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General Announcements:
Please turn off all cell phones/pagers If you must leave the session early, please
do so as discreetly as possible Please avoid side conversations during the
session Questions will be answered …..
Thank you for your cooperation
Agenda
Introduction
Management Reporting Challenge
Solution Approach
Lessons Learned & Next Steps
Q & A
Introduction
Lehigh University Private Institution located in Bethlehem, PA About 4800 undergraduates, 2000 graduates Finishing up $500 million campaign Multi dimensional fundraising operations
Annual Fund, Colleges, Regions, Athletics, Arts Center, Special Projects
About 30 – 33% alumni participation annually Very active Alumni Association (became part of
Advancement in 2008) Tom Chaves
Director of Advancement Services Background with Banner
Management Reporting Challenge
New VP, New Goals Prospect pool to double for next campaign Drive to a $100m/year fundraising
organization Accountability at all levels Move fundraising initiatives to be ‘unit’ focused
(e.g. college, regions)
Management Reporting Challenge
What was needed . . . Information to understand the prospect pool, how to
forecast, and how to know what we raised and who should get credit
Need it by college, unit, region, constituency, etc. Needed to be usable by management (new AVP of
Leadership Gifts was key stakeholder) Dynamic access to information and not have to request
every time
What existed . . . Lots and lots of static lists SQL reports and excel lists Lots of requests and people waiting
Management Reporting Challenge
What we didn’t have A truly defined and understood process
for prospect management Consistent terminology usage How to credit gift officers consistently in
Banner Standard information requests by area
(major gifts, principal gifts, corporate, planned giving, annual fund)
Any real reporting tool
Solution Approach Gather & Confirm Requirements
Met with AVP of Leadership Gifts and Prospect Management weekly
Prospect Management process was being defined by external consultant and we were determining how to manage it with Banner
Need to grow prospect pool and then manage them and results
Determine Outcomes Discovery Tool Managing the Pipeline (Forecasting) Results by Unit, Gift Officer Coordinating with VP Dashboard
Solution Approach
Prototype Data from Banner (goals, successes) Use Excel Pivot Tables for flexibility Direct ODBC access to Banner (where
possible) Daily Refresh by Prospect Management Make available to gift officers and
management without requests to Advancement Services
Solution Approach
Prototype – Define the process flowStep 1: Discover
New Prospects
Step 2: Manage Prospect
Pool
Step 3: Tracking/MeasuringGift Officer Success
Step 4: Tracking/Measuring
Fundraising Success
Solution Approach
Review & Test Identify some key users and management to
test (both formally and informally) Rollout & Training
By group and then offer one-off training when needed/appropriate
Checking in Periodically
Lessons Learned & Next Steps
Lessons Learned Summary & Detail to support Proactive Communication & Coordination Documentation & Training Drive decisions (don’t wait!) Don’t Assume ANYTHING
Next Steps See how current delivery can be enhanced by
Argos reporting tool Check in from time to time if it’s working