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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
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Rapid GrowthGift Transactions - Fiscal Year 2016Fiscal Year2016
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_____
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/
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Dual Bottom Line Matrix For FundraisersHow does it work for Fundraisers?
Critical
Mission ImpactLimitedGoodNot NeededModerateAbundant
$=
Financial Sustainability
$
STOP
$
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The Dual Bottom Line Matrix Supporting FundraisersHow does it work for non-fundraisers?
Safe
Databe Integrity ImpactResource SustainabilityInefficientMild RiskDetrimentalManageableEfficient
STOP
=
CriticalGoodNot NeededLimitedModerateAbundant
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The Dual Bottom Line MatrixWhat are we not going to do?
STOP
$
Mission ImpactResource Sustainability
STOP
Donor Integrity Impact
Resource Sustainability
Help!
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Duplicates
Handling Lists
Event Management
Constituent Profiling
Segmentation
SCF PLS
Help!
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Duplicate Management
#1
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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
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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=
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Event Participant Management
#2
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31 Events$6,080,137 Net
FY16 Event ActivityOverview
Fundraising Events14,618 Attendees 31 Events
Stewardship andRecognition Events 3,172 Attendees
32 Events
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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!
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Event Management with AutomationUsing EventOmatic
1 m 10 sRegister a participantAdd participants spouse as guestAdd 3 unknown guests
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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.
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List ManagementAfter AutomationFindOmaticSearches for constituents and non-constituentsEasily promote to a full constituent.Searches other record types (i.e. query, reports, etc.)
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_____
Typically, acquisition response rates are low and they bring in low dollar amounts.
So why do we care how we handle these lists?_____
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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
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List Management with AutomationUsing ImportOmatic, List Management, and FindOmatic
Safe
Integrity ImpactProcess SustainabilityInefficientMild RiskDetrimentalManageableEfficient=
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Constituent Profiling
#4
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_____
What is the one thing that every single donor to any organization has in common?
_____
At one point they were non donors.
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Affinity Engagement and Scoring43Building a Predictive Model
12 month campaign to celebrate the 10th anniversary of Northwestern Medicines Bluhm Cardiovascular Institute (BCVI)
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Affinity Engagement and ScoringBuilding a Predictive Model
Positive Indicators >1% response rateNegative Indicators -