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Helping Fundraisers Help Themselves A Case Study on Contact Report Automation Gretchen Dwyer: Executive Director of Leadership Giving, Amherst College.

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Presentation on theme: "Helping Fundraisers Help Themselves A Case Study on Contact Report Automation Gretchen Dwyer: Executive Director of Leadership Giving, Amherst College."— Presentation transcript:

1 Helping Fundraisers Help Themselves A Case Study on Contact Report Automation Gretchen Dwyer: Executive Director of Leadership Giving, Amherst College Elisabeth Parker: Senior Research and Prospect Management Analyst, Amherst College Joshua Wallace, PMP: Senior Database Programmer, Amherst College

2 Agenda Overview of Amherst College Advancement Visit Reports - Before Visit Report Form Development Process and Technical Information Visit Reports - After Other Ideas Questions?

3 Amherst College Founded in 1821 Small liberal arts college in Western Massachusetts Student body of 1,800 Under 25,000 alumni of record

4 Includes Alumni and Parent Programs, Foundation and Corporate Relations, Advancement Communications, Career Center, Development, and Operations Recently finished Lives of Consequence campaign which raised over $500M Primarily work with alumni and parents of current students Advancement office uses Colleague Advancement When fully staffed, Amherst has eight frontline fundraisers including Gift Planning, Parent, Leadership, and Principal officers Amherst College Advancement

5 Former Visit Report Form required the input of the following: Donor name, giving history, progress level, next steps Donor dog name, donor grandchildren name, donor grandchildren dog name Home suitable for event, possible trustee candidate, good speaker for event, questions for research Color shirt donor wearing during visit, color chair sat in during visit, color drink drank during visit Donor strategy, cultivation notes, next steps Visit Reports for Gift Officers - Before

6 Former Visit Report Form required the following steps: Hassle Gift Officer to complete forms Send Gift Officer blank templates to facilitate receiving of forms Threaten Gift Officer with number of outstanding reports Receive document from Gift Officer, proofread, enter giving history, recent gifts, gifts given during visit, suitable for events, etc. Send via to CAO, DLG, Research colleagues, and various other stakeholders Breathe sigh of relief. Start process again with next completed report. Visit Reports for Development Assistants - Before

7 Visit Report Workflow Overview- Before 1.Visit takes place 2.Gift officer takes notes on paper or in draft 3.Notes are transformed into narrative 4.Narrative is ed to assistant 5.Assistant formats document and inserts narrative 6.Officer edits and approves document 7.Assistant enters visit into Colleague and distributes document 8.Research saves final document into prospect file

8 Project Goals: Increase data hygiene Increase file rate Increase timeliness of entry Eliminate busy work Process Goals: Get buy-in from frontline fundraisers Pilot web report capabilities Make use of our resources Visit Report Reform – Planning Stages Do all of this without resorting to a punitive system!

9 Fundraiser Involvement in Planning Stages Gretchen requested Senior Development Officer and Development Assistant involvement Josh and Elisabeth created mock-up of form prior to first meeting with Leadership Giving team Took feedback on design, but with a grain of salt Demonstrated commitment to project lead to lower skepticism rates in end users Open secret of college-provided iPads on the horizon helped the cause

10 Data Flow

11 Web Application Architecture

12

13 Pre-populated Google Form or Doc Access form Report from database for background data – PDF or Word doc Vendor form Salesforce SDO goes into database on their own Other Options

14 Current Visit Report Form requires input of the following: Visit summary Visit notes Next steps Former Visit Report Form required the input of the following: Donor name, giving history, progress level, next steps Donor dog name, donor grandchildren name, donor grandchildren dog name Home suitable for event, possible trustee candidate, good speaker for event, questions for research Color shirt donor wearing during visit, color chair sat in during visit, color drink drank during visit Donor strategy, cultivation notes, next steps Optimizing Gift Officer Time and Brain Space

15 Current Visit Report Form requires the following steps: Proofread Distribute to list auto- populated in final Word document Former Visit Report Form required the following steps: Hassle Gift Officer to complete forms Send Gift Officer blank templates to facilitate receiving of forms Threaten Gift Officer with number of outstanding reports Receive document from Gift Officer, proofread, enter giving history, recent gifts, gifts given during visit, suitable for events, etc. Send via to CAO, DLG, Research colleagues, and various other stakeholders Breathe sigh of relief. Start process again with next completed report. Optimizing Development Assistant Time and Brain Space

16 Visit Report Workflow Overview- After 1.Visit takes place 2.Gift officer takes notes on paper or in draft 3.Notes are transformed into narrative 4.Narrative is ed to assistant 5.Assistant formats document and inserts narrative 6.Officer edits and approves document 7.Assistant enters visit into Colleague and distributes document 8.Research saves final document into prospect file fills out visit report form 3. 4.

17 Gift Officers care about getting their reports in Increased institutional appreciation for getting information out of brains and into database Data is more trustworthy SDOs are more prepared for visits Speedier portfolio reviews Ability to build more automated reports for external (board) and internal (CAO) audiences Reportable form increases accountability Drastically improved file rate Results

18 Continue to use framework developed for the Contact Report web app to build additional internal and external applications Create wider-ranging visit report forms for larger advancement community Add more Prospect Management resources to My Prospects to push data from database into the hands of fundraisers Ongoing Work

19 Gretchen Dwyer: Elisabeth Parker: Joshua Wallace: Questions?


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