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By Blake Moody
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Design your Workflow in the Raiser’s
Edge for Maximum Impact
Presented by Blake Moody
YMCA of Middle Tennessee
@blakecmoody
Introductions
Blake Moody
Director of Philanthropic IT
YMCA of Middle Tennessee
Working with information systems
like Raiser’s Edge for 15+ years
• Assess, Configure, Implement,
Train and Customize:
• Raiser’s Edge for 4+ years
• Salesforce.com for 4 years
• Custom proprietary systems
15+ years
Certified in the Raiser’s Edge bCRE
#REworkflow
YMCA of Middle Tennessee
• Corporate Office with 25+ Branches with varying staffing structure
Branches
• Each with unique annual campaign
• Decentralized Gift Entry
• Campaigns
• Capital, Endowment & Annual
Corporate Headquarters
• Centralized Deposits & Accounting
• Centralized Financial Development Services
Corporate Office
YMCA Branch
YMCA Branch
YMCA Branch
Introductions
Branch
Executive
Development Director
Development Coordinator
Human Resource
Coordinator
#REworkflow
x25
Audience Poll
Who’s organization has a similar branch-corporate
structure?
A) Not Me
B) Yes 2-5 branches
C) Yes, 6-20 branches
D) Yes, 21-500 branches
E) Yes, More than Above
#REworkflow
Rules of Technology In Business
#1: Automation applied to an efficient operation will magnify the efficiency.
#2: Automation applied to an inefficient operation will magnify the inefficiency.
- Bill Gates
#REworkflow
Objective of this session
• See Why Workflow is Important
• Streamlined collaboration
• Improved reporting and outcomes
• Data integrity
• Rethink organization & use of technology
• Process and people before software
• Align Fundraising Operations by configuring RE
• Records, attributes, and categories
• Batch Mail
• Reports Data integrity checks
#REworkflow
Raiser’s Edge works for me,
not vice versa. #REworkflow
#bbcon
#REworkflow
Agenda
• Objective Perspective
Focusing on Outcomes and Impact
• Intelligent Design
Designing Your Workflow
• Sharpen Your Tools
Configure and Adapt Your Database
#REworkflow
Objective Perspective
(Focusing on Outcomes and Impact)
#REworkflow
“If you don’t know where you
are going, than you probably
won’t end up there.”
- Forrest Gump
#REworkflow
“Begin with The End in Mind” - Stephen R. Covey
#REworkflow
Objective Perspective
• What’s important to you for
outcomes and reporting?
• What strategies do you want
to support or enhance?
• What processes and tasks
are important?
• Who do you ask? Ask your
Stakeholders
#REworkflow
Objective Perspective
Our Stakeholders
• Senior Level Team
• Branches
• Centralized Support
• Accounting
Senior Team
Branches
Centralized Support
Accounting
#REworkflow
Objective Perspective
Stakeholders
• Senior Level Needs
• Reporting (What to track and analyze)
• Entire annual campaign
• Success of individual branch campaigns
• Success of key strategies
• Operations (Scheduled activities or tasks)
• Thank you letter to Top Donors to sign
Senior Team
Branches
Centralized Support
Accounting
#REworkflow
Objective Perspective
Stakeholders
• Branches Needs
• Reporting
• Success of key strategies
• Compare themselves to other branches
• Detail reporting for specific strategies
• Track success of fundraisers
• Operations
• Receipt gifts for donors
• Create “Thank you” letters
• Target previous donors
• Process credit cards
Senior Team
Branches
Centralized Support
Accounting
#REworkflow
Objective Perspective
• Stakeholders
• Centralized Support (Financial Development)
• Operations
• Pledge reminders each month
• Organization wide acknowledgement
Senior Team
Branches
Centralized Support
Accounting
#REworkflow
Objective Perspective
Stakeholders
• Accounting Needs
• Reporting
• Accounting Roll Up for General Ledger
Account codes
• Pending Not Posted Gifts
• Operations
• Consolidate and deposit money
(25+ different branches and 50+ unique
users each year)
• Post to GL software
Senior Team
Branches
Centralized Support
Accounting
#REworkflow
Objective Perspective
Reviewing the Results
• Clear objectives for reporting
• Common Reports
• Key Indicators
• Common themes of what is important
• Often mentioned
• References to mission critical
• Identify the key processes
• Most important
• Most occurring
• Most variations
#REworkflow
Intelligent Design
(Design your Workflow)
#REworkflow
The secret of all victory lies in
the organization of the non-
obvious.
