ROUNDTABLE Blackbaud Constituent Relationship Management. March 2014

Transcription

1 ROUNDTABLE Blackbaud Constituent Relationship Management March 2014

2 Ease of use Benefits Accessible from anywhere Web based Upgradable with future software releases Constituent 360 degree view Moves management Fundraising event management Donor research

3 Key Fundraising Definitions BBECRevenue What a constituent donated PAS Pledge/Payment Transactions BBEC Campaign Why we are raising the money PAS New concept to BSA BBEC Designation Where the money is going, specifically for what purpose drives GL PAS Giving Category/Donor Group drives GL BBEC Appeal How we are asking for the contribution PAS New concept to BSA

4 Key Fundraising Definitions BBEC Constituents Individuals, organizations, groups, and households PAS Individuals and organizations BBEC Prospects Individuals assigned a fundraiser and gift plan PAS All individuals or organizations BBEC Site The entity with which the constituent has a relationship PAS Your council or the national office

5 Roundtable Objectives Understand Ad Hoc & Smart Queries Understand Dynamic and Static Output See the process to add query Expand your CRM knowledge Continue to learn CRM navigation

6 Key Words Ad Hoc Query: Includes numerous output fields and allows you to browse through specific records based on fields you select. Smart Query: Performs complex calculations and are based on templates included in the CRM. Dynamic: Output that analyzes a record each time it is used. Query results adjust when records are added or deleted. Static: Output of fixed set of data that does not change.

7 Ad Hoc Query Process Select source view Define filters to specify which records to include Select fields to display in results Define sort order Define criteria for summary fields View results Save query

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9 Use ScoutNET user name and password. Put netbsa\ before your user name.

10 We will begin by heading to the Analysis functional area.

11 We then click the Query tool.

12 I clicked Apply to see all queries. I then headed over to Add an Ad-hoc query. This allows me to create one.

13 I then clicked the Constituents query source. It is one of the most common sources to use. You can sort the sources by selecting Record type first.

14 This is the creation screen. The fields to the left are the big buckets that contain additional fields to select. Think of looking at a constituent page. These are the items to which you could add information.

15 The currently selected field area contains the fields that you can move into your display area and have them displayed on a report. You can also use these fields to narrow your selections.

16 The highlighted box will allow you to take a selected field and narrow the information. If you moved age into the field you could select all > 50.

17 Items you select into this box will populate as fields onto your results, which can then be download as columns into Excel.

18 You can also quickly search for fields. I used birth in the search window and all the fields with this word in it shows as fields to select in the middle.

19 Select your primary grouping and then move the fields you want displayed into the results box.

20 I then added the state field to my refine criteria area. I want all states that are equal to Texas.

21 You can see my state selection is in the upper box. I can now review my selection on the screen with the Preview results tab.

22 If you like what you see, you can then save your query to use it later. You can also create a smart query so that it can be refined even further.

23 To save, you use the tab at the top to set the options. You can see I am adding this to my favorite folder and that I am going to make it dynamic so each time I run the query, it will add new Texans to the list. I am letting all use it and all may edit it.

24 Once saved, it shows up in my favorite folder in my query area.

25 Smart Query Uses an Ad Hoc Query Gives the ability to narrow scope of Ad Hoc Query

26 Standard Smart Queries Constituent by Last Revenue Constituent Selection Browse Constituent Associated with Tributes Constituent by Last Interaction Donor Anniversary List LYBUNT Constituent Query Potential Matching Gifts SYBUNT Constituent Query

27 I opened my query for editing after finding it in my favorites folder. I clicked Create a smart query at the bottom of the form.

28 On this form, you can specify which fields you want visible on your refined query and also which fields you want to be able to refine. In this case, I want to define a specific city in Texas. I select which field will be primary. Name is a constituent type record and I name it Texas by City and then click Save.

29 When you save your smart query, this screen appears. You will want to close it and go back to the query area under Analysis.

30 Click Query

31 Select Add a smart query

32 This gives me a list of smart queries from which to choose. I defined mine as a constituent query so I narrowed the record type at the top; so it only list those that are constituent based. As I look down the list, I see my saved smart query. Click to select it.

33 Next, I must define my parameters. I can use this query many time by selecting different cities. Once defined, I then click the Results tab.

34 The Results tab produces my query for those constituents that are in Dallas. This process took my ad-hoc query and refined it further. It can be used many time by selecting a different city. I can save this result also.

35 Site Security Database will hold a single individual/single organization record for the whole company. Councils will be able to view their constituents records and history. Constituent searches will span the entire database. Councils will be able to see that someone has a record in another council but not why.

36 Timeline 2012 System configura on, business rules, and conversion and integration discussions First and Second Quarters 2013 Revenue configuration, Third and Fourth Quarters 2013 Mapping and conversion testing 2014 Data Warehouse for reporting, two additional conversion cycles, integration valida on rollout.

37 Timeline First Conversion cycle completed Configuration reviewed and changes being made Validation of data in progress Mapping to CRM GL in progress

38 First Time Webinar Attendees Within 48 hours, you will receive an detailing how to access the CRM Design Site. will contain links to past webinar presentations. Login using ScoutNET user name and password. User name may need netbsa\ placed before it.

39 What to Do Now Single person/organization person/ organization merge. Clean up campaign organization remove workers with no prospects. Delete unused giving categories.

40 Questions & Tasks Please submit questions using the Notes tab on your AT&T Connect window. If multiple people are viewing from the same computer, please John Kuehn a list of all who are attending.

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42 Q&A