1. Using Data to Build Donor Relationships Donna Bruner Stu Manewith Laura Rossmann

2. Audience Poll  Top database issue -- what do you want from your database that you are not getting?

3. Technical Terms and Glossary -SM TermDefinition Constituents Individuals, households, organizations, or groups that are engaged with your organization in some actionable way Data Information that you maintain about your constituents. Did you know that the word ‘data’ is a plural? Field A discrete data element with your organization’s data Database An organized repository of your organization’s data CRM Constituent Relationship Management – often, a database in which is maintained comprehensive data about all ways that constituents engage with your organization. Data Warehouse An electronic platform in which large amounts data from multiple databases can be loaded and queried or analyzed against each other and all in one place Codify Applying consistent coding to codeless data Interface A data exchange between two databases Integration An automated, ‘seamless’ data exchange between two databases Metadata Coding that is used to systematize or categorize otherwise codeless data Moves Management A coding system to classify and make consistent interaction and constituent engagement information that drives the major and planned giving process Power-User* A sophisticated database user or administrator. Often the ‘go-to’ person or the database ‘queen’.

4. Driving Forces  Database is the codification of Strategic and Annual Development Plans  Database as the “Town Square”  When are excel and access databases not enough?  Lehmann Associates survey  83% of respondents (n = 1,400) used a vendor product, vs. a custom system or office database application  Satisfaction rates are higher with vendor products  Data management needs are assessed regularly but migration is rare

5. Up and Coming Functionality and Trends  How far we’ve come  More data than ever  More ways to track  Donor Management Systems or Constituent Relationship Management Systems  On-premise/server based or Software as a Service/cloud-based  Handout: helpful white papers and guides

7. Database Must Haves  A monarchy, not a democracy  Operating manual of policies and procedures  Clearly defined user security rights and responsibilities, supported by appropriate training  Regular monitoring for data integrity and periodic audits  Regular updates and backups  Embedded in the organization’s culture  Coordinated with Finance Department

8. The Fundamentals  Data Collection  Basic biographical, residential, contact  Relationships  Giving history  Data appends  List Purge  Data Coding  Coordinated and non-duplicative  Maintainable  Actionable  Scalable

9. Campaign, Fund, and Appeal Coding  Campaigns – tied to your book of work (activity sets, mission areas)  Funds – tied to Finance chart of accounts  Appeals – tied to solicitation methods

10. Data Management and the Donor Pyramid Pinnacle Donors Major/Capital Donors Mid-level Donors Annual Donors Members Events

11. Data Collection Requirements for Event Donors, Members and Annual Donors  Direct Mail  Telemarketing  E-solicitation  Website giving  Tribute giving  On-site giving  Event data Lifetime Donors Major/Capital Donors Mid-level Donors Annual Donors Members Events

12. Event Donors, Members and Annual Donors – What can the data tell you  Recency  Frequency  Monetary  Engagement  Giving triggers  Preferred giving methods  Tributes  Appeal Giving  Events Pinnacle Donors Major/Capital Donors Mid-level Donors Annual Donors Members Events

13. Data Management for Event Donors, Members and Annual Donors -SM  When to start a record  What’s important/what’s not important  Meaningful  Where to input  Metadata tags Pinnacle Donors Major/Capital Donors Mid-level Donors Annual Donors Members Events

14. Data Collection for Mid-level/Major/Pinnacle Donors  Discovery calls  Interests, esp. in your organization  History with organization  Relationships  Prospect research and analytics/screening programs  Assets  Giving to other organizations  Demographic/psychographic profiling  Actions and call reports  Ethics of data capture Pinnacle Donors Major/Capital Donors Mid-level Donors Annual Donors Members Events

15. Mid-level/Major/Pinnacle Donors – What can the data tell you  Linkage  Ability  Interests  Current stage of relationship to organization  Current stage in path to the next gift Pre- Qualification QualificationCultivationSolicitationStewardship

16. Moves Management for Mid- level/Major/Pinnacle Donors  ‘Gift Officer’ driven  The data which determines Moves needs to be codified  Who, what, when, where and how  Standardized then customized Pinnacle Donors Major/Capital Donors Mid-level Donors Annual Donors Members Events

18. Special Data Needs for Pinnacle Donors  Critical data  Age  Marital Status  Family Info  Relationships to wealth managers and other trusted advisors  Gift vehicle details  Specialized gift tracking modules for Planned Giving Pinnacle Donors Major/Capital Donors Mid-level Donors Annual Donors Members Events

19. Revisiting Top Issues

20. Q&A