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10/2/2011 eTapestry Pre Conference Workshop 1
eTapestry Pre Conference Workshop
IMPACT your DATABASE
PRESENTED BY PAM DECHERT, CFRE
10/2/2011 eTapestry Pre Conference Workshop 2
WELCOME! BREAKFAST & NETWORKING TOPIC:
“HOW CAN OR HOW HAS ETAPESTRY POSITIVELY IMPACTING YOUR FUNDRAISING?
10/2/2011 eTapestry Pre Conference Workshop 3
8 – 9:30 Realities & Best Practices: Database Setup & Configuration
9:30 – 9:45 Break (blackberry check!)
9:45- 10:30 Realties & Best Practices: Funds, Campaigns, Approaches
11:00 – 11:40 Realities & Best Practices: Output/Queries & Reports
11:40 – NOON Q & A
•
THIS MORNING’S AGENDA – MAKING AN IMPACT
10/2/2011 eTapestry Pre Conference Workshop 4
REALITIES & BEST PRACTICES: DATABASE SETUP & CONFIGURATION
Audit and Common Issues of Database Setup & Configuration• General Setup
• User Preferences• Dashboards
• Account Entry• Adding Accounts: Names & Sort Names• Salutations & Personas• Households
• User Defined Fields• Understanding Usage and Placement• Required Fields
10/2/2011 eTapestry Pre Conference Workshop 5
PREFERENCES AND DASHBOARD
10/2/2011 eTapestry Pre Conference Workshop 6
ACCOUNT ENTRY
• Adding Accounts
• Names & Sort Names
• Salutations & Personas
• Households & Relationships
10/2/2011 eTapestry Pre Conference Workshop 7
EXERCISE 1: ADD THE FOLLOWING ACCOUNT(S)
- Add an Individual at a Non Business Address i.e.Pam Dechert at her home
- Add an Individual at a Business Address i.e.Pam Dechert at Blackbaud
- Add a Business with No Contact i.e. BlackbaudBlackbaud
- Add a Business with a Contact i.e. Blackbaud, Contact Melissa Allen, Manager of Professional Services
10/2/2011 eTapestry Pre Conference Workshop 8
BEST PRACTICES & DISCUSSION
Account Name Pam J. Dechert
Sort Name Dechert, Pam
Short Salutation Pam
Long Salutation Mrs. Dechert
Envelope Salutation Mrs. Pam J. Dechert
Company
Job Title
Persona Type Personal
10/2/2011 eTapestry Pre Conference Workshop 9
BEST PRACTICES & DISCUSSION
Account Name Pam J. Dechert
Sort Name Dechert, Pam
Short Salutation Pam
Long Salutation Mrs. Dechert
Envelope Salutation Mrs. Pam J. Dechert
Company Blackbaud
Job Title Consultant
Persona Type Business
10/2/2011 eTapestry Pre Conference Workshop 10
BEST PRACTICES & DISCUSSION
Account Name Blackbaud
Sort Name Blackbaud
Short Salutation Pam
Long Salutation Mrs. Dechert
Envelope Salutation Mrs. Pam J. Dechert
Company Blackbaud
Job Title Consultant
Persona Type Business
10/2/2011 eTapestry Pre Conference Workshop 11
BEST PRACTICES & DISCUSSION
Account Name Blackbaud
Sort Name Blackbaud
Short Salutation Friends
Long Salutation Friends
Envelope Salutation
Company Blackbaud
Job Title
Persona Type Business
10/2/2011 eTapestry Pre Conference Workshop 12
MAIL MERGE – GREETING SETUP
10/2/2011 eTapestry Pre Conference Workshop 13
MAIL MERGE – GREETINGS SETUP
10/2/2011 eTapestry Pre Conference Workshop 14
EXERCISE 2: ADD A COUPLE
1. Add Pam and Derek Dechert
Pam and Derek make gifts every year, attend the gala, but not involved otherwise
2. Add Pam and Derek Dechert
Pam and Derek make gifts every year, Pam is on the development committee, Derek golf's the golf outing, both are volunteer tutors
3. Add Pam and Derek Dechert
Pam and Derek make gifts every year, Pam is on the development committee and is a volunteer tutor
4. Add Pam and Derek Dechert
Pam and Derek make gifts every year. Derek owns a small business and also donates items to your auction through the business
10/2/2011 eTapestry Pre Conference Workshop 15
COUPLES, HOUSEHOLDS, RELATIONSHIPSField Give Jointly, Attend Gala
