Technology and Alumni Dataat the

University of California

Geoffrey A. O’NeillAVP – Institutional Advancement

May 2009

Overview

How we collect Alumni (advancement) dataConstituentsCohortsCaution

How we use technology and dataChallenges

Types of Advancement Data

Biographic Data

Academic Data

Corporate StructureOffice LocationsStaff ContactsGift Programs

Organization Data

MembershipsEvents AttendanceVolunteerismHonors/AchievementsCommunications

Years of AttendanceDegree(s)Majors(s)ConcentrationSchool or CollegeDepartment

Engagement Data

Job Title/RoleEmployer’s NameType of Business (SIC)

Employment Data

Personal ConnectionsInterestsAffiliations

Relationship Data

Name(s)Street Address(es)Telephone Number(s)Email Address(es)Contact Preferences

Contact Data

Person/organizations who have given gifts or pledgesGift crediting informationGift receipting informationGift acknowledgment information

Donor Data

Copies of checks and accompanying correspondencePledge agreements and schedulesSolicitation trackingMatching gift expectancies

Gift Documentation

Gift designationFund termsBenefitting organization(s)Fund purposeHandling notesFinancial data, e.g., chart strings, endowment market value and payouts

Fund Data

Advancement Constituents- Example

Students4%

Parents of Students

10%

Faculty & Staff1%

Alumni & Prior

Attendees49%

Organizations12%

Friends24%

Advancement Constituents

New graduate records

Updates directly from alumni

Updates from alumni relations and fundraising offices

Updates from research and data screening

Alumni and Prior Attendees 49%

Advancement Constituents

Captured through the online admissions process when newly admitted students make their Statement of Intent to Register (SIR)

Captured through a Web form hosted by the Cal Parents program

Provided by fundraising programs

Students 4%

Cohorts

Groups identified or defined demographically or statistically

Coding to identify interests, affiliations, memberships, awards

Many different ways to segment data or “slice the pie”

Cohorts Groups defined demographically or statistically

Donors for a particular purpose

Faculty & Staff

Students

Parents of Students

Friends

Organizations

Alumni & Prior Attendees

Parents of Freshmen

Donors to an Area

Donors for a particular purpose

Donors at a gift level

IndustrySpecialty or Locale

School or College

Major, Program or Research

Years

Advancement Data Systems

Campus Central Advancement Data System

System of record for Donors; Alumni membership; Advocacy

360° view of constituent relationships

Integration with other enterprise systems (?)

Advancement System – Policy and Training

Well Defined Roles for UC employeesTrainingOngoing Review and supportPolicies:Data Management, Use and Protection Policy

http://datasteward.berkeley.edu/DMUP.html

Protection of Computerized Personal Datahttp://technology.berkeley.edu/policy/protected.data.html

Campus Information Technology Security Policyhttps://security.berkeley.edu/IT.sec.policy.html

How to Create an Advancement Database?

Internally Developed System3rd Party VendorAdvancement

DonorMembershipTickets

Other SystemsStudents – Registration, Financial AidFinancial Services

Advancement Database FunctionsProspect ResearchDeferred Gift TrackingEvent ManagementFundraising AuctionsVolunteer managementHonor/Memorial TrackingAlumni TrackingMembership ManagementAutomated Task Scheduling

Online FundraisingWeb-based AccessPoint of SaleRecurring GiftsMatching GiftsApplication DevelopmentMailing EfficiencyUpdates, Screening,

Acquisition

Administrative Functions

• Enterprise Resource Planning• Student Information• Financial Management• Financial Aid• Human Resources• Administrative Application• eLearning• Business Process Services• International Student Management

Other Functions

Portal, Community and Content

• Campus Portal• Web Content Mgmt• Imaging and Document

Mgmt• Systems Integration• Implementation Services• Training Services• Support Services• Web Development

Enrollment Management

• Enrollment Mgmt Suite• Strategic Enrollment• Enrollment Mgmt

Planning• Business Process

Services• Academic Advising• Market Strategy• Grants Management

Other Functions

Academics and Research• Academic Program

Development• Accreditation• Distance Learning• Grants and Research• Instructional Technology• Online Portfolios• Academic advising and

Degree Audit

Strategic Planning

IT Management

Performance Management

How does UC use advancement data?

?All features

Challenges• What is THE BEST system?

– Advancement– All Functions

• Obtaining/Updating Data– Legal and Logistical issues

• Data Integration• “Shadow” databases• Costs

Challenges

Data Managers MeetingsProjects to Improve Quality

Lost AlumniNational Change of Address DatabaseMatching Gift CompaniesParent Data

Coordinated Vendor ActivitiesCampus and/or System “Data Warehouse”

Q&A