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Reporting with Colleague Advancement Karen Hupp Wittenberg University.

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Presentation on theme: "Reporting with Colleague Advancement Karen Hupp Wittenberg University."— Presentation transcript:

1 Reporting with Colleague Advancement Karen Hupp Wittenberg University

2 About Wittenberg… Small 4 Year Liberal Arts College in Spfld, Ohio Enrollment ~ 2,100 (1,900 UG masters) Datatel Client since 1986 – 23 years We were a client when BEN was AD within Colleague. We converted from AD in Colleague to BEN in We’ve been live on CA since June 2 nd. We have 1.1 million PERSON records in Colleague. We have 175,000 CONSTITUENT records in CA.

3 Our Reporting Strategy… We are unidata site and have uniquery paragraphs available on menus. We have about people that use Informer to pull ad-hoc reports out of Colleague. We have 4 individuals that still have colon prompt access after Release 18. We built uniquery remotes that they log into thru accuterm to do uniquery.

4 Computing doesn’t usually generate reports for administrative offices. We have a ‘super’ user in every office that is responsible for pulling reports. We do write/create reports in Uniquery and put on menus or in Informer if needed. We did have one individual outside of computing that wrote idescriptors and she was set up to write Computed Columns in the toolkit for Colleague Advancement.

5 Items to cover… Our favorite Datatel Reports Screens/Forms New Colleague Advancement File Structure Strategy for rewriting reports and Computed Columns

6 Datatel Reports… MDPR Major Donor Profile (like MPPR) PPFR Person Profile Report SARP Staff Activity Report CTBR – Contribution Report CVRP – Contribution Verification Report (part of daily processing) CAFS Financial Summary Report (good for checking conversion data and can be used after conversion) CBMR – New Contribution Benchmark Report

7 Datatel Forms PREL – Person Relations – They Love!! Great for seeing people relationships, employment data, affiliations, and organizations. PAVI – Person Advancement Inquiry A good starting point! You can get to the best screens from here! MDPL – Plague Detail

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10 Donor Giving Summaries… GPGI – Donor Giving Summary AGBY – Area of Giving by Year YGBA – Yearly Giving by Area

11 GPGI – Donor Giving Summary

12 AGBY – Area of Giving by Year

13 YGBA – Yearly Giving by Area

14 MEMI – Memorial Contribution Inquiry CMMI – Commemoration Inquiry

15 Colleague Advancement Files The first thing we did was enroll in the CA Reporting Techniques on-line class. Since CONSTITUENT is the co-file for Colleague Advancement we taught our users to do their reporting off of this file.

16 Colleague Advancement Files Constituent Information: CONSTITUENT.REMARKS MAT.POLICY MAT.POLICY.REL GIVING.GROUP GIVING.GROUP.MEMBER

17 Colleague Advancement Files Contribution Information: CONTRIBUTION CONTRIB.DONOR CONTRIB.DONOR.DESIG CA.SESSION CA.PAYMENT DESIGNATION

18 Colleague Advancement Files Contribution/Pledge Information: PLEDGE PLEDGE.SCHEDULE SCHED.PAY.INFO PLEDGE.GL.POSTING

19 Colleague Advancement Files Contribution – other: RECURRING.DONATION* MEMORIAL.RELATION INKIND.CONTRIB* CONTRIB.MATCH SECURITIES.CONTRIB* CONTRIB.MATCH.DESIG INSURANCE.CONTRIB* CONSTITUENT.PREMIUM TANGIBLE.CONTRIB* CONTRIB.CORR SERVICES.CONTRIB* RECOG.PGM.MEMBER

20 Colleague Advancement Files RECOG.CTRL RECOG.CTRL.LEVEL RECOG.CTRL.PREMIUM RECOG.PGM RECOG.PGM.LEVEL RECOG.PGM.PREMIUM RECOG.PRMG.MEMBER

21 Colleague Advancement Files Campaign Files:Planned Gift Files: CAMPAIGN* PLANNED.GIFT CAMPAIGN.DONOR* PLANNED.GIFT.BENFCY CAMPAIGN.GROUP* PLANNED.GIFT.REP CAMPAIGN.PYRAMID * PLANNED.GIFT.TYPE

