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Stabilization and Optimization
of Core System
The Raiser's Edge®
How does a Raiser’s Edge® database get to where it is? Discombobulated, contrived, and dysfunctional.
Why should an organization consider a concerted process of system stabilization and optimization?
When should the database be optimized?
What is the process of enhancing the functionality of the Raiser’s Edge®?
Overview
Environment
How does a Raiser’s Edge® database get to
where it is?
Your organization has one of the most widely installed products on the market specializing in contact
resource management for nonprofit organizations.
The investment was both financially substantial and organizationally taxing. Oh, and the conversion was
fun too.
Your organization’s leadership cannot understand why the fundraising department is not able to provide
reports, meet deadlines, stay in budget on staff expenses, etc.
Environment: Overview
So why does it seem like the system won’t meet your operational needs in any consistent way?
The Raiser’s Edge® is a “one size fits all” solution.
Data can be captured in numerous locations with
widely varying results.
Stabilize, Learn, Enhance
Environment: Overview
What version is your organization running? Did you recently convert from another
product by your choice or due to a recent Blackbaud acquisition?
How large and complex is your database? When is it an attribute and when is it a
Constituent Code? Operational philosophies to be discussed following the break.
What is your organization type and is RE the best option for it?
Environment: The Raiser's Edge®
How large is the fundraising operation? - Number of staff- Staff areas of responsibility
How has the staffing changed due to turnover, expansion or contraction?
Where has your organization been?(Institutional memory)
Where is your organization going? (Strategic and Development Plan)
Environment: The Organization
Motivation
Why consider a concerted process of system stabilization and
optimization?
Information is so disjointed that basic tasks are daunting…data entry, queries, exports, reports, mail merges, etc.
Your organization is in a state of strategic or staffing transition
The Board and the management team need more timely, accurate and detailed information
The fundraising department is embarking on a significant campaign or undergoing philosophical changes
You recently converted to The Raiser’s Edge® and it is not behaving as expected
Multiple organizations merged into one thus combining fundraising databases
Motivation
Timing
When should the database be optimized?
YesterdayTodayTomorrowNever – scrap it; find a different solutionAfter this phase of the fundraising calendar is
completeBefore the next big mailing, event, phonathon
scheduled for next ThursdayOn an if-come basis; we will cleanup as we go
along and notice problems
Timing
General Approach
What is the process of enhancing the
functionality of the Raiser’s Edge®?
Form a team of stakeholders (within reason and when appropriate)
Get approval and buy-in from the topConsider hiring a professional consultant to
guide your organization through the process or to lead the process
Avoid the mantra, “This is how we’ve always done it.”
Define what tasks are being done well, which can be improved, which are necessary, which are hopes and which are dreams
Approach: Recommendations
Maintain institutional memory; avoid deleting information simply for the sake of cleaning up the system
Avoid capturing/maintaining unnecessary data points; if it does not help you do your job better, it is probably not valuable
Identify and evaluate best practicesDo not ignore the thing that makes your
organization unique and special
Approach: Recommendations
Ensure the current fiscal year’s development operation can be successfully facilitated during the process- What data is needed and when?- What reports are needed and when?- How will you keep the operation running during this process
Prepare the system for the needs of the 3-5 year development plan
Approach: Recommendations
ApproachThe Raiser’s Edge® Triage
Analyze General Operational UseDirect Mail Major Gift FundraisingProspectingMembershipsVolunteers EventsClients Alumni Relations
Understanding Your Organization
Translate General Use Into Practical Applications
Data EntryQueriesExportsMailReportsMicrosoft Office IntegrationIntegration with Accounting Package:
Financial Edge, MIP, QuickBooks
Understanding Your Organization
AnalyzeSystem and Constituent Information
System InformationCode TablesAddressee/Salutation ConfigurationsConstituent AttributesGift AttributesAddress AttributesGift Coding Structure
- Campaigns- Funds- Appeals
Analyze
Constituent InformationContact Information (Bio 1)Constituent Information (Bio 2)AddressesAddressees/SalutationsRelationshipsAssigned AppealsNotesGiftsAttributesMediaActions
Analyze
StabilizeSystem and Constituent Information
System InformationCode Tables
- Within Code Tables (use table cleanup utility)
Stabilize
Ack Addressee Ack Salutation Board Addressee Board Salutation Board/Comm Addressee
Board/Comm Salutation
Constituent Addressee Constituent Salutation Contact Informal Salutation
Contact Primary Addressee
Contact Primary Salutation
Conversion Council Addressee Council Salutation Donor Recognition Name
ED Salutation ED Salutation_53 Female Addressee Female Salutation Formal Addressee Formal Husband Addressee
Formal Husband Salutation
Formal Salutation Formal
Wife Addressee Formal Wife Salutation
Honor Roll Informal Addressee Informal Husband Salutation
Informal Salutation Informal Wife Salutation PM
Informal Addressee PM:
Informal Salutation Primary Addressee Primary Salutation RE 7 Conversion
