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Doing it All in the Small Shop
Dave SmittleDirector of Advancement Services
Ohio Northern University
Annual Advancement AcademyWashington, DC
Tuesday, July 24, 2007, 3:45-5:00 p.m.
Do you wear many hats in your job?Do you just get started doing one thing...
Let’s say, feeding gifts to the general ledger...And, you need to be laying out the donor report text...When there’s a problem with the online student timesheets...And, you almost forgot it’s the day to send out the weekly e-mail newsletter...When one staff member can’t get their printer to print and another has encountered a software bug?
Urgh!
Welcome to the Small Shop!
Topics of Discussion
This session will provide attendees with...Time-saving tipsAdvice for professional affiliations/assistanceWeb pages to help with various tasksA venue to share information/ask questionsA chance for all of you to share what works best for you!
Time-saving TipsOutsource bulk mailings to mailhouses!
The greater postage discount you’ll realize (because they can sort mail to a much finer level) can often pay for their labor and still save you money on postage
Consider online vendors to produce large mailings, i.e. www.Eletter.com, www.Epsilon.comPlan and promote events with www.Evite.com or www.Cvent.com
Accept payments online using your own payment gateway or a third-party such as www.PayPal.com
Implement bar-coding to speed data entry
Time-saving Tips, con’t.Utilize reverse Zip code data entry features
Many modern software packages allow you to enter simply the address and Zip code; it fills in the city, state and county code for you.
Send away data file to have phone numbers appended rather than calling D.A.: Telematch, AlumniFinder (batch), HEP Development ServicesLoad MG co. rules electronically into system then automatically calculate anticipated matchesAutomate updating of area codes for splits, etc.Your suggestions?
Advice for Professional Association
Watch for AASP – newly formed Association of Advancement Services Professionals… a true feather in our caps! More info forthcoming…CASE—conferences and Web seminars, Currentsmagazine, BriefCASE newsletter: www.case.org
Involvement in CASE district conferences, etc.Assoc. Fundraising Professionals: www.afpnet.org
State-wide or regional professional associationsIn Ohio & surrounding states, it’s Independent College Advancement Associates
www.myicaa.org Your state’s group?
Association of Prospect Researchers: www.APRAhome.org
Advice for Professional Association, con’t.
Assoc for Information Management Professionalswww.arma.org
Institute of Certified Records Managerswww.icrm.org
Assoc of Canadian Advancement Services Administrators: www.uofaweb.ualberta.ca/acasa
Canadian Council for the Advancement of Education (and, their annual conference)
www.ccaecanada.org
And, of course, your own Software user groups: conferences, training, listservs and newsletters…
Alphabet Soup...CASE, CAE, AFP, APRA… what in the world to all these acronyms mean?For assistance with the so-called Alphabet Soup of abbreviations used in our profession, see…
The Nonprofit Good Practice Guide is a project of the Philanthropic and Nonprofit Knowledge Management Initiative (PNKM) at the Dorothy A. Johnson Center for Philanthropy & Nonprofit Leadership, a component of Grand Valley State University
www.npgoodpractice.org/CompleteGlossary.aspx?ID=-1The AFP Fundraising Dictionary
www.afpnet.org/content_documents/AFP_Dictionary_A-Z_final_6-9-03.pdf
Advice for Personal Education and Training
www.AcademicImpressions.com —conferences, Web seminars and a daily e-mail newsletterNon-Profit Times, a free monthly newspaper:
www.nptimes.com
The Chronicle: www.chronicle.com and www.philanthropy.com
Edupage e-mail newsletterPromoting intelligent use of information technology: www.educause.edu
www.cannonfinancial.com – financial trainingonPhilanthropy.com – resource for non-profit and philanthropy professionals; free and features several industry-leading e-mail newsletters
Advice for Personal Education and Training, con’t.
CASE Currents articles, May/June 2002 issue…“Continuing and Graduate Education for Advancement” by Rachel H. Pollack“Advancing as an Advancement Officer” by Harvey Meyer
Or, read…Advancement Services: A Foundation for Fundraising 2nd Ed.America’s Nonprofit Sector by Lester SalamonGood to Great – they have a social sector addendum, as wellManaging Non-profit Organizations by Borst & MontanaNonprofit Nation by Michael O’NeillManaging the Nonprofit Organization by Peter DruckerJossey Bass Business and Management series on non-profits
Let’s review Web resources which can help with our jobs...
