performance management: moving beyond moves management
DESCRIPTION
Performance Management: Moving Beyond Moves Management . CCAE 2009 “Hidden Treasures” June 7, 2009 1:30 pm – 2:45 pm Roger Trull , Vice President, University Advancement, McMaster University Nicole Nakoneshny , Senior Consultant, KCI Philanthropy - PowerPoint PPT PresentationTRANSCRIPT
Performance Management: Moving Beyond Moves Management
CCAE 2009 “Hidden Treasures” June 7, 20091:30 pm – 2:45 pm
Roger Trull, Vice President, University Advancement, McMaster UniversityNicole Nakoneshny, Senior Consultant, KCI PhilanthropyJohn McKay, Director, Advancement Services, McMaster UniversityCathy Collins, Associate Director, Research, McMaster UniversityPaul Grossman, Associate Director, Gift Planning, McMaster University
Agenda
• Why performance metrics - Roger• KCI methodology – Nicole• McMaster’s experience implementing
the program - John• A managers perspective - Paul• Next steps – Cathy• Other examples - Nicole
Why Performance Metrics?
Why Performance Metrics?• $ 400 M Capital Campaign• Broadening our base of support• Addition of International Advancement Team• Communications amongst a larger team• Accountability – good business practice• Needed to accommodate wide variety of stakeholders ..
Staff themselves, supervisors, board, cabinet volunteers, internal university audiences
University Advancement
Our Vision
• First and foremost, system driven• Transparency• Ease of use – everyone should be able to run their
own reports• Accommodate need for both “the big picture” and
detailed reporting
KCI’s Methodology • Project undertaken in 2006• Research• Survey of peer institutions in Canada• Examination of McMaster’s current program• Develop program incorporating best
practices and fulfilling McMaster’s objectives
KCI’s Survey Findings• 5 peer Canadian institutions
– Universities and hospital foundations• Results demonstrated that performance targets
important management tools and use increasing• As opposed to US, practice was still in its infancy in
Canada• Number of best practices identified
– Include numerous performance metrics– Built in flexibility– Include rewards– Management, coaching and mentoring crucial to
success
McMaster’s Starting Point• Many strengths
– Comfort level with performance targets– Strong visit culture– Teamwork highly valued– Strong support from Research Department
• A number of challenges– Quality of personal visits– Definition of roles and expectations– Quality of prospects– Urgency around closing gifts– Single performance metric
Guiding Principles
1.Ultimate goal is to Maximize dollars raised2.Activities lead to results3.What gets measured, gets done4.The program must be comprehensive, but not
cumbersome
Recommendations
• Roles and definitions• Management, coaching and mentoring• Responsibility, accountability and
rewards• Fundraising support• Work environment
Metrics and goals.
Reports.Staff Member July 01, 2006 to June 30, 2007
37 74.6%
19
$19,730,003 $901,600
Number %1 1%
60 50%34 28%19 16%
7 6%121 100%
0
Cultivation 12024
VisitsIdentification
FINANCIAL ACHIEVEMENT
Gifts Received Requests Outstanding
(Counted above)
80StageNo Active Proposal
GIFT REALIZATION
Confirmed Planned Gifts
Total
Extra Stages
Solicitation
This report is the intellectual property of McMaster University. It may not be used, reproduced or modified in any way without credit being given to McMaster.
Other Stages
$901,600
ACTIVITY ANALYSIS
$547,500 $130,000
51Solicitations to Date
PORTFOLIO ANALYSIS
April 17, 2008
121Portfolio Size
Realization Rate:
Actual
Annual Solicitation Target
Declines and Drops:
18
Target
# of Gifts# of Gifts
Visits Setup For Someone Else 0 6
Suspect Identification9766
Activity
$-
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
Jul-06 Aug-06 Sep-06 Oct-06 Nov-06 Dec-06 Jan-07 Feb-07 Mar-07 Apr-07 May-07 Jun-07
Results (Cumulative) Goal
$-
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
Amount Requested Amount Received
$-
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
Amount Requested
PERFORMANCE REPORT
$-
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
Amount
The basisPerformance Management Report
Our objectives• System driven (not Advance specific)
• Easy
• Accommodate need for both “the big picture” and detailed reporting
Inputs
1. Web contact report2. Proposal3. Integrity report
1. Web contact report
2. Proposal - where it all comes from
3. Integrity Report
3. Integrity Report
Outputs
1. Universal report2. Goals report
1. Universal Report
Universal report
2. Goals Report
Staff Member July 01, 2006 to June 30, 2007
37 74.6%
19
$19,730,003 $901,600
Number %1 1%
60 50%34 28%19 16%7 6%
121 100%
0
Cultivation 12024
VisitsIdentification
FINANCIAL ACHIEVEMENT
Gifts Received Requests Outstanding
(Counted above)
80StageNo Active Proposal
GIFT REALIZATION
Confirmed Planned Gifts
Total
Extra Stages
Solicitation
This report is the intellectual property of McMaster University. It may not be used, reproduced or modified in any way without credit being given to McMaster.
