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Gremlins in your Raiser’s Edge Database PRESENTED BY Jeff Gignac, CFRE, bCRE-Pro Do not feed your Raiser’s Edge after midnight

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I promise to remove one Gremlin from my database before Raiser’s Edge NXT is released #npConnect @jeffgignac

2 #bbcon

Tweet this now

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JEFF GIGNAC, CFRE, BCRE-PRO

President of JMG Solutions since 1998 Started consulting with RE in 1992 Earned CFRE in 2002 Earned Raiser’s Edge Associate Certification 2013

and Professional Certification in 2014 Frequent speaker, author and professor at Humber

College Over 700 client projects Leads a team helping clients use databases and

technology better and more effectively JMG Solutions is a Blackbaud Partner JMG Solutions Super Importer and Exporter import

plug-in in Blackbaud Marketplace

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AGENDA – LET’S KEEP SCORE TOP 10

1. Have a main constituent code defining the relationship of each Constituent to your organization

2. Standardize Names and Salutations 3. Establish guidelines for proper addressing to meet postal

standards 4. Analyse Campaign, Funds and Appeals 5. Each Constituent touch should be recorded 6. Ensure all possible linking of relationships to constituents is

happening 7. Develop a procedure for Estate records 8. Review Past Due Pledges 9. Check and merge duplicate records 10.Develop a portfolio of standard reports, their criteria, timings

and procedures

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AGENDA – LET’S KEEP SCORE HERE’S 10 MORE… 11.Dashboards 12.Get rid of all Excel Spreadsheets 13.Phone Type in 7.94 14.Add predictive modeling data/scores/analytics 15.Integrate Social Media information 16.Integrate Online Donations / Advocacy 17.Review and set up proper security rights for users 18.Update to the most current version of your software 19.Review your backup schedule 20.Review and set up proper security rights for users

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Integrated contacts database THIRD PARTY

DATABASE

THIRD PARTY

DATABASE

EMAIL

DM PRESS

PR

DRTV

WEB

Recruitment Recruitment

Service Service POST WEB EMAIL PHONE

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HAVE A MAIN CODE DEFINING THE RELATIONSHIP OF EACH CONSTITUENT TO YOUR ORGANIZATION. • Each type of constituent in your database needs to be

coded • Staff, Board Members, Volunteers • Corporations, Foundations, Service Clubs • Do not record something which is derivable • Donor, member, etc. • Edgar Frank "Ted" Codd (Aug 23, 1923 – April 18, 2003) • Know which Constituent Code is the “Primary” • What to do about just regular “Individuals”? • Create code or not?

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STANDARDIZE NAMES AND SALUTATIONS • Do you have standardization standards set for name? • How do you handle the following situations • Signed by known Male name with both names on

cheque/check • Signed by known Female name with both names on

cheque/check • Two names on the cheque/check but no idea who signed • Two same gender names on the cheque/check • Having a standard convention will assist you if there is a

problem

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Case Sub Case Addressee Salutation Married couple

Husband signed cheque

Mr William and Mrs Mary Smith

Mr and Mrs Smith

Wife signed cheque

Mr William and Mrs Mary Smith

Mr and Mrs Smith

Married or cohabiting couple with different last names

Man signed cheque

Mr William Smith and Ms Mary Jones

Mr Smith and Ms Jones

Woman signed cheque

Mr William Smith and Ms Mary Jones

Mr Smith and Ms Jones

2 people at same address Relationship unknown

different last name

Mr William Smith and Mr Fred Derf

Mr Smith and Mr Derf

same last name

Mr William Smith and Mr Henry Smith

Friends

Individual person

Man Mr William Smith Mr Smith Woman Ms Mary Jones

Mrs Mary Jones Miss Mary Jones

Ms Jones Mrs Jones Miss Jones

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ESTABLISH GUIDELINES FOR PROPER ADDRESSING TO MEET POSTAL STANDARDS. • Develop proper procedures for manual

data entry • Ensure external vendors adhere to your

standards • Have your data validated once a year • If an external vendor is used, update your

database • Perform NCOA run at least once a year

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ANALYSE CAMPAIGN, FUNDS AND APPEALS. • Do they line up with your strategic plan? • Do they meet your yearly operating plan? • Do they track information needed for proper

analysis? • Do they fit well into Dashboards? • Does your RE Funds match with Finance? • Do they reconcile? • Are you using Financial Edge?

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EACH CONSTITUENT “TOUCH” SHOULD BE RECORDED • All interactions with a donor / prospect should be

recorded. • newsletters, annual reports, follow-up letters,

etc. • Emails, electronic newsletters • Direct Mail and related segments should be

recorded • How are non asks recorded (annual reports, etc) • Birthday’s, anniversary’s, etc

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6 Degrees of Raiser’s Edge Track as many individual

relationships, as they are discovered

• Spouses, friends, relatives Track as many organizational

relationships • Clubs, churches, synagogues,

subsidiaries • How often do you use the

Relationship tree?

