Florida State University Blackbaud CRM User Guide Prospect Management Addendum Prepared by Pamela Spencer January 2015

Transcription

1 Blackbaud CRM User Guide Prepared by Pamela Spencer January 2015

2 Blackbaud CRM User Guide Table of Contents 1 Prospect Tab of Constituent s Record Prospect Summary (sub-tab) Prospect Team (sub-tab) Plans (sub-tab) Funding Interests (sub-tab) Prospect Manager History (sub-tab) The Prospect Plan Details Tab Opportunities Tab Solicitors and Participants Tab Manager History Tab My Fundraiser Page Pending Activity Tab Prospects and Plans Tab Planned Step Summary Tab Completed Step Summary Tab Fundraiser Summary Tab Prospect Summary Tab Opportunities and Asks Tab Research Requests Tab Newly Added Plans to My Prospects Tab Wealth and Ratings Terms Prospect (Constituency Code) Prospect Manager Prospect Team Primary Plan Manager Secondary Solicitor Prospect Plan Plan Opportunity Plan Participants FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM USER GUIDE I PAGE 1

3 Blackbaud CRM User Guide 1 Prospect Tab of Constituent s Record How to get to it Once you have the prospect s constituent record open, there are two ways to get to the prospect tab: - Select Prospect from Constituencies list (under constituent s name) - Or select Prospect tab in the row of tabs below constituent s basic information NOTE: if the Prospect Tab (or Prospect constituency code) is not present, contact your Data Management department. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM USER GUIDE I PAGE 2

4 1.1 Prospect Summary (sub-tab) Prospect Manager The prospect manager is the fundraiser responsible for coordinating/managing the university s relationship with the prospect. A constituent can have only one prospect manager; in cases where the constituent is part of a household, it is understood that the prospect manager is also the prospect manager of the spouse, except in cases where each person in the household makes his/her own philanthropic decisions. Prospect Status The prospect status field indicates if the prospect is in one of the specified prospect status phases below (as well as the date of that status): Prospect Status Definition Not a Prospect at This Time Not a Prospect Ever This prospect has extenuating circumstances that may prohibit a major gift at this time (financial hardship, commitments elsewhere, paying off major pledge, etc.). This prospect has no interest or inclination to give to FSU ever. Permanent Stewardship Assignment Recommended This prospect has given all he/she can to the university and is likely not to give another major gift. This prospect has been identified as a having major gift potential and thus has been recommended to a college/unit for further assessment. 1.2 Prospect Team (sub-tab) The prospect team consists of the prospect manager and any primary plan managers (the solicitors managing active plans to solicit the prospect). On this screen, you can also quickly see the plan names that are currently active, as well as the fundraiser managing it (primary plan manager). FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 3

5 Note: to review past assigned prospect managers, select sub-tab Prospect Manager History. 1.3 Plans (sub-tab) This sub-tab lists all plans for cultivating and/or soliciting the prospect. To view the details of a plan, click on the plan name: Plan name Note: If you would like to see historical (or completed) plans, check the box in the filtering area, next to Include historical plans and then select Apply. 1.4 Funding Interests (sub-tab) This tab contains RPM-identified areas of interests. For entries beginning with FSU (example: FSU Business), the interest area is specific to Florida State University. For entries beginning with X (example: X Housing, Shelter) the interest area is general. Note: All interest areas that converted from data in Raisers Edge, was imported with Level of Interest = Neutral. 1.5 Prospect Manager History (sub-tab) This tab lists all fundraisers who have managed the prospect in the past (as prospect manager and/or plan solicitor/manager). FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 4

6 2 The Prospect Plan How to get to it Once you have the prospect s constituent record open, go to the Prospect Tab, select the Plans subtab. Click on the Plan name of the plan you wish to view: Plan Name Plan Type - Annual Gift: for all plans likely to produce an opportunity less than $25,000 - Major Gift: for all plans likely to produce an opportunity of $25,000 or greater - Facilitator: for all plans where the prospect will serve as a peer reviewer (or door opener ) but not as an active solicitation plan Plan Overview (section) Plan Naming Convention For reporting purposes as well as ease of identification when viewing a prospect s list of plans in place, the following will be the naming convention for all plans created: College/Unit Name FY The Name will be the college or unit devising the plan. The fiscal year will be the fiscal year plan is devised. Example: CFD FY2015; Criminology FY2015 If a prospect is being recommended for assignment to a College/Unit, an initial assignment plan is to be created by Research and Prospect Management. The Plan Name will be Assignment Recommended followed by the Unit to which the prospect was recommended, FY and the fiscal year. Example: Assignment Recommended Fine Arts FY2016 FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 5

