1. Fundraising with Banner
at UCLAN
Presenters:
David Turner, Senior Business Analyst
Steve Williams, Support & Development Manager

2. Development Officer (Annual Fund) & Jane Horabin
Acknowledgements
Maggie Maclean
Development Officer (Annual Fund)
&
Jane Horabin
Banner Support Officer

3. Agenda Context Telethon Campaigns Banner Technicalities Gift Aid
Credit Card Donations
Local Developments
Results
Way Forward
Questions

4. Context - UCLAN Large, Post ’92 University (30k students)
Preston Campus has 21.2k students
14.6k Full time (69%)
6.6k Part time (31%)
18.2k Undergraduate (86%)
3k Postgraduate (14%)
48 Partner Colleges worldwide with 9k students
Evolving academic portfolio incorporates Dentistry, Pharmacy and Architecture
Student administration is mostly devolved to Faculties and Schools; Central administration for Admissions, Fees, HESA, Fundraising, etc

5. Context - Banner Banner Advancement Banner Student Banner General
Banner Accounts Receivable
ODS
Agresso

6. Context - Fundraising What we’ve done before Telethon 2004 Results
Outsourced – The Phone Room
Oxford based
Oxford based students – no/little knowledge of Preston
Results
4500 contacts offered, 622 contacts made
Data issues highlighted
No soft data gathered

7. Telethon Campaigns Campaigns (x3) 3 weeks in duration
Monday to Thursday
12 calling days
6 - 9 pm
18 Calling Stations, 2 Admin Support

8. What we wanted to achieve
Get started !!
Start talking
Establish a Relationship
Find out about what they’ve been up to
Tell them what UCLAN/Faculty has been up to
Get them interested in UCLAN again!
Get their support
Gain their commitment! AKA ‘The Ask’

9. Trial Run 3 members of the Fundraising Team Tried to contact 60 people
Results in own right – 3 donations, 20%
Insights & appreciation of what callers would expect

10. Telethon - How Pre-Call Letter The Call The Email
Strength: Current UCLAN students calling UCLAN alumni, Matched by Course/Faculty
The
Thank you for your gift
Thank you for your pledge
Thank you for your time

12. Student Callers – Our Strength
Mass Recruitment
Selection Day
Training Day
Additional Training for Banner Admin Support

13. Call Centre Issues Caller reliability Excessive chatting
Taking long breaks
Performance & Confidence
Location

14. What we achieved Data cleansing Data gathering Interest & Involvement
Commitment
… but more about this later

15. Banner Technicalities
Setup on Banner heavily influenced by ESSEC as the only European user of Banner Fundraising at the time
Giftaid suite of forms developed by SCT to enable Giftaid to be incorporated in UK donations
In house development of Contact Identification, Contact Report and Gift Capture
Campaign and Designation structure agreed for best fit with the Fundraising activities over the forthcoming years
Desk aids developed for Student callers and Admin workers for ‘at a glance information’
ESSEC Involvement
ESSEC undertook a three day workshop at UCLan to explain how they used relevant Fundraising Forms.
Giftaid
This package provided by SCT to enable Giftaid to be recorded and therefore reported through our finance department to enable monies to be recovered for any donations received.
Contact Reports/Download Processes
AZRCONT (Contact Report) developed in order to provide student callers with information relating to the Alumni for information and recording purposes.
AZALOAD download process developed to enable contacts to be generated for a Contact Report to be produced.
AZAGFTL process developed to enable WorldPay CSV Payment file to be downloaded into Banner of the gift received for each contact.
Desk Aids
Desk aid produced for reference for Student Callers when completing Contact Report information for call outcome code information and general info on how to complete additional information required for the Contact Report update such as employer info, comments etc.
Admin Desk aid produced for flow chart of forms to use during admin inputting onto Banner forms and also codes used for exclusion information, call outcome codes etc.

16. Banner Technicalities
Already had alumni logged and all details – APASBIO
This form contains summary information regarding a constituent such as :
Telephone Nos
Addresses
Employment information
Relationship information
Solicitation information (following contact made)
etc, etc …
APASBIO - Summary information about a constituent
AFACAMP – Ability to create Campaigns and view summary of Campaign Total to date – Pledges and Gifts
ADADESG – Create Designations as part of the Campaign
AFADESG – Link/Associate Designations to Campaigns
AKAGIFT – Log Gifts received
AKAPLDG – Log Pledges received
ASAMRES – Log outcome results of calls made (by solicitor)
ASASORG – Create an Organisation of Solicitors
ASASIGN – Assign/Un-assign Contacts to the Campaign
ASAASCT – Assign Contacts to an individual Solicitor
Access Issues – Problems initially with students employed accessing Banner as they would have the ability to access other students data. Managed to resolve this by building a new class in Banner and restricting access to specific forms only (for the Admin staff only, Student callers did not access Banner at all). Students also employed by the Bridge recruitment agency and contracts signed with them to ensure safeguarding/security adhered to.
All reporting information and MIS to be made available from the ODS tool and folders added to ensure all areas could be reported on.