Other Stages
$901,600
ACTIVITY ANALYSIS
$547,500 $130,000
51Solicitations to Date
PORTFOLIO ANALYSIS
April 17, 2008
121Portfolio Size
Realization Rate:
Actual
Annual Solicitation Target
Declines and Drops:
18
Target
# of Gifts# of Gifts
Visits Setup For Someone Else 0 6
Suspect Identification9766
Activity
$-
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
Jul-06 Aug-06 Sep-06 Oct-06 Nov-06 Dec-06 Jan-07 Feb-07 Mar-07 Apr-07 May-07 Jun-07
Results (Cumulative) Goal
$-
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
Amount Requested Amount Received
$-
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
Amount Requested
PERFORMANCE REPORT
$-
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
Amount
Goals Report
Other detail reports resulted from this;
Financial Achievement detailDecisions Pending detail etc
For a managers perspective (over to Paul)
Reports as Management ToolsUniversal Report and Goals Report
• Informed by annual goals
• Frequency of use with team members – weekly– Encourages regular updating of prospect information as well as
comfort with reports themselves
• Speaks to both current and future giving
• Reports evolve over the course of the year as prospects are brought through different stages of donor cycle
1. Universal Report
• Prioritization of prospects – Top 30 prospects
• Prospect strategies
• Timing
2. Goals Report
• Financial achievement to date against goal• Assessing activities
– Visits– Solicitations
• Portfolio analysis– Overall size
• Balance of prospect in different stages of donor cycle
Performance Management Report
Visits and Dec Pending
Need to be able to see the whole development team- for an individual, would use Performance Management Report, but wanted to see the bigger picture of what the entire team had upcoming
Wanted to see a little more detail - 3 month plan going forward, as opposed to PMR which looked backward
Visits and Dec Pending
Goalper
month
Dec Pending before October 31, 2008
Sol in Prog before October 31, 2008
Staff 1 1 $5,000,000Staff A 3Staff B 10 9 1Staff C 18 4 $100,000 $3,085,007Staff D AD 10 4 1 $130,000 $426,000Staff E PGO 15 5 2 2 $325,000Staff F PGO 15 1 $255,000 $4,500Staff G PGO 15 10 1 $1,000,000 $525,000Staff H PGO 15 10 $790,000 $2,625,000Staff I PGO 0 1 $250,000Staff J PGO 15 5 1 $300,000Staff K PGO 20 6 $101,000Staff L PTL 15 8 1Staff M SDO 15 3 1 $2,250,000Staff N SDO 10 3 $15,000 $4,500Staff O SDO 15 4 $75,002 $25,001Staff P SDO 0 1Staff Q DO 8 6 $25,000Staff R DO 15 $95,000 $150,002Staff S DO 15 5Staff T DO 15 7Staff U Ath 0Staff V FAO 0 2 $1,550,000 $22,000Staff W FAO 0 1 $125,000
Total 91 6 0 $6,911,002 $12,342,010Goal * 241 241 241 241 $30,000,000 $60,000,000
% of Goal 37.76% 2.49% 0.00% 23.04% 20.57%
Oct-08 Nov-08Sep-08
Chart of Standards
# Cumulative Percentageof Gifts Amount Total Total of Goal
1 $25,000,000 $25,000,000 $25,000,000 13%
1 $15,000,000 $15,000,000 $40,000,000
3 $10,000,000 $30,000,000 $70,000,000
3 $7,000,000 $21,000,000 $91,000,000
4 $5,000,000 $20,000,000 $111,000,000 59%
12 $2,000,000 $24,000,000 $135,000,000
21 $1,000,000 $21,000,000 $156,000,000
20 $500,000 $10,000,000 $166,000,000
42 $250,000 $10,500,000 $176,500,000
50 $100,000 $5,000,000 $181,500,000
70 $50,000 $3,500,000 $185,000,000 98%
75 $25,000 $1,875,000 $186,875,000
125 $10,000 $1,250,000 $188,125,000
TOTALS $189,000,000 100%