ENSURE ALL POSSIBLE LINKING OF RELATIONSHIPS TO CONSTITUENTS IS HAPPENING

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DEVELOP A PROCEDURE FOR ESTATE (AND DECEASED) RECORDS • Do you record Estates as an individual or

organization? • Do you create a new record or change the

existing? • Develop a procedure / rule for spouses • How are Estates mailed? • Procedure for deceased donors? • Review Deceased option business rules?

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REVIEW PAST DUE PLEDGES • When was the last time past due pledges were

checked? • Review your strategy for past due pledges • Keep an electronic history of reminders sent • Write off old / uncollectible pledges • Develop a strategy to collect • Check with current or former solicitor on status • Contact donor about maybe restarting /

rescheduling

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CHECK AND MERGE DUPLICATE RECORDS • Run a duplicate report once a month • Develop a strategy for minimizing

duplicates • How are duplicates handled with 3rd

parties (online giving, telephone, F2F, etc.) • Use the new Merge tool in 7.93

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7.93 DUPLICATE CONSTITUENT MANAGEMENT TOOL

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7.93 DUPLICATE CONSTITUENT MANAGEMENT TOOL

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DEVELOP A PORTFOLIO OF STANDARD REPORTS, THEIR CRITERIA, TIMINGS AND PROCEDURES. • Which reports are needed by the

Fundraising Department? • Which reports are needed by Finance? • Document which reports are needed when

and by whom • Review report schedules annually

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Online Dashboards

Create a dashboard for real time tracking Dashboard could be in your CRM “Indianapous Museum of Art” has a web based dashboard http://dashboard.imamuseum.org/ Report to your donors online McGill University – Campaign McGill Final Report http://www.mcgill.ca/campaign/by-the-numbers http://www.mcgill.ca/campaign/meet-our-donors Queens University – Advancement News http://www.queensu.ca/advancement/index.html;jsessionid=E1B9F8

15209AAD69BF97EEEA13C0C1D4

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Indianapolis Museum of Art

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GET RID OF ALL EXCEL SPREADSHEETS • Very hard to do but a worthy goal • “Much faster to do in Excel” • With Raiser’s Edge – no real need for Excel • Good as an output tool not an input tool • “Those who track data in Excel care more about

their personal goals than the goals of the organization” – unknown (now Jeff Gignac)

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PHONE TYPES – NEW WITH 7.94 • How many phone types do you have? • Check spelling (Make sure there is a M in Home) • What is your procedure for multiple phone numbers • What is your procedure for multiple email addresses • Are there phone numbers in your phone types field • Start now to clean up and prepare for 7.94 • Contact off address and now off constituent record (like

constituent code) • New Plug-in to clean up phone types • If you are hosted by Blackbaud and on 7.94, get ready

for 7.95 update • If you are self hosted, read the 7.94 Blogs

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Phone Type (new with 7.94)

25 #bbcon

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Phone Type (new with 7.94)

26 #bbcon

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Phone Type (new with 7.94)

27 #bbcon

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ADD PREDICTIVE MODELING DATA/SCORES/ANALYTICS • Have you used an external company to score

your data? • What external data are you using? • Data available different in Canada vs USA • Is that data in your Raiser’s Edge? • How do these scores factor in to your MG / PG /

Annual program? • Will be incorporated into Raiser’s Edge NXT • Stayed for how this will work in Canada

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INTEGRATE SOCIAL MEDIA? Frequently Asked Q’s • How can we / should we integrate

Twitter/Facebook • What about LinkedIn? • Do you have a place to store these in your

Raiser’s Edge? • With 7.94 these will show up under “Link” tab in

phone grid • How else do you take social media information • Question: Who in the audience tracks

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INTEGRATE ONLINE DONATIONS / ADVOCACY • Online Donations should be imported into your

Raiser’s Edge • Easy is using BBNC (Net Community) • Look at implementing Luminate Online for

Advocacy • Automate the process if possible • Import should “de-dup” the data when possible • Any advocacy should be imported as actions

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REVIEW AND SET UP PROPER SECURITY RIGHTS FOR USERS • Establish security procedures to ensure

confidentiality as well as the overall security of your system

• Should be reviewed once a year or when different staff members leave

• Do temp / volunteers have more access than they should?

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UPDATE TO THE MOST CURRENT VERSION OF YOUR SOFTWARE • How often are updates available? • Develop a procedure for applying the updates • What other Blackbaud products may be affected by the

update? Is it compatible with OS & Office? • Review updates to see if patches need to be applied • Who handles the updates • Server based • Cloud / Hosted based • This will all go away with NXT!!

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REVIEW YOUR BACKUP SCHEDULE • Make sure IT are doing the backups • Periodically test a restore of your backup • Try and take a monthly copy off-site • Use a Grandfather, Father, Son rotation if

possible • If “In the cloud”, find out providers backup

schedule • With Blackbaud Hosted, you can request

you own backup

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WHERE DO WE GO FROM HERE? • Start small • Take little successes • Try and break down the “silos” - but it

might take a while • Develop a plan of what you want to

achieve • Start thinking about Raiser’s Edge NXT

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