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AFPNEO Administration Manual
Prepared by Jacquie Skrzyipec, Jacq Connectwww.JacqConnect.us | [email protected]
© 2016 – 2018 AFPNEO, Bath OH 44210. All rights reserved.
ContentsResources & Passwords............................................................................................................................................1
New Year Tasks........................................................................................................................................................2
End-of-Year Tasks.....................................................................................................................................................3
Ongoing Tasks..........................................................................................................................................................5
First Board Meeting..................................................................................................................................................5
Board Meetings........................................................................................................................................................5
Welcome Packets.....................................................................................................................................................6
Broadcast Emails......................................................................................................................................................7
Modifying the Broadcast Email Lists.....................................................................................................................7
Sending Broadcast Emails.....................................................................................................................................7
Meetings..................................................................................................................................................................8
Publicity................................................................................................................................................................8
Registrations.........................................................................................................................................................9
Day-of Logistics...................................................................................................................................................12
Meeting Follow-Up.............................................................................................................................................13
National Philanthropy Day.....................................................................................................................................15
Planning Page Set Up..........................................................................................................................................15
Listservs..............................................................................................................................................................15
Website Pages....................................................................................................................................................16
Nominations.......................................................................................................................................................16
Announcing the Award Recipients.....................................................................................................................17
The eBlast Schedule............................................................................................................................................17
Financials................................................................................................................................................................18
Documenting the Receivables............................................................................................................................18
Recording the Deposits in Quickbooks...............................................................................................................20
The Database..........................................................................................................................................................22
The Annual Report.................................................................................................................................................23
Printing & Mailing...................................................................................................................................................24
BE the CAUSE..........................................................................................................................................................25
The Jobs Board.......................................................................................................................................................27
AFPNEO Administration Manual – page 1
Resources & Passwords
General email: [email protected]
Website: www.AFPNEO.orgDreamweaver – http://www.afpneo.org/httpdocsusername: neo789; password: Ohio000-
Website – board documents - http://www.afpneo.org/board/board.phppassword: 111
Website – planning documents (npd & csi)password: 999
Board page – www.afpneo.org/board/board.phppassword: 111
Member directory – http://www.afpneo.org/directory.php (the password is go2016)
AFPI chapter reports – www.afpnet.org - go to chapters, scroll down and select chapter portalusername: OH4; password: 1986121
AFPI BTC chapter reports – www.afpnet.org - go to MY AFP PROFILE, scroll down and select chapter tally reportusername: OH4BTC; password: OH4BTC
LinkedIn account – https://www.linkedin.com/groups/AFPNEO-4291944/about
Facebook account – https://www.facebook.com/AFPNEO
Twitter account – https://twitter.com/AFPNEOhio (admin username: [email protected]; password: 789789)
Youtube – www.youtube.com – go to creator studio (admin username: [email protected]; password: baba789789)
CFRE – www.cfre.orgusername: info2; password 789789
Vertical Response (email broadcast system) – www.verticalresponse.com username: [email protected]; password baba789789
Paypal – administrator, president & treasurer only
AFPNEO Administration Manual – page 2
New Year Tasks
Create a new folder in the afp dropbox account and name it YYYYfinancials. Send an invite link to the treasurer and president. Inform them of the PayPal username and password.
Update the board list at www.afpneo.org/board.htm.
Update the president at www.afpneo.org/zbottom.htm.
Update the database at www.afpneo.org/data/afpdb.mdb – specifically bm, board sort, and board home addresses.
Update the board contact list using board directory merge – no home.docx and save it as www.afpneo.org/board/BoardContactList.pdf. This list will also be used for the new member packet.
Update the board packet at www.afpneo.org/board/BoardPacket.pdf. Use board directory merge.docx to create the board list. Send to the president for review.
Add deadline dates from the AFP Calendar.
Send email calendar invites to appropriate board members.
Update the new member packet at www.afpneo.org/MemberPacket.pdf. Send to VP, Membership and president for review.
Update the website – change copyright notice date, committee chairs, etc.
Add a folder for that year in YYYY format (e.g., www.afpneo.org/2016). All files and images specific to that year are placed in that folder.
Add a folder for that year in YYYY format in the board folder (e.g., www.afpneo.org/board/2016). All files specific to that year regarding board governance are placed in that folder.
Change the directory password and ask the new president for content of an email to members – see http://www.afpneo.org/2016/sa2016-01-05president.htm.
Ask the programmer to add a BTCYYYY field for the database.
Check all csv files to make sure they are cleared of all previous year data.
Create the new meetings workbook by copying and renaming the old workbook in Dropbox. Update the ongoing spreadsheets – the meeting dates in the summary, the topic history, final attendee analysis, board history, and presidents. Delete the monthly meeting spreadsheets. Send the new workbook to the new president and VP Professional Development so that they have a history of previous programs and activities.
