Major Gifts Best Practices · 2010-11-17 · Major Gifts Best Practices Key Concepts and Processes This document provides an overview of how to use the Corporate and Major Gifts and

Major Gifts Module, Team Approach Version 5.x 1

Major Gifts Best Practices

Team Approach Best Practices Major Gifts Module

Table of Contents

KEY CONCEPTS AND PROCESSES ................................................................................................. 2

WORKING WITH PROJECTS TO MANAGE YOUR PROSPECTS ............................................... 3

HOW TO CREATE AN ACCOUNT PROJECT RECORD ............................................................................... 4

RECORDING YOUR CULTIVATION EFFORTS WITH A PROSPECT ........................................ 6

ACCOUNT PROJECT ENTRY .................................................................................................................. 6 Stage Codes ..................................................................................................................................... 7 Priority and Internal/External Ratings ............................................................................................. 8 Working with a List of Your Prospects ............................................................................................. 9

RECORDING INTERACTIONS WITH YOUR PROSPECTS .......................................................................... 11 Creating a New Interaction on Account Diary Entry ...................................................................... 12 Guidelines for Coding Your Interactions ........................................................................................ 13 Creating Interactions for Volunteers .............................................................................................. 14 Viewing and Closing Ticklers ......................................................................................................... 15 Finding Interactions ...................................................................................................................... 15

REVIEWING THE PROSPECT’S PRIOR AND CUMULATIVE GIVING ......................................................... 16 TRACKING PROGRAM INTERESTS ....................................................................................................... 17 ADDING OR UPDATING RELATIONSHIPS ............................................................................................. 18

Adding Relationships to an Account ............................................................................................... 18 OTHER CHARITABLE GIVING RECORDS .............................................................................................. 19

Adding Other Charitable Giving Records to an Account................................................................. 19

REPORTS ........................................................................................................................................... 21

Account Profile (Corporate and Major Gifts and Grants) ............................................................... 21 Interaction Summary (Corporate and Major Gifts and Grants) ...................................................... 22 Interaction Statistics (Corporate and Major Gifts and Grants) ....................................................... 23 Open Tickler Listing (Corporate and Major Gifts and Grants) ....................................................... 24 Project Progress (Corporate and Major Gifts and Grants) ............................................................. 25 Requested Gifts Summary (Corporate and Major Gifts and Grants) ............................................... 25

2 Major Gifts Module, Team Approach Version 5.x


Key Concepts and Processes This document provides an overview of how to use the Corporate and Major Gifts and Grants module of Team Approach to manage Major Gift, Planned Gift, and Foundation prospects and donors.

• Prospects are linked to Account Project records. The account project record allows you to track your goals and progress and where you are in the cultivation stage with your prospects. The Work with Accounts for a Project screen allows you to see a complete list of your prospects, or filter your list based on priority or where the prospect is in the cultivation cycle.

• Volunteer and Solicitor team assignments are managed through the Staff Contact fields

on Account Project Entry.

• Each time you have contact with a prospect, such as a telephone call or meeting, create an Interaction on the Account Diary Entry screen.

• Use Relationships in Team Approach to track connections between accounts, e.g.,

Board Member to Organization.

• Interests can be used to track a prospect’s giving interests.

• Other Charitable Giving Entry can be used to track donations to other philanthropic organizations.

Working with Projects to Manage Your Prospects


Working with Projects to Manage Your Prospects About Projects Projects in Team Approach allow you to define your fundraising goals for a campaign and track progress against those goals. Using projects with interactions, you can track all prospect/donor activity and store detailed information about your prospects throughout the entire solicitation process: tracking ask and expected amounts, the relative stages of your prospects, and gifts closed. You can create a master project in TA to group a set of projects. For example, your organization has several projects as part of its capital campaign. You create a project record for each sub-project of the capital campaign, but you also want an overall project to represent the capital campaign, i.e., the master project. The master project structure enables you to see pledge and payment totals for each sub-project of the capital campaign as well as the pledge and payment totals for the capital campaign itself. For example:

CC06 MASTER (Master Project)

CC06 ENDOWMENT (Sub-project) CC06 UNRESTRICTED (Sub-project) CC06 STRATEGIC OPS (Sub-project)

Another approach might be to create a single project code for Major Gift prospects for the fiscal year or a project code for each Major Gift Officer that rolls up to a master project for the fiscal year. About Linking Prospects to Projects Prospects are linked to projects through an Account Project record. The link can be done automatically (through a query and output) or manually on the Account Project Entry screen. This screen allows you to assign a priority to the prospect and track your ask.

