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UCSF Fundraising System Replacement Project

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Presentation on theme: "UCSF Fundraising System Replacement Project"— Presentation transcript:

1 UCSF Fundraising System Replacement Project
University Development and Alumni Relations Steve Downs Executive Director, Financial Services and Administration Debbie Anglin Senior Director, Information Management February,, 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 organization CRM 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.

3 Contributor Life Cycle

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 History The 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 History There 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 system With 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 requirements We vetted our analysis through Opinder Bawa, CTO – SOM/ITS

8 Project Objectives Capitalize on the benefits of shared and readily accessible Development data across UCSF Create an on-line presence that increases engagement of university constituent Utilize the enterprise system model to improve effectiveness Deliver a system that meets UCSF compliance needs Support a comprehensive multi-billion dollar campaign to increase private philanthropic support to the university

9 Inclusive Process We 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 Technology SOM MSO Group Enterprise Architecture Application Group System and Technology Advisory Council Information Technology Guidance Committee It is our hope that once vetted through these committees, ITGC will present the business case for funding to the Chancellor’s Executive Committee

10 Fit/Gap Analysis Results

11 UDAR Information Systems Environment
External Daa (NCOA) Finance System Student System HR System Finance System Med Ctr Systems (Concierge, Finance) HR System Schools and Institutes Med Ctr Systems (Concierge, Finance) UBOC Schools and Institutes Online Donations UBOC Alumni Portal Online Donations Alumni Portal Ruffalo Cody Advance (DASP – Production) DASR (RPT) DAST Testing Vendor Data Weath Engiine, CAPWiZ iModules Alumni Directory Alumni Event Registration Social Network Convio On-line Giving Blast iModules Alumni Directory Alumni Event Registration Social Network Crystal Report Server ADM Document Management QAS Address Validation Match-It Dup Record Identification

12 Investment for the Future
University-wide investment to: Provide an enterprise wide system to manage constituent and donor relationships across the university Track all information about constituents seamlessly in one book of record Enable better information integration with the university’s administrative and financial systems Enhance our online presence to improve the alumni and donor experience Reduce supplemental and shadow systems Meet UCSF compliance needs effectively (e.g., security, HIPAA and financial reporting Enhance and leverage e-communication, on-line/Social Networking presence

13 Vendor Solutions Being Reviewed
Sungard Advance Web application Blackbaud Enterprise Constituent Management System Sage Software Millennium System Budget request will range between $900K and $2.3Million based on selected vendor

14 Phase I – Timelines Project Start 09/15/2011
Project Milestones – Phase I Target Date (02/28/2012) Project Start 09/15/2011 Finalize Subject Matter and Technical User Groups 10/14/2011 Business process review and requirements gathering 11/18/2011 Complete Business Process Flowcharts & Business Requirements Documents 12/31/2011 Complete Gap Analysis 01/30/2011 Identify System Solution Options 01/31/2012 Draft Business Case and Budget for Proposed Solutions 3/15/2012 Present Business Case and Budget to ITGC 4/1/2012

15 UDAR System Replacement Project
Q & A


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