Presentation on theme: "Fundraising with Banner"— Presentation transcript:
1 Fundraising with Banner at UCLANPresenters:David Turner, Senior Business AnalystSteve Williams, Support & Development Manager
2 Development Officer (Annual Fund) & Jane Horabin AcknowledgementsMaggie MacleanDevelopment Officer (Annual Fund)&Jane HorabinBanner Support Officer
3 Agenda Context Telethon Campaigns Banner Technicalities Gift Aid Credit Card DonationsLocal DevelopmentsResultsWay ForwardQuestions
4 Context - UCLAN Large, Post ’92 University (30k students) Preston Campus has 21.2k students14.6k Full time (69%)6.6k Part time (31%)18.2k Undergraduate (86%)3k Postgraduate (14%)48 Partner Colleges worldwide with 9k studentsEvolving academic portfolio incorporates Dentistry, Pharmacy and ArchitectureStudent administration is mostly devolved to Faculties and Schools; Central administration for Admissions, Fees, HESA, Fundraising, etc
6 Context - Fundraising What we’ve done before Telethon 2004 Results Outsourced – The Phone RoomOxford basedOxford based students – no/little knowledge of PrestonResults4500 contacts offered, 622 contacts madeData issues highlightedNo soft data gathered
7 Telethon Campaigns Campaigns (x3) 3 weeks in duration Monday to Thursday12 calling days6 - 9 pm18 Calling Stations, 2 Admin Support
8 What we wanted to achieve Get started !!Start talkingEstablish a RelationshipFind out about what they’ve been up toTell them what UCLAN/Faculty has been up toGet them interested in UCLAN again!Get their supportGain 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/FacultyTheThank you for your giftThank you for your pledgeThank you for your time
12 Student Callers – Our Strength Mass RecruitmentSelection DayTraining DayAdditional Training for Banner Admin Support
13 Call Centre Issues Caller reliability Excessive chatting Taking long breaksPerformance & ConfidenceLocation
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 timeGiftaid suite of forms developed by SCT to enable Giftaid to be incorporated in UK donationsIn house development of Contact Identification, Contact Report and Gift CaptureCampaign and Designation structure agreed for best fit with the Fundraising activities over the forthcoming yearsDesk aids developed for Student callers and Admin workers for ‘at a glance information’ESSEC InvolvementESSEC undertook a three day workshop at UCLan to explain how they used relevant Fundraising Forms.GiftaidThis 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 ProcessesAZRCONT (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 AidsDesk 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 – APASBIOThis form contains summary information regarding a constituent such as :Telephone NosAddressesEmployment informationRelationship informationSolicitation information (following contact made)etc, etc …APASBIO - Summary information about a constituentAFACAMP – Ability to create Campaigns and view summary of Campaign Total to date – Pledges and GiftsADADESG – Create Designations as part of the CampaignAFADESG – Link/Associate Designations to CampaignsAKAGIFT – Log Gifts receivedAKAPLDG – Log Pledges receivedASAMRES – Log outcome results of calls made (by solicitor)ASASORG – Create an Organisation of SolicitorsASASIGN – Assign/Un-assign Contacts to the CampaignASAASCT – Assign Contacts to an individual SolicitorAccess 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 informationADADESG – Built appropriate Designation for the CampaignAFADESG – Linked Campaign with DesignationLogging gifts, pledges and call outcomes – AKAGIFT, AKAPLDG, ASAMRESAPASBIO - Summary information about a constituentAFACAMP – Ability to create Campaigns and view summary of Campaign Total to date – Pledges and GiftsADADESG – Create Designations as part of the CampaignAFADESG – Link/Associate Designations to CampaignsAKAGIFT – Log Gifts receivedAKAPLDG – Log Pledges receivedASAMRES – Log outcome results of calls made (by solicitor)
18 Banner Technicalities Solicitor Organisation set up and linking to Campaign – ASASORG & AFACORGAssigning/Re-assigning of contacts to SolicitorsASAASCTASASIGNAccess issues & data protectionReporting summary info from ODSSolicitor 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 SolicitorsASASIGN – Assign/Un-assign Contacts to the CampaignASAASCT – Assign Contacts to an individual SolicitorAccess 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 ODSAll 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 AGBGIFTUsing tax recordsWe report to inland revenue name, address and amount
20 Credit Card DonationsSought direct debits but also wanted to collect one off giftsAlready use WorldPay for collecting feesSet up another account for fundraisingStudent caller enters details on a web pageFile of payments is provided by WorldPay each dayCreated a form to load it in as gifts onto BannerNot recording/storing credit card details locallyWorldPay sends out an acknowledgmentDirect 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 SelectionWe useODS to extract a list of contactsUsed for MailMerge and a pre-call letterNew form to load into Banner as ContactsNote opt out option
22 Local Developments – Contact Report Everything we currently know about the contact all on one piece of paperThey are the cues for the conversationCollect additional or correct informationVariation on the report also supports faculties and services that have a need to contact alumni
23 Local Developments – Contact Report ExclusionsTelephone NumbersAddressesHome AddressDegreesMailing ContactsTelethon ContactsEvent AttendanceEmployer DetailsGift and Pledge HistoryHobbies, Interests, etcComments
24 Local Developments Gift Load Form Takes payments from the WorldPay fileLoad them as gifts as if entered via AKAGIFTAlso used to load gifts from fundraising events
25 Results 24 students called 3562 potential donors 16% made donations or pledgesUnable to get through, main reasons included:630 no reply after 3 attempts290 parents’ telephone no, new contact details provided however some did not wish to disclose details615 received a dead dial tone454 were no longer at this address
26 Results ‘Soft’ results: 13 course enquires 28 requests for the alumni magazine4 interested in public lecture series28 offering as mentors17 offering placement opportunities9 interested in reunions2 offering to talk to students7 offering corporate donations7 Positive feedback: tell … I made it !
27 !!! Results And … 817 new addresses 257 deactivated addresses 35 deactivated addresses562 new addresses2043 deactivated telephone numbers520 new employer details89 exclusion requests!!!
28 Way Forward Reduced from 3562 raw contacts To 771 useful contacts who willGive us moneyHelp our current studentsActively participate in the future of UCLAN
29 Way Forward Telethons planned for March 2009 and June 2009 Have to address the data cleansing issuesFuturePay – Use of WorldPay to receive monthly standing order type payments.Developing Student callers & further recruitmentWill consider other systems to streamline and enhance the calling processEg Smart CallPromotion of Fundraising activities in general
30 … and that, in a nutshell, is how Fundraising in Banner works. Questions