To review a list of all of your prospects, use the Work with Accounts for a Project screen. See “Priority and Internal/External Ratin gs

Priority

Team Approach is delivered with priority ratings 1 – 5 (Highest to Lowest). However, these ratings can be customized to reflect your business rules. Some organizations have modified these ratings to reflect the prospect’s research stage/solicitation readiness. For example: 1 - Ready to solicit 2 - Likely to make a gift, needs cultivation 3 - Needs extensive cultivation 4 - Research not complete 5 - Disqualified 6 - Has just made a major gift



Internal/External Ratings

Team Approach is delivered with two sets of rating codes: internal and external. The internal rating codes are coded 1 – 5 (Top 10 Prospects through Longshot) and the external rating codes are dollar ranges that estimate the prospect’s potential giving capacity (e.g., $150,000 - $300,000+). Most organizations have retained the external ratings for capacity, though many have modified the ranges. Internal ratings commonly represent the prospect’s inclination to make a gift, but organizations often customize the terminology. For example: A – Board or Council Member, Hosted Event B – Attended Event, Has Given at X level C – Has Given some years, not this year D – Suspect, but not currently involved or giving Working with a List of Your Prospects” on page 8. Interactions and Transactions Related to Projects Use the Account Diary screen to record all of your interactions (e.g., phone calls, letters) with prospects. You may want to implement a business rule of requiring a Next Step/Action on every interaction to specify your next follow-up activity. You link all of your interactions back to your project. See “Recording Interactions with Your Prospects” on page 11. When you close a gift, it is entered through Batch Detail Entry, and the gift or pledge is linked to your project by setting the Project field on the Source Information window (accessible by zooming from the Source field).

How to Create an Account Project Record

When you link a prospect with a project, you create an account project record. Account Project records are created automatically through Query and Output or manually on the Account Project Entry screen. Automatic Creation of Account Project Records with Query and Output You can write a query to identify prospects and run the Create Prospect update procedure as an output to the query to create account project records. Team Approach creates account project records with a stage of ID (Identification) for all of the prospects selected by the query. Manually Creating an Account Project Record You can manually create an account project record for a prospect by following the steps below.

Step Action

1. Access the Account Project Entry screen by zooming from the Account Projects block on the Major Donor Account Overview screen.

Working with Projects to Manage Your Prospects


2. If the account does not have any existing account project records, click <New> when TA displays the message “No records exist for this account. Find an account, create a record, or exit?”

If the account has an existing account project record, click <New> on the toolbar.

3. Press [F9] from the Project field and select your project.

4. Once you have selected your project from the list, click <Create> .



Recording Your Cultivation Efforts with a Prospect As you begin to cultivate a prospect, you will track your efforts in Team Approach. The table below describes the different details you will track and where the information goes. Type of Information Where it is Tracked See Ask Amount, Expected Amount and Date, Internal Rating, Gift Potential, Priority, Solicitor Team Assignments

Account Project Entry “Account Project Entry” on page 6

Interactions: Phone calls, letters, e-mails

Account Diary “Recording Interactions with Your Prospects” on page 11.

Prior and Cumulative Giving Account Activity “Reviewing the Prospect’s Prior and Cumulative Giving” on page 16.

Program Interests Interest Entry “Tracking Program Interests” on page 17.

Relationships to other accounts

Relationship Entry “Adding or Updating Relationships” on page 18.

Donations to Other Philanthropic Organizations

Other Charitable Giving Entry

“Other Charitable Giving Records” on page 19.

Account Project Entry

Once you have an account project record for a prospect, you can track important information such as the priority of the prospect, ask amount, and the amount you expect the prospect to give.

Recording Your Cultivation Efforts with a Prospect


Enter or adjust these fields on the Account Project Entry screen:

Field Description Stage Stage indicates where the prospect is in the cultivation process.

Stage defaults to ID (Identification) when a prospect record is first created. See below for guidelines on using the different stage options.

Status Set to D (Delete) if you create a project record by mistake. Otherwise, leave the Status set to A (Active).