AFPNEO Administration Manual – page 3
In Adobe Illustrator, update the CFRE logo in the artNEO folder with the new year. Save it as a PDF. Open it in Adobe Photoshop, resize it to 72 dpi and 120 pixels wide and save it as a .png file, both in the artNEO folder and www.afpneo.org/images folder. Publish the image.
Download the AFP Ten-Star/Gold Ten-Star application in Word and complete it. Send it to the past president and current president for review. Once it is approved, submit it.
End-of-Year Tasks
Complete the accord leadership requirements online by December 15th. Go to www.afpnet.org, select chapters, scroll down to the bottom and select Accord, log in, select the accord website, log in again, and then start the process.
Click on [Go to Chapter Officer], [Add Chapter Volunteer], [Search], and find the name of the chapter officer. Once that person is found, select the position and click [Update].
Try to complete as many of the available positions as possible. Sometimes, you will enter one person more than once – e.g., one person can be the chapter administrator, chapter webmaster, chapter check recipient, and chapter contact.
When done, do screen shots of the positions and send to the current president and president-elect to make sure everything is correct.
Complete the accord requirements by January 15th. Go to www.afpnet.org, select chapters, scroll down to the bottom and select Accord, log in, select the accord website, log in again, and then start the process.
Download all document agreements and forward them to the president for review. Once she has said she has read them and agrees to abide, check them on the accord website and [save and continue]. Copy those documents to the website’s board folder for future reference – use the same file name so that the links will remain updated. Publish those files.
Download the word version of the chapter activity report and complete it. Send it to the current president and president-elect for review. When approved, log into the accord website and complete the report online. Save the word document to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
Create a nicely formatted program schedule in word for all programs held in 2016 (see http://www.afpneo.org/board/2016/AFPNEO-2015ChapterProgramSchedule.docx for sample). Send it to the current president and president-elect for review. When approved, save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
Go to http://www.sos.state.oh.us/SOS/recordsIndexes.aspx and select perform a search. Select corporate filings. Enter ASSOCIATION OF FUNDRAISING PROFESSIONALS and click [search]. Select the appropriate entity number. Print that page as a PDF. Save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
AFPNEO Administration Manual – page 4
Ask the treasurer to send the 990 for the previous year. Save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
Ask the treasurer to send the financial statement for the previous year and print it. Save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
Attach all documents to an email and send it to [email protected], cc’ing the current president and president elect.
Note: all of the above, with the exception of the financials file, can be done before December 31 st. When sending the financials , ask for confirmation that the chapter is now in accord. When that email is received, print it as a PDF, save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
AFPNEO Administration Manual – page 5
Ongoing Tasks
Answer all AFP emails using the [email protected] email.
Track hours in the tracking file.
Track mileage in the mileage file.
Maintain the chapter database.
Maintain the listserv.
First Board Meeting
Collect all signed agreements from the board members – Key Expectations, Fair Behavior, Conflict of Interest, and BTC forms. Scan the first 3 and file them.
If any agreements are missing, follow up with those board members to ensure all agreements have been received.
Board Meetings
The secretary will send the minutes. If they have not been approved by the president, send them to the president for review.
Ask the treasurer for the treasurer report and add that to the end of the minutes as an appendix.
Name the file YYYY-MMBoardMinutes.docx (e.g., 2016-01BoardMinutes.docx), password protect it with 111 as the password, and save it to that year’s board folder. Publish the file.
Open the board page – www.afpneo.org/board/board.php and create a link to that meeting’s minutes. Publish the file.
AFPNEO Administration Manual – page 6
Welcome Packets
When you receive the email from AFPI that memberships have been processed for the previous month, open the new member report.
Go to www.afpnet.org and click on [chapters].
Scroll to the bottom of the page and click on access chapter reports.
Enter OH4 as the username and 1986121 as the password.
Click on new member download.
Remove the excess rows at the top so that the only rows are the headers and the names of the new members. Save the file to the desktop.
Open the welcome packet file in the common files folder. Test it to make sure it works.
Complete the mail merge.
Send the spreadsheet to the VP Membership and the President to let them know welcome packets were sent to those new members.
AFPNEO Administration Manual – page 7
Broadcast Emails
Modifying the Broadcast Email Lists If it is a large list (e.g., more than 5), enter the emails in a column labeled email in an Excel worksheet.
Save the file as a .csv (comma delimited).
Sign into www.verticalresponse.com (username: [email protected]; password: baba789789).
Go to Lists/Mailing Lists.
For one or two emails, simply click on add new record under actions. Follow the instructions.