7 Note: Plans that converted from Raisers Edge will follow the following naming convention until modified by fundraiser or RPM staff: College/Unit Ask Date. Primary Plan Manager All plans require a primary plan manager. This is the fundraiser responsible for coordinating and carrying out the plan. He/she can work with other fundraisers to carry out the plan (they can be designated as the plan s secondary solicitors), as well as other participants (constituents associated with the prospect as noted on the prospect s relationship tab). Secondary Manager This role is not to be used. To identify another fundraiser involved with this plan, add him/her as a secondary solicitor on the plan (see Solicitors and Participants Tab). Opportunity Status Lists the status for each opportunity associated with this plan: qualified, response pending, etc. (this is pulled from the Opportunity tab). Amount Ask amount total for each opportunity status associated with this plan. (this is pulled from the Opportunity tab). Plan Start This is the date the plan started (default is the date it was entered). Plan Stage This identifies what stage of the cultivation cycle the plan is in. It is based automatically on the current pending step of the plan. If the next pending step is a step in assessing the prospect, then the plan will be in the Assessment stage. If the next step is in the solicitation stage, so too is the plan stage. Plan Participants This lists anyone (or organization) identified by the fundraiser(s) as related to the prospect outside of the fundraising services of FSU who may be involved with the plan (this can include peers, facilitators, family foundation where funds may come from, etc.). Secondary Solicitors This lists the additional fundraisers assisting with the plan. These are the fundraisers who can receive gift attribution for the execution of the plan. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 6

8 2.1 Details Tab Narrative (section) From the Narrative section you can enter any notes or comments you want to record about this plan and prospect. You can access a text editor and enter any information you want associated with this plan. Click Edit and the Edit plan narrative screen appears. Pending and Planned Steps (section) The Planned and pending steps section lists all pending planned steps. From this section, you can edit, add, view, and delete steps. You can also mark a step complete and add documentation, such as a contact report (the step is then moved to the Completed Steps section). To mark a step complete: 1. Select the double-down arrow of the step you want to mark as Complete. 2. Select Contact Report (if the step is a task and not a contact with the prospect, select Step instead and select Mark Complete). FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 7

9 File a Contact Report When selecting Contact Report, when completing a step, the following screen appears: Objective: Enter the purpose for this step if different from the original objective. Owner: Enter the step owner (person completing the step) if different from the original owner. Actual date: Enter the date the fundraiser completed this step. Stage: Enter the stage at which the step occurred, such as Assessment, Cultivation, etc. Contact method: Enter the method used to contact the prospect, such as a phone call or a meeting. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 8

10 Category: Select a category to further define the contact method. For fundraisers, the contact method is most often Contact. However, Advancement may be used when the interaction was an attempt to make contact (as you will see below in the Subcategory section). Subcategory: Select a subcategory to further define the contact method. This field changes depending on the Category selected. For Contact category, the sub-categories from which to choose include: Assessment, Cultivation, Solicitations, etc. This further identifies the contact and nature of the contact made with the prospect. If the category Advancement was chosen, the subcategory choices will be: Attempt, Event, General Interaction, Information Only. Additional solicitors: Enter each solicitor who participated in this interaction. Comment: this is where the content of the contact report is entered, including what was discussed with the prospect, the prospect s reaction, and additional information learned about the prospect. Completed Steps (section) The Completed steps section lists all completed, canceled, and declined steps. From this section, you can edit, add, view, and delete steps. You can also add documentation, such as a contact report. 2.2 Opportunities Tab This tab houses information about ask opportunities associated with a plan. From this tab, you can view, add, edit, or delete opportunities. Note: for reporting purposes, all plans must have an opportunity. The opportunity will indicate for which unit(s) the solicitation is to be made (Arts & Sciences, Business, etc.) in the Category section of the Opportunity Designation; this is essential for reporting purposes. Two exceptions to this policy are when the plan is a Facilitator plan or an Assignment Recommended plan. An opportunity identifies solicitation potential of the plan, including the expected ask amount, actual ask amount (once solicitation has occurred), expected ask date, actual ask date, the possible area of designation for the commitment, the likelihood of the commitment, and the status of the opportunity. The definitions for the statuses are as follows (these are built into CRM and cannot be modified by the institution): Status Definition Unqualified The level of interest is unknown; the opportunity to solicit still needs to be assessed. Qualified The potential to solicit for this plan has been assessed and. Response pending The solicitation of this opportunity has been made. Accepted The donor has committed to this opportunity/solicitation. Rejected The donor has declined participation in this opportunity. Canceled This opportunity has been removed (not the right opportunity, donor has extenuating circumstances that prevent commitment to this opportunity, etc.) To view and/or edit the opportunity, select the Go to opportunity button or the Edit button: FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 9

