Presentation on theme: "UCSF Fundraising System Replacement Project"— Presentation transcript:
1 UCSF Fundraising System Replacement Project University Development andAlumni RelationsSteve DownsExecutive Director, Financial Services and AdministrationDebbie AnglinSenior Director, Information ManagementFebruary,, 2012
2 Constituent Relationship Management CRM for non-profits is focused on maintaining a life long relationship with the constituent (Donor, Alumni, Volunteer) and the organizationCRM for UCSF is the responsibility of more than the development/alumni relations officers. Every encounter the constituent has with UCSF is an opportunity to influence the constituent’s relationship with UCSF, positively or negatively.A CRM system for UCSF must be an enterprise system that informs how we interact with each constituent and how the constituent prefers to interact with us.
4 UCSF constituents can have multiple relationships/connections within the university. To see the complete picture we need an enterprise CRM system that tracks the relationship across the university
5 HistoryThe current Fundraising and Constituent Relationship Management system was implemented in and is built using Oracle/ PowerBuilder client server technology.This system does not currently support the growing business requirements of the campus leadership, University Development and Alumni Relations (UDAR), the UCSF professional schools and Medical Center.The system requires extensive technical staff resources to deliver UDAR’s business requirements
6 HistoryThere are many manual processes used to manage prospects and process donations that are inefficient and lend themselves to error due to the constraints of the systemWith more automation of workflow, there is opportunity to speed administrative processes and improve the quality of information managed in the fundraising system.
7 Fit Gap Analysis of the Current System UDAR worked with ITS to conduct a Fit/Gap analysis to determine how well the current system was meeting UCSF’s fundraising and alumni engagement business requirementsWe vetted our analysis through Opinder Bawa, CTO – SOM/ITS
8 Project ObjectivesCapitalize on the benefits of shared and readily accessible Development data across UCSFCreate an on-line presence that increases engagement of university constituentUtilize the enterprise system model to improve effectivenessDeliver a system that meets UCSF compliance needsSupport a comprehensive multi-billion dollar campaign to increase private philanthropic support to the university
9 Inclusive ProcessWe will present our findings and business case to the following UCSF committees to understand how best to incorporate the system/business needs of the Schools, Department and Medical Center.Committee on Business TechnologySOM MSO GroupEnterprise Architecture Application GroupSystem and Technology Advisory CouncilInformation Technology Guidance CommitteeIt is our hope that once vetted through these committees, ITGC will present the business case for funding to the Chancellor’s Executive Committee
11 UDAR Information Systems Environment External Daa(NCOA)FinanceSystemStudent SystemHR SystemFinanceSystemMed Ctr Systems (Concierge, Finance)HR SystemSchools and InstitutesMed Ctr Systems (Concierge, Finance)UBOCSchools and InstitutesOnline DonationsUBOCAlumni PortalOnline DonationsAlumni PortalRuffalo CodyAdvance (DASP – Production)DASR (RPT)DAST TestingVendor DataWeath Engiine, CAPWiZiModulesAlumni DirectoryAlumni Event RegistrationSocial NetworkConvioOn-line GivingBlastiModulesAlumni DirectoryAlumni Event RegistrationSocial NetworkCrystal Report ServerADMDocument ManagementQASAddress ValidationMatch-ItDup Record Identification
12 Investment for the Future University-wide investment to:Provide an enterprise wide system to manage constituent and donor relationships across the universityTrack all information about constituents seamlessly in one book of recordEnable better information integration with the university’s administrative and financial systemsEnhance our online presence to improve the alumni and donor experienceReduce supplemental and shadow systemsMeet UCSF compliance needs effectively (e.g., security, HIPAA and financial reportingEnhance and leverage e-communication, on-line/Social Networking presence
13 Vendor Solutions Being Reviewed Sungard Advance Web applicationBlackbaud Enterprise Constituent Management SystemSalesforce.comSage Software Millennium SystemBudget request will range between $900K and $2.3Million based on selected vendor
14 Phase I – Timelines Project Start 09/15/2011 Project Milestones – Phase ITarget Date (02/28/2012)Project Start09/15/2011Finalize Subject Matter and Technical User Groups10/14/2011Business process review and requirements gathering11/18/2011Complete Business Process Flowcharts & Business Requirements Documents12/31/2011Complete Gap Analysis01/30/2011Identify System Solution Options01/31/2012Draft Business Case and Budget for Proposed Solutions3/15/2012Present Business Case and Budget to ITGC4/1/2012