Ask Amount/Date Amount and date of the ask made to the prospect. Expected Amount/Date Amount expected and date you expect to close the gift. Staff Contacts The Solicitor (or team) working with the prospect. Priority See below for configuration options. Internal and External Rating/Date

See below for configuration options.

Pledge Information If you have closed a gift with the prospect, these fields show the amount pledged and paid to date.

Stage Codes The following table lists common Stage codes. The list appears in the order that a prospect would typically move through the stages. Code Description When to Use ID Identification Prospect has been identified but ask has not

been made. TA automatically sets all new project records to this stage.



Code Description When to Use RE Research Prospect is being researched. SY Strategy You are developing your prospect strategy. CU Cultivating Prospect is in cultivation. PN Pending Ask has been made, and you are waiting for

prospect decision. PL Pledged You have a signed document; pledge has

been entered. TA automatically updates the project record with this stage upon entry of a pledge posted to the project.

GV Gave Gift You have a signed document; payment has been received and entered. Team Approach automatically updates the project record with this stage upon entry of a gift or pledge payment transaction posted to the project.

ST Stewardship Donor is being stewarded. RF Refused Prospect has refused to make a gift. DR Dropped Prospect has been dropped as a prospect.

An interaction should be entered for why the prospect has been dropped .

Priority and Internal/External Ratings

Priority

Team Approach is delivered with priority ratings 1 – 5 (Highest to Lowest). However, these ratings can be customized to reflect your business rules. Some organizations have modified these ratings to reflect the prospect’s research stage/solicitation readiness. For example: 1 - Ready to solicit 2 - Likely to make a gift, needs cultivation 3 - Needs extensive cultivation 4 - Research not complete 5 - Disqualified 6 - Has just made a major gift

Internal/External Ratings

Team Approach is delivered with two sets of rating codes: internal and external. The internal rating codes are coded 1 – 5 (Top 10 Prospects through Longshot) and the external rating codes are dollar ranges that estimate the prospect’s potential giving capacity (e.g., $150,000 - $300,000+). Most organizations have retained the external ratings for capacity, though many have modified the ranges. Internal ratings commonly represent the prospect’s inclination to make a gift, but organizations often customize the terminology. For example: A – Board or Council Member, Hosted Event B – Attended Event, Has Given at X level C – Has Given some years, not this year D – Suspect, but not currently involved or giving



Working with a List of Your Prospects The Work with Accounts for a Project screen enables you to view a list of all of your prospects and navigate easily to different screens to add or view information about the prospect.

Step Action

1. Enter a value in any of the search criteria fields listed at the top of the screen. You can press [F9] and select from the list of values available in any of these fields. For example:

• Set the Project field only.

• Set the Project field and set the Primary Solicitor field to your User ID to see the prospects you are responsible for.

In addition to setting either Project or Primary Solicitor , set Priority or Stage if you want to limit your list to prospects that are your highest priority or prospects at a certain stage in the cultivation cycle, e.g., PN (ask has been made).

2. Use the Order By field to sort the prospects in the List Block. You can sort by any combination of the search criteria fields. Enter a comma-separated list of fields or press the [F9] key one or more times to select from the list of values.

For example, if you want to sort the prospects first by priority, then alphabetically, you can enter “Priority, Alpha Name” in the Order By field. If you leave the Order By field blank, TA sorts the accounts alphabetically by name.



3. Once you have selected your search criteria (step 1) and Order By preference (step 2), click <Find> or press [F3] .

TA lists all prospects that match the fields you entered.

4. Use the ? field (first field on the left in the List Block) to access account-based screens such as Account Activity Entry or Account Project Entry. To view or update information on a screen, press [F9] and select a screen from the list of values.



Recording Interactions with Your Prospects

Use the Account Diary screen to capture the content of conversations, letters, and solicitations during the cultivation process.



Creating a New Interaction on Account Diary Entry Access the Account Diary Entry screen to record all interactions that you have with your prospects.

Step Action

1. To create an interaction with the prospect, access the Account Diary Entry screen and click <New> on the toolbar.

Hint: From the Major Donor Account Overview screen, you can click <Interactions> to access Interaction History and click <New> on the toolbar to create a new interaction. Team Approach takes you straight into the Account Diary Entry screen with the Create New Interaction window.