For several emails, select an existing list or a create a new one. Under actions, select append file. Choose the csv file you created and click [next]. Select Import newer data and click [next]. If those emails existed, it will ignore them. Download the rejected emails to see why they were rejected, correct the issue, and then import again or add them manually one at a time.
Sending Broadcast Emails First, create the email page in Dreamweaver. All links and images must include full mapping – e.g.,
http://www.afpneo.org/images/bullet.jpg vs ../images/bullet.jpg.
Click in the source code and Ctrl +A to select all and Ctrl +C to copy.
Sign into www.verticalresponse.com (username: [email protected]; password: baba789789).
Go to Emails/New. Name the email with the date and general topic (e.g., 2015-01-07 update). Give it a subject line (e.g., AFPNEO Update) and click [next].
Select Freeform Email and click [next].
Click in the large box that says “Compose your email here.” Ctrl +A to select all and Ctrl +V to paste in the code from the Dreamweaver page. Click [next].
Preview the page to make sure all images show up. If not, then you forgot to include the full mapping. Go back into Dreamweaver, add the mapping, select and copy the code again. Return to Vertical Reponses and click the [back] button. Ctrl +A to select all and Ctrl +V to paste in the new code. Click [next].
If all images appear, click on [preview text] and then scroll to the bottom and click on [send test email].
Preview the test email when it arrives. If there are errors, go back into Dreamweaver to fix them, select and copy the code again. Return to Vertical Reponses and click the [back] button. Ctrl +A to select all and Ctrl +V to paste in the new code. Click [next] and send the test email again. If all is well, go back into vertical response and click [next].
Select the list to send to (in most cases, it is the master list with everyone). Click [next].
AFPNEO Administration Manual – page 8
If appropriate, change the send date. In the social media section, select the twitter account and AFP Northeast Ohio group. In the pale yellow box, remove #vr4smallbiz (this is a link to Vertical Response’s small business page – it confuses people). Click [send email].
Meetings
Publicity Delete all records from www.afpneo.org/forms/meeting.csv and publish the file.
Receive information about the meeting from the committee. Need topic, short description of the description, short bio of the presenter(s), and professional headshot(s) as well as logistics – date and location.
Copy a previous meeting page and rename it for the meeting as mYYYY-MM.htm (e.g., m2016-01.htm). Change the information as appropriate, publish the page, and send to the VP Professional Development and President for review.
After the page has been approved, create a webcard for the meeting – see www.afpneo.org/images/webcardMeeting.jpg for a sample – and save it in the www.afpneo.org/images folder.
Open the home page (www.afpneo.org/index.htm) and change the main webcard to the new meeting webcard.
Change the images[0] link to the new webcard and reorder the images as appropriate.
Change the links[0] link to the new meeting page and reorder the links as appropriate.
Publish the page and test it to make sure everything works.
Send the home page to the VP Professional Development and President for review.
Submit the meeting for CFRE approval.
Go to www.cfre.org and select provider application. Sign in as info2 with password of 789789.
Follow the instructions for completing the form. Be sure to select the option to add it to the CFRE calendar.
Once the approval email has been received, add the meeting to that year’s CFRE documentation page in the www.afpneo.org/YYYY folder (if it is a new year, use a previous page as a template – see www.afpneo.org/2015/2015CFRETracker.docx). Publish that page.
Add the meeting to the CBC calendar when Thomas Skernivitz sends an email request.
Add the meeting to the Akron Community Foundation calendar.
Add the meeting to the next newsletter update.
AFPNEO Administration Manual – page 9
Copy a special announcement page about a previous meeting and add the logistics for the current meeting. Save it as saYYYY-MM.htm (e.g., sa2016-01.htm). On Tuesday of the week before the meeting, send it out as a special announcement reminding recipients of the registration deadline using Vertical Response.
Registrations Registrations go to three sources:
A confirmation page with all the info that the person entered asking them to print it for their records. It also has payment info – for both credit cards and checks. See http://www.afpneo.org/registerC.php.
www.afpneo.org/forms/meeting.csv - this is a spreadsheet that committee member can access to track who has registered. It is also used to create the attendance list in the meeting spreadsheet.
[email protected] – reply with a confirmation signature – e.g.:
Thank you for registering for …
The 2015 Ohio Gives ReportJanuary 29 | 8:00 - 9:45 am
8:00 - 8:30 am ... Breakfast and welcome 8:30 - 9:45 am ... Program
Shaw Jewish Community Center, 750 White Pond Drive, Akron directions
Cancellation Deadline: January 22, 4:00 pm
We are expecting a large crowd, so it is important that you pre-pay to avoid a long wait at the registration desk. If you have not yet paid, please send a check payable to AFPNEO to PO Box 1286, Bath OH 44210 or visit www.afpneo.org/pay.htm.
