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Prospect Rating System

PRS Module ii Reference Manual

Copyright 2004, Campagne Associates, Ltd. All rights reserved. Information in this manual is subject to change without notice and does not represent a commitment on the part of Campagne Associates, Ltd. The software described in this document is furnished under a license agreement or non-disclosure agreement. The software may only be used in accordance with the terms of the agreement. It is against the law to copy GiftMaker Pro on magnetic tape, disk or any other medium for any purpose other than the purchaser’s use. GiftMaker Pro™ is a registered trademark of Campagne Associates, Ltd.

To get assistance in using any of Campagne’s products please contact:

Campagne Associates Software Support

195 McGregor Street, Suite 410 Manchester, New Hampshire 03102 USA Telephone: 800/582-3489 Email: [email protected] Web Site: www.campagne.com

PRS version 8.2

September 1, 2004

PRS Module iii Reference Manual

Table of Contents

Installation .....................................................................5

Overview ........................................................................7 The Three Cs ...................................................................................................... 7 Understanding PRS........................................................................................... 9

The 3Cs, Rate and Rank...................................................................... 9 Percentages and Points....................................................................... 9 Finishing 3C Setup ............................................................................ 10 Setup is done, what’s next?.............................................................. 11 Making the Math Come Together................................................... 12 Understanding Percentiles............................................................... 12 In Summary........................................................................................ 13

Getting Started ............................................................15 Security ............................................................................................................. 15 System Preferences.......................................................................................... 16

Adjusting customizations for all constituents ............................... 18

File Menu......................................................................19 Re-calculate raw rating ................................................................................... 19 Re-assign percentile ranking.......................................................................... 19

Data Menu ....................................................................21 Constituent maintenance................................................................................ 21

PRS summary window..................................................................... 21 Profile Report..................................................................................... 22

Duplicate constituent merge .......................................................................... 23 Dashboard ........................................................................................................ 23

Retrieval Menu .............................................................25 User Defined Retrievals.................................................................................. 25

Analysis Menu ..............................................................27 PRS top percentile report................................................................................ 27

Output Options.................................................................................. 28

PRS Module iv Reference Manual

Export File Definitions .................................................29 PRS Top Percentile List .................................................................... 29

Index.............................................................................33

PRS Module 5 Reference Manual

Installation

If you purchased the Prospect Rating System (PRS) module at the same time as purchasing GiftMaker Pro and/or EventMaker Pro, the serial number you received would have enabled the module. You will know if PRS is enabled if you have the Top Percentile Report option available under the Analysis menu. If GiftMaker Pro is not enabled with an appropriate serial number to utilize PRS, this option will be grayed out.

If you purchased PRS after your initial purchase, you would have received a new serial number from Campagne Associates. You will need to update the serial number within the System Preferences window (see the update instructions shipped with the serialization letter). Once updated, the PRS options will be available throughout GiftMaker Pro and EventMaker Pro.

To check which module(s) are installed, go to the File menu and select About GiftMaker

Pro.


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Overview

Fundraising has always followed the 90/10 rule. We know 90% of a non-profit’s gifts come from 10% of the non-profit’s constituents and naturally you want to focus on these people who are most likely to support your organization. You also want to see who has the potential to become part of your “top tier” prospect pool so that you can get to know and cultivate those constituents as well. The Prospect Rating System™ was designed to help you identify those supporters. PRS helps you focus on those people who have the will and means to become lifetime donors.

First, stop and think about who your top prospects and donors are today – your 10% who give 90% of your gifts. What did you think about when you put together your mental list? Well, you probably thought about those who are the most involved in your organization – your Board, your parents and alumni, your volunteers, or those who’ve received services from you personally or for their family members. Then you’d think about who shares a common interest in your mission, in the cause you represent. Finally, you’d probably think of those people who have lots of money to give, even if they haven’t given it to you yet.

Well, that’s how Prospect Rating System thinks, too. Using information you already have in GiftMaker Pro, the Prospect Rating System quantifies how involved someone is with you (Commitment), how their interests match your core values (Concern), and their financial ability to give a significant gift (Capacity). Score high in all three “3C” areas, and you’ve got a top prospect. Score well in one or two areas but not so well elsewhere and you know where to focus your attention when developing a strategy for that person.

