Alice Aguilar, Program Director Progressive Technology Project Fundraising?
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1 Alice Aguilar, Program Director Progressive Technology Project Fundraising? A Database can be your Best Friend ReadyTalk Call info: Access code:
2 Why the Database? Topics Making sense of your data and keeping it clean Tips in setting your data based on your Fundraising Plan What do you really need to track in your database? Tips in pulling out data from your database Do you have all the tools and skills to run your fundraising campaign?
3 Why the fuss about a Database? Build to scale, but keeping it personal (we can work with large quantities of data) Catalogue & Track history of people s interaction with your organization and what they do Prioritize and target people for contact Analyze effectiveness of campaigns, engagement, outreach & communications, fundraising ORGANIZING WORK
4 Making Sense of your data & Keeping it Clean Keep it Clean (data, that is!) Make field values consistent and meaningful Missing info? Incorrect info? Data in the wrong fields? Fields or values not used? Lessen human data-entry errors Use pick lists, default values, required fields db
5 Standardize Addresses USPS standards Publication 28: Making Sense of your data & Keeping it Clean Easier for searches, and to create walkable walk-lists
6 Example 1: Search for people living in a city MN, but city is entered: St. Paul Saint Paul St Paul Making Sense of your data & Keeping it Clean Example 2: Search for street and apartment numbers, data entered: 100 Main Court, Apartment Main Ct., Apt Main Ct APT Main Ct #3
7 Making Sense of your data & Keeping it Clean Validate data periodically Document How you use database How to do data-entry (e.g. adding a new contact, adding contributions, etc.) Fields and values in your database Train Staff
8 Tips in setting up your data needs It s all in the Planning! Go back to your Fundraising Plan What are your goals and objectives? What will be your activities or strategies?
9 Tips in setting up your data needs What are the major activities or events you will do as part of your fundraising work? For each activity, answer the following questions: What data sources (Information IN) do you need to bring together to create the inputs for that activity? What outputs (Information OUT) do you need to create/come out of that activity? Do you know/understand what you need so that you can create those inputs and outputs? What other questions do you have about the work associated with this activity? What other support do you need?
10 Tips in setting up your data needs Let s look at the Database Planning Worksheet Always plan your database and data needs in Always plan your database and data needs in conjunction with your fundraising planning (as well as during your communications planning and organizing campaign planning)
11 Tips in setting up your data needs Working your Lists: Merging your lists - excel is great for this List enhancements voter data, Melissadata.com, get good phone and addresses Import list into your db remember those Unique ID s Dedupe and merge information in db
12 What do you really need to track in your database? Define your terminology: who is a current, lapsed, new donor? who is a amajor donor? who is a member? what does it mean to be active?
13 What do you really need to track in your database? Look at your Database Planning Worksheet again and refine Tracking: Issue interests; volunteer opps; activities; relationships, events, , mailings, etc. Track Contributions: Amount given, Date given, Type of gift (dues, donation, event fee, etc.), transaction type check, cc, cash, etc., method given (direct mail, door knock, phone bank, special event, one-to-one); source code (id of specific campaign); who made the ask? db
14 What do you really need to track in your database? What about Voter Engagement Activities? VAN (Voter Activation Network database) CEL (tool by Center for Community Change) Other voter management tool
15
16 Phase 1 Enhance list with voter data - * Voter ID *Unique ID and/or VAN ID Organizational DB (pre-campaign) Phase 3 New & Updated contact data with voter demographics and responses to activities match on *Voter ID *Unique ID and/or VAN ID Organizational DB (post-campaign) Voter Engagement Data Cycle Target audience & Upload list you want to include in voter work Import individuals that were contacted *Voter ID *Unique ID and/or VAN ID *voter demographics *canvass responses *other activities or info Phase 2 Use voter management tool (VAN, CEL, or other tool) for voter ALL engagement work: * Cut Turf *Create and Collect canvass responses *create walk lists and phone bank lists Electoral Cycle Work
17 Tips in pulling out data for Reporting, Searching, Analysis Let s refer to Useful Fundraising Reports Now let s look at Database Information Processing Worksheet
18 Tips in pulling out data for Reporting, Searching, Analysis What reports can your database generate? Remember LYBUNT, SYBUNT? Can you generate detailed and summary contribution reports? db
19 Tips in pulling out data for Reporting, Searching, Analysis Can t generate specific reports in your database? There s always Microsoft s Excel or OpenOffice s Calc Export info you need for reports; manipulate and analyze information and create reports with another tool
20 Tips in pulling out data for Reporting, Searching, Analysis Really get to know how to do searches in your database Know your And s, Or s, and Not s
21 People who are interested in Immigrant Rights AND People who where FIRST TIME donors in 2010 People who donated over $250 in 2010
22 People who are interested in Immigrant Rights OR People who attended 2010 Annual Dinner People who renewed their membership dues in 2010 YTD
23 People who have lapsed their membership dues NOT People who are registered for the 2010 Youth Leadership conference People who are interested in Immigrant Rights
24 Do you have all the tools and skills to run your Fundraising Campaign? Let s take a look at the Technology & Fundraising Tool And also check out the Guidelines for Using Technology in Community Organizing
25 Questions?
26 Resources Other useful online tech trainings on the Power On Network, Webinar: data cleaning tips - base-webinar-data-cleaning-tips Techcamp: mailmerge(mac) - Techcamp: mailmerge(windows) -
27 Resources Other useful online tech trainings (cont d): Techcamp: Intermediate excel (mac) Part 1 excel/techcamp-online-intermediate-advanced-excel mac-part-i-august-19th-2010 Techcamp: Intermediate excel (mac) Part excel/techcamp-online-intermediate-advanced-excel mac-part-ii-august-19th-2010
28 Resources Other useful online tech trainings (cont d): Techcamp: Intermediate excel (windows) Part 1 word/techcamp-online-intermediate-advanced-word macs Techcamp: Intermediate excel (windows) Part 2 excel/techcamp-online-intermediate-advanced-excel windows-part-ii
29 Resources Voter Engagement Tips: Webinar: surviving voter integration - network-presentation-by-henry- PTP s Voter Tech Kit:
30 Resources PTP Technology and Fundraising worksheets & guides: Fundraising & Technology Tool worksheet Guidelines for Using Technology in Community Organizing Database Planning Worksheet Database Information Processing Worksheet
31 Resources Fundraising worksheets by Rona Fernandez, Holly Fincke, and Stephanie Roth: Prospect Identification Worksheet Grassroots Fundraising Strategy Chart Useful Fundraising Reports to Generate CCOC Organization Fall Fundraising Drive Next Steps to Fundraising Success Working Smarter Not Harder: Integrating Fundraising into your Program
32 Audio / Visual Recording of this session will be posted in 24 hours on:
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