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Transcript of Fundamentals of
What is the data system for?
What records does it hold?
Need a written policy with buy-in from the top.
Procedures and how to guides ensure data consistency
Quick guide on how to find records and what information is where
How to guides on, eg changing an address
Management guides on importing data, entering gifts, setting up events
Who can see what records?
Who can change details?
Who can create and run reports?
Who can add donations?
Who can delete data?
Who can see confidential information?
Getting Data in
Student data system to alumni data system - how does this work?
Learn to love your student data team. Can they help with address quality?
Mine your student data system.
We pull across information on:
scholarships & prizes
as well as phones and emails
Can you use import tools, eg ImportOmatic for Raiser's Edge?
Prepare your database
Document policies and procedures
Train your users
Befriend your student data team
Quality check what goes into your database
Understand your gifts and donors
Make reporting easy, use available tools
Love your data!
Data Systems - A Journey
Break out session
- Alumni & Fundraising Operations Manager
- Database Officer
Managing Data - personal information
Segmentation – who is on your database and why are they there?
Name/title/suffix changes – address your alumni correctly
Addresses – update new address and process gone aways
Email management – use preferred email addresses for bulk communication
Phone numbers – home vs mobile
Communications - sent and received
Employment details - track career progression and to assist employability. Data can be obtained from DLHE, LinkedIn, surveys etc.
Monthly cleaning checks to maintain data quality and inform training
getting data out
Garbage in garbage out - getting information out is dependent on how it goes in; consistency, coding.
Set up standard queries and exports to ensure mailing lists come out consistently.
Data analysis - making it work for you
What are your key KPIs?
Ask your team. Build slowly. Statistics need to be user friendly.
We use Raiser's Edge reports, Crystal Reports and Excel, other tools are
Introduction to the Development office at Kent
Access to Data
Getting data in
5 FTE - Development & Alumni
2.8 FTE - Major gift fundraisers
5 FTE - Corporate Events
4.2 FTE - Alumni & Fundraising Operations
7 FTE - 50th Anniversary and office support
140,000 alumni records
£1.5m raised in 2013/14
50th Anniversary this year
Importing from student data system - when they start or when they finish?
Access to Data
Access Levels for users
Level 1 - Read only
Level 2 - Basic
Level 3 - Medium
Level 4 - High (Development office only)
Only supervisors can delete records
or add to tables
All new users get an induction session,
then follow up after one month.
Sign up to policies, procedures and data
User group receives regular updates, eg on upgrades, new How to guides.
1. Data Governance and access
2. Getting data in
3. Managing data - basic
4. Managing data - gifts
5. Managing data - prospects
Share ideas, experiences, issues
Please choose a person to feedback at the end:
2 ideas you will take back to your colleagues next week
2 issues you want to raise with the other groups
% alumni giving
# alumni attending events
% in touch alumni
% gone away alumni
Alumni figures for key geographical areas
# active donors YTD
# donors in last 12 mths, 24 mths
New vs Lapsed Donors YTD
Total number & amount of gifts
Prospect pipeline figures
Development Services/Operations team workload
Managing Data -
Code your gifts for management information, logical analysis, easy reconciling between finance system (Agresso) and database, donor recognition reporting and prospect reporting
At Kent we code our gifts by: Campaigns – Funds – Appeals
Our Funds are coded the same as our Finance system.
Essential information to record:
Gift type (cheque, BACS, direct debit, standing order, cash etc)
Cheque/voucher/ reference number
Paying in/docket number
Gift date and amount
Gift Aid – declaration dates, type of declaration,
Keep paper and electronic copy of individual gift aid declarations for internal/external audit
Ensure data entry accuracy and consistency by carrying out regular cleaning checks.
Major Gifts need their own data management processes.
Managing Data - Prospect Management
Set up database with uniform coding and terminology.
Set up prospect cycle and classifications on database.
Track prospect movement through fundraising cycle.
Cold to the university
Warm to the university
MGO contact and donation
MGO contact and no donation