not otherwise involved Give Jointly, Pam is on development committee and is a tutors
Give Jointly, Pam is on development committee, Derek golf’s in the golf outing and both are tutors
Gives Jointly, Derek owns a small business and donates items to your auction through the business
Account Name(s) Pam and Derek Dechert Pam and Derek Dechert Pam DechertDerek Dechert
Pam DechertDerek DechertIndy Ski School
Sort Name(s) Dechert, Pam and Derek Dechert, Pam and Derek Dechert, PamDechert, Derek
Dechert, PamDechert, DerekIndy Ski School
How many accounts? 1 1 2 2 (maybe 3)
Relationship? No No Yes, HouseholdSpouse/Spouse
Yes, HouseholdSpouse/SpouseEmployer/Employee
Short Salutation Pam and Derek Pam and Derek ORJust Pam
Short Salutation for each on their individual personas, and a joint salutation on the joint persona
Short Salutation for each on their individual personas, and a joint salutation on the joint persona
Long Salutation Mrs. and Mrs. Dechert Mr. and Mrs. DechertOr Mrs. DechertMr. and Mrs. Dechert
Long Salutation for each on their individual personas, and a joint long salutation on the joint persona
Long Salutation for each on their individual personas, and a joint long salutation on the joint persona
Envelope Salutation Mr. and Mrs. Dechert Mr. and Mrs. Dechert Mrs. DechertMr. DechertMr. and Mrs. Dechert
Mrs. DechertMr. DechertMr. and Mrs. DechertMr. Dechert
Company Indy Ski School
Job Title President
Persona Type(s) Personal Personal and Joint Personal and Joint Personal, Business and Joint
10/2/2011 eTapestry Pre Conference Workshop 16
REALITIES & BEST PRACTICES: USER DEFINED FIELDS
• In too many places
• In the wrong places
• Too many people can make them
• Account Type, Account Type, Account Type
• Not using General Defined Field sets
10/2/2011 eTapestry Pre Conference Workshop 17
USER DEFINED FIELDS - EXERCISES
Create User Defined Fields • What categories will I put it in?• What to name them?• What kind of data types?• What kind of field choices?• Where will you apply them? (field application)
1. Dates, locations, and volunteer assignments for a mission trip
2. When a grant application is due? How much did we ask for? What is it for?
3. What sponsorship level for the gala did the XYZ Corporation buy? How many tickets did they get?
4. What year did a students graduate from your high school? What activities were they involved at in your school? What college did they attend?
10/2/2011 eTapestry Pre Conference Workshop 18
REALITIES & BEST PRACTICES – UDF 101
User Defined Fields System Defined Fields
Completely controlled by user. You can create new ones, put them where you want and decide what type of information to track
Partially controlled by user and not completely customizable. Represent specific pieces of data the application needs to function properly.
Examples (just a few)-Account Type-Date of Birth-Affiliations-Interests-Volunteer Status-Graduation Year-Board Membership-Grant Tracking-Major Gift Information-Communications/Mailing Preferences
•Contact Method •Country Codes• Credit Card• Data Source• Log Entry Type •Persona Types• Phone Type Code •Real Estate• Security Rights •Approaches •Campaigns •Funds •Letters •Relationship Types• Sticky Note Types
10/2/2011 eTapestry Pre Conference Workshop 19
SYSTEM DEFINED FIELDS AND USER DEFINED FIELDS (UDF’S)
Keep in Mind:
Defined fields CAN’T be deleted, only disabled.
Some setup can’t be edited once saved. Like data and display type.
Shouldn’t be setup in more than one area of the database. Only a few exceptions to this rule.
Updating a field in one location does not update it in any other location.
Free form text fields are harder to query on.