Dynamic Chart of Standards
Dynamic Chart of Standards Objective: $189,000,000
# Cumulative Percentage Pledges/Dollars Addt. Gifts Addt. Pros Prospects Addt. prospectsof Gifts Amount Total Total of Goal recvd required required identified to find
1 $25,000,000 $25,000,000 $25,000,000 13% $25,000,000 0 0 1 (1)
1 $15,000,000 $15,000,000 $40,000,000 $15,000,000 0 0 2 (2)
3 $10,000,000 $30,000,000 $70,000,000 $20,000,000 1 2 3 (1)
3 $7,000,000 $21,000,000 $91,000,000 3 9 1 8
4 $5,000,000 $20,000,000 $111,000,000 59% $6,000,200 3 9 4 5
12 $2,000,000 $24,000,000 $135,000,000 $14,000,000 5 15 15 0
21 $1,000,000 $21,000,000 $156,000,000 $12,298,936 9 44 70 (26)
20 $500,000 $10,000,000 $166,000,000 $6,310,988 7 37 41 (4)
42 $250,000 $10,500,000 $176,500,000 $5,467,244 20 101 92 9
50 $100,000 $5,000,000 $181,500,000 $6,136,886 0 0 801 (801)
70 $50,000 $3,500,000 $185,000,000 98% $3,019,746 10 29 124 (95)
75 $25,000 $1,875,000 $186,875,000 $1,883,584 0 0 370 (370)
125 $10,000 $1,250,000 $188,125,000 $1,783,578 0 0 859 (859)
TOTALS $189,000,000 100% $116,901,162Dollar value of identified prospectsTotal value of prospects needed and additional dollar of prospects needed ($114,755,542)
This chart is the intellectual property of McMaster University, and may not be reproduced or adapted in any w ay w ithout prior authorization,
and credit provided to McMaster.
last updated: September 22, 2008 cc
$359,640,000$244,884,458
Stage Aging Report
Summary Report for each fundraising staff person
Shows all prospects by stage codeEx. 0 – Assigned, not yet contactedID, Name, Stage, # of days in Stage, # of days
assigned
Stage Aging Report
Pipeline ReportLooking forward on a macro basis, is there sufficient activity in
progress to ensure campaign success
Pipeline Report
Solicitation Pipeline Report- Decision Pending Benchmark
$0
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
31-J an-07
30-Apr-07
31-J ul-07
31-Oct-07
31-J an-08
30-Apr-08
31-J ul-08
31-Oct-08
31-J an-09
30-Apr-09
31-J ul-09
31-Oct-09
31-J an-10
30-Apr-10
Dates
Decisions PendingBenchmark
Actual Decisions Pending
Solicitation Pipeline Report - Solicitations in Progress
$0
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
31-J an-07
30-Apr-07
31-J ul-07
31-Oct-07
31-J an-08
30-Apr-08
31-J ul-08
31-Oct-08
31-J an-09
30-Apr-09
31-J ul-09
31-Oct-09
31-J an-10
30-Apr-10
Dates
Solicitations in Progress Benchmark Actual SIP
Solicitation Pipeline Report - Cultivations in Progress
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
$140,000,000
$160,000,000
31-J an-07
30-Apr-07
31-J ul-07
31-Oct-07
31-J an-08
30-Apr-08
31-J ul-08
31-Oct-08
31-J an-09
30-Apr-09
31-J ul-09
31-Oct-09
31-J an-10
30-Apr-10
Dates
Cultivation in Progress Benchmark Actual CIP
Solicitation Pipeline Report - Contacting
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
$140,000,000
$160,000,000
31-J an-07
30-Apr-07
31-J ul-07
31-Oct-07
31-J an-08
30-Apr-08
31-J ul-08
31-Oct-08
31-J an-09
30-Apr-09
31-J ul-09
31-Oct-09
31-J an-10
30-Apr-10
Dates
Contacting Benchmark Actual Contacting
Solicitation Pipeline Report - Assigned, Not Contacted
$0
$50,000,000
$100,000,000
$150,000,000
$200,000,000
$250,000,000
31-J an-07
30-Apr-07
31-J ul-07
31-Oct-07
31-J an-08
30-Apr-08
31-J ul-08
31-Oct-08
31-J an-09
30-Apr-09
31-J ul-09
31-Oct-09
31-J an-10
30-Apr-10
Dates
Assigned, Not Solicited Benchmark ANS Actual