If you make a reservation, you are responsible for the fee even if you do not attend. Cancellations must be received by the posted reservation deadline; if you do not cancel by that time, you will owe that amount and forfeit a refund for any payment.
Please let me know if you have any questions that I can forward to the speaker.
Thank you for your participation in AFP!
Jacquie Skrzypiec, Chapter AdministratorAssociation of Fundraising ProfessionalsNortheast Ohio ChapterPO Box 1286, Bath OH 44210330-329-2472 | Fax [email protected]
AFPNEO Administration Manual – page 11
Open the meetings workbook and create a tab for the meeting labeled YYYY-MM-DD for the meeting – e.g., 2016-01-29.
On an ongoing basis, open www.afpneo.org/forms/meeting.csv. Review it and eliminate any duplicate registrations (sometimes people have a heavy submit hand!). If any changes were made, publish the csv file to replace the existing one on the server. Copy the registrations and paste them into the meeting tab of the meetings workbook.
In the meeting workbook tab, enter the following five column headings: paid, date, via, balance, and nametag.
When you receive check or credit card payments, enter in these columns the amount paid, the date of the credit card payment or the check, and whether they paid by credit card or check. See FINANCIALS for more details on payments.
Two days before the meeting, send an email using Word mail merge to all attendees with meeting details. See www.afpneo.org/2016/MeetingEmail01.docx for a sample.
In the meeting tab, in the nametag column, enter the following formula in the row 2: if(L2=”yes”,”Member,””) (if the member column says yes, then enter Member; otherwise, leave it blank). Fill that down to the end of the registrations.
Review the name list. Remove all middle initials. Enter a hard space (Alt +0160) between double first names (e.g., Laura Jo), double last names (e.g., Lass Wojno) and lastname-suffix combinations (e.g., Becker, CFRE). Highlight the name column and go to the data ribbon and select [text to columns]. Review the results of using a space separator. If you missed a space and three columns appear, go back and fix. When done, make sure the first three headings are first, last, and org. Insert a column at A and label it print.
Go through the existing nametags and mark an x for any nametags that do not exist.
Open the Nametags merge.docx from the Dropbox folder. Mail merge the name tags marked with an X to a new document and print the nametags. Split, stuff and alphabetize the nametags.
Check the meeting suitcase. It should contain several copies of the following:
Official AFPI collateral
BTC Pledge Forms
Ten Reasons to Join/Why Your Organization Should Support Your Membership
Latest annual report
CFRE info
Deliver the nametags to the meeting coordinator the day before the event.
AFPNEO Administration Manual – page 12
Day-of Logistics Open AFP Meeting spreadsheet.
Change the print column to attend.
Hit the hotspot and sort by balance. Make the text red for those with an outstanding balance and then sort by last name.
As people come in, mark an x in the attend column and check to see if they are paid.
If they pay by check, enter the amount paid, date, and enter “check” under via.
If they want to pay by credit card, we will invoice them.
Close the Meetings Spreadsheet
Open the AFP receipt.
Click on the mailings tab and select recipients, existing list.
Find the AFP meetings spreadsheet and select the appropriate tab for that meeting.
Click on [edit recipient list] and select one of the drop-down arrows and go to advance.
Enter balance equal 0 and pay greater than 0.
Click ok and ok. Finish and merge to email.
Close the Meetings Spreadsheet
Open the AFP invoice.
Click on the mailings tab and select recipients, existing list.
Find the AFP meetings spreadsheet and select the appropriate tab for that meeting.
Click on [edit recipient list] and select one of the drop-down arrows and go to advance.
Enter balance greater than 0. Click ok and ok. Finish and merge to email.
Close the Meetings Spreadsheet
Open the AFP meeting evaluation
Click on the mailings tab and select recipients, existing list.
Find the AFP meetings spreadsheet and select the appropriate tab for that meeting.
Make any necessary changes. Finish and merge to email.
AFPNEO Administration Manual – page 13
Process the checks
Turn on the scanner and connect to your computer.
Open the scanner software.
Scan the checks.
When all have scanned, click save.
Select jpg as the type and enter 1 as the file name.
Open each one from the desktop. Crop the account number and file/save as.
Save in the financials folder under type, year, who, and amount – e.g., MEETING – 2016-01-29 – M Castner 15.jpg.
Send an email to the treasurer and the chapter administrator with the list of checks and the amounts that you are giving her. Include whatever cash was paid that day in the email.
Give the treasurer the cash and checks.
Update the \Final Attendee Analysis/ in the meeting workbook.
Need name, email, member status, and the meetings they attended.
