bbcon2012ExternalSources of Data

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Processing External Sources of Data into Blackbaud CRM

PRESENTED BY WENDY JACCARD AND JULIE VARGO

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• Presenter Intro/Backgrounds

• Overview of The Ohio State University

• Biographic Data

- SIS

- HR

• Gift Data

- Imaged Gifts

• Biographic and Gift Data

- Pel, WOSU, BMV

• Questions?

AGENDA

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PRESENTER INTRODUCTION AND BACKGROUNDS

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• Wendy Jaccard, Principal Consultant, Blackbaud

• Julie Vargo, Director of Application Development, The Ohio State University

WHO ARE WE?

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• $364,822,055 Raised in Fiscal year 2012

• 498,038 of living alumni

• 1,394,264 Individuals, 192,377 Organizations, and 266,261 Groups in BBEC

• 444,004 of Gift processed Fiscal Year 2012

- On average we process 900 Gifts per day

• 900 system users

THE OHIO STATE UNIVERSITY

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• We went live with BBEC 2.9 – Aug/Sept 2011

• Replaced 5 custom built applications

• We went live with BBIS – March 2012

• We are currently in middle of Phase 2 Project

- Upgrade to 2.94

- Migrate OSU Alumni Association and Wexner Center for the Arts to BBEC

• Our current customization count is around 90 at various levels of complexity

- A number of those are dealing with interfaces


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BBEC

Gifts

Smart

Call

SIS

HR

WOSU

PEL

BMV

Payroll

Imaged

Gifts

Alumni

Assoc.

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HR- OSU EMPLOYEE DATA

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• Receive 2 files weekly from university HR system

- One file contains biographic data on employees

- One file contains employees appointment data

• Any one who is considered an active employee and any one who has left

within the last 3 months of the processing date.

• High Level Process

- Bio File

• System Runs a compare against the previous weeks file

• File is produced with the changes between the file and imported into the

system.

• Business process is run to create an update and add constituent batch

- Employee Appointment File

• System process to replace all appointment information, no user

intervention.

HR – OSU EMPLOYEE DATA

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• How does it know if it is Add or Update Batch

- Matches on OSU ID/ Employee ID from HR (Alternate ID in BBEC)

- Processer is responsible for finding a match if an individual already exist by

other means


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Fields Updated or Added

Constituent Business Temporary

Last/Org/Group/Household name

Business relationship type

Pay Frequency

First nameBusiness reciprocal

typeFaculty Staff

Middle name Addresses Gender

Title Phones Start Date

HR Title 2 Email addresses Work Status

Suffix HR Error Code

Constituent type Job Title

Alternate lookup IDs Emeritus

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SIS – STUDENT DATA

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• Pulled 3 times a semester

- Current Students

- Students Applying for Graduation

- Graduates

• High Level Process

- System Runs a Query to pull from SIS System Reporting Database

- Current Student runs Compare from previous run generates a change file

- Other two just used the file pulled from SIS

- Custom Business Process run to compare to data in BBEC

• If does not find record with matching OSU ID

– Creates Add Constituent Batch

• If finds record with OSU ID

– Compares to data in BBEC creates batches for changes


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• High Level Process (cont.)

- Instead of one update batch it creates several


A Separate Batch For:

Email Changes

Gender Changes

Home Address Changes

Phone Changes

Name Changes

Education Information Changes

Other Changes (FERPA , Nationality, Alternate Lookup ID)

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• High Level Process (cont.)


Fields Updated or Added

Constituent AddressesProgram (UGRAD, GRAD,

ect.)

Last/Org/Group/Household name

PhonesDegree (when

graduated)

First name Email addressesCollege/School (put

college here)

Middle nameGender

Division (put school here)

Title Birth DateDepartment (Major

description)

Suffix Educational InstitutionDegree type (MAJ, MIN,

ect.)

Suffix Date From/To Campus (Attribute)

Constituent typeClass Of/ Preferred

ClassGraduation Date (when

graduated)

Alternate lookup IDs Education Status Involvements

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IMAGED GIFTS

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• Images for gifts are created in 3 ways

- Manually Scanned Batches

- Electronic Lockbox

- Credit Card Image

IMAGED GIFTS

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• Manually Scanned Batches

- <<enter a pic of scanned batch>>

- Daily checks and any accompanying documentation is scanned into Onbase

- A custom system process runs every <<30>> minutes to create revenue

batches of 35 in BBEC

• Depending on the documents with the check/cash various fields are filled

in due to bar coding.

- After the gifts are successfully committed a system process ties the gift back

to the image in Onbase

IMAGED GIFTS

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• Electronic Lockbox

- With the move to BBEC we also took advantage of an electronic lockbox

- Monday thru Friday we receive a two files from Chase Bank,

• One is a file containing the image of our checks and accompanying

documents

• One is file listing checking information and the amount.

- The image is input into Onbase and then a system process is run to create

batches of 35 into BBEC

- After the gifts are successfully committed a system process ties the gift back

to the image in Onbase

IMAGED GIFTS

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IMAGED GIFTS

• Credit Cards

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IMAGED GIFTS

• Credit Cards

- Custom-built online giving pages

- Custom-built interface between our several Cybersource files and BBEC

- An image is created for each gift with key processing information collected

from the Cybersource file and online giving page

- A daily revenue batch is created for each Cybersource file. Some of the

batch fields are pre-populated based off of data entered on the online giving

page

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IMAGED GIFTS

• Demo (we hope)

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PEL/WOSU/BMV

• We receive files of gift transactions that were initially capture in an outside system

- PEL – Pelotonia Bike Race – raise money for cancer research

- WOSU – Our public broadcast station

- BMV – Bureau of Motor Vehicles – OSU licenses plates

• Challenges with each of these

- Little to no control over the file format

- Some lack a common ID

- Data completeness is lacking

• If we were to use the “out of the box” processes challenges would lead to tons of duplicates.

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PEL/WOSU/BMV

• High level of custom process

1. Custom application outside of BBEC was built for Business to load each file

to check for correct file format

2. Business process is run to import the files into BBEC and then divides

them up into different batches / buckets

• Match Bucket – A constituent was found within the system so a revenue

batch is created with all of these

• No Match – A constituent was not found it systematically creates one and

then a revenue batch is created with the new created constituent attached

• In the Middle “Squishy” – A “firm” match was not found but there is a

possibility that there is a match. A constituent batch is created.

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PEL/WOSU/BMV

• High level of custom process

3. Processor manually processes the “middle” batch constituent batch, once

committed the revenue batch is systematically created

4. Process then commits the individual revenue batches or commits them as

a group

- Keys to the process

• Customization was built so the business could set up different match/no

match/ middle per file

• Built a custom processing screen to the business could see the file data

within BBEC and what “bucket” they system process put them into.

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PEL/WOSU/BMV

• Overview of the customization match/no match/middle criteria

- SQL server process that allows the matching of one set of data to another

and assigns a match percentage

- Customization allows the business to build combinations of fields to come up

with an overall match percentage

- The business then can define what overall percentage qualifies for the

match / non match / middle buckets

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PEL/WOSU/BMV

• Demo (we hope)

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QUESTIONS?

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#BBCON TWEET YOUR TRACK:

#bbcrm

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bbcon2012ExternalSources of Data