Advance Web (AW): Basic User Guidemsuaisdstraining.weebly.com/uploads/5/5/2/1/... · Advance Web...

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Advance Web is a database used by University Advancement to store and maintain alumni, prospect, and donor information used for engagement and

fundraising activities at MSU.

Advance Web (AW): Basic User Guide

Adeline Wharton Learning Designer & Instructor

Advance Web Basics User Guide

1 Advance Web Basics User Guide: AW101_Intro_ 2_16_15 Wharton

Table of Contents What is Advance Web? ............................................................................................................................. 2

Log On to Advance Web ........................................................................................................................... 2

Home Page ................................................................................................................................................. 2

Development Officer Home Page Guide ................................................................................................ 3

Navigation Basics ....................................................................................................................................... 7

What is an Entity? ...................................................................................................................................... 9

Perform a Basic Entity Lookup ................................................................................................................. 9

The Individual Entity Overview ............................................................................................................... 10

The Organization Entity Overview ......................................................................................................... 17

Training and Additional Help .................................................................................................................. 20



What is Advance Web?

Advance Web is the name of the database used by University Advancement to store and

maintain alumni, prospect, and donor information used for engagement and fundraising

activities at MSU. Advance Web is a web-based product from Ellucian, and it is maintained

internally by the Advancement Information Systems & Donor Strategy group.

Log On to Advance Web

Navigate to https://advanceweb.advancement.msu.edu and enter your NetId and Advance

password. If you get locked out or forget your password, contact the MSU IT Services help desk

at 884-3000 or email them at [email protected]. Go to https://tech.msu.edu/support/ to chat with

a technician or locate the support hours.

Home Page

When you first log on to Advance Web, you will see your home page that was designed for your

specific role. The image below is the default homepage layout for staff.

Main Menu Icons

Applications Frame (page)

Navigation Tree

https://advanceweb.advancement.msu.edu/

mailto:[email protected]

https://tech.msu.edu/support/



Development Officer Home Page Guide

The MSU DO Home Page Link Form Icons are interactive use pages 3-6 to learn about each page view.

My Prospect Activity shows your active prospect assignments.

Click here to see prospects.

Prospect Stage Continuum Summary shows the number of active prospect assignments by stage and number of months in a particular stage.

Total # of active prospect assignments.

Tasks for upcoming 14 days shows all ‘ToDo’ tasks for the next 14 days; overdue tasks are shown in red.

Task Comparison shows all of your ‘Completed’ tasks for current month and year; planned ‘Significant’ tasks in ‘ToDo’ status that fall within the FY.

Completion date during current month.

Completion date during current FY.

‘ToDo’ tasks with completion date during current FY.

Ann B. Smith $50,000.00 Gift MSU Baseball My Prospect Giving Last 14 Days shows recent gifts/pledges (last 14 days) from any of your active prospects.

Last Viewed provides easy navigation back to recently viewed entity, prospect, and contact report records.

This is the default Home Page view for all fundraisers.




My Staff Stage Continuum Summary shows the number of active prospect assignments for you and your staff by stage and number of months in a particular stage.

Total # of active prospect assignments for you and your staff.

My Staff Task Comparison shows all ‘Completed’ tasks for current month and year; planned ‘Significant’ tasks in ‘ToDo’ status that fall within the FY-for you and your staff.

My Staff Prospect Giving shows recent gifts/pledges (last 14 days) from any of your or your staff’s active prospects.

My Staff Proposal Status shows the number of active PROPOSALS assigned to you and your staff. If the proposal is assigned to multiple persons in your unit, it will only be counted once. The proposal must have an ASK Date of > July 1, 2011 (the state of the campaign) and be greater than $1 to be counted. Proposals in Stewardship (stage) or Clearance Denied, Cancelled, Funded or Declined (status) are not included.

My Staff Prospect Activity shows your and your staff’s active prospect assignments.




College/Program Gift Activity is available only to fundraisers in college/program areas.

Total Raised by my Program for FY shows current month, year-to-date, and last fiscal year raised amounts (outright gift + pledge+ match) broken out by gift commitment type for the college/program.

Click on each number to view transaction details.