The Three Cs

Commitment

The emotional connection someone has with your own organization is the strongest indicator of giving. For schools, alumni often demonstrate the highest commitment. For social service agencies, it might be service recipients or board members; patients and their families are often among the most committed to their hospitals.

How does the Prospect Rating System measure Commitment?

Classification – what classification codes does this constituent have? How many does he have? Are they significant (Board, alumni) or more generic (friend)?

Gift recency – what’s the most recent gift this constituent made? This month? This year? Last year?


Gift frequency – how often does this constituent give to you? Rarely? Once a year? More?

Your own adjustment – Sometimes a constituent’s classifications, giving recency, and frequency don’t accurately describe their true level of commitment. PRS allows you to manually adjust the levels up or down. For example, the volunteer who’s there every time she’s asked, doing anything that needs doing, or your alumnus who was a Class President or a Reunion Chair, could be adjusted to increase commitment points. On the reverse side, the Board member who never comes to meetings and always has an excuse for why assignments aren’t done could be adjusted to decrease commitment points.

Concern Concern also is a strong indicator of giving. A local company may invest in the arts to enhance its community rather than because of an intrinsic passion for art. A community member with no ties to a local school may give because she values education. A cancer survivor donates to cancer research.

How does the Prospect Rating System measure Concern?

Classification – What classification codes does this user have that indicate a concern or interest?

Your own adjustment – Sometimes a constituent’s classifications don’t tell the full picture. Maybe an individual always gives to a specific program or service, which demonstrates an interest in that area. Use this manual adjustment area to give them additional Concern points. For example, this constituent is passionate about the cause, he’s on four other boards for environmental organizations, and does hands-on projects monthly. Additional points could be added to show an appropriate level of concern. The constituent who follows the popular trend when getting involved in an organization and quickly loses interest may need adjustment to decrease concern points.

Capacity The financial ability to make a gift (capacity) alone is the weakest indicator of likelihood to make a gift. Donors rarely give gifts without either knowing the organization personally or sharing a concern with an organization.

How does the Prospect Rating System measure Capacity?

Average gift – the average gift size given by this constituent over their lifetime.

Largest gift – the single largest gift this constituent has ever given.

Total giving –the total amount of this constituent’s gifts.

Your own adjustment – Sometimes a constituent’s giving history


doesn’t give the full picture. Maybe they own a big business but haven’t given much money to you. Or maybe the constituent has just won the lottery. You can adjust the Capacity higher. On the reverse side, there could be a Board member that has triplets about to enter Harvard with no financial aid; capacity could be adjusted lower.

Understanding PRS

The 3Cs, Rate and Rank The Prospect Rating System uses the 3C elements (Commitment, Concern, and Capacity) to arrive at a Rate and Rank for each constituent in your system. It uses a combination of points and percentages in each of the 3C areas to calculate a constituent’s rating. Then it compares (or Ranks) each constituent to one another.

Understanding how the math is calculated within the Prospect Rating System is important so as you adjust the various points and percentages you will understand their net affect on each constituent’s Rating and Rank.

The Rating each constituent receives is the total points awarded for Commitment, Concern, and Capacity. For example, a Board Member is likely to receive high Commitment and Concern points because we know they are actively involved in the organization. If this Board Member is also a major donor, they would receive high Capacity point as well.

In this example, the Board Member might have 60 Commitment points, 50 Concern points, and 70 Capacity points, all totaling to 180 3C points. As this example highlights, it is possible (and even likely) that your top tier of constituents could have more than 100 3C points.

Next, each constituent is Ranked. This shows where they stand in relationship to all other constituents in your database. The Board Member in the above example, because he has high 3C points, might likely fall into your top percentage of constituents. He may be in the 100th percentile, meaning he is at the top of the heap when compared to everyone else.

It is not possible for someone to be Ranked higher than 100%, nor lower than 0%.

Percentages and Points In setting up the Prospect Rating System, your first decision is to determine what percentage each of the 3Cs should receive. They must add up to 100%. For example, you may decide that each of the 3Cs be equally important and give each of them a 33 1/3% weighting. Or you may decide that Commitment is a more important indicator and weight it at 50%, with Concern and Capacity each weighted at 25%.