For people who have attended meetings before, mark an “x” in the column for that meeting.
For each new person who has attended a meeting, add the first, last, org, and county. Put a check in the column for the month of that meeting.
Meeting Follow-Up Copy the emails of attendees into the listserv.
Copy the email column and paste it to a new workbook. Save the workbook as a .csv file.
Sign into www.verticalresponse.com (username: [email protected]; password: baba789789).
Go to Lists/Mailing Lists.
Under actions, select append file. Choose the csv file you created and click [next]. Select Import newer data and click [next]. If those emails existed, it will ignore them. Download the rejected emails to see why they were rejected, correct the issue, and then import again or add them manually one at a time.
Go through the list of attendees and mark the ones who are not in the database and import them.
Copy the afpdb table to a spreadsheet. Name that tab \data/.
Create a new worksheet called \meetings/.
AFPNEO Administration Manual – page 14
Save that as DATABASE.xlsx.
Copy the first row from a meeting tab in the meetings workbook to the \meetings/ tab in the DATABASE workbook.
Go to the first meeting worksheet of the year. If there is an ATTEND column, click on the A and delete the entire column. For each meeting tab, make sure that the columns are ordered last first and not first last.
Ctrl +C to copy the last name of the first person listed in the meeting workbook. Alt +Tab to go to the data worksheet of DATABASE and Ctrl +F to find. Paste the last name of the person and enter to find.
If the person is found, then Alt +Tab to go back to the meeting workbook and repeat step 6. If the meeting spreadsheet has newer information, copy that row into the \meetings/ worksheet of the DATABASE workbook and HIGHLIGHT IT IN RED to indicate that the database record should be deleted.
If the person is NOT found, then Alt +Tab to go back to the meeting worksheet and Ctrl +C to copy the row for that person. Alt +Tab to go to the \meetings/ tab of the DATABASE workbook and Ctrl +V to paste that row in the next available row.
Repeat step 6 for each person who attended all the meetings.
When all the new people who attended meetings have been added to the \meetings/ tab of the DATABASE workbook, check to make sure that the headings at the top of the meeting tab match the database. Delete all columns after the email column. Hit the hotspot to select everything in the spreadsheet and Ctrl +C to copy.
Return to the database and go to paste append to add the new people.
Every week, invoice people who have not paid until all payments are received.
AFPNEO Administration Manual – page 15
National Philanthropy Day
Planning Page Set Up Update www.afpneo.org/npd.htm with the date and chairs for the current event.
Go to website and add a folder for the new year labeled YYYYnpd – e.g., 2016npd.
Open the previous year’s planning page and save it in the new folder.
Change the date of the event.
Change the name and emails of the committee chairs.
Open the previous year’s files, update them, and save them in the new folder. Confirm with the Chairs, Nomination Chair, and President that the signatures are ok as is or need changes.
NPD Analysis
Timeline
Chairs/Responsibilities
Sponsor Letter
eBlast Schedule
Signatures – After these are approved, save each signature in Outlook for responding to NPD nominations, reservations, sponsors, etc.
Update the database: change current awardees to past awardees, update the source field to remove all data, update the NPD level for the previous year’s sponsors to the HIGHEST level achieved, etc.
Listservs There are several listservs used for npd. All listservs include the co-chairs and the chapter president.
All committee chairs: [email protected].
NPD sponsorship committee: [email protected].
NPD communications committee: [email protected].
NPD logistics committee: [email protected].
NPD nominations committee: [email protected].
These are already created in GoDaddy and just need to be edited for that year’s committee. Simply go in to edit that email address and send a copy to that year’s email list:
AFPNEO Administration Manual – page 16
Once the listserv has been created, send an email letting the chair of the committee know that it has been done.
Website Pages NPD---- and npdZ--- and organization dividers to help separate
the NPD pages from the other website pages.
NPD.htm is the main NPD page.
NPD-noms and npd-awards are never linked or accessed – they are history pages which eliminate the need to recreate content.
At the beginning of the NPD year, open NPD-noms.htm and make sure the previous year’s awardees are added to the past recipients history at the bottom of the page. Save that page and then save it as npd.htm.
Go to the bottom of the page and change the link of the o at the bottom of the page to that year’s planning page.
Update the date of the next event, the chairs, location, etc., and save again.
Update the rest of the pages with the npd prefix, including znpdmenu.
Nominations Confirm with the Chairs, Nomination Chair, and President that the nomination policy and form are ok as
is or need changes: http://www.afpneo.org/npdnoms.php.
Publicize the nominations in the updates and special eblasts. See http://www.afpneo.org/2016npd/saNominate.htm for an example.
Nomination info goes to three places:
1) A confirmation page for the nominator to review.