10/2/2011 eTapestry Pre Conference Workshop 20
REALITIES & BEST PRACTICES – FIELD APPLICATION
Account Type
•Appears on Defined fields page of the constituent
•Won’t change much over time
•Static information
•Not to keep historic changes
Journal Type
•Appears on the defined field page of the journal (either calendar, contact, note or transaction
• The history of attendance, action, information,
Other
•Persona: only if it has to do with address information that varies from one account to another
•Relationship: only if it has to do with a relationship
Constituent* Calendar Items Personas
Tribute Contacts* Relationships
User Notes
Transactions*
10/2/2011 eTapestry Pre Conference Workshop 21
REALITIES & BEST PRACTICES – GROUP EXERCISES
• Pick a UDF category or field you’ve created from your UDF report. How should it change?
10/2/2011 eTapestry Pre Conference Workshop 22
REALITIES & BEST PRACTICES: FUNDS, CAMPAIGNS AND APPROACHES
• Fund, Campaign Approach problem or Query/Report problem
• Not requiring Campaigns & Approaches
• Misusing Funds, Campaigns, Approaches
• Cleaning up OLD Funds, Campaigns, Approaches
• Mass Update & Data Service Options
10/2/2011 eTapestry Pre Conference Workshop 23
FUNDS, CAMPAIGNS, APPROACHES
Funds are used to flag donations and gifts in kind for different purposes within your organization. By defining funds and allocating gifts to a fund upon entry, you can ensure that a constituent's contribution is used for the purpose for which it was given. Defining funds allows you to report on fund activity. For example, the Fund Activity Summary report details.
Campaigns are large-scale efforts organized to acquire gifts from your constituents. One campaign may include multiple approaches. For example, to raise money for your Annual Fund, you might organize an auction and a golf outing in addition to numerous different mailings. Depending on the size of your organization, you may plan and execute many campaigns each year. You can define campaigns continuously as you use eTapestry.
Approaches include any method your organization employs to solicit gifts from accounts. Examples of approaches include:
• Events such as auctions, dinners, or golf outings • Mailings via letter or email • Telethons • Personal solicitations
It is recommended to add the Cash, Revenue and Receivable Account Numbers to each Fund and use a standard or custom export for accounting integration to eliminate duplicate gift entry. The Finance Department should provide a listing of all General Ledger Codes that are related to development monies and should be made Funds in eTapestry.
10/2/2011 eTapestry Pre Conference Workshop 24
EXERCISE: FUND, CAMPAIGN, APPROACH DISCUSSION
• Do my funds match the Funds in my accounting system?
• Are my Campaigns and Approaches required?
• Are they old? Are they consistent? Are they relevant?
• Do I disable campaigns and approaches that are no longer relevant?
• Do I have gifts missing campaign and approaches?
• Do I have too many? Too few?
• Do I use the Campaign and Activity Analysis reports?
• Do I use the Fund, Campaign and Activity Summary reports?• Do I know how to query on Funds, Campaigns and approaches?
10/2/2011 eTapestry Pre Conference Workshop 25
REALITIES & BEST PRACTICES: OUTPUT/QUERIES & REPORTS AND MORE
Everything we just worked on had issues
Not understanding difference between query & report
Too much on a query, not enough on a report
Not using what’s in there
Too much old stuff, hard to find stuff, not consistent stuff
Training and strategy
10/2/2011 eTapestry Pre Conference Workshop 26
REALITIES & BEST PRACTICES: OUTPUT/QUERIES & REPORTS AND MORE
Query (the funnel) Report (the output)
An advanced search engine that locates a group of accounts or journal entries, based on criteria that those entries share.
A tool used to allow you to select the fields you want to display or use about the account or journal entries in a query
Fixed preview Customizable
Must be ran through a report to export results Must be ran with a query
The “who” The “what”
10/2/2011 eTapestry Pre Conference Workshop 27
REALITIES & BEST PRACTICES: OUTPUT/QUERIES & REPORTS AND MORE
10/2/2011 eTapestry Pre Conference Workshop 28
• What can I do in these areas to IMPACT my database and
ultimately my fundraising?
• What can I do on my own? What do I need to talk to etapestry about?- Cleanup- Implementation- Data Services- Training- Setup/Consulting
- Immediately?- In the next 6 months?- In the next 6-18 months?
- What do I need Pam/Melissa’s advice about?
PUTTING IT ALL TOGETHER
10/2/2011 eTapestry Pre Conference Workshop 29
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