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PASSHE 2011 Session on Moves Management in The Raiser's Edge, given by Molly Maple.
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1
RAISER’S EDGE TIPS & TRICKS FOR MOVES MANAGEMENT
Molly Maple
Senior Solutions Engineer
@blondegeek
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FIRST, OUR OBJECTIVES
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OBJECTIVES
Identify Raiser’s Edge tools helpful in managing prospective donors from identification to cultivation and solicitation.
Use Actions and Action Tracks to facilitate all contact and activity surrounding constituent contact.
Track the effectiveness of your actions using reporting tools.
View action reminders on your Home Page.
Enable stewardship through ongoing communications.
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THE BIG PICTURE
Annual giving participation and giving societies
Capital campaigns and endowment projects
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INTRODUCTION
Moves:
Coordinated, Constituent-Centric Activities™ that build relationships and raise money in support of your mission
Moves Management:
The strategic planning and execution of moves to improve results over time
- Empowers staff to act strategically
- Builds and manages a prospect pipeline
- Guides moves and analysis
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IDENTIFICATION
Identify prospects From the database From prospect research From development officers
Create constituent record if new
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IDENTIFICATION – USING THE DATABASE
Queries
Reports Analytical Demographic/Statistical Profiles
Screening and modeling
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DATA FIELD
Personal Family/friend info Individual relationships
Work history, religious/community involvement Organization relationships
Education history Education relationships
Wealth/giving info, ratings, status Attributes, Notes
Pictures, articles, proposals, etc. Media
Prospect Status/Classification Attributes
Gifts to Other organizations Notes, Org. Relationships
PROSPECT RESEARCH
Enter research findings into appropriate RE fields (more than just Notes!)
If using RE:Search, track with Prospect tab When research is complete, update Moves Stage on the record
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RESEARCH FINDINGS
Attributes Relationships
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RESEARCH FINDINGS – CONT’D
Notes Media Prospect
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QUALIFICATION
1. Confirm prospect’s likelihood/capacity
2. Move to Cultivation stage, if applicable; mark record
3. Assign solicitors and solicitor goals
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ASSIGNING SOLICITORS
1. On solicitor’s constituent record: Mark as solicitor
2. On prospect’s record: Add assigned solicitor as relationship
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CULT IVAT ION
Determine strategy and set up corresponding actions in The Raiser’s Edge
Update constituent record as information changes or with new information
Add and modify actions to refine strategy
Use dashboards/reports for actions and proposals
Set up home page to help you stay on track
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MANAGING MOVES WITH ACTIONS
Maintain a history of “touches” with your constituents;
Becomes tickler file for upcoming touches
Follow-up actions can be prompted to occur
Combine actions for a group of constituents into a track
Add actions to multiple constituents at once
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THE ACTION RECORD
Linked to constituent record
Accessible from constituent record or Records page
Action category determines specific fields on record
Set up reminders
Mark actions completed
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VIEWING ACTIONS/REMINDERS
Constituent Record At-a-glance view of all
actions for a constituent
Home page One-stop destination Create workflows for your
moves program
Dashboard Auto-remind feature alerts of
upcoming actions (Action Reminders panel)
Oversight into staff activities
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ACTION TRACKS
Schedule Lunch Meeting to present proposal
Assigned solicitor calls donor to gauge interest
Mail Campaign brochure
Send Mailing - inquiry
Donor is interested
Donor is NOT interested
String together single actions to engage a moves strategy
Next action can be generated in two ways: Completion of previous action
(i.e. marked completed) Outcome of previous action
Create tracks for differing groups and reuse as appropriate: Annually Renewal cycle By appeal…
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FINDING ACTION TRACKS
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ANATOMY OF AN ACTION TRACK
Name
Actions
Action Summary Info: Conditions Solicitor(s) Priority Status
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ACTION TRACKS PROCESS
Define Track Name Determine workflow (plan this out on paper) Add actions to Track (build the action workflow) Configure reminders
Assign (entire or part of) track to one or more constituents. Select: Track to assign Constituent(s) Actions and date Options
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ADDING ACTIONS TO A TRACK
Add each action individually: General Conditions* Attributes Notes
*unique to action tracks
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CREATING AN ACTION WORKFLOW
Similar to Action Record previously seen but: Conditions must be set No Action Date on General tab; Date is based upon condition
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CONDITIONS
Create action upon: Assigning the track?
(Independent Actions) Completion of another
action? (query)
(Dependent actions)
Set Action Date as: Date of creation Specific date
Independent action
Dependent action
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Action queries are the key Group Actions (not Constituents) Provide fully configurable options
Build dependencies around: Whether an action has been
completed Whether there is “interest” Status code of the action Any action field
DEPENDENT ACTIONS
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ASSIGNING ACTION TRACKS
Step 1: Which track and to whom? Step 2: Which action and when? Step 3: Options
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THE TRACK IN ACTION: FIRST STEP
Assigning the Action Track automatically schedules the first step(s)
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Fulfill the requirements of the dependencies (mark completed, etc.)
THE TRACK IN ACTION: COMPLETING A STEP
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Based on the workflow, new Action(s) are scheduled
THE TRACK IN ACTION: OUTCOME OF A STEP
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TRACKING PROGRESS
Action reports Action Detail Action Summary Tickler
Home Page Dashboard
Constituent Action ListSolicitor Action ListAction RemindersAction Query
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S OL IC ITAT ION When cultivation is complete, change Status (i.e. Solicitation)
Update solicitation action/proposal Make ask A “Yes”
Update action Update proposal Add gift, linked to proposal Continue with Stewardship stage
A “Maybe” Change status (e.g. Negotiation) Add necessary actions Update proposal
A “No” Update actions Update proposal Change Status (e.g. Dropped) Determine next steps with prospect
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STEWARDSHIP
AcknowledgementsSet up mailings for specific stewardship groups Mail individual constituents as gifts arriveUse Quick Letters for speedy acknowledgmentsConsider Honor Roll of Donors/Annual Report
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BUILD A CULTURE OF RESPONSIVENESS
Establish additional tracks for stewardshipRe-use the same concepts for
ongoing tracksBuild assignments and notifications
Mark “Prompt for follow-up”User option is configurable for staffAutomatically prompts the staff
member to schedule the next call or meeting when finishing one
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SUMMARY
Moves Management refers to managing your steps Move prospects or donors from one level to the next Use action records to record these moves
Tools can help you identify your next prospects Queries Reports Be sure to document where each one is every step of the way
Always track research findings in the system Prospect tab provides the best consolidated location Notes, Media, Relationships, and Attributes are also options
Track staff activity Assign solicitors and solicitor goals Action reminders help everyone stay on track and meet their goals
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SUMMARY
Action tracks provide efficiency Assign them to build a process or enforce rules Actions can be independent and dependent Use Action Queries to create dependent actions based on a change in status
or outcome from a previous action Monitor success
Ensure that everyone has the right dashboards Utilize reports to monitor key performance indicators
Build a culture of Stewardship Use a variety of mail functions to accomplish donor acknowledgments Craft stewardship tracks