Nonprofit are moving toward the cheaper, faster email-centric communications model–but print is still king in the fundraising industry. And whereas mass email services like MailChimp and Constant Contact magically suppress duplicate emails and opt-out addresses, your organization’s back office is most likely still managing the print mail list–and most likely up to their elbows in address updates and returned mail pieces. Below…
Here you will find definitions of basic year-end campaign performance metrics, as well as some useful links for calculating or implementing them. We’ve also included some suggestions for “enhanced analytics” that might spark thinking about how to most effectively measure performance in areas that will have the most impact on increased fundraising in your particular organization, and a template for creating a year-over-year campaign analysis.
December is the highest volume online giving month, so ensure your donors have a smooth, logical, and efficient donation experience by coordinating your email appeal links, landing pages, and online payment forms.
Gift String logic offers an unlimited field for calculating and conjecturing; speculating and psychoanalyzing. There have been–and continue to be–thousands of psychological studies and in-depth comparative testing on the layout of the gift string (vertical vs horizontal), the optimal starting amount and incremental increase of each option, and the order in which these options are presented. We explore some of these topics…
Nonprofit Mail processes and requirements are shrouded in mystery, mythology and perplexing acronyms, but it’s not as complicated as it sounds. Learn more about NCOA updates, the requirements and the practicalities…
A well coordinated, multi-channel campaign requires good planning and a three-month timeline, so to ensure your success, start your Year-End Campaign in September with smart strategy and realistic deadlines:
All users should be provided some documentation for entering a new records, but this is especially true in GiftWorks. Not because it’s difficult, but rather because the software makes it so easy you don’t even realize you should be making decisions along the way.
The most seductive of the wrong procedures is failing to populate the First and Last Name fields when entering a new record with two members in the household, such as “Jan and Joe Rees.” GiftWorks will make a very good guess at how a compound name should be displayed, but it won’t automatically populate the First and Last Name fields for you, which will causes complications whenever the data is screened or sorted based on name fields.
Below is a step-by-step guide for correctly creating a Household Donor record. This example will walk you through setting up an individual Donor Record with a related spouse Affiliate Donor record (in Giftworks, an affiliate Donor won’t show up on donor reports).
Creating records for a two-spouse Household in GiftWorks:
- Select: Donor with Household profile
- In Household Name field type the name as you wish the household to appear in reports (Joe and Jane Household).
- Click Next and confirm display name
- Click more details and complete name fields of head of household
- This will ensure the First and Last name fields are populated, as well as preserve a combined name for reporting.
- Addressee and Salutation options may be updated under Edit Donor options
- To create a separate record for spouse, from within the Edit Donor screen, navigate to relationships.
- Select the Add a household member option and Enter spouse First and Last Name.
- Check the box that indicates “Create members as affiliate donors” to avoid creating duplicate records in reports and mailing lists. Consider selecting the check boxes to copy all contact info from Household record to new member’s record.
- You can always activate affiliate donors as donors by deselecting the “Affiliate” option under Change Profile option (at the top of donor page). You may wish to do this if they leave the household, or you decide to manage their relationships separately, such as soliciting and acknowledging gifts independently.
The following name parsing example uses an export file from GiftWorks that shows Display Name, but the same process can be applied to any exported field with a compound name (Mrs. Jan and Mr. Joseph Rees), such as a Salutation field. Use the following process to parse the compound field and move the newly created names into appropriate fields. Be sure to include the Donor ID number in ALL donor exports.
- Create an Excel export of your data.
- Sort records so that those with no First/Last Name are grouped together.
- Copy the Display name column and paste a duplicate column next to it and create the header TempLast.
- Insert a blank column to the right of the TempLast column and create the header TempFirst. Select the data in the TempLast field and click the Data Tab of Excel.
- Select the Text to Column option
- Select Delimited and click Next
- In the next check box menu, select Comma
- Click Next and Finish
- Now Move the data from TempLast to the blank Last Name field, and data from TempFirst to the blank First Name fields.
- Repeat this process to parse the First Name field into Primary and Affiliate Name fields. To adhere to the best practices of donor record householding, you will want to import a new affiliate donor record using the Affiliate Name (which is the spouse’s first name), the Last Name and address fields.