2) A csv file to track all nominations in one source.
3) An email to [email protected]. When these are received, check to see if the nominator is a member.
a. If yes, reply with “Thank you for your nomination” signature.
b. If no, reply with “You are not on our roster” signature.
After the nomination deadline, create a matrix based on the csv file at http://www.afpneo.org/forms/noms.csv. See http://www.afpneo.org/2016npd/2016Matrix.xlsx for an example. Use the NomMerge.docx word file to merge the info to a word document. Copy the Nominee,
AFPNEO Administration Manual – page 17
Ward, Nominator, Member, and Awarded columns from the matrix to the first page. Save this as the Nominations Packet and send it to the nominations committee. See http://www.afpneo.org/2016npd/NominationPacket.docx for an example.
In SurveyMonkey, update the AFP NPD Nominations survey to reflect the current nominees and send the survey to the nominations committee and ask them to complete it the day before the committee meets.
Announcing the Award Recipients The nominations committee is responsible for contacting the awardees to confirm that they will accept
the award. Nothing gets announced until this is completed.
Once the award recipients have accepted, create a new worksheet in the matrix detailing the info for the awardees only.
Use the NPDAwardLetter to mail-merge the award recipient info into letters (see http://www.afpneo.org/2016npd/NPDAwardLetter.docx). Merge each one individually since there will be so many unique changes to each one that need to be captured. Save and send the nominations committee to proofread. Once they have been approved, mail and email each one to the award recipient and the nominator (bcc to the nominations committee upon request).
Note: each award recipient is offered two tickets, but the Youth in Philanthropy awardee is offered three tickets so that both parents can be invited. Additions can be made if there are siblings.
Each recipient is asked to provide four items. Create a folder for each one and save these items as they are received. In addition, save the matrix in that year’s npd folder and mark them with an “x” when they are received so that the nominations committee can follow up close to deadline.
A headshot to be used in the program and ad.
A bio. These should be forwarded to the communications committee who will edit to 250-260 words for the program and eblasts.
An invite list. These should be entered into the database and marked as “NPD guests” so that they can be reviewed and deleted after the annual reports have been mailed.
Several photos to be used in the powerpoint presentation.
Once the nominations committee has given the “go” to announce the award recipients, update the NPD page on the website and make the announcement in the AFPNEO Update. Begin the eblast schedule.
The eBlast Schedule Copy the three special announcement pages from the previous year – saNPD1, saNPD2, and saNPD3 -
and update them with the new information. Use this as the basis of the eblast schedule.
AFPNEO Administration Manual – page 18
Financials
Documenting the Receivables To ensure that the treasurer has copies of all financial information, scan all financial documents –
checks, invoices, AFPI reports, etc. – and save in that year’s dropbox folder according to the following naming conventions:
Thank you letters: THANKS - Sender.jpg … e.g., THANKS – Akron Community Foundation.jpg
Invoices: INVOICE PROGRAM - Sender Item.jpg/pdf … e.g., INVOICE CSI - NCL Flyers.pdf
Deposits: DEPOSIT - YYYY-MM-DD.jpg … e.g., DEPOSIT - 2015-12-28.jpg
Receipts for reimbursement: RECEIPT - INITIALS - YYYY-MM-DD - vendor program purpose.jpg - RECEIPT - JS - 2015-04-21 - office depot csi printing.pdf
AFP credit card receipts: RECEIPT – CC - INITIALS - YYYY-MM-DD - vendor program purpose.jpg - RECEIPT - CC - JS - 2015-06-04 - post office mail csi cards to Danielle.jpg
AFPI deposits - AFPI - YYYY-MM-DD - Membership Reimbursements amount.jpg … e.g., AFPI - 2015-02-18 - Membership Reimbursements 285.jpg
Checks: purpose - YYYY-MM-DD - sender amount.jpg – e.g.:
NOTE: For security purposes, crop out the routing and bank account number from the check before saving.
BTC - 2015-01-12 - N Miller 25.jpg
CSI - 2015-03-06 - United Way Stark 65.jpg
CSI SPONSOR - 2015-01-19-15 - Dot Org 250.jpg
MEETING - 2015-05-07 - Akron Zoo 15.jpg
NPD SPONSOR - 2015-08-05 - Summa 2500.jpg
NPD SPONSOR TICKETS - 2015-08-14 - OPRS 660.jpg
NPD TICKETS - 2015-09-22 - UDS 80.jpg
For each payment, enter the payment details – amount paid, date, via – in the appropriate tracking mechanism – the meeting spreadsheet, the csi spreadsheet, the BTC columns in the database, or the NPD database.
On the second to last day of each month, log into PayPal and transfer all funds to the bank account.
