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BBCON 2016 - Top 5 Processes We've Automated

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Eddye Ervin (bCRE-Pro), Philanthropy Associate, Database Management of Northwestern Memorial Foundation Sylvia Piszczor, Philanthropy Application Analyst, of Northwestern Memorial Foundation Top 5 Raiser’s Edge Challenges we Automated
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Eddye Ervin (bCRE-Pro), Philanthropy Associate, Database Management of Northwestern Memorial FoundationSylvia Piszczor, Philanthropy Application Analyst, of Northwestern Memorial FoundationTop 5 Raisers Edge Challenges we Automated

Copyright 2016 Duarte Inc. Confidential.#

Northwestern Medicine

Systems and Data Management TeamPurposeThe database mission and vision defines what we strive to be and what we strive to achieve in the context of the organization as a whole. It gives the team common goals and aspirations to keep us tightlyengaged and highly motivated. This will increase the efficiency of the team and help guide us to focus on the right things and not waste time and resources as we work toward a common goal. VisionImprove fundraising operations and decision-making by providing data that is accurate, reliable, accessible and consistent.MissionTo support Northwestern Memorial Foundation in fulfilling its mission, we strive to make information from our databases and related systems accessible and understandable to all stakeholders, while protectingthe integrity and preserving the confidentiality of all data.

Northwestern Medical Faculty FoundationCadence HealthKishHealth & MarianjoyTo Be Announced

Northwestern Medicine Launched4Rapid GrowthThe Challenge Begins

2017 est.20162015201420102009Lake Forest HospitalEmployeeFTEDonors

24,000TBD

6,4003,777

7,6006,385

7,6008,747

17,00011,587

21,00019,664

4Copyright 2016 Duarte Inc. Confidential.#

Rapid GrowthGift Transactions - Fiscal Year 2016Fiscal Year2016

Copyright 2016 Duarte Inc. Confidential.#

_____

What are we not going to do?

The Dual Bottom Line Matrix_____

Boston Consulting Group's Growth-Share Matrixhttps://nonprofitquarterly.org/2014/04/01/the-matrix-map-a-powerful-tool-for-mission-focused-nonprofits/

Copyright 2016 Duarte Inc. Confidential.#

Dual Bottom Line Matrix For FundraisersHow does it work for Fundraisers?

Critical

Mission ImpactLimitedGoodNot NeededModerateAbundant

$=

Financial Sustainability

$

STOP

$

Copyright 2016 Duarte Inc. Confidential.#

The Dual Bottom Line Matrix Supporting FundraisersHow does it work for non-fundraisers?

Safe

Databe Integrity ImpactResource SustainabilityInefficientMild RiskDetrimentalManageableEfficient

STOP

=

CriticalGoodNot NeededLimitedModerateAbundant

Copyright 2016 Duarte Inc. Confidential.#

The Dual Bottom Line MatrixWhat are we not going to do?

STOP

$

Mission ImpactResource Sustainability

STOP

Donor Integrity Impact

Resource Sustainability

Help!

Copyright 2016 Duarte Inc. Confidential.#

Duplicates

Handling Lists

Event Management

Constituent Profiling

Segmentation

SCF PLS

Help!

Copyright 2016 Duarte Inc. Confidential.#

Duplicate Management

#1

Copyright 2016 Duarte Inc. Confidential.#

Cant trust the dataInvent creative solutionsRoutine tasks take longerDuplicate ManagementPrior to Automation - Consequences

Erodes Donor TrustErodes RE User Confidence

Suppressed or Deceased receive mailings HIPPA violationDisjointed donor historyInaccurate reports and calculationsErodes Donor Trust

Database integrity will be severely compromised and people will resort to shadow databases and the database will not ever be the source of truth.We risk becoming non-compliant if we continue to solicit/mail individuals who have requested to be removed from our lists. We risk alienating donors by mailing to deceased loved ones, incorrect addressees, multiple mailings, reporting inaccurate giving totals. Copyright 2016 Duarte Inc. Confidential.#

Duplicate ManagementPrior to Automation

3 databases into 1+330,000 constituents +880,000 gift +860,000 actions +685,000 notes +370,000 participants

NM Estimated: 10% overlap in donors

Raisers Edge: 15% duplicate rate reported

Actual: 18% duplicate rate

We tried to manage it ourselves

Identify the duplicate recordsDB Team ran duplicate management tool monthlyIndividuals added duplicate flag to both recordsIf there is better BIO information on the source record that will not be merged, manually add it to the survivor record

Copyright 2016 Duarte Inc. Confidential.#

Duplicate ManagementPrior to Automation

30 MERGES IN 4 HOURS

Identify the duplicate recordsDB Team ran duplicate management tool monthlyIndividuals added duplicate flag to both recordsIf there is better BIO information on the source record that will not be merged, manually add it to the survivor record

Copyright 2016 Duarte Inc. Confidential.#

Duplicate Management15Prior to Automation5% - what we estimate is manageable

Help!