2. Enter the date of the interaction in the Date field. Enter the date the interaction occurred, not the date you are entering it. Press [F4] to enter the current date.

3. Press [F9] in the Int Category field (or it can be set up to default). Press [F9] to select from the list of interaction types in the Int Type field.

4. Enter the Technique. You can press [F9] to select from a list of techniques.

5. Click <Create> or press [Enter] to create the interaction.



6. Entering fields on the Account Diary Entry screen:

Basic Information: Enter a concise description of the interaction in the Summary field. Use the Comments field to record all your notes about the interaction. Press [F9] in the Name field to select the specific person with whom you had contact.

Using the Projects block: Project information defaults if you have had a previous interaction with the prospect. If not, press [F9] and select your project(s).

Solicitor: Set this field to your User ID. This step is very important in order to report on the interactions you have with y our prospects if you may be sending ticklers to someone else .

Other fields (page 2): Use the Application and Document fields if you want to track where you have stored a related document pertaining to the interaction.

Guidelines for Coding Your Interactions Following are general guidelines for coding your interactions. Many organizations set up a separate interaction category (MG) for Major Gifts while some use the CU (Cultivation) interaction category. The table below illustrates the use of a separate MG category. Interaction Component Definition Code(s) Interaction Category Code used to group all Major

Gift interactions MG

Interaction Type Action the interaction represents

Example: Research, Cultivation, Major Gift Event

Technique Method of contact Examples: Call to Account (CT), Call from Account (CF).

Project Project the account is a Prospect for

Active project codes.

Solicitor Solicitor who had the interaction

Next Step/Action Planned follow-up action. The Next Step/Action is a free-text field. See “Setting up Response/Next Step Actions” on page 14 for instructions on how to enter the follow-up action and due date.

Response Category Code used to group responses to interactions

May be useful to establish for reporting on number of gifts closed, verbal commitments, prospects dropped in a given time period.

Response Type Code used to describe specific response to the interaction

Examples: VERBAL, DECLINED



Response Types

Some organizations want to do reporting by week or month on the number of major gifts closed, declined, or commitments made verbally. Because there are no dates associated with a change in Stage on the account project record, some organizations accomplish this through responses to interactions. The following table provides ideas on how you might define and use response types. Response Type Code Description When to Use CLOSED Gift Closed You have closed a gift with the

prospect. DECLINED Prospect Declined The prospect has declined to

make a gift. PENDING Prospect Still Considering Gift The prospect is still considering a

gift. VERBAL Verbal Agreement to Give Gift Prospect has made a verbal

agreement to give a gift, but you do not have a signed agreement.

Setting up Response/Next Step Actions

Many organizations adopt the business rule that every interaction should have a planned follow-up action. You can create a Next Step/Action (i.e., tickler) for yourself or a colleague.

Step Action

1. Set the Status field on your interaction to “O” for open.

2. In the Staff field enter the person who should be reminded by the tickler. By default, TA sets this field to the User ID of the person who created the interaction. You can press [F9] to select from the list of brief names.

3. Enter text that describes the reminder in the Action field. You can enter up to 256 characters.

4. Enter the Tickler Start Date field according to when the tickler should become active. Enter the Tickler Due Date to track the date by which the action must be complete. Use the MM/DD/YY format.

Creating Interactions for Volunteers Follow the guidelines above to track interactions that volunteers have with your prospects. However, in the Solicitor field on Account Diary Entry, enter the brief name for the volunteer.



Viewing and Closing Ticklers

Step Action

1. You can access the Open Ticklers screen from the Main Menu or by clicking <Yes> at this message, which appears when you first log on to TA if you have at least one open tickler:

2. To view the details of an open tickler on the Account Diary Entry screen, highlight the tickler and press the <Zoom> button to the left of the tickler.

3. After you have completed the action item, you can close the tickler in one of two ways:

• You can close the tickler from the Account Diary Entry screen by entering a date in the Tickler? End Date field.

• You can close the tickler from the Open Ticklers screen by entering a date in the Stop Date field.

Finding Interactions When you are working with a specific prospect, you can easily view the interactions you’ve had with the prospect by clicking the <Interactions> button at the bottom of the Major Donor Account Overview screen. You can also use the Interaction History screen to search for your recent interactions with different prospects. The following fields may be helpful in searching for previous interactions: Field How to Use Account ID Enter an Account ID to limit interactions to a particular

prospect. Press [F9] to access the Find an Account window.

