Donation Tracker Version 3.2 - Changes Document

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System Requirements............................................................................................................. - 2 -

Section I. - Account Manager ................................................................................................. - 3 -

A. +/- Button ......................................................................................................................................- 3 -

B. Loyal Contributor Fields ..............................................................................................................- 4 -

C. Recognition Fields & Checkbox..................................................................................................- 5 - Fill Recognition Fields Tool...............................................................................................................................................- 5 -

D. Website/E-mail..............................................................................................................................- 6 -

E. Import Fields.................................................................................................................................- 7 -

F. Fact Sheet .....................................................................................................................................- 7 -

G. Giving Summary ..........................................................................................................................- 8 -

H. Transactions Screen ....................................................................................................................- 8 -

I. Docs/URLs .....................................................................................................................................- 9 -

Section II. - New Fields for Individuals Only ....................................................................... - 10 -

A. Account Solicitor .......................................................................................................................- 10 -

B. Occupation .................................................................................................................................- 10 -

Section III - Activity Manager................................................................................................ - 11 -

A. Journal Entries ...........................................................................................................................- 11 - Alerts .................................................................................................................................................................................- 12 -

B. Call Reports ................................................................................................................................- 13 -

C. Tasks...........................................................................................................................................- 14 - Main Menu.........................................................................................................................................................................- 15 -

D. Sent Emails.................................................................................................................................- 16 -

E. Sent Letters ................................................................................................................................- 17 - Sending a Letter ...............................................................................................................................................................- 18 - Editing Your Word Template ...........................................................................................................................................- 19 -

E. Adding Activities ........................................................................................................................- 19 -

F. Searching for Activities..............................................................................................................- 20 -

Section IV. - Personal Information ....................................................................................... - 21 -

Section V. - Important Dates................................................................................................. - 21 -

Section VI. - System Setup ................................................................................................... - 22 -

Section VII. - Access to Activities ........................................................................................ - 22 -

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System Requirements Version 3.2 of Donation Tracker is no more hardware intensive than version 3.1 but decided to include the Donation Tracker system requirements in this document so you can ensure that your computers have what they need to run things smoothly. Most likely your computers already have what they need, but we recommend comparing the information below to the computers in your office just to make sure. Feel free to call Donation Tracker technical support if you have any questions.

Operating System Minimum Recommended

Microsoft Windows 98, 2000 SP3 or higher, XP, Vista

Minimum Microsoft Internet Explorer Version 6.0

Minimum Display Resolution 800x600 1024x768+

Important! If you run Donation Tracker at a resolution of 800x600, some of the screens may not display properly unless you hide the Windows Taskbar.

Hardware Minimum Recommended

Processor Pentium III Pentium IV+ or AMD Athlon 64+

Free Hard Drive space 200 MB 300MB+

CD-ROM drive

Required Internet connection 56k High speed (DSL, Cable, etc)

Network: There is no need for a specific type of network or file server to run Donation Tracker. Donation Tracker will work on a standalone computer, a “peer to peer” network, a Novell server, or Windows NT / 2000 server, etc.

RAM Minimum Recommended

Windows 98 64 MB 128MB+ Windows 2000 128 MB 512MB+ Windows XP 512 MB 1GB+ Windows Vista 1 GB 2GB+

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Section I. - Account Manager

A. +/- Button

This button will show/hide fields located in the Contact Info section.

Before: After:

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B. Loyal Contributor Fields Two new fields have been added to help you identify your Loyal Contributors. If you choose to track your Loyal Contributors, you will probably only use one of these fields but that depends on what information your United Way decides to request from your donors. The “Loyal Contributor - Years” field can be used to track how many years they’ve given to United Way, whereas the “Loyal Contributor - Since” field allows you to track when they started giving to United Way. As of now, we have added these fields to the standard reports “Firm Fact Sheet with Record of Participation” and “Individual Fact Sheet with Record of Participation”. As always, if you have any other reporting needs, please let us know. Located on the General Info. tab

The Loyal Contributor Program is:

*The United Way Loyal Contributor Program recognizes and celebrates individuals who have supported United Way for many years and, in so doing, have had an impact on the lives of many people in their community. Since many of these contributors have given their support through their workplace, we have often not had the opportunity to adequately thank and celebrate them. The United Way Loyal Contributor Program is designed to identify these dedicated contributors and build incredible relationships with for them. In doing so, they will want to continue their support of their community through their annual donations. They will also want to be a part of the future of their communities by including United Way in their wills or estate plans. And they will want to play an active part in the LIVE UNITED movement. **United Ways across the country want to show their appreciation to those Loyal Contributors who have supported any United Way 10 years or longer, with special recognition at 25 years. The United Way Loyal Contributor program will vary in local United Ways but generally includes: -Recognition as a United Way Loyal Contributor, an honored group of United Way supporters. -Invitations to exclusive Loyal Contributor events · Special Loyal Contributor-only receptions and recognition at United Way events in the community and the workplace. -Special recognition in newsletters, annual reports and other public communication. -Special opportunities to volunteer and advocate for key issues: helping children succeed, improving people’s health and promoting financial stability. -Subscription to our Loyal Contributor e-newsletter providing information about the impact of your gifts in creating lasting change in your community.