When you purchase the Prospect Rating System module, it comes setup with Commitment weighted at 40%, Concern at 20%, and Capacity at 40%. We set these defaults because we know many of our clients are tracking Commitment and Capacity


elements already in GiftMaker Pro and not tracking much in the area of Concern; hence, the 40/20/40 settings.

You easily can adjust these 3C settings to whatever makes sense for your organization by going to the System Preferences area and selecting Prospect Rating System under the Additional Preferences area.

Next is assigning point values for Connection and Concern classification codes. A simple rule should be applied – the stronger the connection/concern to your organization, the higher the points that should be assigned. For example, with Connection codes, Board Members should have high connection points whereas a more generic Friend code would have fewer points. You might assign 100 Connection points for the Board code and 30 or 40 points for the Friend code. It is the same with Concern codes – the more tightly aligned the concern with your core mission, the more points should be assigned.

It is possible for constituents to have several Connection and/or Concern codes. If they do, they will have higher Commitment and Concern Ratings.

For example, within a prep school, you may have a constituent who is a Board Member (maybe 100 points) and Alumni (maybe 90 points) and a Current Parent (maybe 80 points). In total, they will have 270 Connection Points. And they have shown interest (Concern) in giving to the Scholarship Program (60 Concern points) and toward the Technology Program (50 Concern points) – totaling 110 Concern points.

Finishing 3C Setup So far we have set the weights for each of the 3Cs and assigned points for Connection and Concern codes. To finish the setup, you’ll need to fill in the blanks for Gift Frequency (which is part of Commitment) and Capacity.

Gift Frequency was placed in the Commitment area because the recency of a constituent’s gift shows if they are still committed. If a donor has given to you within the past few months, it is likely they are still an active supporter. Someone whose last gift was 2 years ago is likely to have fallen away as a supporter.

In Capacity, you will need to adjust Average Gift Size, Largest Gift Size, and Total Gift Size to be reflective of your organization.

When you purchase and receive the Prospect Rating System module, you will see we have set default values in each of these areas. If they make sense for your organization, then leave them as is. If not, adjust them to what makes sense for you.

Some things to consider as you set the values for each of the Capacity elements:

Average Gift Size – The number of years you have been fundraising and the number of times you solicit constituents will determine how many gifts the average donor has. The goal of the Capacity area is to pick up swings (up or down) in a constituent’s giving. The following example will highlight the subtleness you need to consider.

Let’s assume Donor A has been giving to you for a number of years. She has made 12 gifts that total $1,200, for an average gift of $100. Her next gift to you is a $1,000 gift, a much bigger gift than normal. Now her total giving is $2,200, divided by 11 gifts equals


an average gift size of $200. A sizable swing, but not quite as much as you might have thought.

Largest Gift Size – This looks at the single largest gift a person has given. Think about what a good size gift is for your organization, make that the top setting, and work down from there. At Harvard University they may set the upper size at $1,000,000 versus a smaller grassroots organization might set it at $250 or $500.

Total Gift Size – In the same vein as Average Gift Size, this area is also influenced by the number of years you have been fundraising. If you have been raising money for decades, you may have lots of people who have Total Giving of more than $5,000. If you have only been fundraising for a short period of time, you may have very few people who have given more than $5,000.

Setup is done, what’s next? Once you have completed the PRS setup, you should run the following tools, both located under the File pull down menu (Note: Running these tools could take several minutes.)

Re-calculate raw rating for all constituents – This tool will apply the settings you have chosen to all of the constituents in your system. Each constituent will end up with Ratings in each of the 3C areas.

Re-assign percentile rank – This tool looks at all constituents and assigns their Ranking

Next, it is suggested that you run the Top Percentile Report (located under the Analysis pull down menu). Select the Top 10%. Now look at the constituents in this report. Does it feel right to you? Do you see the constituents you expected to see? Are some of the constituents you expected to see missing? If so, you may want to go back to the PRS Setup and adjust some of the settings so you pick up the constituents you would expect to see.