11 2.3 Solicitors and Participants Tab This tab lists all secondary solicitors associated with the prospect, as well as any plan participants. Note: secondary solicitors are not required, nor are plan participants. 2.4 Manager History Tab This tab displays a list of previous primary plan managers along with the dates they served as a manager for the plan. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 10

12 3 My Fundraiser Page How to get to it There are two ways to get to the My Fundraiser Page: 1) Go to the fundraiser s constituent record and select the tab called Fundraiser. 2) Or, select Prospects from the blue navigation bar, then click on My Fundraiser Page under the Prospect Management section. 3.1 Pending Activity Tab This tab list all steps marked pending on plans where the fundraiser is either the owner or a solicitor on the step. From this tab, the fundraiser can complete a step listed and file a contact report, simply by clicking the double-down arrow and selecting Contact Report (to enter a contact report) or Step (to mark step complete without a contact report or to make modifications to the step). 3.2 Prospects and Plans Tab This tab lists in the first section the plans for which the fundraiser has a fundraiser role (either primary plan manager or secondary solicitor), and in the second section it lists the prospects for whom the fundraiser has the prospect manager role. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 11

13 3.3 Planned Step Summary Tab This tab summarizes the fundraiser s plans and opportunities. To view the details of each summary, simply click the hyperlink of that area. For example, to see which plans make up the seven major gift plans listed below, click on the Major gift hyperlink. It will take you to a separate page listing all the seven major gift plans with prospect information, additional fundraisers involved, plan stage, etc. where you can continue to click through to the prospect record by clicking on the hyperlinked name: 3.4 Completed Step Summary Tab This tab summarizes the fundraiser s completed steps (including Interactions). To view the details of a summary figure, click its hyperlink (as demonstrated in the preceding section of this User Guide). FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 12

14 3.5 Fundraiser Summary Tab This tab summarizes the fundraiser s opportunities on plans. To see the list of prospects and the plans and opportunities that make up the number listed, simply click the hyperlink to bring you to this page: NOTE: if you would like to be able to quickly access this list while in CRM at anytime, add it as a Shortcut (selecting Add this page to shortcuts in the upper left corner of the screen): FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 13

15 3.6 Prospect Summary Tab This tab summarizes the fundraiser s roles, the number of plans where he/she is the primary plan manager or a secondary solicitor, the number of plans by type that the fundraisers serves a solicitor role: 3.7 Opportunities and Asks Tab This tab summarizes the fundraiser s opportunities by overdue, outstanding, or completed, based on the filters selected on the page, such as plan type and specified date parameters: 3.8 Research Requests Tab This tab displays any research requests made by the fundraiser. From this tab, the fundraiser can add additional requests, edit existing requests if necessary, cancel requests, and track the request s progress. The Research requests grid on this tab summarizes each request, displaying date, status, record type, number of constituents, type of research requested, and researcher information. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 14

16 3.9 Newly Added Plans to My Prospects Tab This tab lists any new plans added to the fundraiser s prospects records by another fundraiser. It includes the prospect s name, plan manager, plan name, date added to the prospect s record, and the ID of the person who added the plan. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 15

17 4 Wealth and Ratings How to get to it From the constituent s record, select Wealth and Ratings from the explorer bar on the left side of the screen: In the section of the Wealth Summary tab called Model scores and ratings, you will find the capacity rating(s) as well as modeling scores (if available). The Wealth Summary tab summarizes all data contained on the Model Scores, Assets, and Giving tabs in an organized, easy-to-read format. It provides a summary of all the prospect's wealth information, such as real estate, securities, and political donations. This section is view-only, but if you do need to access an asset or indicator, simply click the link provided in the grid. For example, if you need to view stock holding information, click Securities. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 16