Top 10 Allocations shows the top 10 allocations (sorted by highest dollar amount to lowest) within your college/program area.

Top 10 Departments shows the top 10 departments (sorted by highest dollar amount to lowest) within the college/program area.




Overall Prospect/Gift Activity

MSU Total Raised FY shows current month, year-to-date, and last fiscal year raised amounts (outright gift + pledge + match) broken out by gift commitment type for MSU.

Transaction Count

Donor Count Total Raised by Unit shows current month, year-to-date, and last fiscal year raised amounts (outright gift + pledge + match) broken out by unit (fund) within MSU.

FY Annual Giving Appeal Stats shows total appeal statistics summed by Appeal Type Code. Appeals must have a start date within current FY & some $ must have been received.

Method of solicitation

Donor count based on monies received.

= Responded/Solicited



Navigation Basics

1 – Main Menu Icons – always appear in the top right corner of your screen. Rest your mouse

on an icon to see a pop-up descriptor.

Icon Purpose

Back, Forward, Refresh, Home

Web-based navigation features

GoTo

Navigate to a specific location (page) for a specific entity

Lookups

Search for entity records by entity # or name/org name

Last Viewed

Expanded information on last viewed

Reports

Routine/canned reports are still run in Advance C/S (the older version of the database)

Clipboard

Add entity ids to a clipboard

Help

Access online help

Close All

Closes all open applications (pages)

Logoff

Log off the database; the system automatically boots you out after 15-20 minutes



2 – Navigation Tree: always appears on the left side of your screen.

Corresponds to the application (page) you are currently viewing. It allows you to drill down to more detailed information by clicking on the carrots or links. If you click on a column heading, it will resort the column data.

3 – Hyperlinks: will direct you to the Entity Overview if you click on

a hyperlinked name. Hyperlinks are also available on the Entity Overview.

4 – Ellipsis Button : click the Ellipsis button to see the row detail

5 – Function Keys: short cut keys

6 – GoTo : a short cut function that allows you to quickly & efficiently navigate to a specific

form (e.g., Address Form) for a specific entity id number. If you don’t have the entity id number available, use F2 to open a quick Lookup window.

12 – Tabs: Click an open tab to return to that application (page). A maximum of 10 tabs are

allowed open at one time. You will receive a message when you reach the maximum; you have

the option of closing individual tabs or using Close All to close ALL tabs.



What is an Entity?

Records in the database are referred to as entities. An entity can be an individual or an

organization. Each entity record is assigned an Entity ID#, a unique identifier. An entity is also

assigned one or more Record Type codes; which tells you what the entity’s relationship is with

MSU. The most common record type is “MSU Alum”.

Perform a Basic Entity Lookup

1 – Click on the Lookup icon .

2 – Type in the information that you have for the entity lookup. (i.e., Most lookups come from a

generated list that has the name of the entity first, last or organization name.)

3 – When finished click Search.



The Individual Entity Overview

The Individual Entity Overview is the starting place for viewing an entity’s record.

1 – Entity Name and Entity ID Number. 2nd line shows record type (s) – relationship to MSU.

2 – Degrees received (maximum of two shown). Click on “More” to see additional degrees.

3 – Click on ALERT to view critical notes about handling of this entity’s record.

4 – Click on the hyperlinked spousal name to navigate to the spouse’s Entity Overview.

5 – NetFYI is a separate database where documents are scanned and stored. Click on the

hyperlink and then log on using your NetID and Domain Password.

6 – Contact Information: This section displays home address, home phone, business

address, business phone, and the preferred email address for the entity.

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Individual Entity Overview Continued….

7 – eContact Information: Facebook, Google+, LinkedIn, Spartan Saga, URLs, and Twitter

account links are shown here.

Click on the ellipsis button beside the eContact to navigate to the eContact form,

where you can add or update an eContact.

8 – Giving Summary:

Gifts Column – this dollar amount represents the total soft credit (recognition

credit) for all gift transactions (this excludes pledge payments).

Matching Column– this dollar amount represents the total amount of money

received from matching gifts.

Pledges Column – this dollar amount represents the total soft credit (recognition

credit) for all pledge transactions.