Story 1: At one client site when we did this exercise, we were getting a lot of low level volunteers listed in the top percentile. What we discovered was that many of these volunteers stated they were interested (or Concerned) in all the programs and services the organization offered (they had lots of Concern codes). The development staff knew these people weren’t great prospects. We had three options: 1) adjust PRS Concern setting. We decided against this because we didn’t want to skew those that might really have concerns; 2) manually (record by record) adjust the concern rating for each of the volunteers – we didn’t do this because there were so many of them; 3) adjust the Concern codes points downward. We took this option because it still would accurately reflect concern levels and be the least amount of work. We ran the Re-calculate raw rating for all constituents tool and looked at the Top 10% list again, and it was much more reflective of their top donors and prospects.

Story 2: At another client site, we went through the same PRS setup routine, ran the tools, and looked at the Top 10% report. We were seeing the constituents they expected to see, except for a couple of constituents who had very high Capacity ratings, and they didn’t understand why. In looking at their giving history, we discovered these folks had made a large gift in the past, but because there was staff turnover, they weren’t familiar with gifts


made several years before. In this case, the PRS settings were perfect and it highlighted one of the benefits of the Prospect Rating System – its ability to find hidden prospects within your constituents.

Making the Math Come Together Now the Prospect Rating System has been setup and you have done some verification work that shows it is listing your constituents by their Commitment, Concerns and Capacity. Next, let’s examine how you would interpret the math that creates the Ratings and Rankings.

If we take a step back, remember that each of the 3Cs has an overall percentage assigned to it (the default values are 40% for Commitment, 20% for Concern, 40% for Capacity). Within Commitment, the Connection codes account for 50%, Recency accounts for 25% and Frequency accounts for 25%.

Let’s take the example of a constituent who is a Board Member (100 connection points), an Alumnus (90 connection points) and a Current Parent (80 connection points). In total, he will have 270 Connection Points. Connection accounts for 50% of Commitment – so he would end up with 135 points. To continue this example, maybe he has given a gift recently so he has 25 Recency Points and because it was his second gift this year, he receives 25 Frequency points. In total he has 185 Commitment points (135 Connection points, 25 Recency points and 25 Frequency points). In our example, Commitment is 40% of the total 3C’s. If we multiply 185 x 40% it equals 74 Commitment points.

Each of the 3Cs areas works this way. If someone has several concern codes, it may add up to 120 Concern points. In our example, Concern is 20% of the total, so she would have 24 Concern points 120 x .20%). The same math applies to Capacity. As you can see in this example, this constituent has 74 Commitment points, 24 Concern points, equaling 100 total points and that doesn’t include any Capacity yet. The point is it’s very possible for people to have more than 100 Rating points (but remember, they can never be ranked higher than 100%).

Understanding Percentiles As we have learned, we can have constituents in the 100th percentile, 99th percentile, all the way down to 1%. In theory, if you have 10,000 constituents in your system, then each percentile should equal 100 constituents. However, at times it may possible to have unequal numbers of constituents in each percentile. For example, let’s say that people in the top percentile (100%) have ratings from 150 down to 130, and there are 100 who fit that category. So far, so good. The 99th percentile includes people from 129 down to 110 points. In this example, we have 90 people who have 110 points. So all together, including everyone within the 110 – 129 points range, we have 156 people. This occurs because we can’t split people who have the same rating into two different percentiles. If we have 90 people with 110 points, we can’t take only 44 of them and apply them to 99th percentile and the remaining 46 and put them into the 98th percentile.


In Summary Do not be deterred by the math and percentages. Once you start using the Prospect Rating System, you will understand how it works and adapt to the Rating and Rank math very easily.

The Prospect Rating System is a wonderful tool that will help you always know who your top constituents are. It also will uncover your rising prospects and help you locate hidden diamonds within your database.




Getting Started

You can customize the Prospect Rating System to reflect your own organization’s prospects and priorities. You set the number of “3C points” to give to constituents based on their behavior and demographics – again, “3C” stands for Commitment, Concern, and Capacity, the components of the Prospect Rating System.

Customizing the Prospect Rating System is done in the System Preferences window but first it’s helpful to check your security level (if Password Security is used) to be sure you have permission to modify PRS settings.

Security

If the Use Password Security option is checked in your System Preferences window, you should define the privilege level for each user as to their ability to access PRS information. Go to the Data menu>Table maintenance > Staff/Security table and edit the Security options for each user. Check (or uncheck) the Ability to view/edit constituent PRS info option.