18 5 Terms Prospect (Constituency Code) This is the constituency code used to denote a constituent who meets one of the following criteria: Has been assigned to a fundraiser in the past Is currently assigned to a fundraiser Is in the process of being assigned to a fundraiser Prospect Manager The prospect manager is the fundraiser responsible for coordinating/managing the university s relationship with the prospect. A constituent can only have one prospect manager. Prospect Team The prospect team consists of the prospect manager and any solicitors associated with an active plan(s). For solicitor roles other than prospect manager, see the sections below (primary plan manager and secondary solicitor). Primary Plan Manager The primary plan manager (also referred to as the primary manager in CRM) is the solicitor managing an active plan to solicit the prospect for his/her college/unit. Secondary Solicitor Secondary solicitors are additional fundraisers who can receive gift attribution for the execution of the plan: - Additional College/Unit Development Officer - Central Development Officer assisting with the plan - Dean - Executive Leadership - Booster Fundraiser Prospect Plan A prospect plan is the mechanism by which FSU tracks the prospect s plan activity including step details, ask opportunities, fundraisers associated with the plan, and any planned gifts. Plan Opportunity An opportunity is the plan s solicitation potential, including ask amount, timeframe, and potential designation. Plan Participants Plan participants are anyone (or organization) related to the prospect outside of the fundraising services of FSU who may be involved with the plan (this can include peers, facilitators, family foundation where funds may come from, etc.). FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 17

19 Try this on you own 1. Go to your My Fundraiser Page. 2. Find the list of prospects assigned to you. 3. Find a prospect with whom you have a plan. 4. Go to the plan s page. 5. Enter a contact report on that plan. 6. Create a next step for that plan. 7. Update the opportunity for that plan change the ask date to tomorrow and the ask amount to $100,000. If you have a question about how to do any of these steps, see the next page for your step-by step guide. But please try it on your own first. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 18

20 1) Go to your My Fundraiser Page. i. On the Navigation bar (blue bar at the top of the page listing the various areas of CRM to which you have access) and select Prospects. ii. Under the Prospect Management section, select My fundraiser page. 2) Find the list of the prospects assigned to you. From your My Fundraiser Page, select the tab called Prospects and Plans. 3) Find a prospect with whom you have a plan. From the Prospects and Plans tab of your My Fundraiser Page, look in the first section (called Prospects and Plans ). 4) Go to the plan s page. i. Click on a plan from the Prospects and Plan section (specifically, the hyperlink in the column called Plan Type). ii. Note, if you click on the prospect s name instead of the plan hyperlink, it will take you to that prospect s list of plans that list will include the plan for which you are assigned a solicitor. 5) Enter a contact report on that plan. i. If there is a pending or planned step that you are completing, select the double-down arrow next to it and then select Contact Report. ii. If this contact report was unplanned (which in the case of this practice it is), under the Complete Steps section of the plan s page, select Add Step. This brings up your contact report form. iii. Be sure to Save it! 6) Create a next step for that plan. i. Under the Planned and Pending Steps section of the plan s page, select Add Step. ii. This brings up a form that looks exactly like the contact report form you just completed, except that you must identify what stage of the plan this step is occurring (is this to be an step in assessing the prospect? Cultivating the prospect? Soliciting him/her?) iii. Select Save when you ve filled out the required fields (which are highlighted in yellow). 7) Update the opportunity for that plan change the ask date to tomorrow and the ask amount to $100,000. i. On the plan s page, select the tab called Opportunities. ii. Select Edit (it is in between Go to opportunity and Delete ). iii. Make sure the Status says Qualified, since the plan is to solicit tomorrow. If it does not have Qualified in the Status box, select it from the drop-down menu of the Status box. iv. Modify the following fields: a. Expected ask amount (change to $100,000) b. Expected ask date (change to tomorrow s date) c. Likelihood (your choice -- but you must choose something how about High likelihood?) d. Select Save. Still have questions? Contact your Strategy Partner. FLORIDA STATE UNIVERSITY ADVANCEMENT BLACKBAUD CRM BASIC USER GUIDE I PAGE 19