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Keeping Good Health: Best Practices for Data Health in eTapestry

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  • 1. Data Health Best Practices ineTapestryPRESENTED BYPAM DECHERT CFRE AND SENIOR CONSULTANTMIKE RUSCHE PRODUCT MANAGER - ETAPESTRY

2. Data Health = More more money formy mission and Blackbaud canhelp! #bbcon2 #bbconTweet this now 3. What is Data Health?3 #bbcon 4. What is Data Health?4 #bbcon Address Clean-up Social Deceased Age Phone Numbers Email Employment 5. What is Data Health?5 #bbcon Address Clean-up Social (Scheduled for 2015) Deceased Age Phone Numbers Email Employment 6. Survey Time! How many of you have a Data Health Plan?10%*6 #bbcon**Based on a 3rd Sector Labs Survey 7. Survey Time! When was the last time your organization didany type of data cleanup? Less than 3 months ago More than 6 months ago Never or can not remember7 #bbcon 8. Survey Time! When was the last time your organization didany type of data cleanup? Less than 3 months ago30%*8 #bbcon*Based on a 3rd Sector Labs Survey 9. Survey Time! When was the last time your organization didany type of data cleanup? More than 6 months ago40%*9 #bbcon*Based on a 3rd Sector Labs Survey 10. Survey Time! When was the last time your organization didany type of data cleanup? Never or can not remember30%*10 #bbcon*Based on a 3rd Sector Labs Survey 11. Survey Time! How many of you have someone responsiblefor data quality?67%*11 #bbcon*Based on a 3rd Sector Labs Survey 12. Why is it Important?12 #bbcon 13. Why is Clean Data Important? Relationships If you dont even know they moved, what does thatsay about you wanting to build a long termrelationship with them. Retention If you dont know they have have a new emailaddress, how do they get your communications? They will forget about you. Donations You will SAVE costs and RAISE more money.13 #bbcon 14. Quiz Time! What percent of people in the US move eachyear?11.6%* 15%**Based on Non Profit Quarterly Data14 #bbcon*Based on US Census Data That means on average 1,100 to 1,500 peopleper year need their addresses updated in a10,000 name database! 15. Quiz Time! What percent of people will you have to markas deceased each year?8%**Based US Census Data That means on average 800 people per year ina 10,000 name database need to be updatedas deceased!15 #bbcon 16. Quiz Time! What percent of people in the US create a newemail every 6 months?17%**Based 2014 M+R Benchmark Study That means on average 1,700 people per yearin a 10,000 name database have a new emailaddress every six months!16 #bbcon 17. Quiz Time! What percent of people actually change theiremail annually?30%**Based 2014 M+R Benchmark Study That means on average you have outdatedemail addresses for 3,000 people per year in a10,000 name database.17 #bbcon 18. Quiz Time! What percent of the world joined an onlineSocial Network in the past two years?18%**Based on a 2014 eMarket Report Numbers now show approximately 1 in 4people around the world are on Social Media.18 #bbcon 19. Clean data = $ Example using Bad Addresses and Deceased: Sending a mailing to 10,000 names. Cost assumed at $1/per piece sent. Response rate 10% Average gift is $3019 #bbcon 20. Clean data = $ If you dont clean your data: Mail sent to potential bad data = 1,800 Responses you wont get from bad data = 180 Potential donations you wont receive from bad data =$5,400 Extra costs because of bad data = $1,800Total: $7,20020 #bbcon 21. Clean data = $ Example using eMail directing people to takeaction on your eCommerce page: Sending an email to 10,000 names. Cost assumed at $.10 per email Response rate 7% Average gift is $16321 #bbcon 22. Clean data = $ If you dont clean your data: People who wont see your email = 1,700 Responses you wont get from bad data = 119 Potential donations you wont receive from bad data =$19,397 Extra costs because of bad data = $170Total: $19,56722 #bbcon 23. Clean data = $ Example using Social Media: 10,000 Name Database. Cost: Minimal Response rate 18% Average gift is $59 (Source NPTech for Good)23 #bbcon 24. Clean data = $ If you dont clean your data: People who wont connect with = 1,800 Responses you wont get from bad data = 324 Potential donations you wont receive from bad data =$19,116Total: $19,11624 #bbcon 25. Insanity is doing the same thing overand over again. Stop cleaning up data only at the mail house or in excel, but notin your database Stop keeping JUNK in the database Get buy in from the top down: CEO, ED Board, Development Committee Staff, Volunteers Donors 26. Data Health Plan Organizational Buy-in Data Health Scorecard and NCOA update Data Health Audit Data Cleanup Plan and ongoing Data Health calendar 27. Your Data Health Plan Start with theData Health Scorecard The health of your database is determined by comparing the addressesof your constituents with Target Analytics information. If most of theaddresses in your database are complete and current, your databasereceives a good score. The highest possible score is an A. The moreaddresses are incomplete or incorrect, the lower the score will be. Thelowest possible score is an E. The score card also indicates whether it has been more than 90 dayssince you ran AddressFinder (NCOA). We recommend you runAddressFinder (NCOA) regularly so that you quality for postaldiscounts. AddressFinder (NCOA) helps you keep constituentaddresses up to date, so you don't waste money sending mail tooutdated addresses. For more information, refer to AddressFinder(National Change of Address). 