Balance – this dollar amount represents the total primary pledge amount remaining

on all “active” pledges

The Last Transaction is shown for quick reference. Click on the hyperlink to see

the transaction detail.

NOTE: The message, “This donor has pre-1988 gifts...” indicates that the certain gifts prior

to 1988 are not included in the current database totals.

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Giving Primer Most gifts to MSU are entered into the Advance Web database by staff in Gift and Member Services (GMS). These gifts become part of the donor’s permanent record. Gift – this is the actual monetary donation that is subject to tax reporting

Pledge – the promise of a future gift. A common pledge arrangement is for a donor to pledge a

lump sum and agree to make pledge payments over a five year period.

Split Gift - a gift that is split between spouses. Any gift that comes in from any spouse will be

split between them automatically, unless we have specifically been directed not to split their

gifts. See diagram below.

Hard or Legal Credit - this is the credit amount given to individuals or corporations for actual

gift amounts. This is the gift amount used for tax reporting.

Soft or Recognition Credit - this is the credit given to an individual or corporation even though

they did not give the gift.



Individual Entity Overview Continued…

9 – Gift Clubs (Donor Societies):

Presidents Club $10,000 cash with minimum annual contribution of $2,000 Beaumont Tower $25,000 cash with minimum annual contribution of $3,000 or 20% of original pledge amount (whichever is greater) Hannah $50,000 cash with minimum annual contribution of $5,000 or 20% of original pledge amount, whichever is greater, or a planned gift of at least $100,000 Snyder $100,000 cash ($200,000 planned) Abbot $250,000 cash ($500,000 planned) Shaw $500,000 cash ($1,000,000 planned) Kedzie $1,000,000 cash ($1,500,000 planned) Wharton $2,500,000 cash ($3,750,000 planned) Williams $5,000,000 cash ($7,500,000 planned) Beal $10,000,000 cash ($15,000,000 planned) Landon All documented planned gifts, any size.

A planned gift is a donation resulting from financial, tax or estate planning. The gift may be immediate (given in the present) or deferred (to be given at a future date).

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10 – Membership Summary (MSU Alumni Association)

Membership Type Column: Members can have an annual or life membership. An annual membership must be renewed yearly while the life does not require annual renewal. Joint indicates that both spouses are members. Other membership types may reflect one-time offers for new graduates or reflect a special membership promotion. Anyone can join MSUAA, not just alumni. Club Column There are three categories of clubs:

1. Regional Clubs that exist throughout Michigan, the U.S. and the world. 2. College Groups (sometimes called Constituent Clubs) – these are linked to

colleges and academic programs at MSU 3. Alumni Interest Groups – student activity groups like band and black alumni

Member ID Column The Member ID is the same as the Entity ID. This number will link you to the Membership Profile. The Membership Profile will include the membership status field:

1. Active status – complimentary membership (free) or waiting for payment 2. Paid status – payment has been made 3. Inactive status– member failed to renew by expiration date 4. Lapsed status – life installment left unpaid

Member Name Column (self-explanatory) Expires Column Annual memberships expire 12 months from the month that the membership started. Annual renewal notices are sent out about one month before the expiration month. Member dues payments are entered in Advance by GMS staff.

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11 – Prospect Summary: This section of the Entity Overview includes a hyperlink to the

entity’s prospect record, the current prospect continuum stage, prospect ratings (capacity, attitude, and affinity) and the prospect manager’s name. If this section is missing from the Entity Overview, it means that the entity does not have a prospect record in Advance.

12 – Contact Report List for Entity (record of communication with prospect): Click on the

ellipsis button to view the contact report detail. You can sort the column headings by

clicking on the blue colored headers.

13 – Notes: Notes have historically been used to record any relevant information that is not

considered significant enough to be stored in a contact report. Notes can be created at the entity or the prospect level.

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14 – Special Handling: Special handling codes indicate preferences about how an entity

wants to be contacted for solicitations (asked for a gift), mailings (postal and email), invitations,

and/or volunteer recruitment. Lift dates with “2100” as the year indicate that the code should be

left on the record indefinitely. Contact the Records Team with questions about special handling

codes.