RE 7 Conversion 46_3 RE 7 Conversion 46_4 RE 7 Conversion 47_2 RE 7 Conversion 47_3 RE 7 Conversion 48_2 RE 7 Conversion 48_3 RE 7 Conversion 50 RE 7 Conversion 72 RE 7 Conversion 72_2 RE 7 Conversion 72_3 RE 7 Conversion 73 RE 7 Conversion 73_2 RE 7 Conversion 73_3 RE 7 Conversion 74 RE 7 Conversion 74_2 RE 7 Conversion 74_3 RE 7 Conversion 76 Secondary Formal
Addressee Secondary Formal Salutation
Secondary Informal Addressee
Secondary Informal Salutation
Secondary Informal Salutation_160
Solicitors Salutation Solicitors Salutation_50
Solicitors Salutation_53
Solictors Addressee WBoard Addressee WBoard SalutationThis is a real world example of an organization’s Addr/Sal Type table
System InformationCode Tables, continued
- Between Code Tables and within system- Use Table Cleanup Utility- May require more complex use of queries, exports, imports and global changes
Addressee/Salutation Configurations- Use standardized addressee/salutations to sync information- Avoid reliance on “editable” feature- May require more complex use of queries, exports, imports and global changes
Stabilize
System InformationAttributes (within and across) that are unique
to each organization- Constituent, Gift, Address- Action, Education, Campaign, Fund, Appeal- Package, Individual/Organization Relationship
Gift Coding Structure: - Campaigns- Funds - Appeals
Stabilize
System InformationGift Code Structure, continued:
Stabilize
Constituent InformationBio 1 Tab:
- Incorrect or empty prefixes (Possible global change)- Improper suffixes (“III” is proper; “, III” is not) (Corrected through improved code table)- Gender for demographic analysis (Possible global change based on prefix)- Deceased/Inactive, Solicit Codes (Possible global change to correct misplaced codes)- Marital status to improve personalization through refined addressees/salutations
Stabilize
Constituent InformationBio 2 Tab:
- Primary Constituent Codes (Possible global change; more likely export, correct, then re-import)- Secondary Constituent Codes (Possible global change; more likely export, correct, then re-import)- Target based on propensity, capacity and history (Possible global change or import)- Religion, Ethnicity, Birthplace, Income as needed
Stabilize
Constituent InformationAddresses
- Type: Home vs. Business vs. Vacation, etc.- Indicator: Preferred vs. Business vs. Alternate- Address Formalization (Export, cleanup, import)
Standard Data Entry: Recommend:
1234 Main Ave, 123 1234 Main Avenue, Suite 123
Garfield Hts, OH 44125 Garfield Heights, OH 44125
• Formal addresses appear more professional on first-class mail (event invites)• Standard (Bulk) mail is presorted, CASS certified/standardized• Allows for more thorough use of duplicate algorithms
Stabilize
Constituent InformationAddressees/Salutations*
(Possible global change or import of new information)
- Primary: Most formal configuration- Additional: Configure as appropriate
Common Additional Addressee/Salutation Types
Board/Volunteer Addressee Informal Addressee
Board/Volunteer Salutation Informal Salutation
Contact Addressee Executive Director Salutation
Contact Salutation Recognition Name
* Records must be set as either/or: generally allowed to choose among 2 types of addressee/salutation in exports/mail, etc.
Stabilize
Constituent InformationRelationships
- Missing/incorrect Contact Types - Relationship v. Reciprocal- Links to existing individual/organization records- Primary business vs. professional affiliation- Print business name, print title- Spouse as separate record or relationship “only”- Education relationships, etc.
(Correct using combination of global changes, imports and manual corrections)
Stabilize
Constituent InformationAssigned AppealsNotes
- Note Categories should be meaningful (addressed in code table cleanup; may require correction of existing notes)- Recommend manual review of notes to identify established database structure information which is
more accessible and query-able - Notes may actually be more appropriately entered as Actions, attributes, constituent data
Stabilize
Constituent InformationGifts: Beyond scope of this discussion
- Search for incomplete gift entry, i.e., missing C/F/A- Review notes for information more appropriately coded at the constituent level- Manage open pledges accordingly
(Correct globally, manually, or via import updates)
Attributes- Consider attributes when there is no where else in the system for proper placement of information; these are the customizable building blocks of the Raiser’s Edge
Media
Stabilize
Constituent InformationActions
- Raiser’s Edge® updates changed management of Actions to include Action Categories- Search for past due, open actions assigned to former and existing staff- Consider establishing Moves Management® in table codes- Explore use of Action Tracks in system
(Correct globally and/or manually)
Stabilize
Change any Standard Operating Procedure manualsTrain staff accordingly and allow for learning curveEstablish protocol/calendar for periodic reviewStrive to enhance use of system from a position of
strength and stabilityModify and Test Queries (The Who)Modify and Test Exports (The What)Modify and Test Mail (The How)Reports
- Modify- Compare to Benchmark Reports
Post-Cleanup Procedures
Greater operational efficiency- Data entry is more expeditious- Queries are easier to write and maintain- Exports are more user-friendly- Mailings are constituent-centric- Reports are more accurate and meaningful
Constituents feel closer to organizationPublic relations are stronger as publications are more
accurate and more professional Staff members have less stressThere is greater Board confidenceInvestment begins to show greater returnsProcess management is enhanced (cost-benefit analysis)
Benefits
Organizational Needs AssessmentSystem Evaluation and SelectionConversion and UpgradesStabilization and OptimizationIntegrationStaff Training
Nonprofit Database Services
Thank You!
