Advancement/Development

Transcription

1 Understanding Advancement/Development Reporting

2 Session Goals Reporting Basics What Makes a Great Reporting Environment Key Performance Indicators The Future of Reporting

3 What was 4.5 Thick Prospecting the Database Sometimes Have to Give Them Exactly What They Ask For

4 What is Reporting Databases and Servers. (Old disk and bandwidth constraints should no longer be a consideration.) Fonts, Graphs, Color. (User expectations are much higher.) Richer selection of Reports Included in Advancement Systems. (Most have to be redone or substantially modified.) Query Tools Included in Advancement Systems. (Database is still complicated.)

5 What is Some Web Deployment of Information (Not as common as you might think.) Users are Much More Capable (But maybe need more knowledge.) Reporting Democracy (Expectations higher for ease of use. Expectations of self service especially for areas with more technical resources.)

6 The Request I want all active alumni, exclude faculty staff, with an active preferred address who have given to their named endowment account where the balance > $50k, who work for a matching gift company that sponsored a research project. Exclude those that have made only memorial gifts or given to the Special Engineering fund. I d also like people living in the Blue Bloods cluster flagged so we can pay special attention to them. I want to show this information on a web site to volunteers, so I also need to be able to show it by prospects assigned to specific volunteers. Of course, we need to respect any anonymity

7 The Request The meeting is a week from today, and I need it deployed on the web a couple of days before that. We also have to consider those that have opted out of any information to be displayed over the web. This group of volunteers is the most important group of movers and shakers to this institution. I want to drive people to the web site using a flash and integrate the behavior patterns back into their research profiles so I can determine over the long haul whether online behavior correlates with giving. I want actionable items on the site so we can mine the data and determine who the movers and shakers are in relation to the volunteers, and who uses the web.

8 The Request I m going g to be out of the country with only PDA access for the next few weeks. I d also like any s we receive or that we know have been exchanged through volunteers as a result of this added to their records.???????????????????????????????????????????????????????????????????????????? How do we fulfill this request?

9 Our Charge Think of information in a more holistic and encompassing fashion rather than just reporting. Provide expertise rather than paper. Provide counsel on trends. Provide in-depth analysis. Provide more creative ways to leverage our enterprise data models. It s up to us to understanding and integrate marketing and messaging concepts and their relationship to our information. Lobby vendors of our information systems more effectively.

10 Dr. Ralph Kimball (Father of the Modern Data Warehouse.) Concepts of Real Time. Any information environment that causes you to get information in less than real time should cause you to re- architect the way you extract and present information. Metaphor of the Restaurant Presentation Done for diners automatically. They don t need to do. Kitchen Full of sharp knives, hot liquids and busy people.

11 The Advancement Dashboard

12 Definitions Actionable Intelligence Mission-critical information that can easily be understood, used, and shared to improve performance. Timely information that alters a course of action for better outcomes. Actionable Intelligence for the Smarter Enterprise Verint Systems Inc.

13 Definitions Analytic Applications Contain business logic that steps users through a series of interactive reports so they can access, analyze, and take action to optimize activities. The Data Warehouse Institute

14 Focus of Reporting (Information Delivery) Presentation & Decision Modeling & Analysis GUI OLAP & BI Primary Focus Standardization/Organization of Key Data Transactional Capture Reporting Focus Secondary

15 Build to... Provide a single ge version so of the truth for all users s of information. (Annual fund vs. annual giving, various participation %. CASE, CAE, VSE, Internal, etc.) Improve information effectiveness for performance measurement and analysis. Align information and reporting with organizational goals. (Eliminate silos.) Eliminate and reduce work in creating and compiling information. (Pixel perfect.) Allow drill down from information to data. (Summary to individual donors/gifts.)

16 Build to... Record Real Performance. (If a development officer changes schools, or prospects change to a new development officer how is their performance compared?) Allow users to collaborate on all aspects of information. (Daily gift blog.) Integrate new sources of information that were not possible to integrate before. (Web behavior into donor profiles.)

17 Build to... Targeting. g Focus solicitation and other contact efforts. (GIS, Data Enhancements.) Interaction. Measure solicitation performance. Control. What was the return on our solicitation and contact efforts. Continuity. Keep building the relationship for the future. (Correlation with event attendance.)

18 The Advancement Dashboard Web Deployed (& Subscriptions) Real Time (As Much as Possible) Performance Indicators & Metrics Global to Drilldown to Donor Always Time Saving Automated Processes Pixel Perfect. No reformatting. Incorporate GIS and Data Mining

19 The Advancement Dashboard Predefined reports are ready-to- use. Simply select the desired report and view immediately, with an option to export results to popular formats, such as.xls A parameterized report uses input values to complete report or data processing ie. using a drop-down down list of faculty or college to filter query results.

