Reporting with Colleague Advancement

Karen HuppWittenberg University

About Wittenberg…

• Small 4 Year Liberal Arts College in Spfld, Ohio• Enrollment ~ 2,100 (1,900 UG + 200 masters)• Datatel Client since 1986 – 23 years• We were a client when BEN was AD within

Colleague. We converted from AD in Colleague to BEN in 1996.

• We’ve been live on CA since June 2nd.

• We have 1.1 million PERSON records in Colleague.

• We have 175,000 CONSTITUENT records in CA.

Our Reporting Strategy…

• We are unidata site and have uniquery paragraphs available on menus.

• We have about 45-50 people that use Informer to pull ad-hoc reports out of Colleague.

• We have 4 individuals that still have colon prompt access after Release 18. We built uniquery remotes that they log into thru accuterm to do uniquery.

• Computing doesn’t usually generate reports for administrative offices. We have a ‘super’ user in every office that is responsible for pulling reports. We do write/create reports in Uniquery and put on menus or in Informer if needed.

• We did have one individual outside of computing that wrote idescriptors and she was set up to write Computed Columns in the toolkit for Colleague Advancement.

Items to cover…

Datatel Reports…

• MDPR Major Donor Profile (like MPPR)• PPFR Person Profile Report• SARP Staff Activity Report• CTBR – Contribution Report• CVRP – Contribution Verification Report (part of

daily processing)• CAFS Financial Summary Report (good for

checking conversion data and can be used after conversion)

• CBMR – New Contribution Benchmark Report

Datatel Forms• PREL – Person Relations – They Love!! Great for seeing people relationships,

employment data, affiliations, and organizations.

• PAVI – Person Advancement InquiryA good starting point! You can get to the best screens from here!

• MDPL – Plague Detail

Donor Giving Summaries…

• GPGI – Donor Giving Summary

• AGBY – Area of Giving by Year

• YGBA – Yearly Giving by Area

GPGI – Donor Giving Summary

AGBY – Area of Giving by Year

YGBA – Yearly Giving by Area

• MEMI – Memorial Contribution Inquiry

• CMMI – Commemoration Inquiry

Colleague Advancement Files

• The first thing we did was enroll in the CA Reporting Techniques on-line class.

• Since CONSTITUENT is the co-file for Colleague Advancement we taught our users to do their reporting off of this file.

Colleague Advancement Files

Constituent Information:• CONSTITUENT.REMARKS• MAT.POLICY• MAT.POLICY.REL• GIVING.GROUP• GIVING.GROUP.MEMBER

Colleague Advancement Files

Contribution Information:• CONTRIBUTION• CONTRIB.DONOR• CONTRIB.DONOR.DESIG• CA.SESSION• CA.PAYMENT• DESIGNATION

Colleague Advancement Files

Contribution/Pledge Information:• PLEDGE• PLEDGE.SCHEDULE• SCHED.PAY.INFO• PLEDGE.GL.POSTING

Colleague Advancement FilesContribution – other:• RECURRING.DONATION * MEMORIAL.RELATION• INKIND.CONTRIB * CONTRIB.MATCH• SECURITIES.CONTRIB * CONTRIB.MATCH.DESIG• INSURANCE.CONTRIB * CONSTITUENT.PREMIUM• TANGIBLE.CONTRIB * CONTRIB.CORR• SERVICES.CONTRIB * RECOG.PGM.MEMBER

Colleague Advancement Files

• RECOG.CTRL• RECOG.CTRL.LEVEL• RECOG.CTRL.PREMIUM• RECOG.PGM• RECOG.PGM.LEVEL• RECOG.PGM.PREMIUM• RECOG.PRMG.MEMBER

Colleague Advancement Files

Campaign Files: Planned Gift Files:• CAMPAIGN * PLANNED.GIFT• CAMPAIGN.DONOR *

PLANNED.GIFT.BENFCY• CAMPAIGN.GROUP * PLANNED.GIFT.REP• CAMPAIGN.PYRAMID * PLANNED.GIFT.TYPE

Colleague Advancement Files:• MAJ.DONOR * RESEARCH.GIVING• MAJ.DONOR.RATING * RESEARCH.WEALTH• RESEARCH.REQUEST * RESEARCH.STOCK• RESEARCH.TYPE * SOLICIT.TRACK• CULTIVATE.RATING * PROPOSAL• CULTIVATE.AREA * SOLICIT.ASSIGN• RATING * SOLICIT.DESG• RESEARCH * SOLICIT.ALLOCATION

Determining which reports Advt used

• 3-4 years ago we put the OC.ACCESS.TRACKER in place (Odessa College) to log what paragraphs were being executed at the : colon prompt and from menus.