* http://online.unitedway.org/site/fileSystem/FileDetails.cfm?FID=2941220 ** http://www.liveunited.org/LoyalContributors

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C. Recognition Fields & Checkbox More and more United Way’s are publicly recognizing their donors. Therefore, on their pledge cards, these UW’s are requesting if/how each donor wants their name listed on publications. Because of the need to track this information, we have added the Recognition Name field (how they want their name listed), the Recognition Greeting field (for correspondence purposes), and the Allows Public Recognition checkbox (this will automatically already be checked for all accounts) to the database. We will initially add these fields to the report “Leadership Giving for Individuals and Spouses”. Please contact us if you have further reporting needs. Located on the General Info. tab

Located on the Campaign Var. Info tab

Fill Recognition Fields Tool Some United Ways have been tracking recognition information already and have been using the attention and greeting fields for a specific address type to do it. During the database upgrade process, all of the accounts in your database will have the Recognition Name and Recognition Greeting fields populated based on the account name field(s). In order to update these new fields with the information in an existing address you are more than welcome to go into each account one at a time and update it manually… or you can use the Fill Recognition Fields tool under the Tools menu. .

Update Using the Primary Address: Check “Over-write Existing Recognition Values”, uncheck “Update Firms” so firms don’t get updated, and click “Go”.

Update Selecting a Specific Address Type: Uncheck “Fill recognition fields with attention and greeting from the primary address” checkbox, select the address type from the pick-list, check “Over-write Existing Recognition Values”, possibly uncheck “Update Firms” so firms don’t get updated, and click “Go”.

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Note: For your convenience, the Loyal Contributor and Recognition fields and checkbox now are displayed on the Edit Donor Info. Screen in Envelope Wizard.

D. Website/E-mail Website has been added for both firms and individuals. Notice “E-Mail” and “Web” are both underlined. If you click on “E-Mail” it will allow you to send an email to that email address using Microsoft Outlook. If you click on “Web” it will open your default web browser and take you to that website.

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E. Import Fields As a result of our users expressing the need to import spreadsheets they were receiving from the companies they solicit that run E-Way campaigns, we have developed a new product called the Donation Tracker Smart Import module so that our users have the ability to import accounts and pledges directly into Donation Tracker. If you have this need as well and are interested in purchasing the Donation Tracker Smart Import module or just have questions about it, please contact Don Bayne, CEO at (800) 280-2090.

Import fields for Individuals

Import fields for Agencies

F. Fact Sheet You now have the ability to print a fact sheet report directly from an account. To print a fact sheet just

click the button at the bottom of the screen. This will bring up a parameters screen for you to fill out and then you can click the print button. If you are viewing a firm it will print a Firm Fact Sheet if you are viewing an individual it will print an Individual Fact Sheet. Fact Sheet Parameters Screen

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G. Giving Summary There used to be a Giving Summary tab which was used to view/print the giving summary report for an account. This tab has been removed to make more space for some of the new features. Now, in

order to access this report, just click on the button at the bottom of the Account Edit screen. From that point, everything else is the same as it’s always been.

H. Transactions Screen

The only thing that was updated on the Transactions screen is the Envelope and Payment icons. We updated them because the other icons were not clear enough for users to understand what they represented. These new icons have been modeled after the Envelope Wizard and Payment Wizard icons for consistency. Old New

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I. Docs/URLs This new feature is a way to link an account to different internal files you have and/or web sites pertaining to them. For example, maybe an individual had an article written about them in the local paper and you want to link to that article on the newspaper’s website or, if you have a PDF file of that article on your server, you could link to that file. Another possibility is that you could link to a picture you have of them located on your server or hard drive. Remember that if you have Donation Tracker on multiple machines in your office that if you point to a file on your computer the other computers will not be able to open that file. For this feature, it’s best to make sure all of the files you point to are in a shared location on your network (like your server) that everyone has access to.

Adding a new link To add a new link, you can either right-click on your mouse (or double-click) on the blank line at the bottom of the list. Right-Click

Double-Click

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Section II. - New Fields for Individuals Only We have added two new fields for individuals.

A. Account Solicitor This field is similar to the Account Executive field for firms. Most UW’s do one mass solicitation to their individual accounts, but some do personal visits and have a need to print off a report for each account solicitor displaying the individuals they are assigned to. We have not created any reports for this field yet, so please contact us with any reporting needs you have based on this field.