Web robots (also called agents)Fund-raising tipsEducation-relatedProspect Research relatedAlumni Relations relatedGovernment relatedOthers
Web RobotsWeb robots. a.k.a agents, visit sites searching for words/phrases you specify and return results...www.Scoop.com – daily search; reasonable $www.NorthernLight.com – very expensivewww.changedetect.com – notifys you when a Web page changes (formerly URLminder & MindIt)www.TracerLock.com - daily searches ($)www.InternetSeer.com - if page is down ($)www.BotSpot.com - lists all of them/purposewww.ObituaryRegistry.com – $ fee; but good
Fund-Raising Tipswww.Philanthropy.com® - info. tips & newsletterwww.Fund-raising.com – online community for sharing of ideaswww.neh.gov/grants - National Endowment for Humanitieswww.nsf.gov/funding/ - National Science Foundationwww.ed.gov/about/offices/list/ocfo/grants/grants.html - U.S. Dept. of Educationwww.philanthropyjournal.org – daily news and helps people understand, support and work in the nonprofit and philanthropic world
Fund-Raising Tips, con’t.www.fundsnetservices.com – provides grantwriting and fundraising resources.http://nccs.urban.org - the national clearinghouse of data on the nonprofit sector in the U.S. National Center for Charitable Statistics is a program of the Center on Nonprofits and Philanthropy (CNP) at the Urban Institute.www.convio.com/fundraising_guide - White papers on fundamentals of online fund raising.www.nonprofits.org – The Nonprofit FAQ (Frequently Asked Questions), which is based on questions and answers about nonprofit organizations exchanged on the Internet since 1994. (Now redirects to www.idealist.org)
Campaign Gift Range Calculator
Calculators help you determine the number of prospects you need to realize a certain number of gifts at specific levels to achieve goal for a campaign…
www.blackbaud.com/resources/giftrange/giftcalc.aspx
www.metgroup.com/content/index.php?pid=59
Prospect Research Relatedwww.iWave.com - Prospect Research Online, (PRO) Platinum, by iWave is a subscription based, cost-effective, easy-to-use Web research tool that helps non-profits identify and qualify potential funders in 3 key areas: Foundation, Individual and Corporate giving.www.thecorporatelibrary.com - corporate boardswww.usc.edu/dept/source/zipcode -wealthy Zip codeswww.CyndisList.com – good genealogical research sitehttp://groups.yahoo.com/group/PRSPCT-L/ - listserv for prospect researchers with over 3400 subscribers!www.lambresearch.com – David Lamb’s page; good!
Prospect Research Related, con’t.www.Larkinresearch.blogspot.com – Sandra's Prospect Research Blog – she’s been a researcher since 1989… shares research tips and generate interesting discussions about fundraising in general and research in particular. https://mailman.mit.edu/mailman/listinfo/prospect-dmm- discussion group for development professionals involved or interested in data mining and modeling.www.highbeam.com - millions of research articles from published sources in one place.
Corporations/Foundations
www.foundationsearch.com - North America's leading source of foundation funding information
www.foundationsearch.cawww.foundationsearch.com/uk/www.foundationsearch.com/australasia/
www.foundationcenter.org – The Foundation Center.www.guidestar.com – Guidestar – can get a free, limited-time subscription.
Alumni Relationswww.GradFinder.com or www.alumni.net –Can’t find exact contact info, but can get a feeling for where they are or what they dowww.Fairlogic.com - bulk-emailing softwarewww.biography.com – A&E Television Networkwww.sportsline.com - CBS’s good athlete bioswww.infoplease.com/people.html - bioswww.peoplespot.com/notable/biographies.htm
Governmentwww.SearchGov.com & www.USA.govwww.usps.com & www.canadapost.cawww.VitalRec.com - public recordswww.brbpub.com/pubrecsites.asp - most comprehensive directory of free public record sites, reference material, and public record vendors available.
www.publicrecordfinder.com – similarwww.multistatefiling.org – Non-profits can use to register to solicit in multiple states; not usually required for higher ed.
Government, con’t.www.ribbs.usps.gov/files/ZIPSPLIT/ –(Rapid Information Bulletin Board System)
Lists Zip code splits effective 7/1/07Use for updating database rule forms which maintain City/State/Zip combinations
Misc. Web Pageshttp://areacode.ce-service.biz/ - Area Codes; hadn’t been updated since Aug 2003, but appears back in business.www.nanpa.com – same as above; free notificationswww.areacode-info.com or www.whitepages.com/10001/mapswww.MelissaData.com - resources for data enhancementhttp://www.archive.org - Archive copies of deleted siteswww.vu.org - Virtual University (free Web page classes)www.digital.nypl.org/brochure/index.html - How to plan a project for putting historical archives onlinewww.scopesys.com/anyday - What happened any day in historywww.cae.org - Annual VSE survey and data/trends in giving to education
A Venue to ShareYour own software users groups are good for debugging, requests for product enhancement, conferences, training, listserv or newsletters.Listservs – most can be found by using…
http://www.case.org/Content/Miscellaneous/Display.cfm?CONTAINERID=84&CONTENTITEMID=2469
http://tile.net/lists/ - across all industries/professionswww.fundsvcs.org – the leading AS listserv by JTwww.advancement-solutions.com - industry leading advancement, annual giving strategies, phonathonmanagement, and staff and board development consultative services www.supportingadvancement.org – good and growing!www.RLWeiner.com; a consultant’s sitewww.RIArlington.com; a consultant’s site
Peer Recognition
www.case.org/content/AwardsScholarships/Display.cfm?contentitemid=3687 – CASE’s awards program for Advancement Services staff/programs.CASE districts also have awards programs and recognition opportunities available.