20 The Advancement Dashboard Faculty of Information Studies Grads years of age have a higher click thru rate for enews (30-40%). Faculty of Information Studies Grads whose average neigbourhood household income is between $100K and $250K have a higher click thru rate for enews (40%).

21 The Advancement Dashboard Simple Prompts (Eliminate Errors) Outline View Instead of Scrolling Reduce Reformatting

22 Content Integration

23 Student giving/future g giving? g

24 Travel = Future Giving?

25 BI = Information (Business Intelligence) KM Approach Conventional Approach Saves Money Tailored 60 Mile Radius or 60 Minutes Driving Time

26 BI = Information Geographic Distribution Of Alumni Around Major Retailers Propensity to Acquire an Affinity Credit Card Propensity to Acquire an Affinity Credit Card Patronizing Probability

27 Regression Scoring Gift Planning Prospects High Probability Medium Probability

28 $ Paid, $ Balance, $ Due Overdue $150,000 $125,000 $100, $75,000 $50, $25,000 $0 May 03 May 04 Jun July Aug Sep Oct Nov Dec Jan Feb Mar Apr 05 Pledge Collection/Write Off Efficiency Pledge Collection/Write Off Efficiency Track by Division/Unit/Development Officer Assigned

29 % Paid, % Balance, % Due Overdue 100.0% 80.0% 60.0% 40.0% 20.0% 0.0% May 03 May 04 Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr 05 Paid 41.0% 42.0% 42.0% 41.0% 40.0% 41.0% 41.0% 41.0% 41.0% 39.0% Balance 58.0% 58.0% 57.0% 60.0% 0% 60.0% 0% 60.0% 0% 60.0% 0% 60.0% 0% 59.0% 61.0% Due Overdue 11.0% 16.0% 10.0% 12.0% 11.0% 12.0% 13.0% 12.0% 20.0% 19.0% Paid Balance Due Overdue Pledge Collection/Write Off Efficiency What are the ratios that set off alarms?

30 Performance Measurement By division/by unit. Manage performance over time.

31 Performance Measurement Contactable Rates Monitor Areas of Related Responsibilities Contactable Rates by Division by Month Active Address Rate Dropping Cause for Concern Don t forget you can also reward good behavior.

32 Performance Measurement Gift Receipting From time received on campus to time receipt was issued. From time received in the processing are to the time the receipt was issued. Broken down by payment types. Walk the walk.

33 Performance Measurement Overtime $ by Month $25,000 $20,000 $15,000 $10,000 $5,000 $0 May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr F' 200_ 3, ,100 1,500 1,300 14,000 5,000 2,500 2,500 F' 200_ 2, , ,000 1,700 18,000 1, ,000 F '200_ 1, ,000 1, ,000 2,000 24,000 1,800 2,500 2,800 F' 200_ 4,500 2,100 2,500 1, ,200 1,500 18,500 F' 200_ F' 200_ F '200_ F' 200_ Integration of financial information. Cost /$ Received, Cost per Transaction, Others?

34 Web Statistics Click Through Rates Tracked Improve Content Linked to Web Site (Also Tracked) Transmit Ideas Behavior and Performance Marketing Internally Social CRM Self Reporting Self Maintenance Behavior Collaboration Community

35 Class Exercise What are the 3 most important key performance indicators What are the 3 most important key performance indicators that you need to manage your organization?

36 Re-Designing Your Reporting

37 Project Philosophy Right information to the right people at the right time. Focus on high impact processes. Well designed data models. Everything builds on this. Measurable data quality improvements. Project management success. The project has to be successfully managed. Programmers and business analysts able to work more effectively. Cost effective improvements in all aspects of your information strategy.

38 Project Philosophy Consultant approach vs. team approach. What makes a user successful in their job? GIS and data mining as a pro-active information strategy. Continuous marketing and communication plan to get your users to understand the value. Others?

39 Project Philosophy Summaries and snapshots. Snapshot histories. Prompts to get detail. Drill down to detail rows. Cubes for slice and dice. Deploy through web portals. Self subscription and empowerment. Organizational re-design is also critical for a successful reporting environment. We also need to ensure we think about this for advancement/development services.

40 Understanding Your Consumers 44% Accurate 29% Conveys a clear message 9% Concise 6% Complete 6% Readable 4% Visually attractive 2% Easy to maintain

41 Understanding Your Consumers Total (Easy) Average (Harder) Median (Harder) Quartiles (Even Harder) Standard Deviation (Oh oh!) Anything more complicated is very difficult to train users as to the use. Graphical representation more understandable than numeric. Standards so information always looks the same. Accuracy and credibility of information.

42 Helping with Complexity Formalize reporting standards. Formalize report request process. Agreed upon definitions for all report elements. Agreed upon formats for delivery of information. Agreed upon deadlines for delivery of information. Measure adherence to deadlines and timelines. Request metrics to help with future planning. Ongoing training and education program. Partnerships with power users. Feedback

43 More Resources

44 Questions?