Date post: | 28-Nov-2014 |
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Technology |
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Moves ManagementUsing Raiser’s Edge and Action Tracks to make your Prospect Management Program more efficient
The University of Texas SystemLaurie Osman, Business Analyst
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Objectives
• Identify Raiser’s Edge tools helpful in managing prospective donors from identification to cultivation and solicitation.
• Use actions to facilitate all contact and activity surrounding constituent contact.
• Track effectiveness of your actions using reporting tools.
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What is Moves Management?
• A process by which a prospective donor is moved from cultivation to solicitation
Identification
Qualification
CultivationSolicitation
Stewardship
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Identification
• Queries• Reports• Screening and
Modeling
Identification
Qualification
CultivationSolicitation
Stewardship
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Prospect Research
• Use “Moves Stage” on record and update when research is complete to identification
• Enter research finding into appropriate Raiser’s Edge fields – more than just entering in the Notes!
Data Raiser’s Edge Field
Personal Family/Friend info Individual Relationship
Work history, religious/community involvement
Organization Relationship
Education History Education Relationship
Wealth/Giving info, ratings, status
Prospect Tab
Prospect Status Attribute or Prospect Tab
Gifts to other organizations Prospect tab
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Research Findings
The more relationships we know, the better! This is when the Relationship Tree can become very helpful with Identifying new Prospects.
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Qualification
• Confirm the prospects likelihood/capacity (Giving Score and ResearchPoint)
• Move Prospect Status to Cultivation, if applicable
• Assign solicitor
Identification
Qualification
CultivationSolicitation
Stewardship
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Cultivation
• Determine strategy and set up actions
• Update record as information changes or with new information
• Use dashboards and reports to keep track of actions
• Set up home page to help you stay on track
Identification
Qualification
CultivationSolicitation
Stewardship
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Manage moves with Actions
• Actions are a history of “touches” with your prospects
• Follow-up actions can be prompted to occur
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Viewing Actions and Action Reminders
• Constituent Record: at-a-glance view of all actions for constituent
• Home Page: one-stop destination, created workflows for your moves program
• Dashboard: Auto-remind feature alerts of upcoming actions (Action Reminders panel)
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Action Tracks
• String together single actions to engage a moves strategy
• Next action can be generated in two ways– Completion of previous action (marked completed)– Outcome of previous action
• Create tracks for different groups and reuse as appropriate
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Tracking Progress
• Define Track– Name– Determine Workflow (easier to plan out on paper)– Add Actions to Track (Build the Action Workflow)– Configure Reminders
• Assign (entire of part of) track to one or more constituents.– Track to assign– Constituent(s)– Actions and Dates– Options
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Defining the Track
• Add each Action individually– Note all four tabs (General, Conditions, Attributes, and Notes)
• Creating a Workflow– Conditions must be set– Date is based upon condition
• Conditions– Create action upon:
• Assigning the track (independent actions)• Completion of another action (query) (dependent actions)
– Set the Action Date as• Date of creation• Specific Date
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Dependent Actions and Queries
• Action queries are key– Group Actions (not constituents)– Provide fully configurable
options
• Build dependencies around:– Whether an action has been
completed– Whether there is an “interest”– Status code of the action– Any Action field
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Assigning the Track
• Step 1: Which trackand to whom?
• Step 2: Which actionand when?
• Step 3: Options
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Tracking Progress• Action Reports
– Action Detail– Action Summary– Ticklers
• Home Page and Dashboard– Constituent Action List– Solicitor Action List– Action Reminders– Action Query
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Solicitation
• When cultivation is complete, change status to Solicitation
• Make the Ask– Yes:
• Update Action to Complete• Continue to stewardship stage
– Maybe:• Update status (Negotiation)• Add necessary actions
– Action Track for “maybes”
– No:• Update Action• Change Status (Dropped)• Determine next steps with prospect
Identification
Qualification
CultivationSolicitation
Stewardship
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Build a Culture of Responsiveness
• Establish additional tracks for stewardship– Re-use the same concepts for
ongoing tracks– Build assignments and notifications
• Mark “Prompt for follow-up”– User option is configurable for staff– Automatically prompts the staff member to schedule the next call
or meeting when finishing one
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Summary
• Moves Management refers to managing your steps– Move prospects or donors from one level to the next – Use action records to record these moves
• Tools can help you identify your next prospects– Queries and Reports– Be sure to document where each one is every step of the way
• Always track research findings in the system– Prospect tab provides the best consolidated location– Notes, Media, Relationships, and Attributes are also options
• Track staff activity– Assign solicitors and solicitor goals– Action reminders help everyone stay on track and meet their goals
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Summary
• Action tracks provide efficiency– Assign them to build a process or enforce rules– Actions can be independent and dependent – Use Action Queries to create dependent actions based on a change in status or
outcome from a previous action
• Monitor success– Ensure that everyone has the right dashboards– Utilize reports to monitor key performance indicators
• Build a culture of Stewardship – Use a variety of mail functions to accomplish donor acknowledgments– Craft stewardship tracks