Sampling of Gift Officer Reports

Transcription

1 Sampling of Gift Officer Reports Lehigh s strategy for reporting is multi faceted giving users the ability to get information online at any time as well as automated push reports that are sent to their . The level of information available online is presented in both summary (e.g. dashboard) and detail (drill down) so that any level of summary or granularity is supported. All information is exportable to excel for ease of review. The strategy around reports is to be just in time and personal/relevant information FOR THE GIFT OFFICER (vs. a long list that they have to determine which information is relevant to them. All information is available from on the road when connected to the internet. There is also a mobile lite version available to look up prospects, review portfolio & pipeline information, and produce profiles. There is a separate document that explains how this works provided in the packet. This document contains sampling of reports available to gift officers. If there are other reports that are desired to review, please do not hesitate to contact me at tchaves@lehigh.edu. A more detailed list of reports is provided in separate documents. Development Officer Dashboard: This report is a dashboard that is personalized for the gift officer showing key metrics and activity. Summary and the ability to drill down into detail is available. Page 1 of 12

2 Drilling down on the View Portfolio button is available to see a gift officer s portfolio (as shown below). College Dashboard: The College dashboard is for the DODs of the colleges to understand both the current results of how college fundraising is doing and compare with prior years. Page 2 of 12

3 The Giving by Fiscal Year option from above would display the next page which shows summary for each fiscal year and then the detail of each year. Prospect Finder: The Prospect Finder reports allows for an adhoc way to search for a list of people or for an individual person (e.g. if the name is known) by a variety of common parameters. Page 3 of 12

4 Once a prospect (or group of prospects) is (are) found, having an online 360 degree view of them is available (e.g. contact info, giving, communications, pipeline, etc) so a full CRM approach is taken. Call Report Entry & Pipeline Updates: We have empowered the gift officers to be effective while on the road and enter call reports quickly and efficiently AND update the pipeline information for their prospects. Page 4 of 12

5 Profiles: There are a number of preformatted profiles (e.g. pdf) available for a gift officer to review prospect information. Each of the profiles have options that a gift officer can choose to truly customize the output although the below formats are commonly used and chosen. Giving History view of giving by designation/purpose, identifying key passion gifts as well as most recent giving. Page 5 of 12

6 Short Profile: Designed for that initial visit to understand some high level information, this short profile is typically 1 3 pages based on the amount of information in the system. Long Profile: Designed for the in depth review of a prospect that might be closer to making a significant gift. Can vary in length up to many pages depending on how much information is in the system. Page 6 of 12

7 Event Mini Bio: This bio is designed to give an overview of who is attending an event. Again, options are available for the output. Designed to have about 3 people display per page Page 7 of 12

8 Pipeline Management Report: This report is an adhoc way of seeing status of pipeline projects based on any combination of parameters (e.g. gift officer, anticipated close, project, etc). Once parameters are entered, the detailed prospects are identified. Page 8 of 12

9 Fundraising Project Dashboard: This dashboard was created for the more strategic projects Lehigh is raising money for to support campaign initiatives. Key measures are available with the ability to drill down into the detail. This information is also pushed weekly to project managers and owners via . Key Management Reports There are a series of key management reports available to fundraising leadership both online and pushed to them. Page 9 of 12

10 Below is a menu of key ones with the Pipeline by Unit being an often view report showing summary by fundraising team and then the ability to drill down to see the detail. Page 10 of 12

11 Below are two key reports pushed weekly to the LGO leadership team providing key metrics for each of the fundraisers. This information is also available online for any time consumption but pushed weekly for ease of access and review. Page 11 of 12

12 Reports that are automatically pushed to gift officers that has information ONLY pertaining to their prospects: Report Frequency Notes Open pipeline projects older than 180 days Lehigh s business processes indicate an open should be closed or reopened within 6 months (also available Verbal pipeline project is older than 90 days Notification of communications sent to prospects Notification of call reports entered on prospects Gifts, pledges, and matching gifts recorded for prospects Prospects attending an event in the next three weeks Prospects who attended an event Planned Asks on the pipeline where the date has passed Anticipated Close Date Passed Monthly Monthly online) Lehigh s business processes indicate a verbal should indicate paperwork in process which shouldn t take longer than 3 months (also available online) For awareness of all communications being sent to their prospects (also available online) For awareness of any call reports entered on their prospects (also available online) Each is sent in a distinct for ease of contacting ( /calling) if accessing via a mobile device) For awareness of their prospects coming to an event to determine if they should attend (also available online) Knowing which of their prospects attended a recent event (also available online) Gift officers can update this online Gift officers can update this online Page 12 of 12