22 Colleague Advancement Files: MAJ.DONOR* RESEARCH.GIVING MAJ.DONOR.RATING* RESEARCH.WEALTH RESEARCH.REQUEST* RESEARCH.STOCK RESEARCH.TYPE* SOLICIT.TRACK CULTIVATE.RATING* PROPOSAL CULTIVATE.AREA* SOLICIT.ASSIGN RATING* SOLICIT.DESG RESEARCH* SOLICIT.ALLOCATION

23 Determining which reports Advt used 3-4 years ago we put the OC.ACCESS.TRACKER in place (Odessa College) to log what paragraphs were being executed at the : colon prompt and from menus. This tool tracks paragraph name, last run, and how many times run. We used the data to determine the paragraphs run in the last 18 months. < 400 * The Advancement office helped determine what needed rewritten after evaluating Datatel’s delivered reports.

24 Our approach to Computed Columns We have two users at the : prompt in Ben. We saved their stacks daily for about 18 months. We sorted through about 12 months of stacks and created lists of idescriptors used in each file. Also included the idescriptors used in the paragraphs logged. This told us what they used. Also brought Advt office live on Informer less than 2 years ago so we knew what was needed there…~150 idescriptors.

25 In our Ben PERSON dictionary we had over 5,000 idescriptors !!!! Oh yes… When we looked at the total number of idescriptors used in PERSON only it was less than 260 TOTAL! We were going to look at what Datatel delivered and we were expecting not to have to write all of these.

26 Not to automatically rewrite everything we had just because we had it before. Try to use the Datatel delivered if similar. Try to hit a ‘middle of the road’ where not everything is rewritten until we know we need it, but put enough out there (the basics) on Day 1 to be able to produce ad-hoc reports. We had about 200 written in the CONSTITUENT file when we came live. We’ve got about 275 now.

27 When we came live we weren’t real comfortable with the CONTRIBUTION, CONTRIB.DONOR, CONTRIB.DONOR.DESIG, so to get going we built what we needed with CONTRIBUTION and generated most of our reports off of it.

28 S.GET.DONOR.STATS - (my favorite! ) Pulls back total giving by fiscal or calendar year based on designations, campaigns and areas of giving.

29 Dollar Total CCs…I built with it. XCN.LIFETIME.GIVING string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"TOTALAMOUNT","H,S,MG","","GF,PP,MG","","","","","",""); return (real)xResult1; XCN.ANNUAL.FUND.GVG.CFYR string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"","H,S,MG","CFYR","GF,PP,MG","","","A,R","","",""); return (real)xResult1; XCN.ANNUAL.FUND.GVG.PFYR1 string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"","H,S,MG","PFYR1","GF,PP,MG","","","A,R","","",""); return (real)xResult1; XCN.TOTAL.GVG.CFYR string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"","H,S,MG","CFYR","GF,PP,MG","","","","","",""); return (real)xResult1;

30 XCN.TOTAL.GVG.PFYR1 string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"","H,S,MG","PFYR1","GF,PP,MG","","","","","",""); return (real)xResult1; XCN.LAST.CONTRIB.AMOUNT string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"LAST AMOUNT","H,S,MG","","GF,PP,MG","","","","","",""); return (real)xResult1; XCN.LARGEST.CONTRIB.AMOUNT string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"LARGEST AMOUNT","H,S,MG","","GF,PP,MG","","","","","",""); return (real)xResult1; XCN.LARGEST.CONTRIB.DATE string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"LARGESTDATE","H,S,MG","","GF,PP,MG”,"","","","","",""); return (date)xResult1;

31 XCN.LAST.CONTRIB.PP.AMOUNT string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"LAST AMOUNT","H,S,MG","","PP","","","","","",""); return (real)xResult1; XCN.LAST.CONTRIB.PP.DATE string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"LAST DATE","H,S,MG","","PP","","","","","",""); return (date)xResult1; XCN.LAST.CONTRIB.NP.AMOUNT string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"LAST AMOUNT","H,S,MG","","NP","","","","","",""); return (real)xResult1; XCN.LAST.CONTRIB.NP.DATE string xResult1; xResult1 = SGetDonorStats(vCnContribDonors,"LAST DATE","H,S,MG","","NP","","","","","",""); return (date)xResult1;

32 QUESTIONS?


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