16,500 Duplicates to get to 5%

Insurmountable task

About 250 business days in 2016550 days = 2.2 yearsWorking half a day, every business day, handling 30 records a day

In comparison, the last integration resulted in 5,000 duplicates in addition to the ones that existed in the database beforeIt took 3 years and a portion of 4 peoples time to bring the duplicates to a manageable level

1510/28/2016Copyright 2016 Duarte Inc. Confidential.#

Duplicate Management with AutomationUsing MergeOmatic

MergeOmatic

Dropped the duplicate rate from18% to 5%

And you wont believe how easy it was

Identify the duplicate recordsDB Team ran duplicate management tool monthlyIndividuals added duplicate flag to both recordsIf there is better BIO information on the source record that will not be merged, manually add it to the survivor record

Copyright 2016 Duarte Inc. Confidential.#

Duplicate ManagementPrior to Automation

30 MERGES IN 4 HOURS

Identify the duplicate recordsDB Team ran duplicate management tool monthlyIndividuals added duplicate flag to both recordsIf there is better BIO information on the source record that will not be merged, manually add it to the survivor record

Copyright 2016 Duarte Inc. Confidential.#

1,000 MERGES IN 4 HOURS

Identify the duplicate recordsDB Team ran duplicate management tool monthlyIndividuals added duplicate flag to both recordsIf there is better BIO information on the source record that will not be merged, manually add it to the survivor record

Copyright 2016 Duarte Inc. Confidential.#

12,000+ MERGES IN 6 MONTHS

Identify the duplicate recordsDB Team ran duplicate management tool monthlyIndividuals added duplicate flag to both recordsIf there is better BIO information on the source record that will not be merged, manually add it to the survivor record

Copyright 2016 Duarte Inc. Confidential.#

Here is PROOF!!

Our Current Duplicate Status

Copyright 2016 Duarte Inc. Confidential.#

Duplicate Management with AutomationUsing MergeOmaticMergeOmatic1000 recordsDoes not merge duplicate data (optional)Records history - keeps spare info as a noteCheck for merges based on a query.30 records

And there are additional benefitsRE Merge

Copyright 2016 Duarte Inc. Confidential.#

Duplicate Management with AutomationUsing MergeOmatic

Safe

Integrity ImpactProcess SustainabilityInefficientMild RiskDetrimentalManageableEfficient=

Copyright 2016 Duarte Inc. Confidential.#

Event Participant Management

#2

Copyright 2016 Duarte Inc. Confidential.#

31 Events$6,080,137 Net

FY16 Event ActivityOverview

Fundraising Events14,618 Attendees 31 Events

Stewardship andRecognition Events 3,172 Attendees

32 Events

Copyright 2016 Duarte Inc. Confidential.#

Event ManagementPrior to Automation

Register a participantAdd participants spouse as guestAdd 3 unknown guests2 m 56 s

8 event membersEvent admins dont have it easyDifficult to Learn,

Our burnout rate is embarrassing (3 years coordinators, 1.5 for admins)Hard to navigate the participant recordsAverage of 8 clicks per registrant

No cost savings

Outside vendor/system does email blasts for all event.Copyright 2016 Duarte Inc. Confidential.#

_____

Although the event module is the most popular module to purchase 80% of organizations keep event data outside of RE in Excel_____

Help!

Copyright 2016 Duarte Inc. Confidential.#

Event Management with AutomationUsing EventOmatic

1 m 10 sRegister a participantAdd participants spouse as guestAdd 3 unknown guests

Copyright 2016 Duarte Inc. Confidential.#

Event Management with AutomationUsing EventOmatic

Safe

Integrity ImpactProcess SustainabilityInefficientMild RiskDetrimentalManageableEfficient=

Copyright 2016 Duarte Inc. Confidential.#

List Management

#3

Many organizations use outside lists to grow their potential donor pool.

Acquisition lists look different from one organization to the next, but every acquisition list includes prospects or suspects that an organization would be interested in connecting with

These lists usually come from various sources:Patient ListsStudent ListsEmployee ListsEvent ParticipantsBoard/Committee Recommendations

Managing these lists efficiently is of utmost importance.

Transition: Well look at some of the challenges with acquisition lists and2 ways that we have tried to manage these lists in our organization.

