Department/Area: Institutional Advancement: Development/Alumni/ae

SYSTEM MUST HAVES

MET?

(Place a 0, 1, or 2 in the box next to each item to indicate how the vendor meets the requirement.)

0 = No

1 = Yes - with difficulty

2 = Yes

CONSORTIUM TOP RANKED

Constituent data management:

Manage multiple names with history, dates (name changes and date, nicknames, formal/informal names, preferred salutations);

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Manage multiple addresses (e-mail, phone and seasonal);

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Manage relationships: able to capture, track, and easily display and report relationships such as family, mentor/student; constituent-to-business/ foundation/ organizations;

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Desire "Household record" including husband, wife, children (dependents). Be able to split this 'household record' on divorce, retain correct alumni status;

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Provide tools for tracking involvements, interests, comments;

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Provide an easy way to associate constituent with radio station of choice (NWC);

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Provide way to Identify reunion year as well as graduation/education year.

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Track multiple degrees, graduation dates, programs, locations and/or other schools attended after graduation

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Record and track employment history;

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Provide flexibility to enter and track newspapers, church data, businesses/corporations/foundations, including tracking business mergers, name changes, splits, parent/subsidiaries;

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Able to manage 1-1 communication preferences such as Solicitations/no Solicit, Mail/noMail, subscriptions;

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Provide way for constituent to tell us what they want from us--all mailings, selected subscriptions, where, whether to use email or not;

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System should provide tools to manage and prioritize address updates between offices; support protocols for hierarchy of address source.

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Provide audit trail of changes to local choice of tables/fields.

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Appropriately adjust records when person dies, according to institution rules.

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Efficient gift processing:

Simple batch and/or real-time entry, requiring minimal steps;

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Must correctly handle hard and soft credits;

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Must provide confidence in making spouse entry: associate gift and display household credit (so that when either spouse makes pledge, a check received from the other pays off the pledge);

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Data entry and pledge entry (receivable) directly interface to General Ledger, with detail;

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Able to batch enter pledges and transfer to GL;

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Gift entry results in accurate, complete, trustworthy gift records (stock gift from donor listed in system for Development Officer to find and use);

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Provide tracking for non-cash gifts (land, art);

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Provide multi-year pledge tracking;

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Automate repeat payroll deduction, credit card and EFT payments within system, storing credit card & EFT information VERY securely. All automatically recorded in giving history (seamless processing).

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Provide web pledging or credit card/EFT giving with email receipting (allowing for quarterly or yearly statement), with option of entering gift directly into GL based on donor identification parameters.

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Gift Receipting

Must provide credit reporting: soft credits for spouse, foundation/owner, non-profit fund/donor;

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Receipts: Provide attractive output, including college logo, etc. (prefer not to export to MS-Office);

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Must be able to reproduce a single receipt.

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INTEGRATION WITH OTHER DEPARTMENTS

Data must be integrated with other departments, and act like an integrated system, whether 24-hour batch or real-time, while honoring appropriate security and permissions to view/edit/add/remove;

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(Provide financial aid information for linking scholarship donors and recipients; when awarding scholarships, confirm that requirements are met);

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Able to view all degrees granted by institution;

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View endowment gifts, provide access for reporting

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View business office reconciliations…

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Must provide seamless data flow from high school to grave

(From admission prospect to registrar, with new student parent information available to Advancement), moving graduates to alumni and development, to recording alumni children, to estate planning, and welcoming children of alumni to school.). ---

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System must automatically transfer graduates to alumni record (creating education rec, alum rec, recording school site(for multi-site school), consituent status, change from no-solicit to solicit.)

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Donor prospect management tools:

Track contacts with constituents, manually schedule next contact, provide daily/weekly tickler reminders of task, assign prospects to staff and volunteers, track results of cultivation process, store and print large amounts of text;

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Should be able to rate prospects;

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Provide some kind of 'Moves management' from prospect to next steps, not losing track of donor's readiness and intention of giving; date of move to next step.

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Data validation/integrity tools:

for example, system should check format of email address, validity of city/state/zip emtry, check similar names, CASS certify address, provide audit trails, ability to merge duplicate records;

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Track and update area code changes, while avoiding changing cell phone area codes.

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CAMPAIGN MANAGEMENT:

Able to build a campaign tree (multi-year/multi-part/multi-purpose), with appeals for each segment of the campaign, reporting of campaign/appeal results;

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Attribute expenses to facet of campaign, reporting return on investment;

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Include multi-year pledge capability, multiple pledges in one year;

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Provide tracking for volunteers (chairs, etc).