17. Banner Technicalities
The following activities were then undertaken to build up the necessary data on Banner:
AFACAMP – Built Campaign information
ADADESG – Built appropriate Designation for the Campaign
AFADESG – Linked Campaign with Designation
Logging gifts, pledges and call outcomes – AKAGIFT, AKAPLDG, ASAMRES
APASBIO - Summary information about a constituent
AFACAMP – Ability to create Campaigns and view summary of Campaign Total to date – Pledges and Gifts
ADADESG – Create Designations as part of the Campaign
AFADESG – Link/Associate Designations to Campaigns
AKAGIFT – Log Gifts received
AKAPLDG – Log Pledges received
ASAMRES – Log outcome results of calls made (by solicitor)

18. Banner Technicalities
Solicitor Organisation set up and linking to Campaign – ASASORG & AFACORG
Assigning/Re-assigning of contacts to Solicitors
ASAASCT
ASASIGN
Access issues & data protection
Reporting summary info from ODS
Solicitor Organisations –
An organisation set up initially of all student callers to enable assignment of contacts to solicitors where possible in the same area of study. This however did not fit all and fashion students had successful conversations outside their field.
Assignment/Re-assignment –
Solicitors assigned in the main to contacts with similar area of study.
Re-assigning necessary when student callers unable to attend shifts or callers required additional contacts – quite a time-consuming process due to steps involved in the assignment process.
ASASORG – Create an Organisation of Solicitors
ASASIGN – Assign/Un-assign Contacts to the Campaign
ASAASCT – Assign Contacts to an individual Solicitor
Access Issues & Data Protection – Problems initially with students employed accessing Banner as they would have the ability to access other students data. Managed to resolve this by building a new class in Banner and restricting access to specific forms only (for the Admin staff only, Student callers did not access Banner at all). Students also employed by the Bridge recruitment agency and contracts signed with them to ensure safeguarding/security adhered to.
Reporting summary info from ODS
All reporting information and MIS to be made available from the ODS tool and folders added to ensure all areas could be reported on.

19. Gift Aid Variations on the normal forms to support Giftaid collection
AKBGIFT instead of AGBGIFT
Using tax records
We report to inland revenue name, address and amount

20. Credit Card Donations
Sought direct debits but also wanted to collect one off gifts
Already use WorldPay for collecting fees
Set up another account for fundraising
Student caller enters details on a web page
File of payments is provided by WorldPay each day
Created a form to load it in as gifts onto Banner
Not recording/storing credit card details locally
WorldPay sends out an acknowledgment
Direct debits only available on manual forms currently which would then be forwarded to Finance.
WorldPay used for Tuition Fees within UCLan and this utilised for donors to be able to make a credit card donation over the telephone. A web page was developed to feed into the WorldPay site from the UCLan Fundraising home page of which details would be entered at the time of the call by the student or link provided for the Alumni to complete at a later date.
WorldPay provide Finance with a daily record of payments made and this forwarded from Finance for automatic input against the Banner Record in AKAGIFT via a downloadable process developed in-house (AZAGFTL).
Credit card information was taken by telephone and directly input into WorldPay by the student callers and no recording/storing of credit card details for security purposes.
On receipt of the payment WorldPay automatically acknowledge the donor by and UCLan receive a copy of this sent automatically to generic Fundraising address.

21. Local Developments – Identifying Contacts
Standard Banner uses Population Selection
We use
ODS to extract a list of contacts
Used for MailMerge and a pre-call letter
New form to load into Banner as Contacts
Note opt out option

22. Local Developments – Contact Report
Everything we currently know about the contact all on one piece of paper
They are the cues for the conversation
Collect additional or correct information
Variation on the report also supports faculties and services that have a need to contact alumni

23. Local Developments – Contact Report
Exclusions
Telephone Numbers
Addresses
Home Address
Degrees
Mailing Contacts
Telethon Contacts
Event Attendance
Employer Details
Gift and Pledge History
Hobbies, Interests, etc
Comments

24. Local Developments Gift Load Form
Takes payments from the WorldPay file
Load them as gifts as if entered via AKAGIFT
Also used to load gifts from fundraising events

25. Results 24 students called 3562 potential donors
16% made donations or pledges
Unable to get through, main reasons included:
630 no reply after 3 attempts
290 parents’ telephone no, new contact details provided however some did not wish to disclose details
615 received a dead dial tone
454 were no longer at this address

26. Results ‘Soft’ results: 13 course enquires
28 requests for the alumni magazine
4 interested in public lecture series
28 offering as mentors
17 offering placement opportunities
9 interested in reunions
2 offering to talk to students
7 offering corporate donations
7 Positive feedback: tell … I made it !

27. !!! Results And … 817 new addresses 257 deactivated addresses
35 deactivated addresses
562 new addresses
2043 deactivated telephone numbers
520 new employer details
89 exclusion requests
!!!

28. Way Forward Reduced from 3562 raw contacts
To 771 useful contacts who will
Give us money
Help our current students
Actively participate in the future of UCLAN

29. Way Forward Telethons planned for March 2009 and June 2009
Have to address the data cleansing issues
FuturePay – Use of WorldPay to receive monthly standing order type payments.
Developing Student callers & further recruitment
Will consider other systems to streamline and enhance the calling process
Eg Smart Call
Promotion of Fundraising activities in general

30. … and that, in a nutshell, is how Fundraising in Banner works.
Questions