Date Range Enter dates in MM/DD/YY format to find interactions within a certain time period. Press [F4] to enter the current date.

Staff/Status Enter your User ID in the Staff field and “O” in the Status field to find interactions with open ticklers that you sent to yourself.

Solicitor Enter your User ID to find your interactions. Combine this field with “O” in the Status field to find interactions that you created that are still open (the tickler was assigned to you or another staff member).



Field How to Use Int Category/Int Type Enter “MG” in the Int Category field to limit to Major Gift

interactions. Use Int Type if you want to find all the interactions of a certain type (e.g., “MEET” to find your recent donor visits).

Note: When searching for interactions, at minimum you must enter Account ID or Date Range

fields. The screenshot below illustrates a search for Julie Hock to find her interactions between October 1st and October 15th.

Reviewing the Prospect’s Prior and Cumulative Givin g

The Account Activity screen provides summary giving information for your prospect. In addition to a Cumulative Giving record (indicated by *), there is a separate record for each activity type that the prospect has given to. You can zoom to Account Activity from the Activities block on Account Overview. Cumulative Giving (*) is captured in the Total Pledged and Total Paid fields. These fields are analogous to Total Giving* in the Access Prospect database. The Last and Largest fields may be helpful to review as well. Totals by Fiscal and Calendar Year appear on Page 2 of the screen.



Tracking Program Interests

As you cultivate a prospect, if known, you should capture his or her interests with an Interest record in Team Approach. You can track as many interests as you need for each prospect.

Step Action

1. Access the Interest Entry screen (from Account Overview or Account Diary), and click <New> on the Toolbar. TA displays the Create New Interest window.

2. Enter an interest in the Interest field. You can press [F9] for a list of interests.



3. Enter the name to which the interest applies in the Name field. You can press [F9] for a list of names.

4. Click <Create> or press [Enter] to create the interest.

Note: The Status of the interest defaults to A (Active). Change the Status to I (Inactive) only if you learn that the prospect no longer has the interest. At that point, set the End Date, too.

Adding or Updating Relationships

TA uses relationship records to track the ways in which different individuals and accounts are associated with one another. You can use TA to track relationships between accounts such as between an individual and the company that he or she works at (employee to employer), or between companies (e.g., parent company and subsidiary company). Add or update all relationships on the Relationship Entry screen. Once you create a relationship on an account, TA automatically creates the reverse relationship on the corresponding account. For example, if you create an 'employee to organization' relationship record on the individual account, TA automatically creates an 'organization to employee' relationship record on the corporate account.

Adding Relationships to an Account Relationships are assigned to either the individual or the account, depending on whether the associations are between individuals on the account or the account as a whole. For example, an employer to employee relationship is assigned to the employer’s account and to the individual on the employee’s account. If the relationship is assigned to an individual, that person’s name will appear; if it’s assigned to the account as a whole, the account’s name will appear, followed by the word “<Account>”.

Step Action

1. Access the Relationship Entry screen, click on the Toolbar. TA displays the Create New Relationship window.



Step Action

2. In the Account Name field, press [F9] and select from the list of names if the relationship pertains to a specific individual on the account. Leave the account name if the relationship applies to the account as a whole.

3. Enter the Account ID of the related account in the Related To field. You can press [F9] for the Find an Account window.

In the Related To Account Name field, press [F9] and select from the list of names if the relationship pertains to a specific individual on the account. Leave the account name if the relationship applies to the account as a whole.

4. Enter the relationship type in the Type field. You can press [F9] for a partial list of relationships, which displays the appropriate relationship types based on the account types of the related accounts and the genders of the names selected. Press [Alt] [F9] for a list of all relationship types.

5. Click <Create> or press [Enter] to create the relationship.

For more information on entering other fields on the Relationship Entry screen see below.

Updating Relationships for an Account

Access the Relationship Entry screen from the Main Menu in the Accounts Management module or by zooming from other screens in TA such as from the Major Donor Account Overview screen. Generally, use the Start Date and End Date fields to show the duration of the relationship. You usually track duration for relationship records such as a board member to an organization and employee relationships. Once a relationship is no longer valid, enter the End Date and set the Status of the relationship to “I” for inactive. (You are inactivating the relationship record, not the account.)

