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…
Email Appends are perhaps the most time-sensitive of the data clean-up and enhancement projects critical for a successful year-end campaign, requiring a full three-months lead time. Learn more about the guidelines and timeline of adding email addresses to your file.
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.
If 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. This field might be an Address ID number or Address Name, depending on your software, but regardless of what it’s called, it functions as the unique identifier of a single address.
Because constituents can have multiple addresses, your software needs this unique identifier in order to know which of these address should be updated from the NCOA file. Attempting to import an NCOA file without the unique identifier will either create exceptions at import, or possibly update the wrong address on a donor’s record.
If you Include the Address ID or Name in all your mail list exports, as well as the First and Last Name fields, you will never have to manually enter updates again. If you’re still having difficulty importing updates, check for blank First and Last Name Fields in your export and import files. Both name fields should be in all exports files, even if you use the Display Name, Salutation and Addressee Names for actual mailings.
Also, most hosted software products offer an NCOA update service (usually under $200 per incident) that can save your staff time and ensure your records have the most up-to-date addresses possible. Some of these services have other useful add-ons, such as email or phone appending, Deceased Finder, and Data Health snapshots.
Donor Perfect, Data Enhancement Services
Raisers Edge, Data Health Center
eTapestry, watch for updated features. They currently offer a Data Health Scorecard on all service packages, NCOA updates for the Essentials and Pro packages, and will soon offer Decease finder, email append and other integrated Target Analytics.
GiftWorks, CASS and NCOA updates