Sample Policies & Procedureswww.supportingadvancement.orgwww.fundsvcs.orgwww.miami.edu/UMH/CDA/UMH_Main/1,1770,7737-1;12989-3,00.html – Several from UMiamiwww.usmd.edu/umf/policies/ppm.pdf - Marylandwww.uofaweb.ualberta.ca/acasa/policies.cfm -Association of Canadian Advancement Services Administrators
Or, Google, as follows…Advancement manual site:.eduVENDOR manual site:.edu where VENDOR is your software vendor or product name
Methods of ComparisonLet’s review various areas where we often compare ourselves with others…
Cost to Raise a DollarIT Dept. Staffing LevelsAdvancement Services Salary SurveyEducational PartnersEvaluating Database SystemsMission StatementsSample Job DescriptionsMatching Gift Practices
Cost to Raise a DollarSee CASE Currents article “Price Check” in the January 2005 issueMal Warwick writes about it in his book “The Five Strategies for Fundraising Success” (Jossey-Bass, 2000)Jim Greenfield’s “Fund-Raising: Evaluating and Managing the Fund Development Process” (1999)
IT Dept. Staffing LevelsJohn Han from Hawaii conducted a survey looking primarily at staffing levels within our IT departments as related to several key idiociesOne metric most notable: Number of alumni records per IT staff.
Avg was a little under 40,000One institution was 1:350,000; another 1:389!
Results are in General Documents category at www.FundSvcs.org
Salary Survey
CASE attempted to gather good compensation dataDoesn’t include all non-profit orgs and doesn’t focus just on Adv. Serviceshttps://case.enetrix.com/pls/flexp/survey_frontend.homepage
Once launch AASP, hope this will be one of its first initiatives
Educational PartnersCASE has online Yellow Pages of vendors
For-profit & Non-profit service providersVendorsConsultants
http://www.case.org/container.cfm?CONTAINERID=85
Evaluating Database Systemswww.case.org/files/PDF/36-41LajoieDevfinal.pdfhttp://foundationcenter.org/getstarted/faqs/html/software.htmlhttp://www.techsoup.org/howto/articles.cfm?topicid=6&topic=Databases&cg=nav&sg=content-topic6www.philanthropy.com/guides/fundraising/index.shtmlwww.philanthropy.com/techguide/www.nonprofitmatrix.comwww.contributionsmagazine.com/wow.htmlwww.rlweiner.com/resources.htmlwww.fundsvcs.org & www.supportingadvancement.org
Mission Statements
Examples of mission statements for offices of advancement services…
http://www.purdue.edu/udo/about/advancement_services.shtmlUniversity of Hartford Advancement Services Mission Statement
Advancement Services supports the operations of Institutional Advancement (Development, Alumni and Parent Relations and Institutional Partnerships and Sponsored Research) and other departments involved with the external mission of the University of Hartford by creating and maintaining information delivery systems and database management processes. The staff is dedicated to delivering quality services and to work to continuously improve the information provided to our customers.
Sample Job Descriptions
www.jobsatnonprofits.comwww.supportingadvancement.com/employment/job_descriptions/job_descriptions.htm
http://www.fundsvcs.org/modules/wfdownloads/www.case.org/container.cfm?containerid=631
Then, Post the Jobwww.case.orgwww.chronicle.comwww.insidehighered.comwww.supportingadvancement.com/community/JobPostings/tabid/65/Default.aspx
http://careercenter.nptimes.com/http://www.myicaa.org/jobs.php3
Matching Gift PracticesIn March 2007, a survey on Matching Gifts practices was posted on www.SupportingAdvancement.com
Look under PotpourriClick on SurveysClick on Results for Matching Gifts Practices 2007
Results were compiled and presented at the Matching Gifts Symposium in Seattle.The survey will be repeated again next year.
Your chance to provide input for others...
What’s your advice?What works best for you?What are your secrets?What do you need assistance with?
An updated version of this presentation can be obtained from…
http://www2.onu.edu/~dsmittle
Thanks for attending!
