Introduction to Advancement Services

Transcription

1 Introduction to Advancement Services Ann House, Associate Vice President, Advancement Services University of Miami Board Member, AASP Vicky Medlock, Associate Vice President for Advancement Shenandoah University President, AASP Who are you? in advancement services for 5 years or more in advancement services for less than 5 years fundraiser advancement administration other 2 1

2 Definition of Advancement Services Advancement Services provide the backbone of an organization s Advancement operation. Advancement Services professionals gather, organize, manage and disseminate information to guide the sound and effective advancement and overall business decisions of not-for-profit organizations. They establish principles, adhere to guidelines and apply technical solutions to minimize risk, and maximize philanthropic investment, in their organizations. Advancement Services professionals protect and advance the missions of their organizations and the interests of those who support these missions. 3 What is Advancement Services? Annual Fund Advancement Services your advancement partner! Major Gifts Alumni Relations 4 2

3 It is not a department it s a profession! 5 The fundraiser in all of us.. 6 3

4 A Coordinated Advancement Services Operation will Aid fundraisers Enhance the donor experience Improve collaboration and communication Provide for data/information consistency Help to measure and improve performance 7 How is Advancement Services defined at your organization? Records Reporting Research Moves Management Gift Processing Events Annual Giving Stewardship/Donor Relations Technical Support Budget Strategic Planning Software Training 8 4

5 Basic Functions Gift and Pledge Processing Bio/Demo Record Maintenance Prospect Research and Management Stewardship / Donor Relations Reporting Technical Support 9 Human Resources and Personnel Budgeting / Financial Accounting Operations for Advancement Division Events Annual Giving Training More Functions Web Development Campaign Planning Proposal Writing Scholarship/Endowment Reporting Divisional Planning Facilities oversight Board support Policies and Procedures 10 5

6 Skills Accountant Writer Strategist Project Manager Data Guru Compliance officer Strategic Partner Graphic Designer HR Coach Trainer Customer Service Provider Team Builder Comedian General Rainmaker 11 Ethics Statement Advancement services professionals, by virtue of our responsibilities within the advancement community, establish, affirm and articulate the best standards of ethical practice, both as individuals and members of professional staff at our respective nonprofit organizations. We have a special duty to exemplify the best qualities of our institutions and to observe the highest standards of personal and professional conduct. By example, advancement services professionals encourage our colleagues to embrace and practice these ethical principles and standards. 12 6

7 We have rules CASE Management Reporting Standards FASB/GASB CASE Campaign Reporting IRS! 13 Integrating Advancement Fundraising Communications Alumni Relations Advancement Services 14 7

8 Who are our partners? Fundraisers/Alumni peers Deans and Faculty Controller/Treasurer/Auditors General Counsel/HR Institutional Research/Reporting 15 The Ten Commandments of Gift Processing 1. Do not hold checks. 2. Include all backup when depositing. 3. Does the donorbackup match the fund description? 4. Have you indicated any benefits and the value? 5. What s the difference: Gifts vs. grants vs. contracts? 16 8

9 The Ten Commandments of Gift Processing 6. What s the fastest, most secure way to make a cash gift? 7. Gifts-in-kind: What are they? 8. How do I make a matching gift? 9. When is a pledge a pledge? 10. How to plan a planned gift. 17 Matching Gifts More than one-fourth of all companies with matching gift programs place no restrictions on the type of nonprofit that can qualify for a matching gift. The knowledgeable advancement services professional not only knows the proper processing protocols but mines your data to see who is missing this opportunity! 18 9

10 And the most important of all: IRS What is a gift? Publication 526 The Tax Act of 1993 Auditors The new / /20 rule Call to action 19 The IRS website is your friend. Charitable Contributions Substantiation and Disclosure Requirements, Publication 1771(Rev ), Charitable Contributions, Publication526(2011), Charitable Contributions, Determining the Value of Donated Property, Publication 561(4/2007)

11 But when you get to heaven you are basically done with the IRS Yes, it s true, the IRS has no authority here. 21 Life of a gift Suggested amount and purpose Proposal Gift Agreement First Payment Thank You Stewardship Report 22 11

12 How do data processors find out from development officers critical biographical donor/alumni information to be added to the database? 23 The Vulcan Mind Meld 24 12

13 Biographical/Demographic Record Maintenance Garbage In/Garbage Out Who owns the data? 25 Five Ways to keep a Researcher happy Don t ask: Please do research on John Jones. Your appointment is at what time today? Have a conversation with your researcher. Be specific about what you are looking for. Basic research is easy. You can do it. What happened? 26 13

14 Donor Relations Acknowledgements Stewardship Events Other communications vehicles 27 Say it with Pictures Reporting 28 14

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16 Technology Your alumni / development computer system 31 Defining Metrics How do you know if you are doing a good job? Advancement Services can help! Determine what is critical to review What is the frequency daily, weekly, monthly What should be compared to prior reporting periods? Who needs to review Set clear definitions 32 16

17 Measuring Success Top Management Total gifts and commitments Total cash received Giving by Constituency Performance Indicators 33 Measuring Success Goal Alignment Dollars from New donors Recaptured donors Upgraded donors Same giving level donors Downgraded giving donors Donors New donors Recaptured donors Upgraded donors Same giving donors Downgraded giving donors Constituency Alumni participation Prospect Pipeline Assignment Cultivation status Moves Asks Closed 34 17

18 Areas for metric tracking Management fundraising ROI Annual Giving participation increase, average gift increase, renewal rates Major and Special Gifts prospect tracking, asks and answered, moves management Advancement Services reporting, gift processing, data integrity Funding opportunities Research output 35 Campaign Support Facilitate priority setting Electronic screening of prospects Feasibility study Set goal Request campaign budget Suggest volunteer leadership Suggest nucleus gift prospects Announce gifts Produce Kickoff event Campaign progress reports Board/ leadership presentations Track and Analyze pipeline Project progress Declare victory 36 18

19 TMA (too many acronyms) FERPA HIPAA CASE AFP AASP DDF GAAP CRAT / CRUIT / IRA MGL / TGR UBIT DAF 37 AASP Best Practice Teams Advancement Management Donor Relations Information Management Prospect Management Records Management Industry Trends 38 19

20 Where to get more information CASE AASP APRA ADRP FUNDSERV Rice Certification 39 What Does Management Want and Expect from Advancement Services? Professional management and vision Visibility Resident Geek Squad Standard bearer and defender Knowledge and participation in all areas 40 20

21 Words of Wisdom Random Thoughts Historically low turnover One little mistake and.. Should you distribute bio entry? SWOT Analysis Should a data clerk speak to a donor? Managing up Value of analytics Weeds vs. 30 foot view Statistics rule!!! 41 We are rainmakers We make the trains run on time 42 21

22 Questions 43 Thank you! 44 22