System Preferences

Some rating numbers are pre-entered into the program but can be fully customized by your organization. You can put any weight on each of the three components.

To customize your organization’s rating system:

1. From the File menu, select System Preferences. From the Additional Preferences drop down menu, select Prospect Rating System. Use this window to customize the various PRS elements to suit your organization. Note: Any time you make changes to the Prospect Rating System preferences and save those changes, the system will recalculate the ratings for all constituents in your database. This can be a lengthy process, so plan ahead for the best time to save new PRS settings. Other processes, such as gift entry or constituent edits, cannot be done while the recalculation is processing.

You can set the weights for the categories and

elements that make up the Prospect Rating

System.

2. What balance of Commitment, Concern, and Capacity best reflects the importance in determining a top prospect? Enter the percentage for each category (from 0 to 100). The combined total of the three category weights (Commitment, Concern, and Capacity) cannot exceed 100%. The total will be calculated and displayed upon tabbing from either of the three category fields, and it is shown in the Total Category Weights field. If the values entered don’t equal 100% upon clicking Return to System Preferences, you will be prompted to adjust the entries.

3. Set parameters for Concern and Commitment: The Concern and Commitment elements measure how closely tied a constituent is with the organization by looking


at the classification codes assigned to each constituent and awarding points for connection – classifications as well as concern-classifications. Each classification code and description in the system will be brought into the scrollable list. You will select the Connection-Commitment or Concern from the drop down list and enter the points (0 to 100) associated with this classification code. (If you are a new user of GiftMaker Pro, you must first enter the classification codes into your Classification Table before this list populates. Refer to your GiftMaker Pro Reference Manual for details.)

In the Gift Frequency area you will set the range for the number of gifts per year by determining a high value and a low value. These fields will allow for numeric data entry only.

The points associated with these time frames are static, as are the time periods and points for the Gift Recency area.

You may select from a drop down list the “type”

of classification code (Concern or Connection)

and enter a numeric value (0-100) as the

point value for that classification.

4. Set parameters for Capacity elements: The Capacity elements measure the ability of a constituent to give based on donation history. Points are awarded for average gift amount, largest gift amount, and total giving.

You may enter a high and low dollar value for each of the three elements. These fields will allow for numeric data entry only, and points awarded to each level are static.

Set thresholds for the high value and the low value in each column.

The range between those values will become

your mid-range.

5. Once complete, select the Return to System Preferences button and then select the Save/Enter button. Note: As you save these preferences, the program will recalculate the ratings for all constituents, which may be a lengthy process. Other work such as gift processing or constituent edits cannot be done during this time.


Clicking the Yes button will start the process of recalculating the raw ratings for all constituents based on the new 3C settings. Note that this recalculates raw ratings, but does not recalculate percentile rankings. When ready to re-rank, you will choose the Re-assign percentile ranking option from the File menu.

Clicking the No button on the message described above will cancel the process without re-calculating the raw ratings for all constituents. The new settings will be automatically applied only when a new or existing constituent is added or updated, or when new or existing gift information is entered to the system. You can always re-rate all records later by selecting the Recalculate raw rating for all constituents option from the File menu.

Whenever more than one constituent’s PRS raw rating needs to be re-rated, such as the change to PRS parameters described above, a prompt will be given to ask permission to perform the re-rate. This will allow you to determine if you want to do this now or later as it has the potential to tie up the system for an extended period of time (especially in cases where a classification code is applied globally to a number of constituents). The prompt will provide you with information on how and where to find the re-rate utility should you choose to run it later.

Adjusting customizations for all constituents You always can adjust the 3C settings by returning to System preferences and clicking on Prospect Rating System to reopen the Prospect Rating Settings window and make the adjustments. When you have finished adjusting the settings, click the Return to System Preferences button and click Save/Enter. You will be prompted whether or not you want to re-calculate; click Yes. If you choose not to re-calculate at this time, you must perform the Recalculate PRS raw ratings under the File menu before the new adjustments will be applied to constituents’ ratings.