Other Charitable Giving Records

TA uses other charitable giving records to track philanthropic activity that your prospects have with other organizations. You add or update these records on the Other Charitable Giving Entry screen.

Adding Other Charitable Giving Records to an Accoun t You can access the Other Charitable Giving Entry screen from the Main Menu or by clicking <Charities> from the Major Donor Account Overview screen.



Step Action

1. Access the Other Charitable Giving Entry screen, and click on the Toolbar. TA displays the Create New Charitable Giving Record window.

2. Enter a Charity Recipient in the Recipient field. You can press [F9] for a list of charities. If your charity does not appear in the list, click <New Charity> , create a new code for the organization and then exit back to enter the Other Charitable Giving record.

3. Click <Create> or press [Enter] to create the other charitable giving record.

4. Enter any additional information you know about the gift including:

• Gift amount range, in whole dollars, in the From Amount and To Amount fields.

• Date the gift was given in the Gift Date field. The Gift Date field is broken out into separate month, day, and year components, so you can enter the date information that is available to you.

• Text describing the gift in the Description field.

• Text explaining the reason the gift was given in the Reason field.

• Text explaining where you received information about the gift in the Source of Info field.

Reports


Reports Team Approach includes several reports that you can run on your own, directly from the Menu. This section provides guidelines for using these reports.

Account Profile (Corporate and Major Gifts and Gran ts) This report provides a comprehensive overview of the prospect’s account, including contact information, project information, relationships, interests, giving history, and previous interactions. Parameter Value

Custom Title Enter the title you want to appear on your report.

Account ID Enter the Account ID for your prospect(s). Press [F9] to access the Find an Account window to look up the prospect by name. You can enter a comma-separated list of prospects.

Selected Address Types ALL

Selected Telephone Types ALL

Selected Email Types ALL

Selected Contact Information ALL

Show Biography? Y

Classification Category ALL

Show Interests? Y

Selected Relationship Categories?

ALL

Show Expired Relationships? N

Show Prospect Ratings? N

Show Other Charitable Giving?

N

Show Financial Research? N

Show Account Projects? Y

Selected Interaction Categories

MG

Interaction Date—Range Start/Range End

Set to the range of time for which you want interactions with the prospect. For example, T-30 in the Range Start parameter and T in the Range End parameter pulls interactions from the previous 30 days.

Selected Account Activities ALL

Account Activity Totals FISCAL YEAR

Show Transactions? Y



Parameter Value

Soft Credit Type

Selected Benefit Categories

Show Solicited Transactions? N

Soft Credit Type of Solicited Transaction

Show Volunteer Activity? N

Show Committee History? N

Show Event Registrants? N

Show Cents on Amounts? N

Sort Order A

Interaction Summary (Corporate and Major Gifts and Grants) This report provides a summary of the interactions you’ve had with your prospects in a given time period. Parameter Description

Break Group 1 Interaction Type

Break Group 2

Interaction Date – Range Start/Range End

Set to the range of time for which you want interactions with the prospect. For example, T-30 in the Range Start parameter and T in the Range End parameter pulls interactions from the previous 30 days.

Account ID Enter an Account ID only if you want to restrict the report to interactions with a specific account. Press [F9] to access the Find an Account window and look up the Account ID. Leave blank to find interactions across multiple accounts that meet your other report criteria.

Interaction Category MG

Interaction Type ALL

Response Category ALL

Response Type ALL

Solicitor Press [F9] and set to your User ID (brief name).

Source ALL

Event ALL

Staff Brief Name ALL

Department ALL

State

Reports


Parameter Description

Technique

Selected Account Activities Set to ALL to see all account activity (giving) information. Enter a single or comma-separated list of activity types to select specific giving information.

If you don’t want any account activity information on the report, leave the parameter blank.

View Staff/Solicitor Staff and Solicitor

View Interaction/Response Info

Interaction and Response Info

Selected Contact Information ALL

Display Comments? Y

Additional Where Clause

Interaction Statistics (Corporate and Major Gifts a nd Grants) The Interaction Statistics Report provides statistics on activity. For example, use this report to review on a weekly or monthly basis how many calls a solicitor has made, how many meetings have been held, and how many gifts were closed. This report is very flexible and can be run in many different ways. Interaction Statistics by Interaction Type This example looks at activity by interaction type (e.g., number of phone calls made, number of ask meetings). Parameter Description

Custom Title Enter a title, e.g., “Weekly Activity report”.