- Marcus Aurelius
#REworkflow
Audience Poll
Who has been a part of a workflow or business process
mapping session?
A) Not Me
B) Yes, lots.
C) Yes, I’ve led them before.
#REworkflow
Reconciliation
Intelligent Design
With
cash?
Yes
No
End
Donor
Branch
Accounting
Donor
Makes
a Gift
Money and/or
Pledge Intent
Received
Write Thank
you card &
Gift is
Entered in
Database
Gifts / Summary
Reports Sent to
Corporate
Receives
Thank
You
Post
Gifts into
GL
Reconcile
and
Deposit
#REworkflow
Gift Entry and Reconciliation
Intelligent Design
Tips for Mapping your Process
• Document regular processes
• Gift Entry, Thank You Letters, Reminders, Etc.
• Start with a clear start and clear end
• Decide on specific process to document
• Consider Moving Parts
• Who starts the process?
• What happens next? Next? Next?
• Then what?
• Look for exceptions to the rule
• What if?
#REworkflow
Intelligent Design
Get Key Stakeholders in the process
• Who should be involved for the specific process?
• Don’t do mapping in a vacuum
• Don’t ask down stream
#REworkflow
Intelligent Design
After Your Map Is Done
• Cause and Effect
• How does step 2 affect step 16
• How does each Monday affect end of month
• Can you revise your process earlier to assist later steps
• Audit key steps on the front end
• Make Continuous Incremental Improvements
#REworkflow
Reconciliation
Intelligent Design
With
cash?
Yes
No
End
Donor
Branch
Accounting
Development Services
Donor
Makes
a Gift
Money and/or
Pledge Intent
Received
Write Thank
you card &
Gift is
Entered in
Database
Gifts / Summary
Reports Sent to
Association
Thank You
Post Card
Receives
Thank
You
Post
Gifts into
GL
Reconcile
and
Deposit
#REworkflow
Gift Entry and Reconciliation
Sharpen Your Tools
(Configure and Adapt Your Database)
#REworkflow
Men have become the tools of
their tools.
- Henry David Thoreau
#REworkflow
Audience Poll
Who has had to tell someone in your company: “We can’t
achieve that mission critical task because Raiser’s Edge
doesn’t do that.”
A) Not me.
B) Not me, but I hear that all the time.
C) Yes, that’s on my tombstone.
#REworkflow
Batch
Reconciliation
Intelligent Design
With
cash?
