10th Anniversary 1999 - 2009

“Implementing a Dynamic Management Reporting

Environment”

General Announcements:

Please turn off all cell phones/pagers If you must leave the session early, please

do so as discreetly as possible Please avoid side conversations during the

session Questions will be answered …..

Thank you for your cooperation

Agenda

Introduction

Management Reporting Challenge

Solution Approach

Lessons Learned & Next Steps

Q & A

Introduction

Lehigh University Private Institution located in Bethlehem, PA About 4800 undergraduates, 2000 graduates Finishing up $500 million campaign Multi dimensional fundraising operations

Annual Fund, Colleges, Regions, Athletics, Arts Center, Special Projects

About 30 – 33% alumni participation annually Very active Alumni Association (became part of

Advancement in 2008) Tom Chaves

Director of Advancement Services Background with Banner

Management Reporting Challenge

New VP, New Goals Prospect pool to double for next campaign Drive to a $100m/year fundraising

organization Accountability at all levels Move fundraising initiatives to be ‘unit’ focused

(e.g. college, regions)

Management Reporting Challenge

What was needed . . . Information to understand the prospect pool, how to

forecast, and how to know what we raised and who should get credit

Need it by college, unit, region, constituency, etc. Needed to be usable by management (new AVP of

Leadership Gifts was key stakeholder) Dynamic access to information and not have to request

every time

What existed . . . Lots and lots of static lists SQL reports and excel lists Lots of requests and people waiting

Management Reporting Challenge

What we didn’t have A truly defined and understood process

for prospect management Consistent terminology usage How to credit gift officers consistently in

Banner Standard information requests by area

(major gifts, principal gifts, corporate, planned giving, annual fund)

Any real reporting tool

Solution Approach Gather & Confirm Requirements

Met with AVP of Leadership Gifts and Prospect Management weekly

Prospect Management process was being defined by external consultant and we were determining how to manage it with Banner

Need to grow prospect pool and then manage them and results

Determine Outcomes Discovery Tool Managing the Pipeline (Forecasting) Results by Unit, Gift Officer Coordinating with VP Dashboard

Solution Approach

Prototype Data from Banner (goals, successes) Use Excel Pivot Tables for flexibility Direct ODBC access to Banner (where

possible) Daily Refresh by Prospect Management Make available to gift officers and

management without requests to Advancement Services

Solution Approach

Prototype – Define the process flowStep 1: Discover

New Prospects

Step 2: Manage Prospect

Pool

Step 3: Tracking/MeasuringGift Officer Success

Step 4: Tracking/Measuring

Fundraising Success

Solution Approach

Prototype Step 1: Discovery Tool

Solution Approach

Prototype Step 1: Discovery Tool

Solution Approach

Prototype Step 2: Prospect Pipeline

Solution Approach

Prototype Step 3: Gift

Officer Summary

Solution Approach

Prototype Step 3: Gift Officer Summary

Solution Approach

Prototype Step 4a: Financial Results by Unit

Solution Approach

Prototype Step 4b: VP Dashboard

Solution Approach

Review & Test Identify some key users and management to

test (both formally and informally) Rollout & Training

By group and then offer one-off training when needed/appropriate

Checking in Periodically

Lessons Learned & Next Steps

Lessons Learned Summary & Detail to support Proactive Communication & Coordination Documentation & Training Drive decisions (don’t wait!) Don’t Assume ANYTHING

Next Steps See how current delivery can be enhanced by

Argos reporting tool Check in from time to time if it’s working

Q & A

Tom Chaves

Director of Advancement Services

Lehigh University

tchaves@lehigh.edu

610-758-6362