Go to the Overview tab and click on View all of my transactions. Enter the dates of the 24th of the previous month to the 24th of this month.
AFPNEO Administration Manual – page 19
Click on download csv. Go to History/Download History and then click on Recently Downloaded Logs. Select the most recent one and click on [Download Log]. Open that file.
Select the row below the withdrawal row and insert 3 rows. Highlight the withdrawal row and turn the text red.
Highlight the previous withdrawal row and insert 3 rows. Highlight the withdrawal and turn the text red.
Delete the following columns: Time Zone, Type, Status, and everything after From Email.
Rename Time to Type. In that column, classify all the payments – e.g., MEETING, BTC, CSI, CSI SPONSOR, etc. Delete any paypal rows.
In the row below the first withdrawal row, sum up the numbers in the gross column. Fill two to the right. The Net sum should equal the withdrawal. If not, review and fix.
Hit the hotspot and Ctrl +C to copy all the information.
Open the financials spreadsheet and create a tab for that month’s PayPal and paste.
In the financials spreadsheet, create a tab for that month.
Enter the headings as pictured:
In column B, enter the file names of all the checks. In Column A, enter the purpose of the check – e.g., MEETING, BTC, CSI, CSI SPONSOR, etc. In column C, enter the amount. Sort the columns according to purpose. Add up the totals in column D.
In column G, enter the cash amount. In column F, enter the purpose. In column H, add up the total.
Copy the type, name, and net cells from the PayPal sheet. Paste those starting in column J. Sort the columns according to purpose. Add a row for PayPal and enter the negative amount of the PayPal fees and turn the text in those cells red. Also turn the text of any refund cells in red. Add up the totals in column M.
Enter the purposes in column O and copy the totals for each purpose for each payment method. Total the sums.
AFPNEO Administration Manual – page 20
Email the financials spreadsheet to the treasurer and president.
Mail the checks and email the scans of all original financial documents – receipts, AFPI reports, thank you letters, etc. – to the treasurer.
Recording the Deposits in QuickbooksNote: in order for QuickBooks to associate payments to the correct chart of account, you need to create an invoice for each and every deposit received. DO NOT SKIP THIS STEP!
The Chapter Administrator creates an invoice for each type of receivable (checks, credits, cash).
The client should be the income type – AFPNEO Checks, AFPNEO Credit Cards, AFPNEO, Cash.
Enter the type receivable (e.g., Meeting, NPD AD, BTC Donation, etc.
The description should be the spreadsheet name and the month for the invoice.
The total should be the total from the spreadsheet for that type of payment.
AFPNEO Administration Manual – page 21
Note: For credit card invoices, DO NOT add the payment fee. That will be subtracted from the total in the deposit.
Name each deposit slip DEPOSIT YYYY-MM-DD.pdf.
Click on the “Receive Payments” button on the QuickBooks home screen and mark that the payments have been received.
Click on the “Record Deposits” button on the QuickBooks home screen, select the checks and cash invoice(s), and enter the deposit file name in the memo line and then click “save and close.”
For credit card deposits, you have one extra step. The invoice totaled all the payments, but not the PayPal fee. Subtract the PayPal fee from the invoice total to get the correct total amount. Attribute the PayPal fee to account 3981 – PayPal Fees.
When the Chapter Administrator receives notification that AFPI is submitting a payment electronically, save that email as a pdf with the purpose and date (e.g., AFPI CHAPTER REIMBURSEMENTS 2017-01-30.pdf). Create an invoice for that item with the name of that pdf file in the memo line. When the treasurer gets notification of that deposit, receive the payment and record the deposit.
AFPNEO Administration Manual – page 22
The Database
The database contains all contacts for membership, sponsorships, and events and controls the membership directory (http://www.afpneo.org/directory.php). The tables are linked to the sql tables on the website. When you make changes to the Access database, the changes are automatically updated online.
When the email that AFPI has finished processing membership for the month has arrived, open the database and check/uncheck current/lapsed members.
When mailings are returned, update the address changes or (if addresses are no longer available) delete the records from the database.
Because of the sql link, it takes a very long time for the database to complete a find. Ways to shorten this time are sorting so that the info you seek is at time or filtering members.
AFPNEO Administration Manual – page 23
The Annual Report
The VP of Communications has overall responsibility for the annual report. It should be completed and to the printers in time to be included in the packets for the Career Success Institute.
The VP will email the articles. Simply copy and paste them into the past year’s annual report in a pleasing format.
Use board member photos from the past National Philanthropy Day to illustrate the articles. For those without pictures, ask them to email high-quality jpg or pdf files.
Both the VP and the current President must approve the document before it is sent to the printers.
