Managing Your Information AssetsUsing Your Data Warehouse

Agenda• About VGH & UBC Hospital Foundation (5 Minutes)• Managing Information Assets (40 Minutes)• Resources (FYI Only, We Won’t Cover)

• Ask questions anytime.

• If we can’t get to all, feel free to email me at …brianwdowling@outlook.com

VGH & UBC Hospital Foundation• Raise $ for VGH, UBC Hospital, GF Strong, Some Community

(Critical/Complex/Specialized Care)

500 M+ Raised Since Inception in 1980

• 87.9 M Gross Revenues (2014/2015):

Major Gifts ($10K and Above)Events (Gala, Golf, Independent Community)Annual Giving (Direct Mail and Other DM Channels)Lotteries (Millionaire and Hometown Heroes)Realized Gains/Losses/Dividends/InterestOther Income

• Operating Budget 8.9M• 60+ FTE Positions

VGH & UBC Hospital Foundation• Investments

• Majority Split Equally Between Two Managers• Some Smaller Amounts Invested

(No Active Management by Donor Agreement)

• 106 M Designated• 74 M Endowed• 46 M Cash

(Working Capital, GICs, Lottery Guarantee,Lottery Proceeds, Other “Deals”)

VGH & UBC Hospital Foundation• Complex Information Environment

• Fundraising PerformanceMultiple Campaigns, Pipeline, Revenue, Events, Activities Related to Fundraising such as Research

• Financial Statements (4 Organizations)• Investment Performance (5 Managers)• Lotteries (External Data with Contractor)• Board, Senior Leadership, Management, Staff

Technical & Reporting Environment• SQL Server, SSIS, SSRS, Some use of SSAS• Tableau Desktop• Reports from Online Fundraising Software• Raiser’s Edge Queries and Exports• PeopleSoft Financial System• Grateful Patient Downloads• Lottery Downloads• Data Mining (Contracted Out)• Spreadsheets

• VCH Hosted Servers (3 for Various Purposes)

• Senior Programmer AnalystProgrammer AnalystRaiser’s Edge Database ManagerOnline and Web Programmer/Analyst/Designer

Data Sources for Data Warehouse• Raiser’s Edge (409K Constituents, 470K Gifts)• External Data Sources

Lottery, Google Analytics, YouTube, Twitter, Facebook, Grateful Patients, Online Fundraising and Engagement Software, PeopleSoft Financials

• Spreadsheets such as Organizational Structure

• For Trends – We Use Snapshot Tables1 Row Per Time Period (Monthly, Weekly, Daily)

Information Assets

Information and Analytics• “Any time you get information in less than real time, you

need to significantly re-architect your information environment.” Ralph Kimball

• What’s the context for measuring what is NOT fundraising or revenue related activities that support fundraising?

One could argue that an organization’s information assets are of great importance – without them, you have a much harder time raising money.

Information Assets Defined• Users• Data Entry Statistics• Data Cleanup• Constituent Statistics• Fundraising System Usage• Reports and Queries Run• Data Warehouse Objects

• How do these change over time and what are the trends we need to measure and make directional changes on?

• What will we add in the future?

Why Measure Information Assets?• Resource Allocation Decisions• Helps Focus Organization on Data Quality• Understand Fundraising System Usage• Report Usage and Prioritization• Data Warehouse Project Progress• Useful for Staff Training

• Good Starting Topic for Data Warehouse Project

Examples of Information Assets

Users• All Fundraising System Users Set up in Fundraising System

with Employment Records Related to VGH & UBC Hospital Foundation Record

• Start and End Dates on Relationships• Same for Volunteers and Board• Raiser’s Edge User ID Added to Spreadsheet for Replicating

Organizational Structure

• Track Tenure• Staff Turnover• Training Attendance• Volunteer Activities

Users

Users

Data Entry Statistics

Data Entry Statistics• dw_users• dw_data_entry (1 Row Per Change)• dw_data_entry_snapshot (1 Row Per Month)• Change Data Capture on Certain Tables (actions)

• Record Date Created• Record Date Last Modified

Data Entry Statistics

Data Entry Statistics

Data Entry Statistics

Data Entry Statistics

Data Cleanup

Data Cleanup• Individual Data Cleanup Errors• Each Has Priority and Estimated Time to Clean Up• Divided by Database Table• Some Rules are Specific Errors, Some are Reminders,

and Some are to Educate on Data Complexity• Exceptions to Rules are Added

Data Cleanup• dw_users

(Organizational Structure & Other Information)• dw_data_entry_statistics (For Last Changed)• dw_data_cleanup (By Table for Errors)• dw_data_cleanup_snapshot (For Monthly Totals)• dw_data_cleanup_definitions (Error Explanation)

Constituent Statistics

Constituent Statistics• dw_constituent_statistics• dw_constituent_statistics_snapshot

Constituent Statistics• Pick Most Important Key Data Elements• Ratios as a % of Living Constituents• Measure Changes Over Time• Helps With Data Acquisition Prioritization• Resource Allocation Decisions• Education for Staff

• Useful for Helping Minimize Joins in Queries

Fundraising System Usage

Fundraising System Usage• dw_users• dw_login_audit

• Departmental and Organizational Trends• Resource Allocation Decisions• Prioritize Training• Evaluate Licensing

Reports and Queries Run

Reports and Queries Run

Reports and Queries Run

Reports and Queries Run• dw_users• dw_reports_run• dw_reports_catalogue

• Departmental and Organizational Trends• Prioritize Report Development• Reduce Fundraising System Queries• Resource Allocation Decisions

Data Warehouse Objects

Data Warehouse Objects• Integrated Data Dictionary• Tracks Project Progress• Enforces Naming Conventions• Monitor and Measure Growth in Tables

Summary - Lessons Learned• Good Data Warehouse Starting Project• Present to Senior Management to Make Cases for

Investments in Data and Systems• Dashboard Formats Same as Revenue Presentations

so Senior Management is Familiar with Form• Part of New Staff Orientation and Onboarding• Helps with Staff Training• Helps with Decentralization of System/Data Usage

Current To Do• Dropbox Metrics & Dashboard• Additions to Constituent Statistics Dashboard

• Donor Wall Touch Screen Analytics• Online Dashboard

(Google Analytics, Facebook, Twitter, YouTube, Email Marketing, Blackbaud Luminate)

• Financial Statistics Dashboard(Investments, Reserves, Operating Revenue and Other Non-Philanthropic Information)

A Few Resources

SupportingFundraising

http://supportingfundraising.com

SupportingAdvancement

http://supportingadvancement.com

Questions?