Yes
No
End
Donor
Branch
Accounting
Development Services
Donor
Makes
a Gift
Money and/or
Pledge Intent
Received
Write Thank
you card &
Gift is
Entered in
Database
Gifts / Summary
Reports Sent to
Association
Thank You
Post Card
Receives
Thank
You
Post
Gifts into
GL
Reconcile
and
Deposit
#REworkflow
Gift Entry and Reconciliation
Sharpen Your Tools
Batch
• Templates for each key scenarios
Gift Scenario Entry What to send to Association
Office
Batch
Template
Cash/check $$ in
hand
Branch Cash and/or Stamped Checks
in a money bag, Batch Control
Report, Calculator Tape
Annual- Gift
Entry
(Check/Cash)
Pledge Branch Batch Control Report Annual- New
Pledge
Employee Payroll
Pledge
Branch Payroll Deduction Form (sent to
People Services)
Annual- New
Staff Payroll
Pledges
Enter Credit Card
Payment on Open
Pledge
AO Email asking for specified
constituent, pledge, and amount
Annual- Gift
Entry (Draft) #REworkflow
Sharpen Your Tools
Batch
• Batch design choose fields that relate to that scenario
• Set Defaults for 80%-20% rule
• Batch & Control Report’s Multiuse
• Batch # for Thank You’s
• Coversheet for sending to centralized accounting
• Batch # for Posting Using Export
#REworkflow
Sharpen Your Tools
Drill down
Strategy
Strategy Type
Branch
Campaign Annual Campaign
North Rutherford
YMCA
Events
5k
Sponsors Registrants
Golf Tournament
Sponsors Teams
Staff
Area Record Type
Campaign
Fund
Appeal Category
Appeal
Package
Annual2014
NRAnnual2014
#REworkflow
Sharpen Your Tools
Record Types, Fields and Attributes
• Hierarchy of Campaigns, Funds, Appeals and Packages
• “Limit Data Entry To Only…” Checkbox
• Horizontal Grouping Using Code Tables
• Categories and Attributes
#REworkflow
Campaign
Fund
Appeal
Package
Appeal
Fund
Appeal Appeal Appeal
Package
Package
Sharpen Your Tools
Checking for Data Integrity
• Query
• Gifts Entered Outside of Batch
• Gifts without an appeal
• Gifts date added less Last Week Where
Acknowledgement = Not Acknowledged
• Gifts date added less than this month where GL
Post Status = Not Posted
• Constituents with Reminder Pledge with
Balance but no address
• Appeals without a category
• RE:Queue
#REworkflow
Sharpen Your Tools
Query
• Ask Parameter
• Standardize for mass re-use
• For Reports and Lists Using Funds
ID Description Category Attributes NRAnnual2012 North Rutherford
Family YMCA 2012 Annual North Rutherford Family
YMCA (Branch) DTAnnual2014 Downtown District
YMCA 2014 Annual Downtown District YMCA
(Branch) NRAnnual2013 North Rutherford
Family YMCA 2013 Annual North Rutherford Family
YMCA (Branch) NRAnnual2014 North Rutherford
Family YMCA 2014 Annual North Rutherford Family
YMCA (Branch) NorthRuthExpan North Rutherford
Expansion Capital North Rutherford Family
YMCA (Branch)
#REworkflow
Sharpen Your Tools
Query
• Fund -> Attributes: Specific Attributes: Branch ->
Description = <Ask>
Fund -> Category: Annual
Layer on Date Added or Gift Amount Size or
Acknowledged
#REworkflow
Sharpen Your Tools
Query
• For reports and lists using Appeals
• Appeals -> Category = <Ask>
Appeals -> Associations Fund -> Fund ID = <Ask>
Layer on Campaign Id or Gift Date, etc.
ID Description Category Staff-NR2014 Staff Gifts (NR 2014) Staff
Board-NR2014 Board Gifts (NR 2014) Board
5K-NR2014 Lambert-Dillard Memorial 5k (NR 2014) Events
Board-DT2014 Board Gifts (DT 2014) Board
Golf-NR2014 Golf Tournament (NR 2014) Events
#REworkflow
Reconciliation
Intelligent Design
With
cash?
Yes
No
End
Donor
Branch
Accounting
Development Services
Donor
Makes
a Gift
Money and/or
Pledge Intent
Received
Write Thank
you card &
Gift is
Entered in
Database
Gifts / Summary
Reports Sent to
Association
Thank You
Post Card
Receives
Thank
You
Post
Gifts into
GL
Reconcile
and
Deposit
#REworkflow
Gift Entry and Reconciliation
Sharpen Your Tools
• For creating thank you letters from Batch #
#REworkflow
Sharpen Your Tools
• For creating post cards for association wide thank you
#REworkflow
Sharpen Your Tools
Reports
• Pivot on Categories and Attributes
#REworkflow
Agenda Rewind
• Objective Perspective
Focusing on Outcomes and Impact
• Intelligent Design
Designing Your Workflow
• Sharpen Your Tools
Configure and Adapt Your Database
#REworkflow
Thank You!
#REworkflow
#REworkflow
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