align your workflow in the raiser's edge for maximum impact

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


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


• 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


• 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


Our Stakeholders

• Senior Level Team

• Branches

• Centralized Support

• Accounting

Senior Team

Branches

Centralized Support

Accounting

#REworkflow


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


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


• Stakeholders

• Centralized Support (Financial Development)

• Operations

• Pledge reminders each month

• Organization wide acknowledgement

Senior Team

Branches

Centralized Support

Accounting

#REworkflow


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


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 &

mail

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 &

mail

Gift is

Entered in

Database

Gifts / Summary

Reports Sent to

Association

Mail

Thank You

Post Card

Receives

Thank

You

Post

Gifts into

GL

Reconcile

and

Deposit

#REworkflow


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


Donor

Makes

a Gift

Money and/or

Pledge Intent

Received

Write Thank

you card &

mail

Gift is

Entered in

Database

Gifts / Summary

Reports Sent to

Association

Mail

Thank You

Post Card

Receives

Thank

You

Post

Gifts into

GL

Reconcile

and

Deposit

#REworkflow


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


YMCA (Branch) NRAnnual2014 North Rutherford


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

Mail

Mail

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 &

mail

Gift is

Entered in

Database

Gifts / Summary

Reports Sent to

Association

Mail

Thank You

Post Card

Receives

Thank

You

Post

Gifts into

GL

Reconcile

and

Deposit

#REworkflow


Sharpen Your Tools

Mail

• For creating thank you letters from Batch #

#REworkflow

Sharpen Your Tools

Mail

• 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

Don’t forget to complete

a session survey!

Each completed survey enters you into a drawing to win a

complimentary registration to bbcon 2015 in Austin, Texas*.

*Blackbaud reserves the right to change or withdraw this promotion at any time, without advance notice. Promotion has no cash value and may not be

exchanged, applied to, or combined with any other offer.

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