account Name Pam J. Dechert

Sort Name Dechert, Pam

Short Salutation Pam

Long Salutation Mrs. Dechert

Envelope Salutation Mrs. Pam J. Dechert

Company Blackbaud

Job Title Consultant

Persona Type Business

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BEST PRACTICES & DISCUSSION

Account Name Blackbaud

Sort Name Blackbaud

Short Salutation Pam

Long Salutation Mrs. Dechert

Envelope Salutation Mrs. Pam J. Dechert

Company Blackbaud

Job Title Consultant

Persona Type Business

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BEST PRACTICES & DISCUSSION

Account Name Blackbaud

Sort Name Blackbaud

Short Salutation Friends

Long Salutation Friends

Envelope Salutation

Company Blackbaud

Job Title

Persona Type Business

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MAIL MERGE – GREETING SETUP

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MAIL MERGE – GREETINGS SETUP

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EXERCISE 2: ADD A COUPLE

1. Add Pam and Derek Dechert

Pam and Derek make gifts every year, attend the gala, but not involved otherwise

2. Add Pam and Derek Dechert

Pam and Derek make gifts every year, Pam is on the development committee, Derek golf's the golf outing, both are volunteer tutors

3. Add Pam and Derek Dechert

Pam and Derek make gifts every year, Pam is on the development committee and is a volunteer tutor

4. Add Pam and Derek Dechert

Pam and Derek make gifts every year. Derek owns a small business and also donates items to your auction through the business

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COUPLES, HOUSEHOLDS, RELATIONSHIPSField Give Jointly, Attend Gala

not otherwise involved Give Jointly, Pam is on development committee and is a tutors

Give Jointly, Pam is on development committee, Derek golf’s in the golf outing and both are tutors

Gives Jointly, Derek owns a small business and donates items to your auction through the business

Account Name(s) Pam and Derek Dechert Pam and Derek Dechert Pam DechertDerek Dechert

Pam DechertDerek DechertIndy Ski School

Sort Name(s) Dechert, Pam and Derek Dechert, Pam and Derek Dechert, PamDechert, Derek

Dechert, PamDechert, DerekIndy Ski School

How many accounts? 1 1 2 2 (maybe 3)

Relationship? No No Yes, HouseholdSpouse/Spouse

Yes, HouseholdSpouse/SpouseEmployer/Employee

Short Salutation Pam and Derek Pam and Derek ORJust Pam

Short Salutation for each on their individual personas, and a joint salutation on the joint persona

Short Salutation for each on their individual personas, and a joint salutation on the joint persona

Long Salutation Mrs. and Mrs. Dechert Mr. and Mrs. DechertOr Mrs. DechertMr. and Mrs. Dechert

Long Salutation for each on their individual personas, and a joint long salutation on the joint persona

Long Salutation for each on their individual personas, and a joint long salutation on the joint persona

Envelope Salutation Mr. and Mrs. Dechert Mr. and Mrs. Dechert Mrs. DechertMr. DechertMr. and Mrs. Dechert

Mrs. DechertMr. DechertMr. and Mrs. DechertMr. Dechert

Company Indy Ski School

Job Title President

Persona Type(s) Personal Personal and Joint Personal and Joint Personal, Business and Joint

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REALITIES & BEST PRACTICES: USER DEFINED FIELDS

• In too many places

• In the wrong places

• Too many people can make them

• Account Type, Account Type, Account Type

• Not using General Defined Field sets

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USER DEFINED FIELDS - EXERCISES

Create User Defined Fields • What categories will I put it in?• What to name them?• What kind of data types?• What kind of field choices?• Where will you apply them? (field application)

1. Dates, locations, and volunteer assignments for a mission trip

2. When a grant application is due? How much did we ask for? What is it for?

3. What sponsorship level for the gala did the XYZ Corporation buy? How many tickets did they get?

4. What year did a students graduate from your high school? What activities were they involved at in your school? What college did they attend?

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REALITIES & BEST PRACTICES – UDF 101

User Defined Fields System Defined Fields

Completely controlled by user. You can create new ones, put them where you want and decide what type of information to track

Partially controlled by user and not completely customizable. Represent specific pieces of data the application needs to function properly.

