Implementation Tips and Best Practices for

Transcription

1 Implementation Tips and Best Practices for CRM Advancement Officer in CX Presented by: Emily Jackson, St. Mary s College of Maryland Barb DeYoung, Jenzabar Saturday, May 31, :00 a.m. Session #157

2 Goals of the Session Provide an overview of the features within the CRM Advancement Officer Review implementation tips from a user s perspective Items of interest to staff Suggestions for implementation preparation Discuss enhancement ideas Questions and Open Discussion

3 Specific Features of CRM Advancement Officer Relationship Management ability to review donor information and provide easy to print profile pages Campaign Management ability to review current campaigns with designation and appeal statistics Planned Giving ability to view planned giving data organized by instrument and planned gift type Stewardship and Grants Management ability to view pursuits and initiatives organized by zone and channel Collaboration Tools to manage communications to the members of the Advancement staff

4 Implementation Tips and Best Practices for CRM Advancement Officer in CX; from a user perspective

5 Use of CRM Advancement front page of portal Handouts & Calendar Use

6 Front Page of Portal Use of Links The web reports are Impromptu web reports created so gift officers can track: who is assigned to them in the tracking system, their open contacts, past due accounts (to not let anyone slip through the cracks), recent gifts associated with a prospect.

7 Relationship Management Portlet Ideal way to present the donor information in an easy to use format for the gift officers which also allows them to submit information to add or update records. The updates are not automatic, and submissions are placed into a table with CX with an being sent to person who makes the data updates to know information exists to review.

8 Query Highlights Displays spouse name for verification Displays class year for alum verification Allows query of maiden or nickname

9 CONSTITUENT PROFILE Contact Information , cell, work, fax, web site, seasonal,. will only show current information

10 CONSTITUENT PROFILE Employment Information Information is displayed on the top page of constituent profile and at the bottom of the page with more detail. Two items of note under the detailed d employment section: Matches gifts highlighted in red Employment shows all current and past information

11 CONSTITUENT PROFILE Alumni Educational Information

12 CONSTITUENT PROFILE Relationships Displays relationships even if no ID Displays relationships on one page

13 CONSTITUENT PROFILE Current Student Status

14 GIVING HISTORY Pledge Tracking

15 GIVING HISTORY Easy access to total giving history statistics

16 MOVES MANAGEMENT Solicitation Tracks

17 MOVES MANAGEMENT Solicitation it ti track detail of the contacts t

18 MOVES MANAGEMENT Mailings Expected Contacts Personal Notes : special contact that always stays open with news articles, special/personal notes on the individual; items that would not necessarily go under a contact in the solicitation track for an ask but general items that always want to have available (ex. John loves to drink scotch.).

19 Preparation Suggestions for CRM Implementation Review the CRM capabilities so you are familiar with all of the modules it can use. Review the implementation paperwork; while you won t understand everything, it will help familiarize you with the terms and the process. Make sure you are up to date on all your SMO s; even if you are up to date might need to make sure your IT installed everything to do with the CRM enhancements. Plan to test the system at least three weeks before your scheduled implementation (use both test CRM & test CX). Allow a lot of time for testing; schedule regular meetings with your IT to discuss issues. If you have a campus shared IT staff, make sure they are on board to devote a lot of time to getting your data ready. Review how the data appears (or doesn t appear). Review searching. If your IT has created areas to store data that are not standard in the CX product, make a special note of those data points check those areas to see if the data is appearing. Once you identify those particular areas that are not displaying and you know are not stored in the correct spot, move the data before implementation or it will not show; that way, you will eliminate data problems you already know of and new ones will be easier to identify during implementation. If you have a lot of special areas for data storage, you might want to start this review process earlier than three weeks before implementation. Before the Jenzabar rep visits campus for implementation, make a list of all your questions (segment into category groupings that relate to the CRM data groups). First review with your IT to see what might be internal issues, then send to your Jenzabar rep to help them prepare for the visit i and to use as a guide when going through the product training.

20 CRM Product Enhancement Suggestions Add pledge status (I,C,O) Pledge summary to show total Show the gift memo field on the gift (currently a text field) Adding correct address status to front page Adding anonymous donor on front screen Choice to put information from the Narritivz screen on CRM ex. employment blob information Adding the blob into Planned Giving (already in SMO 12853) Ability to have a campaign showing by the web enable field only and not driven by the dates of the campaign Ability to print all the information inside a blob field and not just the small portion that shows; ex. contacts under moves management Search for an Popup button to show if you have changes in the queue that you have not submitted

21 Questions Feature Questions Implementation Questions Other Implementation Recommendations