- Delete blank columns and resort list as desired.
If you are planning to use this export for a mailing, conduct this parsing process in Excel prior to running the NCOA update to ensure the best possible screening results. When you import the NCOA changed file, you will update the name fields and addresses at the same time.
To correct this issue permanently, and to avoid similar difficulties related to name sorting and inaccurate householding, be sure to institute the protocol for creating new donor household records when entering a compound record .
If, after correcting the blank name field issue, you are finding your NCOA changes cannot be imported back into your database, it is likely that there is one important missing field in your export–the Address Identifier field.
Though it’s considered best practice for each individual in your file to have his or her own record with a relationship link to a spouse or children, organizations will sometimes record both a donor and a spouse on the same record. This is called a “compound” record.
In an example of a compound record, Jan Reese would be recorded as the Donor, and Joe Reese as the Spouse. All gifts, addresses, emails and notes would be associated with that one, compound record. Whereas, when using a “household” record structure, Jan Reese and Joe Reese would each have their own record, but share a Household Record through relationship links. In a householded record the gifts, addresses, emails and notes would be attributed to a specific individual, and can be reported on the individual record level, or as a combined household.
Organizations migrating out of Access or a similar, simple system that doesn’t offer the household option might opt to retain their existing compound-record structure when migrating because (a) “splitting” records requires a more complicated, multi-step import process at migration, and (b) splitting records might increase the costs of a subscription if the package pricing is tied to the number of records. However, there are significant advantages to changing the record structure from a “compound” record to the Householded structure.
1. File Screenings: NCOA and Wealth Data screenings are more effective if records have a clear First and Last Name field associated with each address. Don’t worry, Addressee and Salutation names can be managed just as simply in split records as in a single record, as can mailing options to protect against inadvertently sending multiple pieces to a single household.
2. Email: Most software requires users to define a single email to be used in mass email efforts. When using a compound record structure, an organization can send to only one email. Using a Householded structure, each household member has the option of receiving emails or opting out.
3. Gift Credit: Having a clearly defined head of household simplifies tax acknowledgement and gift receipting procedures. While each gift can be attributed to the specific individual (which simplifies tax acknowledgement and gift receipting procedures), donation reports can show the combined giving for a household.
4. Major Donor Management: Cultivation and solicitation activities can be specifically directed at the decision-maker in a household when one spouse is the primary donor, or customized for each spouse when each has different philanthropic interests or relationship with with the organization–such as a board member or volunteer.
5. Changes in Households: Maintaining individual records makes it easier to correctly capture changes in a household’s structure, such as a deceased spouse, divorce, or a child leaving the home.
6. Universality: Only a few of the more robust software products support single-record householding, but virtually all of them support an individual record structure.
Donor Perfect provides users with the optional Spouse Name fields on the primary record, so it can support a single-record household, but the software is ultimately designed for an individual record structure.
Raisers Edge (i) requires two separate records–one as the primary constituent (called head of household) the other as the Spouse, which can be a full constituent with all fields and functionality activated, or remain a simple relationship with limited field functionality and searchability. The spouse relationship is a unique relationship in RE, and there are designated Spouse Address and Contact fields.
eTapestry, requires an individual record householding structure.
GiftWorks provides the illusion of supporting a single-record household structure, but really it doesn’t. Instead, it has a very flexible record naming process that doesn’t require a Last Name field and thus allows users to create compound display names (Jan and Joe Rees) without defining either a First or Last Name. For this software product in particular, it is very important to have a clear data entry protocol for creating new donor household records.
Salesforce very rigidly supports only individual records using household relationships.
If you elect to change householding structure when purchasing a new software product, consider doing so while in your current software. It will be easier to use processes and fields you are familiar with, it will be easier to proof changes, and the process may require significant record-by-record decision making which is better done prior to contracting new services. The main decisions to be made are which spouse will be head of household, and will the Spouse record be a full constituent by default, or remain a simple Relationship record (or Affiliate Donor).
For an overview of the file splitting process view Splitting Records: Parse Display Names in excel, and re-import complete data which steps users through an Excel process for splitting name fields.