Introduction to Advance Web - MIT Resource …development.mit.edu/files/advance_web/AdvWeb Intro...Introduction to Advance for the Web Datatel+SGHE - Confidential & Proprietary 2 Objectives

Introduction to Advance for the Web

Datatel+SGHE - Confidential & Proprietary 1

Introduction to Advance Web

Chapter 1: Prospect Tracking Concepts and Entity Attributes

February 15, 2012

CONFIDENTIALITY STATEMENT

• CONFIDENTIALITY STATEMENT: This document contains information that is confidential or proprietary to SunGard (or its direct and indirect subsidiaries). By accepting this document, you agree that: (1) if there is any pre-existing contract containing disclosure and use restrictions between your institution and SunGard, you and your institution will use this information in reliance on and subject to the terms of any such pre-existing contract; Or (2) if there is no contractual relationship between you or your institution and SunGard, you and your institution agree to protect this information and not reproduce, disclose or use the information in any way, except as may be required by law.

February 15, 2012 | www.sungardhe.com 2



Objectives

• At the end of this session, you should understand

— the concepts of the prospect tracking model

—how to view prospect Information

— the concept of entity-level vs. prospect-level attributes

—how to maintain entity-level attributes


What Is a Prospect?

• Different organizations may define a prospect in different ways

—capable of giving $X,XXX over a period of X years

—has a certain combination of ability, interest, and inclination to make a gift

—has given $X,XXX over a period of X years




How Does Advance Manage Prospect Information?

• The Advance Prospect Tracking Subsystem is designed to be flexible within a certain framework

—The Prospect Tracking process is generally similar across organizations

—Different organizations may manage prospects differently

—Different organizations may maintain different types of information for prospects


How Does Advance Manage Prospect Information?

• There can be many different scenarios, but here is a simple one

ProspectEntity ID

Prospect ID

Assignments, Categories, Contacts, Entities, Evaluations,

Interests, Notes, Stages, Tasks

Entity (Suspect)

Entity ID

Assignments

Contact Person

Demographic Profile

Evaluations

Interests

Notes

Other Philanthropic Affinities

Philanthropic Interests

Stewardship

Tasks

Wealth & AssetsContact Reports

Entity ID

Prospect ID

Proposal ID

Type, Purpose, Author, etc.

ProposalEntity ID

Prospect ID

Proposal ID

Assignments, Contacts, Notes,

Proposal Purpose, Stages,

Tasks, Planned Giving




Viewing Prospect Information

• You can view a summary of Prospect information for an entity in two ways

—Prospect Summary form of the Entity Overview application

—Prospect Tracking Summary application


Prospect Summary Form

• Title bar displays number of prospect records for entity

• Link provides quick access to most recent contact report, if exists

• Displays major or planned giving prospect indicator

• Displays details such as rating, type, stage, etc.

• Displays the primary prospect assignment name




Task 1 – View the prospect summary form


Prospect Tracking Summary Application (PTSUM)

• Prospect Tracking Summary Application

—Entity Attributes Nav. Tree – Displays type and number of entity-level attribute records

—Prospect Information – Displays summary information for prospect and prospect-level attribute records




Prospect Tracking Summary Application (PTSUM)


Entity Attributes

• Entity attributes may be used to help determine prospect status

• Track prospect information for entities who have not achieved true “prospect” status (i.e., high-level annual fund prospects)

• Highlight entity attribute and drilldown to add, view, or update entity attribute

• Your organization can set prospect security to limit access to entity-level attributes




Prospect Information Form

• If no prospect or prospect-level attribute records exist, form will be empty

• Click arrow button next to prospect/attribute to expand/collapse details

• Click hyperlink on the prospect/attribute record to add, view, or update


Task 2 – View the prospect tracking summary application




QUESTIONS?