File Menu

Re-calculate raw rating

The raw rating is the number of Prospect Rating System points the constituent has, based on his commitment, concern, and capacity. Raw ratings are continuously updated by the Prospect Rating System as information about the constituent changes. The raw rating for a constituent will be re-rated for an individual record upon Add, Edit, or Delete of a gift, and Add, Edit, Delete, or Combine of a classification code that has been awarded points (i.e., the constituent gives a gift, joins the Board of Directors, etc.).

Rating values will be rounded at each step such that they always appear to sum to the total rating amount.

Select the Re-calculate raw rating for all constituents option whenever you make changes to your Rating system.

Click Yes to re-calculate the raw ratings for all

constituents.

Re-assign percentile ranking

The percentile rank measures one single constituent against all other constituents, giving you the context to quickly and clearly see your best prospects and those who are moving up the development spiral. The Percentile Ranking is assigned and updated on demand rather than continuously. To rank a constituent, all constituents must be ranked. It is a good idea to schedule regular updates to re-assign percentile rankings.

Select the Re-assign percentile ranking option from the File menu whenever you make changes to your constituents’ rankings.

Click Yes to calculate the ranks for all

constituents and each will have been ranked

from 0 to 100.




Data Menu

Constituent maintenance

Prospect Rating System information can be viewed on the Main tab of each Constituent window.

A constituent’s rating and rank can be instantly viewed on the top menu bar of the window. Also, the 3C category ratings

are easily accessible.

For details, click the PRS tab on the Related

Information bar.

PRS summary window Details of a constituent’s rating can be viewed by clicking the PRS label on the Constituent window or by selecting the Prospect rating summary from the Window menu. This window reveals more detail about the points associated with this constituents rate and rank, as well as allow for data entry of the Adjustment values (-100 - +100) and comments for each of the three categories.

By opening the PRS Summary window for a

constituent the PRS raw rating will be

automatically re-rated.


Clicking one of the element buttons will open a sub window containing the detailed data that makes up the summary number.

The Connection elements subwindow

contains each classification that the

constituent has that was designated as a

Connection type and awarded points.

Each “3C” area within a constituent’s Prospect rating section has an “adjustment” row. You may click into that field and enter an adjustment number (–100 through +100) to adjust the raw rating for that area. You also can add a comment about why an adjustment is being made. Enter the +/- numeric value in the Adjustment field and click Save to save the adjustment settings for this constituent record.

For example, you might increase a volunteer’s Commitment rating by 10 points, with a comment that the constituent volunteers 50+ hours per week and does everything they are asked. You might decrease an organization’s Capacity rating when it goes into receivership.

Profile Report You have the option of including Prospect Rating System information in a constituent profile report.

Select the Prospect rating system option to include PRS ratings in a

constituent’s profile report.


Duplicate constituent merge

When merging constituent records using the Duplicate Constituent Merge tool (see GiftMaker Pro Reference Manual for detailed usage instructions) the “destination record” (the record you are keeping) will be recalculated with a new PRS Rating. For example, if Record A had classification codes but no giving history, and Record B had giving history, the combined record would have classification codes and giving history. That combined data will be rated and given a new PRS rating. This will be done automatically by GiftMaker Pro when the records are combined.

Note: Only a new PRS rating will be applied to this constituent record. It is suggested that you run Re-assign Percentile Ranking located under the File menu to have accurate PRS ratings and rankings for constituents. To run Re-assign Percentile Ranking see the detailed section in this manual.

Dashboard

You can see easily which constituents have had significant changes in their raw rating on the Constituent Dashboard.

You can customize your Constituent Dashboard to include the PRS top percentile report, and you can instantly view any PRS Changes in the Information Chart

area.

The PRS top percentile report is reviewed in the “Analysis Menu” chapter of this manual.

The PRS Changes report shows a list of all constituents whose raw rating has changed (positively or negatively) by an amount you define as significant. Changes in rating are evaluated for the entire constituent base since the last time the Changes in Rating report code has been cleared. Enter the number of points as criteria for the search, e.g., 5 points, and click the Refresh button. The Dashboard will be updated with all constituents whose rating has change by +5 or –5 points since the last time the report code was cleared.

Once this list is displayed, you can print the report by selecting the Print option located on the right hand side of the Dashboard. You also can double-click on a name in the list to open that constituent’s record and view all their data, including his PRS details.




