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Advance Illinois: Creating a Legacy and Foundation for World- Class Advancement Strategies and Practice.

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Presentation on theme: "Advance Illinois: Creating a Legacy and Foundation for World- Class Advancement Strategies and Practice."— Presentation transcript:

1 Advance Illinois: Creating a Legacy and Foundation for World- Class Advancement Strategies and Practice

2 INTRODUCTION Michael Hites Interim Chief Information Officer, University of Illinois Foundation Mike Davis Technical Lead, Advance Illinois Project Joe O’Neill University of Illinois Foundation User Support

3 PROJECT PURPOSE AND VALUE The Advance Illinois project is an opportunity to create a long-lasting foundation for world class advancement strategies and practices. AI will be a catalyst in the strategic transformation that will improve advancement beyond management into understanding and engagement at many levels, and with that, the results of fundraising.

4 WHAT IS ADVANCEMENT? Advancement is the strategic, integrated method of identifying and managing relationships to increase support among an educational institution's key constituents, including alumni, friends and business and philanthropic entities of all types. Advancement facilitates the University’s academic, research, economic development and public service excellence through the integration of marketing, communications, alumni relations and development.

5 ADVANCEMENT AT ILLINOIS Three campuses (UIUC, UIC,UIS), deans and directors of colleges and units, University Administration (UA), the University of Illinois Foundation (UIF) and the University of Illinois Alumni Association (UIAA) all have staff devoted to advancement work. The Advancement Community at the University of Illinois is made up of over 500 individuals. From time to time even more users will interact with advancement IT systems.

6 CURRENT IT SYSTEM The current advancement technology infrastructure is primarily based on a core system (FACTS) that is over 20 years old. UIF owns and maintains source code for FACTS. UIF has enhanced FACTS and related software over the years, but the infrastructure is old and difficult to maintain. The lack of Constituent Relationship Management (CRM) technologies and analytics means communications are inefficient. Event management is not supported or integrated and engagement cannot be tracked and managed, lowering overall outcomes. Better information on alumni, donors, potential donors and friends is essential to transforming philanthropy at the University of Illinois.

7 THE ROADMAP A plan created in partnership between UIF, UIAA and campus, colleges and units. Private Funding for a Public University to offset reductions in public funding. A comprehensive development program that seeks to double giving within 7-10 years and increase engagement (volunteers, events, annual giving) at the same level.

8 UNIVERSITY OF ILLINOIS SYSTEM FUNDRAISING In millions of dollars. Figures as of February 28, 2014. See the full presentation under March 14 2014 meeting materials at

9 UNIVERSITY OF ILLINOIS SYSTEM FUNDRAISING In millions of dollars. Figures as of May 29, 2014.

10 The Advance Illinois project is focused on cross department/campus/unit cooperation in the Advancement Community to achieve collaborations and consensus in implementing new technology.

11 UIF 36% UIAA 13% UIUC 27% UIC 10% UIS 8% Other 6% Individuals Represented 88 Individuals serving in 162 Functional Team Positions Individuals Not Represented Project Office Members and Technical Team Members Assigned as Technical Functional Teams Alumni Membership and Groups Annual Giving and Marketing Communications Core Principles Corporate and Foundation Relations Development / Prospect Management Donor Stewardship and Recognition Electronic Documents Management System Event Management Reporting/ Business Intelligence Research Revenue Operations FUNCTIONAL TEAM REPRESENTATION

12 AI IMPLEMENTATION Blackbaud Constituent Relationship Management (CRM) Alumni and Donor Enterprise Advancement system: Transition from desktop-based FACTS to web-based CRM with UIF as custodian of database on behalf of the Advancement Community. Hyland OnBase: Active Electronic Documents Management System replacing current Documents Manager and Records Manager systems. Business Intelligence: Rebuilding and enhancing all reporting tools integrated with CRM.

13 BLACKBAUD CRM BB CRM is a web based relational database that automatically tracks relationships between individuals and organizations. BB integrates different functions performed within the Advancement lifecycle. CRM, Events and Marketing and Communications will be web-based Fund Database (Part of the Fund DB will be absorbed by BB) Donor Portal for Donor self-service Accessible via mobile devices and multiple browsers Able to use international characters (e.g. Mandarin Chinese) Includes performance monitoring and reports via dashboards

14 CRM FUNCTIONALITY Annual Giving & Direct Mail Annual Giving & Direct Mail Donor Relations & Stewardship Donor Relations & Stewardship Foundation Giving Foundation Giving MG,PG & Prospect Mngmt. MG,PG & Prospect Mngmt. Web Integration Web Integration Corp. Dev. & Event Mgmt Corp. Dev. & Event Mgmt Security & System Admin. Security & System Admin. Revenue Operations Revenue Operations Data Warehouse & Reporting Data Warehouse & Reporting Core Principles Technical Integration Constituent



17 11/2013 Contract Approval (11/25/13) 11/2013 - 2/2014 Project Kickoff Project Team Orientation Communication Change Management Project Team Training Environment Installation 2/2015 – 9/2015 Conversion Test Runs (TR2-TR4) User Acceptance Testing (UAT) 10/2015 Final Run Conversion Mock Go Live Go-Live for all Users 11/2015 11/2015 - 1/2016 System Stabilization Ongoing Support INITIATEPLANDESIGNTESTDELIVERSUPPORT End User Training PROJECT TIMELINE 2/2014 - 3/2015 Design Sessions & Walkthroughs System Configuration Conversion Test Run 1 (TR1) Custom Work – Sprints Enterprise Document Management System (EDMS) Data Warehouse and Business Intelligence (BI) Reporting

18 IMPACT ON IT PROFESSIONALS Single access point for anyone associated with advancement activities at all campuses, departments and units. Document management at the point of creation complete with metadata and secure archive. Elimination of shadow databases and document stashes. New support functions based at UIF. Live data in Sandbox environment January 2015. End user training (via UIF and Blackbaud) beginning February 2015.

19 WHAT THIS MEANS TO YOU Fewer “Where is X?” questions. Intuitive interface at one stop CRM database for means fewer support inquiries from advancement community users at college, department and units. Menu of reports and queries available on a dashboard and a streamlined process for request and creation of custom reports. Integration with Outlook for eased Communications and Events Management creation and tracking. Constituent self-service portal to integrate into college, unit and department development web pages.

20 BLACKBAUD CRM DEMONSTRATION Joe O’Neill University of Illinois Foundation User Support

21 COMMUNICATIONS Advance Illinois website: You can email the project at, email Bruce Adams at or send a suggestion via the website feedback form Monthly newsletter on comes out the 15 th of each month. Email to be Project members are available to brief groups across campuses and units. Get in touch for more information.

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