Identifying Your Prospect

• Most organizations follow a process similar to the one described below, by which entities become “qualified” as prospects

—Potential prospect (suspect entity) identified by Development Officer or Researcher

—Assessment of capacity and inclination to give

—“Qualified” prospects assigned, cultivated, solicited, and stewarded




Starts With the Entity

• To track prospect information, there must first be an entity record

• Use entity attributes to assist in the qualification process

• Examples:

—Track capacity using Evaluations, Wealth & Assets, Demographic Profile

—Track inclination using Interests, Philanthropic Affinity, Philanthropic Interests

—Track progress toward qualification using Contact Reports, Tasks


Entity Evaluations (ENTE)

• Entity evaluations can help you arrive at a realistic assessment of capacity

—Enter the type of evaluation, a rating (range), a specific rated amount, an affinity factor, etc.

—Enter a rating date, and an evaluator, if available




Entity Evaluations (ENTE)

An entity can have several different types of evaluations to help pinpoint capacity


Task 3 – View the Entity Evaluations application and enter entity evaluation data




Demographic Profile (DEMOP)

• Demographic Profile can store information acquired from third-party vendors

—describes various lifestyle and wealth factors and rankings

—generally, data is purchased and imported to database

—may be manually entered


Demographic Profile (DEMOP)

An entity can have several different types of demographic profile information to help pinpoint capacity and inclination.




Task 4 – View the Demographic Profile and enter demographic profile data


Entity Interests (ENTI)

• Entity Interest refers to your organization’s programs which are of interest to the entity

—describes the specific interest and a funding purpose (endowment, scholarship, research grant, etc.)

— includes the stage of cultivation of the interest




Entity Interests (ENTI)

Entity Interests (Prospect Tracking) should

not be confused with Interests (Biographic)

which refer to the entity’s lifestyle interests

(skiing, tennis, wine, etc.)


Task 5 – View the Entity Interests application and enter entity interest data




Philanthropic Affinity (PHILA)

• Philanthropic Affinity refers to an entity’s involvement with other philanthropic groups

— includes the organization name or descriptive code

— tracks type of affinity, gift information (if available), and source of information

—can maintain info for multiple organizations


Philanthropic Affinity (PHILA)

Philanthropic Affinity provides useful clues about an entity’s philanthropic focus




Task 6 – View the Philanthropic Affinity application and enter philanthropic data


Wealth and Assets (WEAS)

• Wealth and Assets displays information about an entity’s personal or corporate wealth and assets

—Can track description and estimated value of entity’s assets detailing information on real estate, art collections, stock holdings, etc.




Wealth and Assets (WEAS)

Wealth and Assets provides useful clues about an entity’s overall capacity


Task 7 – View the Wealth and Assets application and enter wealth/asset data




Philanthropic Interests (PHILI)

• Philanthropic Interests refers to an entity’s interest in general philanthropic areas

— Includes general purpose and general type

—Similar to Philanthropic Affinity, but refers to general interest, not specific support of a philanthropic organization


Philanthropic Interests (PHILI)

Philanthropic Interests provides useful clues about an entity’s philanthropic focus




Task 8 – View Philanthropic Interests and enter philanthropic interest data


Entity Tasks and Contact Reports

• Entity Tasks and Contact Reports allow you to track “to-do” items and contacts with an entity

—Plan and execute a series of scheduled steps for working with an entity

—Track contacts (phone calls, letters, visits, etc.) with an entity

—Link a specific contact report with a specific task and vice versa

—Tasks and Contact Reports are especially important when an entity becomes a prospect…more on that later!




� Notes (ENTN)

� Philanthropic Affinity (PHILA)

� Philanthropic Interests (PHILI)

� Stewardship (STWR)

� Tasks (ENTT)

� Wealth & Assets (WEAS)

� Assignments (ENTA)

� Contact Reports (CRPTS)

� Contact Person (ENTC)

� Demographic Profile (DEMOP)

� Evaluations (ENTE)

� Interests (ENTI)

Entity Attributes

• Here is a list of Entity Attributes


QUESTIONS?


Documents

Introduction to Advance Web - MIT Resource …development.mit.edu/files/advance_web/AdvWeb Intro...Introduction to Advance for the Web Datatel+SGHE - Confidential & Proprietary 2 Objectives