28. Whats your Score? A or ??? 29. The Good News about NCOA After the results are downloaded, the Address, City, State, and PostalCode fields for relevant constituents are updated. User-defined fields on each persona are also updated to reflect the dateand details of the update. A journal entry is also added to your organization's account; it includesan attachment that you can provide to the United States Postal Serviceto help qualify for discounts on your bulk postage 30. The Bad News not really!Youll have a category in eTapestry AddressFinder (NCOA) Codes thatwill allow you to mark accounts using Mass Update: Invalid Address Move Identified, Address Cannot Be Updated (Not Corrected)Use these queries to Mass Update the Account Values for Bad Address 31. But thats only step 1 of the planData Health AuditWhat else should we take a look at in eTapestry? Salutations Account Type Important User Defined Fields Address Clean-up Social Deceased Age Phone Numbers Email Employment Missing gift information: Campaigns, Approaches 32. 5 Great Ways to Clean up Data: By hand (ok, maybe not great, but works! ThinkINTERN!) Mass Update Import Integrated NCOA and coming soon Social! Data Enrichment Services and Target Analytics Email Append Deceased, Age Append Employment Prospect Research 33. Query on whats missing: Create a Data Health Query Category and put your common cleanupqueries in it. Create easy no value any queries on fields with high potential formissing data Use Campaign and Approach summary to look for missing transactioninformation Query on segments and create report of all values you are looking for(great if the information is in there, but wrong!) Create a general report and then auto-schedule these to run every 90days and be delivered to your inbox. 34. Query your database to look for missingdata: 35. If the data in the records: All need to be updated with the SAME data MASS UPDATE Example: You queried on all accounts with no Account Type and 400 come backempty. You realize they are all or 95% Individuals. You use the query with thoserecords to Mass Update the Account Value of Account Type to Individuals. Even ifa handful are businesses, do the mass update and hand correct those. All need to have different values REIMPORT Example: You queried on accounts with missing salutations. Every donorssalutations are different. Pull the data into an excel spreadsheet, include accountnumber. Correct it in excel, then reimport the salutations using the accountnumber. 36. Query your database to look for missingdata: 37. Pull it out into Excel include AccountNumber 38. Import changes back in: 39. Query on missing data: 40. Put it on a simple report: 41. Use Mass Update to Correct: 42. If the data is more complex or is missing and youcant find it: Data Service with eTapestry: we can do it programmatically on a testdatabase and then push it live. We can Mass Delete data. Target Analytics and Data Enrichment Services this can be importedback in! 43. Adding required fields: 44. User Rights & Activity: 45. Ongoing Data Health Plan: Quarterly NCOA update Data Health Audit Monthly or quarterly data health reports sent to you. Set required fields for Data Entry in the system. For both accounts and gifts. Limit user access to create Funds, Campaigns, Approaches, User DefinedFields. Data Entry Quality Check using User Activity Report and Created, Modifiedby. Take Screen Shots (or videos) of proper data entry for your organization.Create a user manual or a how to for data and gift entry. Report on data health as part of your ongoing development plan. Assign datahealth tasks to the team. Create data health calendar with assignments. 46. Clean Data Directly impacts: Relationships Retention DonationsImplement a data health plan47 #bbcontoday! 47. Resources: HELP in eTapestry: Mass Update and Import Training Central: LIVE import class or video on import https://www.blackbaud.com/analytics/ [email protected] Pam.[email protected] 48. Did this session give you the jolt you needed?Dont forget to completea session survey!Each completed survey enters you into a drawing to win acomplimentary registration to bbcon 2015 in Austin, Texas*.*Blackbaud reserves the right to change or withdraw this promotion at any time, without advance notice. Promotion has no cash value and may not beexchanged, applied to, or combined with any other offer.50 #bbcon

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Data Health Best Practices in eTapestry PRESENTED BY PAM DECHERT CFRE AND SENIOR CONSULTANT MIKE RUSCHE PRODUCT MANAGER - ETAPESTRY
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