Examples (just a few)-Account Type-Date of Birth-Affiliations-Interests-Volunteer Status-Graduation Year-Board Membership-Grant Tracking-Major Gift Information-Communications/Mailing Preferences

•Contact Method •Country Codes• Credit Card• Data Source• Log Entry Type •Persona Types• Phone Type Code •Real Estate• Security Rights •Approaches •Campaigns •Funds •Letters •Relationship Types• Sticky Note Types

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SYSTEM DEFINED FIELDS AND USER DEFINED FIELDS (UDF’S)

Keep in Mind:

Defined fields CAN’T be deleted, only disabled.

Some setup can’t be edited once saved. Like data and display type.

Shouldn’t be setup in more than one area of the database. Only a few exceptions to this rule.

Updating a field in one location does not update it in any other location.

Free form text fields are harder to query on.

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REALITIES & BEST PRACTICES – FIELD APPLICATION

Account Type

•Appears on Defined fields page of the constituent

•Won’t change much over time

•Static information

•Not to keep historic changes

Journal Type

•Appears on the defined field page of the journal (either calendar, contact, note or transaction

• The history of attendance, action, information,

Other

•Persona: only if it has to do with address information that varies from one account to another

•Relationship: only if it has to do with a relationship

Constituent* Calendar Items Personas

Tribute Contacts* Relationships

User Notes

Transactions*

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REALITIES & BEST PRACTICES – GROUP EXERCISES

• Pick a UDF category or field you’ve created from your UDF report. How should it change?

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REALITIES & BEST PRACTICES: FUNDS, CAMPAIGNS AND APPROACHES

• Fund, Campaign Approach problem or Query/Report problem

• Not requiring Campaigns & Approaches

• Misusing Funds, Campaigns, Approaches

• Cleaning up OLD Funds, Campaigns, Approaches

• Mass Update & Data Service Options

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FUNDS, CAMPAIGNS, APPROACHES

Funds are used to flag donations and gifts in kind for different purposes within your organization. By defining funds and allocating gifts to a fund upon entry, you can ensure that a constituent's contribution is used for the purpose for which it was given. Defining funds allows you to report on fund activity. For example, the Fund Activity Summary report details.

Campaigns are large-scale efforts organized to acquire gifts from your constituents. One campaign may include multiple approaches. For example, to raise money for your Annual Fund, you might organize an auction and a golf outing in addition to numerous different mailings. Depending on the size of your organization, you may plan and execute many campaigns each year. You can define campaigns continuously as you use eTapestry.

Approaches include any method your organization employs to solicit gifts from accounts. Examples of approaches include:

• Events such as auctions, dinners, or golf outings • Mailings via letter or email • Telethons • Personal solicitations

It is recommended to add the Cash, Revenue and Receivable Account Numbers to each Fund and use a standard or custom export for accounting integration to eliminate duplicate gift entry. The Finance Department should provide a listing of all General Ledger Codes that are related to development monies and should be made Funds in eTapestry.

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EXERCISE: FUND, CAMPAIGN, APPROACH DISCUSSION

• Do my funds match the Funds in my accounting system?

• Are my Campaigns and Approaches required?

• Are they old? Are they consistent? Are they relevant?

• Do I disable campaigns and approaches that are no longer relevant?

• Do I have gifts missing campaign and approaches?

• Do I have too many? Too few?

• Do I use the Campaign and Activity Analysis reports?

• Do I use the Fund, Campaign and Activity Summary reports?• Do I know how to query on Funds, Campaigns and approaches?

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REALITIES & BEST PRACTICES: OUTPUT/QUERIES & REPORTS AND MORE

Everything we just worked on had issues

Not understanding difference between query & report

Too much on a query, not enough on a report

Not using what’s in there

Too much old stuff, hard to find stuff, not consistent stuff

Training and strategy

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REALITIES & BEST PRACTICES: OUTPUT/QUERIES & REPORTS AND MORE

Query (the funnel) Report (the output)

An advanced search engine that locates a group of accounts or journal entries, based on criteria that those entries share.

A tool used to allow you to select the fields you want to display or use about the account or journal entries in a query

Fixed preview Customizable

Must be ran through a report to export results Must be ran with a query

The “who” The “what”

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REALITIES & BEST PRACTICES: OUTPUT/QUERIES & REPORTS AND MORE

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• What can I do in these areas to IMPACT my database and

ultimately my fundraising?

• What can I do on my own? What do I need to talk to etapestry about?- Cleanup- Implementation- Data Services- Training- Setup/Consulting

- Immediately?- In the next 6 months?- In the next 6-18 months?

- What do I need Pam/Melissa’s advice about?

PUTTING IT ALL TOGETHER

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