Locate Biographic Information in Advance Web Detailed biographic information for an entity can be found using the Biographic link on the Navigation Tree.

Click on the arrow beside the link and then select from the alphabetic list of bio options.

Locate Giving Information in Advance Web Detailed giving information for an entity can be found by using the Giving link on the Navigation Tree.

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The Organization Entity Overview

The Organization Entity Overview is the starting place for viewing an entity’s record.

1 – Entity Name and Entity ID Number. 2nd line shows the record type(s) – relationship to MSU.

2 – This showcases the amount of employees within the Entity.

3 – NETFYI is a separate database where documents are scanned and stored. Click on the

hyperlink and then log on using your NETID and Domain Password.

4 – Primary Address: This section displays the Business (Preferred) Address.

5 – Active eContact Information:Facebook, Google+, LinkedIn, URLs, and Twitter account

links are shown here. Click on the ellipsis button beside the eContact to navigate to the

eContact form, where you can add or update an eContact.

6 – Organization Hierarchy: This section of the Organization Entity Overview displays the

hierarchy of the overall organization. For example Ford Motor Company is listed at the top of the hierarchy, with the foundation and each subsidiary listed below.

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7 – Giving Summary:

Gifts Column – this dollar amount represents the total soft credit (recognition credit) for all gift transactions (this excludes pledge payments).

Matching Column– this dollar amount represents the total amount of money received from matching gifts.

Pledges Column – this dollar amount represents the total soft credit (recognition credit) for all pledge transactions.

Balance – this dollar amount represents the total primary pledge amount remaining on all “active” pledges

The Last Transaction is shown for quick reference. Click on the hyperlink to see the transaction detail.

8 – Gift Clubs:

Presidents Club $10,000 cash with minimum annual contribution of $2,000 Beaumont Tower $25,000 cash with minimum annual contribution of $3,000 or 20% of original pledge amount (whichever is greater) Hannah $50,000 cash with minimum annual contribution of $5,000 or 20% of original pledge amount, whichever is greater, or a planned gift of at least $100,000 Snyder $100,000 cash ($200,000 planned) Abbot $250,000 cash ($500,000 planned) Shaw $500,000 cash ($1,000,000 planned)

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Kedzie $1,000,000 cash ($1,500,000 planned) Wharton $2,500,000 cash ($3,750,000 planned) Williams $5,000,000 cash ($7,500,000 planned) Beal $10,000,000 cash ($15,000,000 planned) Landon All documented planned gifts, any size.

A planned gift is a donation resulting from financial, tax or estate planning. The gift may be immediate (given in the present) or deferred (to be given at a future date).

9 – Prospect Summary: This section of the Organization Entity Overview includes a hyperlink

to the entity’s prospect record, the current prospect continuum stage, prospect ratings (capacity, attitude, and affinity), and the prospect manager’s name. If this section is missing from the Organization Entity Overview, it means that the entity does not have a prospect record in Advance.

10 – Tasks: This section of the Organization Entity Overview includes a piece of work that

needs to be done.

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Training and Additional Help

If you forgot how to do something or don’t know where to find something in the database, contact Adeline Wharton at 517-432-1762 or [email protected]. If you need help accessing the online enrollment system or signing up for a session, please contact the UA Help Desk at 4-1234.

If you cannot log on to Advance Web, contact the MSU IT Service Desk (formerly IT Services Support Desk) at (517) 432-6200 Option 3 or email at [email protected].

If you are having software problems (e.g., pages aren’t loading, error messages, etc…), contact the University Advancement help desk at 517-884-1234 or submit an AIDAdvancement Service Request

If you have questions about biographic data, contact Lori Carleton at 517-884-1115 or [email protected]

If you have questions about gifts in the database, contact Laurie Pung at 517-884-1041 or [email protected]

If you have new information that needs to be updated into Advance web submit your updates to the Records Team in Central Advancement using the following email address: [email protected]

Please make sure to include in your email: – the entity id #

– for death notices, include back-up documentation such as the death notice, obituary, or correspondence from a family member

– please include your name and department/unit in case we need to contact you

Send multi-data projects directly to Lori Carleton at [email protected] to prioritize scheduling. You may also refer other data related projects to Lori.







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