B. Occupation This is another way to classify accounts for informational and/or reporting purposes.

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Contact Relationship Management (CRM)

Section III - Activity Manager Activity Manager is a new program area where activities (Journal Entries, Call Reports, Tasks, Sent E-Mails, and Sent Letters) can be added, viewed, edited, and/or deleted. Activities can be assigned directly to different accounts in the database or exists just as a generic activity.

A. Journal Entries This allows you to make a remark like you would if you were keeping a journal for each account. You are able to track the date, type, subject and notes for each journal entry. There is also a “Show Alert” checkbox for each journal entry that can be checked so you and others can be reminded/made aware of specific journal entries.

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Alerts For a Journal Entry you can check the “Show Alert” checkbox. By doing this, anytime you look up the account (in Account Manager, Envelope Wizard or Payment Wizard) the system will bring up all of the Alerts for that account. Use this feature to remind you and others of specific things like: “Payments come from the United Way of Benton County.” or “Make sure to talk to Sally about this account before contacting them.”, etc.

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B. Call Reports A call report is used to categorize detailed information obtained from either a physical visit or phone call. In the example below Don and Mary visited John on 8/6/08 and discussed planned giving. During their visit they discovered he was interested in Education and might be interested in the Child Care funding program. He asked them to call him back on 9/3/08 to find out what he found out from his estate attorney. In order to remember to give him a call, a task was set up and linked to this call report.

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C. Tasks Tasks are exactly what you think they are. You are able to track when the task is to be started, completed, what the targeted due date is, the current status of the task, which Donation Tracker user is assigned to the task (if any) and notes to determine what the task is. The example below is the task that was set up for the Call Report above.

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Main Menu The main menu now has two tabs instead of just showing the campaign totals and pie chart. By default, it will still display the campaign totals, but you now have the ability to view tasks as well. You can either view No Tasks, My Tasks (which are the tasks associated with your Donation Tracker user account), or All Tasks for all users. You can Edit/View the tasks displayed on this screen by either double-clicking on the task or doing a right-click and choosing Edit Task. You also have the ability to add a new task or print a report listing the highlighted tasks. Campaign Totals tab

Task tab

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Options for Tasks to Display

Right-click options for a task

D. Sent Emails You now have the ability to create and send an email straight out of Donation Tracker, to do this just click on the

button. This will bring up the Send Email screen. Before sending the email you can choose to create an Activity Log entry or not.

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If you create a log entry for an email, the screen below is the screen you will be able to pull up. The Subject of the email is in the Description field and the message is in the Notes field.

E. Sent Letters You now have the ability to send a letter to a specific account. We have added this feature because it goes right along with other CRM correspondence you might want to have with the account to possibly thank them for a visit

you had or to confirm a meeting time, etc. If you send a letter to an account using the feature, the system can track the fact that you created and sent that letter. The information tracked is displayed on the screen below.

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Sending a Letter

To send a letter click the button and it will take you to the screen below. By default the address block will populate with the information from the primary address. You have the ability though to select a different address for this person, use the information in the Recognition fields for the attention and greeting, or just type whatever you would like. This is a visually busy screen, but your really only concerned about the Address Block and Greeting Line fields. You can also have the system create a log entry for this activity so you can track the fact that this letter was created. The “Create Activity Log” checkbox will automatically be checked when this screen opens, so make sure to uncheck it if you don’t want to create the log entry.

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Editing Your Word Template When sending a letter, each Donation Tracker user can have a different default Word template. You can set up the template for you personally, with your signature and the format you desire. To edit your template, you can go to the Tools menu option and choose Edit User MS-Word Template. You can then choose the user you want to edit the template for and it will open that template in MS Word.

E. Adding Activities Adding an activity can be done in either Activity Manager or Account Manager. To add an activity, click the

button and then select the activity you would like to add from the list.

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F. Searching for Activities

To search for activities, go into Activity Manager and click the button. This will bring up the Activity Search screen which gives you a vast selection of search options. Fill in this search screen with your search

criteria and then click the button in the lower right-hand part of the screen.

Note: To bring up all activities, don’t select/enter any search criteria on the Activity Search screen; just click the search button.

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Section IV. - Personal Information This feature gives you the ability to track specific information for individuals and firms. The idea is that by tracking this information that you would then be able to pull reports based on this or display the personal information for an account on a report.

Section V. - Important Dates This feature gives you the ability to track specific dates for individuals and firms. The idea is that by tracking this information that you would then be able to pull reports based on this or display the important dates for an account on a report.

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Section VI. - System Setup We have added new items to System Setup so that you may customize several of the new features to meet the unique needs of your United Way. Below is a list of each new system setup item, what new feature it applies to and some examples to help you understand how these lists can be used.

Section VII. - Access to Activities Whether or not a Donation Tracker user has access to the different activities in the system can be controlled through Security located in System Setup. By default, everyone will have access to Activities, so please make sure to uncheck the box for the users that shouldn’t have access to it.