Copyright 2016 Duarte Inc. Confidential.#

List ManagementPrior to Automation7,000 employeesto24,000 employees1 hospitalto7 hospitals

Over 10,000 (11,972) employee records // never made a gift

Some of our quarterly patient lists can be well over 50,000 constituents that we are appealing to.Copyright 2016 Duarte Inc. Confidential.#

CHALLENGESDirties the data with records that will never become active donors.BENEFITSThe constituent information is available to capture appeals, actions, etc.

Gift entry is more efficient, because the data is on the constituent record.CHALLENGESGift entry takes longer

Information on the spreadsheet is separate from the gift/donor record.

Makes analysis harder.BENEFITSDoesnt dirty the data with records that will never become active donors.Enter the records into Raisers Edge as full constituentKeep a separate spreadsheet

Help!

Most records on the list will not be usedTypically have a low response rate compared to the information that is being imported

Gift entry takes longerPost Office is SLOW!!Gifts usually come in large waves instead of a trickle

Analysis is difficult or manualThe information is disjointed. The List typically has more information about the prospect

Managing the challenges was no longer sustainableCopyright 2016 Duarte Inc. Confidential.#

CHALLENGESDirties the data with records that will never become active donors.BENEFITSThe constituent information is available to capture appeals, actions, etc.

Gift entry is more efficient, because the data is on the constituent record.CHALLENGESGift entry takes longer

Information on the spreadsheet is separate from the gift/donor record.

Makes analysis harder.BENEFITSDoesnt dirty the data with records that will never become active donors.Enter the records into Raisers Edge as full constituentKeep a separate spreadsheet

Most records on the list will not be usedTypically have a low response rate compared to the information that is being imported

Gift entry takes longerPost Office is SLOW!!Gifts usually come in large waves instead of a trickle

Analysis is difficult or manualThe information is disjointed. The List typically has more information about the prospect

Managing the challenges was no longer sustainableCopyright 2016 Duarte Inc. Confidential.#

BENEFITSThe constituent information is available to capture appeals, actions, etc.

Gift entry is more efficient, because the data is on the constituent record.Enter the records into Raisers Edge as full constituentKeep a separate spreadsheet

BENEFITSDoesnt dirty the data with records that will never become active donorsList Management

Copyright 2016 Duarte Inc. Confidential.#

List ManagementAfter AutomationList ManagementOur Holding Tank or Staging AreaImport into List ManagementMatches to full constituentsAdds as a non-constituentLoad data on recordApply appealsAdd actionsSpeeds up gift entryGift entry is 50% fasterRecord is already createdAppeal information is on the record

Import information into List Management

The Holding TankAll RE fields available to use

Speeds up gift entry

Avoid data entry errors

The way List Management (add-on module) works together with IOM is awesome! List Management helps organizations manage and automate their acquisition lists, student data, or grateful patient programs. I love the idea of being able to manage and interact with non-constituent records prior to bringing them into RE. IList Management - given its name - was developed specifically to address the need for acquisition data management. With List Management, you can import your acquisition lists into the holding tank as non-constituents and scrub the list to determine the next appropriate action, whether its wealth screening, removing certain subsets, flagging groups for follow up, or assigning solicitors to high-capacity individuals.

Copyright 2016 Duarte Inc. Confidential.#

List ManagementAfter AutomationFindOmaticSearches for constituents and non-constituentsEasily promote to a full constituent.Searches other record types (i.e. query, reports, etc.)

Copyright 2016 Duarte Inc. Confidential.#

_____

Typically, acquisition response rates are low and they bring in low dollar amounts.

So why do we care how we handle these lists?_____

Copyright 2016 Duarte Inc. Confidential.#

A Long Term Donor StrategyHandle each prospect as if they are your next major or planned gift prospect66%39

Our most generous donors started off with a gift under $1000

Copyright 2016 Duarte Inc. Confidential.#

List Management with AutomationUsing ImportOmatic, List Management, and FindOmatic

Safe

Integrity ImpactProcess SustainabilityInefficientMild RiskDetrimentalManageableEfficient=

Copyright 2016 Duarte Inc. Confidential.#

Constituent Profiling

#4

Copyright 2016 Duarte Inc. Confidential.#

_____

What is the one thing that every single donor to any organization has in common?

_____

At one point they were non donors.

Copyright 2016 Duarte Inc. Confidential.#

Affinity Engagement and Scoring43Building a Predictive Model

12 month campaign to celebrate the 10th anniversary of Northwestern Medicines Bluhm Cardiovascular Institute (BCVI)

Copyright 2016 Duarte Inc. Confidential.#

Affinity Engagement and ScoringBuilding a Predictive Model

Positive Indicators >1% response rateNegative Indicators -


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