Order enough folded and tabbed quantities to mail to the current mailing list in the database.
Order 300 flat quantities and ask them to be mailed to the AFP office. These will be used for the CSI bags and to be distributed at meetings throughout the year.
AFPNEO Administration Manual – page 24
Printing & Mailing
AFPNEO prints the following throughout the year:
Annual Report
CSI Save-the-Date Card
CSI Flyer
NPD Save-the-Date Card
NPD Invites (invites, response card, outside envelope, inside envelope)
NPD Programs
Northcoast Litho ([email protected]) is the printer-of-choice for AFPNEO for several reasons:
Their quality is excellent.
Their staff is easy to work with.
Their turnover is outstanding.
They donate a large amount of their printing to AFPNEO.
Corbett & Company is the mail house of choice for AFPNEO because they charge significantly less than their competitors.
After a file is prepped and ready to go, send the complete package through NCL’s file upload site: https://www.hightail.com/u/NorthCoastLitho.
Order enough folded and tabbed quantities to mail to the current mailing list in the database. Ask them to be sent to Corbett Mail House - 1081 Bellows St, Akron, OH 44301.
Order enough non-tabbed quantities needed to be distributed at AFPNEO events and ask them to be mailed to the AFPNEO office.
NCL will send a PDF proof before they print. Review it carefully and request any necessary changes.
Once the proof is approved, email Corbett ([email protected]) the csv file of the mailing addresses from the database. Once they calculate the postage amount and send an invoice, forward that to the treasurer and request two checks:
The check for postage should be made payable to US Postmaster.
The check for Corbett services should be made payable to Corbett.
AFPNEO Administration Manual – page 25
BE the CAUSE
AFPI will send minimum goals to the BTC chairs. They will identify the national goal and the local goal.
Do the following when donations come in.
Update the AFP database with the pledge, payment, and how the payment came in.
Add the person’s name to the website BE the CAUSE page: www.afpneo.org/donate.htm.
Send an email using the BTC signature, updating the amount appropriately. If it’s part of a pledge, add the pledge amount.
Thank you for your $10.00 contribution to the local AFP Northeast Ohio Chapter BE the CAUSE Campaign, bringing your total to $50 of your $100 2016 pledge. All of us benefit through our relationships with colleagues who serve our community through the fundraising profession. The strength of our chapter enables our own development as professionals and preserves the integrity of our profession in this community. Your tax-deductible gift makes this possible.
Again, thank you for supporting the AFP Northeast Ohio Chapter.
Tracy Schlemmer & Gina CampbellCo-Chairs, BE the CAUSE Campaign
Your gift is tax deductible to the extent provided for by law. No goods or services were provided in return for this donation. Please keep this acknowledgement of your donation for your tax records.
Tax exempt documentation is available at http://www.afpneo.org/AFPneoW9.pdf.
Before board meetings and upon request, open the query qBTC from the AFP database, copy it, and paste it in the BTCtally.xlsx worksheet. Make sure the sums are correct and the board filter is correct on the board worksheet before you email the report.
At the beginning of each month, check the qBTC query. For the pledges requesting you to remind them at the beginning of that month, send the following reminder:
AFPNEO Administration Manual – page 26
Greetings! As per your instructions, I am sending you a reminder to pay towards your $100 BE the CAUSE pledge balance.
If you wish to pay by credit card, you can do so by visiting http://www.afpneo.org/pay.htm and clicking the appropriate payment button. Checks should be made payable to AFPNEO and mailed to PO Box 1286, Bath OH 44210.
All of us benefit through our relationships with colleagues who serve our community through the fundraising profession. The strength of our chapter enables our own development as professionals and preserves the integrity of our profession in this community. Your tax-deductible gift makes this possible.
Thank you.
AFPNEO Administration Manual – page 27
The Jobs Board
All jobs board announcements are emailed to [email protected]. Check the email account daily.
Verify that the job info is completely filled out with correct end date, contact, and description. If there are multiple posts for same job, use the more complete post or the last one. If there are any questions, reply to the email.
Log into Dreamweaver and download the latest jobs.csv file. Highlight and delete all but most recent posts (we keep jobs in file for the whole year in case there are any issues).
Open the afpneo database and go to results table.
Go back to jobs.csv and copy the header and new job post(s).
Go back to database and paste append to the results table. Click ok when it says it is pasting new records.
Close the results table and open the weekly query. Find the new job (usually at the end) and highlight and copy the position with date.
Go back to Dreamweaver and open the upcoming weekly update (might have to download most the recent or save the last one under the new date).
Go to the current job positions section and paste the new job based on expiration date.
Save and upload the update page.
Close out of Access and excel. Do not save changes to Excel. Close out of Dreamweaver.