Solicitation Pipeline Report - Actual Dollar Benchmarks
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
$140,000,000
$160,000,000
$180,000,000
$200,000,000
31-J an-07
30-Apr-07
31-J ul-07
31-Oct-07
31-J an-08
30-Apr-08
31-J ul-08
31-Oct-08
31-J an-09
30-Apr-09
31-J ul-09
31-Oct-09
31-J an-10
30-Apr-10
Date
Dollar Benchmark Actual Gifts/Pledges In
Pipeline ReportSolicitation Pipeline Report- Decision Pending
Benchmark
$0
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
31-J an-07
30-Apr-07
31-J ul-07
31-Oct-07
31-J an-08
30-Apr-08
31-J ul-08
31-Oct-08
31-J an-09
30-Apr-09
31-J ul-09
31-Oct-09
31-J an-10
30-Apr-10
Dates
Decisions PendingBenchmark
Actual Decisions Pending
Solicitation Pipeline Report - Actual Dollar Benchmarks
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
$140,000,000
$160,000,000
$180,000,000
$200,000,000
31-J an-07
30-Apr-07
31-J ul-07
31-Oct-07
31-J an-08
30-Apr-08
31-J ul-08
31-Oct-08
31-J an-09
30-Apr-09
31-J ul-09
31-Oct-09
31-J an-10
30-Apr-10
Date
Dollar Benchmark Actual Gifts/Pledges In
Another example.
Status
comments on this activity entered directly here
comments on this activity entered directly here
COMMUNICATIONSSPONSORSHIPSPROGRAM SUMMARY
Description of activity entered directly here
FINANCIAL OVERVIEW
Donor Stew ardship
comments on this activity entered directly herecomments on this activity entered directly herecomments on this activity entered directly herecomments on this activity entered directly here
OVERALL SUMMARY
comments on this activity entered directly herecomments on this activity entered directly herecomments on this activity entered directly here
STRATEGIC PRIORITIESActivity Status CommentsDescription of activity entered directly hereDescription of activity entered directly hereDescription of activity entered directly hereDescription of activity entered directly hereDescription of activity entered directly hereDescription of activity entered directly here
on trackDescription of activity entered directly hereDescription of activity entered directly here
not yet commenceddelayedcomplete
on trackDescription of activity entered directly here
Area
Donor Recognition
on trackcomments on this activity entered directly here
ENDOWMENT FUND
MAJOR GIFTS (pledges) MEMBERSHIP/ANNUAL FUND
on trackon trackdelayedon track
Web Presence
Media Coverage
00.20.40.60.8
11.2
1
0
1
2
1
#REF! #REF!
00.20.40.60.8
11.2
1
$2.2$2.5
$2.0
$-
$0.5
$1.0
$1.5
$2.0
$2.5
$3.0
$3.5
$4.0
$4.5
2006-07 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14
Rev
enue
(m
illion
s $)
Revenue Result Revenue Goal
$2.2 $2.5$2.0$-
$20.0
$40.0
$60.0
$80.0
$100.0
$120.0
2006-07 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 2013-14
Am
ount
(milli
ons
$)
Current Endow ment Endow ment Goal
$2.0
$- $-
$1.0
$4.0
$- $-$1.0
$-
$1.0
$2.0
$3.0
$4.0
$5.0
$6.0
$7.0
J un-09 Sep-09 Dec-09 Mar-10
Pled
ges
(milli
ons
$)
Results (Endowments)Results (Projects)Goal (Cumulative)
$1.3
$- $-
$0.5
$0.7
$- $-$0.5
$-
$0.5
$1.0
$1.5
$2.0
$2.5
$3.0
J un-09 Sep-09 Dec-09 Mar-10
Results (Memberships)Results (Annual)Goal (Cumulative)Last Year (Cumulative)
$2.0
$- $-
$0.5
$1.0
$- $-
$1.0
$-
$0.5
$1.0
$1.5
$2.0
$2.5
$3.0
$3.5
J un-09 Sep-09 Dec-09 Mar-10
Results (In-Kind)Results (Cash)Goal (Cumulative)
Questions
The Campaign for McMaster UniversityThe Campaign for McMaster University