Contact Date Range Start/Range End

Set to previous week or month as needed. For example, T-7 in the Start Date and T in the End Date produces a report for the previous 7 days. You can also enter absolute dates such as 06/02/03 and 06/06/03.

Page Break Group

Break Group 1 Solicitor (Interactions)

Break Group 2 Interaction Type

Break Group 3

Column Category Technique (Interactions)

Column Criteria/Heading Define as many different techniques as you need

Additional Where Clause i.contact_category = ‘MG’

Interaction Statistics by Response Type This example looks at activity by response type (e.g., number of verbal agreements or gifts closed).




Custom Title Enter a title, e.g., “Weekly activity report”.

Contact Date Range Start/Range End

Set to previous week or month as needed. For example, T-7 in the Start Date and T in the End Date produces a report for the previous 7 days. You can also enter absolute dates such as 06/02/03 and 06/06/03.

Page Break Group

Break Group 1 Solicitor (Interactions)

Break Group 2 Response Type

Break Group 3

Column Category Technique (Interactions)

Column Criteria/Heading Define as many different techniques as you need

Additional Where Clause i.contact_category = ‘MG’

Open Tickler Listing (Corporate and Major Gifts and Grants) This report provides a list of your open ticklers. Parameter Description

Report Title Enter a title, e.g., “Open Ticklers for [Name].

Tickler Date – Range Start/Range End

Set to the range of time for which you want ticklers. For example, T-7 in the Range Start parameter and T in the Range End parameter pulls ticklers that started in the previous 7 days.

Due Date – Range Start/Range End

Set the Due Date range parameters if you want to restrict your report to ticklers that are due within a certain time period. For example, T in the Range Start parameter and T+7 in the Range End parameter would pull ticklers that are due in the next 7 days.

Solicitor ALL

Staff Brief Name Press [F9] and set to your User ID (brief name).

Account Staff ALL

Department ALL

Source ALL

Contact Information to Display

Name, Address, Telephone, and E-mail

Display Summary? Y

Display Long Comments? Y

Sort Order LN (Account Last Name)

Reports


Project Progress (Corporate and Major Gifts and Gra nts) This report provides account project information: goal, revenue, and stage for the prospect. Note: Team Approach determines the # Asks Outstanding and the Ask Amount Outstanding by

referencing the Ask Amount on all projects with a stage of PN (Pending). Parameter Description

Detail Level D

Project Start Date – Range Start

Project Start Date – Range End

Master Project

Project Enter the project.

Solicitor ALL

Source ALL

Stage ALL

Sort Order Alpha Name

Requested Gifts Summary (Corporate and Major Gifts and Grants) The Requested Gifts Summary report includes contact information, stage, totals for ask amount, expected amount, and pledge and payment amount. Parameter Description

Break Groups 1 and 2 Enter one or more project characteristics to sort by, e.g., Stage.

Master Project(s) Enter a Master Project if you want all of its sub-projects.

Project(s) Enter a specific project or subproject or leave set to ALL to run all sub-projects for the Master Project entered in the previous parameter.

Staff Contact Fields (ex. Account Manager)

Enter a staff contact, e.g., to pull accounts managed by a particular account manager or primary solicitor.

Account ID Enter an Account ID if you want to run for a specific prospect. Press [F9] to access the Find an Account window.

Ask Date Range Enter a date range to pull accounts where the ask has been made within a certain timeframe.

Ask Amount Range Enter a dollar range to pull accounts with an ask of a certain amount.

Source Enter a source code to pull accounts that have made a gift to a certain source code.




Stage Enter a stage, e.g., to pull based on the prospect/donor’s stage of cultivation (Pending, Verbal Commitment).

Priority Enter a priority, e.g., 1 if you want just the top prospects.

Internal/External Rating Enter an internal or external rating.

Sort Order Alpha Name

Documents

Major Gifts Best Practices · 2010-11-17 · Major Gifts Best Practices Key Concepts and Processes This document provides an overview of how to use the Corporate and Major Gifts and