• This tool tracks paragraph name, last run, and how many times run. We used the data to determine the paragraphs run in the last 18 months. < 400

* The Advancement office helped determine what needed rewritten after evaluating Datatel’s delivered reports.

Our approach to Computed Columns

• We have two users at the : prompt in Ben. We saved their stacks daily for about 18 months.

• We sorted through about 12 months of stacks and created lists of idescriptors used in each file. Also included the idescriptors used in the paragraphs logged. This told us what they used.

• Also brought Advt office live on Informer less than 2 years ago so we knew what was needed there…~150 idescriptors.

In our Ben PERSON dictionary we had over 5,000 idescriptors !!!! Oh yes…

When we looked at the total number of idescriptors used in PERSON only it was less than 260 TOTAL!

We were going to look at what Datatel delivered and we were expecting not to have to write all of these.

Not to automatically rewrite everything we had just because we had it before.

Try to use the Datatel delivered if similar.

Try to hit a ‘middle of the road’ where not everything is rewritten until we know we need it, but put enough out there (the basics) on Day 1 to be able to produce ad-hoc reports.

We had about 200 written in the CONSTITUENT file when we came live. We’ve got about 275 now.

• When we came live we weren’t real comfortable with the CONTRIBUTION, CONTRIB.DONOR, CONTRIB.DONOR.DESIG, so to get going we built what we needed with CONTRIBUTION and generated most of our reports off of it.

S.GET.DONOR.STATS - (my favorite! )

Pulls back total giving by fiscal or calendar year based on designations, campaigns and areas of giving.

Dollar Total CCs…I built with it.XCN.LIFETIME.GIVINGstring xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"TOTALAMOUNT","H,S,MG","","GF,PP,MG","","","","","","");return (real)xResult1;

XCN.ANNUAL.FUND.GVG.CFYRstring xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"","H,S,MG","CFYR","GF,PP,MG","","","A,R","","","");return (real)xResult1;

XCN.ANNUAL.FUND.GVG.PFYR1string xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"","H,S,MG","PFYR1","GF,PP,MG","","","A,R","","","");return (real)xResult1;

XCN.TOTAL.GVG.CFYRstring xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"","H,S,MG","CFYR","GF,PP,MG","","","","","","");return (real)xResult1;

XCN.TOTAL.GVG.PFYR1string xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"","H,S,MG","PFYR1","GF,PP,MG","","","","","","");return (real)xResult1;

XCN.LAST.CONTRIB.AMOUNTstring xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"LAST AMOUNT","H,S,MG","","GF,PP,MG","","","","","","");return (real)xResult1;

XCN.LARGEST.CONTRIB.AMOUNTstring xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"LARGEST AMOUNT","H,S,MG","","GF,PP,MG","","","","","","");return (real)xResult1;

XCN.LARGEST.CONTRIB.DATEstring xResult1;xResult1 =

SGetDonorStats(vCnContribDonors,"LARGESTDATE","H,S,MG","","GF,PP,MG”,"","","","","","");return (date)xResult1;

XCN.LAST.CONTRIB.PP.AMOUNTstring xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"LAST AMOUNT","H,S,MG","","PP","","","","","","");return (real)xResult1;

XCN.LAST.CONTRIB.PP.DATEstring xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"LAST DATE","H,S,MG","","PP","","","","","","");return (date)xResult1;

XCN.LAST.CONTRIB.NP.AMOUNTstring xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"LAST AMOUNT","H,S,MG","","NP","","","","","","");return (real)xResult1;

XCN.LAST.CONTRIB.NP.DATEstring xResult1;xResult1 = SGetDonorStats(vCnContribDonors,"LAST DATE","H,S,MG","","NP","","","","","","");return (date)xResult1;

QUESTIONS?