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PLANNED GIVING:

Track planned gifts by vehicle (trust, will, insurance);

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Provide estate settlement management for status of deferred/planned gift;

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Record face value/present value;

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Track professionals handling the estate.

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Provide management for marketing campaigns:

Allow for targeted marketing;

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Able to omit specific types of person (trustee) and respect privacy requirements.

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Should be able to schedule timing across the institution to avoid collisions;

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Provide way to avoid or alert to timing issues when planning contacts with specific people;

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Should produce reports on effectiveness of treatment such as president letter, solicitation contact, volunteer contacts, invitations to alumni event;

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User-friendly interface to database:

Provide ease of access to data--Best interface for purpose: FAST for staff data entry, Simple for occasional user. Remote web access for Development/Alum people who travel, so they are able to get good prospect info, such as demographics, giving history, donor comments, seasonal address;

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Provide ability to add comments and next contact entry off-line, then connect and synchronize on web.

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Event management tools

On-line registration, payment, ticketing, multi-locations, multi-output types; event attendance tracking; table assignments; babysitting needs; housing assignments; including tickets at point of sale; track expense and revenue.

Campus Calendaring : Campus events/ advancement/alumni events

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DEMO TOP 10 IN PART BY SHOWING THE FOLLOWING

Prospect Mangement

1

For a new prospect: a. Enter all information available on person b. Gather qualifying info. available in database such as who goes to same churce, works at same business, children attend this college, etc. c. Quantify development potential of prospect d. Assign development officer e. Schedule next step f. Remind assigned officer of scheduled encounter - Note content of interaction - Schedule next interaction g. Identify gift proposal to be made h. Document "ask" i. Record response and next step j. Provide periodic reminders to assigned officer to follow-up until pledge/gift received k. Make changes to information such as death or divorce and show how links to records of related parties in database (i.e. spouse, children, etc.) are also updated

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2

For a new grant project request from a faculty member: a. Enter names of potential funding agency(s) b. Gather info. from database of staff, alums, etc. that have relationships with identified targets c. Enter info. on agency's deadlines, restrictions etc. d. Show how automatic reminders of deadlines, next steps etc. provided e. Enter documentation on proposal progress - Presentation - Response(s)

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Once grant received show tools available to manage compliance with grant requriements, accounting for expenditures of grant funds, etc.

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For a capital campaign: a. Set up a campaign to span multiple years b. Enter $ goal c. Enter gift allocation formulas, GL account numbers, etc. d. Assign and track time spent by staff and volunteers e. Track activity & progress to goal including - Pledges - Gifts - New donors from this campaign f. Evaluate ROI

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For an alumni or devleopment event: a. Set up event - Budget - Time line - Goals - Team collaboration/communication tools b. Identify target attendees for event (I.e. class of 1995, alums that live within 50 mile radius of Portland, OR, etc.) c. Issue invitation to event and show automatic documentation of invitation having been sent d. Register people who respond positively e. Generate name tags, roster, etc. f. Record actual attendance at event g. If goal of event was receipt of gifts/pledges, track results h. Track expenses i. Calculate ROI

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Other Musts in Top 10 at One or More of the Colleges

User-based mailing facility:

Mailhouse ready. Immediate, confident access to mailing list with quality data. Timing/Sequencing/Approved by Public Relations Office.

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Automated phonathon system:

Batch, check and upload data entered, produce receipts. Desired: auto-dial next prospect from selection group.

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Document scanning

with key-word queries and retrieval: For example: Scan old alumni 4x6 cards to save and view electronically; also wills, letters of intent, stock certificates; deeds…; Scan deceased's papers into electronic archive.

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GRANT MANAGEMENT:

Track proposals through process, report on staff productivity; include task collaboration tools which automatically move task on to next person

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TICKLERS

Tickler for birthdays or any known annual activities, esp children of alumni at 15, 16, 17. Major donors, key volunteers (birthday only, not year) (Reminder for any known annual activities)

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Desired: Automatic address updates from USPostal NCOA

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Other Enterprise-wide Needs

User-friendly reporting:

System should provide comprehensive, flexible canned reports easily modified, and ad hoc reports simply available to end user, providing drill-down capability, segmented by appeal, campaign, donor, development officer, alumni year, chapter, region, able to download to desktop productivity applications;

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Able to produce all types of output (labels, nametags, email);

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Automatically e-mail needed reports

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Able to print entire record at command (full donor information report).

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