Retrieval Menu

User Defined Retrievals

The Prospect Rating System enables additional selection criteria fields within a User Defined Retrieval. These fields are located under Donor Summary section: PRS Rating, PRS Ranking, PRS Commitment, PRS Concern, and PRS Capacity. Summary prospect rating information will be visible through display reports, display list, and export files.

PRS information is included in the export options of: Complete Name, Condensed Name, Gift History (complete name), Gift History (condensed name), and then exported.

The PRS fields included in these exports are:

PRS Rate – PRS Rating (points)

PRS Rank – PRS Ranking (percentile)

PRS Com – PRS Commitment (points)

PRS Con – PRS Concern (points)

PRS Cap – PRS Capacity (points)




Analysis Menu

PRS top percentile report

The PRS Top Percentile Report shows a list of constituents whose rank is within a percentile you define as significant. For example, a Top 10% report will show all constituents who are ranked in the 90 – 100 percentiles.

Once the list is displayed, you have the ability to sort the list by clicking on the column header/label. Examples: If you want the list sorted alphabetically, click on the Name label. If you want to sort the list by Rank, click on the Rank label. To view details of a constituent’s record, double click on a constituent name.

The Top Percentile Report is useful in two ways. First, this report will let you instantly build a list of your top constituents. This is very useful as you target constituents for specific appeals, campaigns, and long term strategies. Second, by sorting the list in different ways, it will uncover potential hidden diamonds in your database. For example, if you sort by Commitment, you might find constituents who have very high Commitment levels, but are low in Capacity (not giving much) or low in concern. With this information, you might target these constituents in new ways to increase their giving or concern. By sorting the list under Capacity, Concern, or Commitment, you may uncover some people who have the potential to do more.

The PRS Top Percentile Report comes with several common default reports (Top 1%, Top 5%, Top 10%, etc). In addition to these reports, you can select a specific percentile report. For example, if you want to view the top 27% of constituents, type 27 into the report parameters box. If you want to view 100% of your constituents, type 100 into the report parameters box.


Output Options

Once your list of records is built, you have multiple output options. Most of these options will be familiar from other features within GiftMaker Pro.

The List offers an extensive selection of output options.


Export File Definitions

This chapter defines the contents of the files exported by the PRS retrieval options. Each option is reviewed and the exported fields are listed along with a description.

Each PRS export option allows you to display the Export Parameters window to further define the file being exported.

The Export Parameters window allows you to define the information

being exported. Retrieval options allow you to

select exporting complete name and

address information as separate fields or as two

condensed fields.

Export File Names

When the program exports a file, it assigns a name to the export file. You are able to override the default name in the Export File Parameters window. Below is a list of all the menu options which generate export files and their default file name.

Default file name Menu Options Windows Macintosh PRS Top Percentile List PRS_LIST.DOC PRS List Export

PRS Top Percentile List

Complete name format 1 Seq Line number of the exported record 2 RecNo Constituent record number 3 RecType Record type: ‘I’-Individual or ‘O’-Organization


4 Person Which person to address: 1-Person 1, 2-Person 2, 3-Both people

5 Prefix Prefix for person 1 6 FirstName First name for person 1 7 MI Middle initial for person 1 8 LastName Last name for person 1 9 Suffix Suffix for person 1 10 Salutation Salutation selected for person 1 (salutations are selected

on the export parameters window) 11 Prefix2 Prefix for person 2 12 FirstName2 First name for person 2 13 MI2 Middle initial for person 2 14 LastName2 Last name for person 2 15 Suffix2 Suffix for person 2 16 Salutation2 Salutation selected for person 2 17 BothName The name when addressing both people 18 SalutationBoth The salutation selected for both people 19 JobTitle Person 1’s title 20 Organization Organization name 21 AddrType Address type code 22 Address1 Delivery address 23 Address2 Additional address 24 City City 25 State State 26 Zip Zip Code 27 Country Country 28 Phone1 Telephone number 1 29 Extn1 Telephone extension for phone 1 30 Phone2 Telephone number 2 31 Extn2 Telephone extension for phone 2 32 Fax Fax number 33 ClassYr Graduation Class Year 34 Classification Primary classification code/code description 35 Pub_Name Publication name 36 Del_Pt Delivery point 37 Email1 Electronic mail address 1 38 Email2 Electronic mail address 2 39 Web Web site address 40 RawRating Raw Rating 41 PercentileRank Percentile Rank 42 ConcernPoints Commitment Point 43 CapacityPoints Concern Point 44 CommitmentPoints Commitment Points

Condensed name format


1 Seq Line number of the exported record 2 RecNo Constituent record number 3 RecType Record type: ‘I’-Individual or ‘O’-Organization 4 Person Which person to address: 1-Person 1, 2-Person 2, 3-Both

people 5 Name Condensed name for person 1 6 Salutation Salutation selected for person 1 (salutations are selected

on the export parameters window) 7 Name2 Condensed name for person 2 8 Salutation2 Salutation selected for person 2 9 BothName The name when addressing both people 10 SalutationBoth The salutation selected for both people 11 JobTitle Person 1’s title 12 Organization Organization name 13 AddrType Address type code 14 Address Condensed address 15 Phone1 Telephone number 1 16 Extn1 Telephone extension for phone 1 17 Phone2 Telephone number 2 18 Extn2 Telephone extension for phone 2 19 Fax Fax number 20 ClassYr Graduation Class Year 21 Classification Primary classification code/code description 22 Pub_Name Publication name 23 Del_Pt Delivery point 24 Email1 Electronic mail address 1 25 Email2 Electronic mail address 2 26 Web Website address 27 RawRating Raw Rating 28 PercentileRank Percentile Rank 29 ConcernPoints Commitment Point 30 CapacityPoints Concern Point 31 CommitmentPoints Commitment Points

Display list format 1 Seq Line number of the exported record 2 RecNo Constituent Record Number 3 RecType Record type: ‘I’-Individual or ‘O’-Organization 4 Person Which person to address: 1-Person 1, 2-Person 2, 3-Both

people 5 Prefix Prefix for person 1 6 FirstName First name for person 1 7 MI Middle initial for person 1 8 LastName Last name for person 1 9 Suffix Suffix for person 1 10 Salutation Salutation selected for person 1 (salutations are selected

on the export parameters window)


11 Prefix2 Prefix for person 2 12 FirstName2 First name for person 2 13 MI2 Middle initial for person 2 14 LastName2 Last name for person 2 15 Suffix2 Suffix for person 2 16 Salutation2 Salutation selected for person 2 17 BothName The name when addressing both people 18 SalutationBoth The salutation selected for both people 19 JobTitle Person 1’s title 20 Organization Organization name 21 AddrType Address type code 22 Address1 Delivery address 23 Address2 Additional address 24 City City 25 State State 26 Zip Zip Code 27 Country Country 28 Phone1 Telephone number 1 29 Extn1 Telephone extension for phone 1 30 Phone2 Telephone number 2 31 Extn2 Telephone extension for phone 2 32 Fax Fax number 33 ClassYr Graduation Class Year 34 Classification Primary classification code/code description 35 Pub_Name Publication name 36 Del_Pt Delivery point 37 Email1 Electronic mail address 1 38 Email2 Electronic mail address 2 39 Web Website address 40 RawRating Raw Rating 41 PercentileRank Percentile Rank 42 ConcernPoints Commitment Point 43 CapacityPoints Concern Point 44 CommitmentPoints Commitment Points


Index

3 Cs, 7, 9 Adjustments, 18 Analysis Menu, 27 Capacity, 8 Commitment, 7 Concern, 8 Constituent maintenance, 21 Dashboard, 23 Data Menu, 21 Duplicate constituent merge, 23 Export File Definitions, 29 Export File Names, 29 Export Parameters, 29 File Menu, 19 Getting Started, 15 Installation, 5

Overview, 7 Percentages and Points, 9 Percentiles, 12 Processing List

output, 28 Profile report, 22 PRS summary window, 21 PRS top percentile report, 27 Ranking, 9 Reassign percentile ranking, 11, 19 Recalculate raw rating, 11, 19 Retrieval Menu, 25 Security, 15 System Preferences, 16 Three Cs, 7, 9 Understanding PRS, 9 User Defined Retrievals, 25

Date post:	29-May-2020
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