06/04/15 List & Reprt Request Frm Fields WFAA staff and UW campus partners are respnsible fr submitting List & Reprt requests t the BI/Reprting team that prvide necessary infrmatin. This ensures requests are prcessed crrectly in ABE. Nte that sme fields display nly when necessary, depending upn yur frm selectins. List Field Name Name Email CC email Phne Are yu an emplyee f the Wiscnsin Fundatin & Alumni Assciatin? WFAA Divisin Field appears nly if yu have indicated yu are an emplyee f WFAA. Campus Unit yu are representing If Other, please indicate yur campus unit Descriptin Name f requester Email f requester Include emails f the peple yu wuld like included n all questins and cmmunicatins regarding yur Help Center ticket. Phne number f requester in 10-digit frmatin (XXX- XXX-XXXX) Prvides a Yes/N chices Select frm a list f WFAA divisins. D nt select Marketing Divisin unless yu are part f the WFAA Marketing Divisin. Select frm a list f main campus units, including UWF/WAA. An Other ptin is prvided fr units nt listed. Supply the name f yur campus unit if Other is selected under Campus Unit yu are representing. Field appears nly if yu have specified Other as the campus unit yu are representing. Department/Prgram Area List/Reprt Name What is this request fr? Enter the department, center, r prgram yu are representing. Be descriptive; cnsider include campus unit, department, prgram r prject; An Infrmatin Reprt cntains data fr analysis, but it des nt include cmmunicatin data such as email 1 WFAA Advancement Services
addresses, pstal addresses, and phne numbers. A cmmn use f a reprt is t evaluate cnstituent infrmatin t plan, identify targets, and understand vlume. List Type Field appears nly if yu have specified Cmmunicatins/Marketing as the purpse f the request. Desired Delivery Date f Reprt Field appears nly if yu specified Infrmatin Reprt as the purpse f the request. Recrds Tagged Date/Final List Date Field appears nly if yu specified Cmmunicatins/Marketing as the purpse f the request. Anticipated Send Date f Cmmunicatin A Cmmunicatin cntains cnstituent (e.g. alumni and dnr) infrmatin, and it includes cmmunicatin data such as email addresses, pstal addresses, and phne numbers. List data may be used by the requester in his/her wn marketing/cmmunicatin prcesses. Select all list types yu will need Email - event invitatin Email includes slicitatin Email n slicitatin Mail - event invitatin Mail includes slicitatin Mail n slicitatin Phne List The date when the reprt will be delivered by the BI team The date that will be display n the cnstituent s recrd Emails sent thrugh ABE/BBIS will have the same Recrds Tagged and Anticipated Send dates. Emails sent utside f ABE/BBIS can have different dates depending n when the email is actually sent. Mail will mstly likely have different Recrd Tagged and Anticipated Send dates (e.g. yu may nt mail a piece the same day yu receive the mail-merge file). The date the email will actually send r when the piece will be mailed Field appears nly if yu specified Cmmunicatins/Marketing as the purpse f the request. 2 WFAA Advancement Services
Review File Output Date Field appears nly if yu specified WFAA Marketing Divisin and Cmmunicatins/Marketing as the purpse f the request. Test File Output Date Date when the requester expects a first draft f the initial request. List request frm shuld be submitted three weeks prir t the date indicated here. If a detailed review is required, make sure t allcate time in yur prject schedule fr a list review. Date when a test file is required fr the prductin f a print piece Field appears nly if yu specified WFAA Marketing Divisin and Cmmunicatins/Marketing as the purpse f the request. Prvide details f yur list request ABE Event Lkup ID(s) Prvide yur list descriptin here. (See Appendix A fr sme help with parameters and utput ptins.) When an event is created in ABE, a unique lkup ID is autmatically assigned. Yu will mst likely need it if yu are sending an event invitatin. If yur event has already been created in ABE, please include the Event Lkup ID. Otherwise, leave this blank. Indicate the event ID prvided by the Registratin team. Estimate f cunt Name Frmat Optins Field appears nly if yu specified Cmmunicatins/Marketing as the purpse f the request. Shuld we list yur schl/cllege/unit alum first in salutatin? Estimate t cnfirm the query matches expectatins fr the cunt if knwn. Name frmat types are managed by WFAA Infrmatin Services. Frmal ptin includes punctuatin. The alumnus/alumna r dnr t yur schl/cllege/unit will be listed first in the Name Frmat. Field appears nly if yu specified Cmmunicatins/Marketing as the purpse f the request. Additinal Data fields t include in review file Data fields needed t filter by r needed fr review n the list. May nt be the same as the fields in the final utput file. 3 WFAA Advancement Services
Fields t include in final utput Include spuse even if they dn't meet yur parameters listed abve? Send ne piece per husehld? Include internatinal cnstituents? Include rganizatins/crpratins? Include deceased cnstituents? Field appears nly if yu specified Infrmatin Reprt as the purpse f the request. Include inactive cnstituents? Field appears nly if yu specified Infrmatin Reprt as the purpse f the request. Hw will this infrmatin be used? With whm will this be shared? Data fields needed t send a cmmunicatin can include fields ther than email/mail/phne (e.g. WAA member ID, degree). If Yes, spuses wuld be included even if they d nt meet yur parameters. These are imprtant t cnsider fr events and stewardship. Appears nly when a Mail list is selected. Indicates file that the shuld be spuse-linked. Include internatinal cnstituents. This is imprtant t cnsider fr pstage csts. Examples are IBN, Fidelity Investments, MacArthur Fundatin. These are nt typically included fr cmmunicatins. These cnstituents will never be included n a cmmunicatin list. These are cnstituents wh have requested n cmmunicatins frm the UW and will never be included n a cmmunicatin list. Even thugh a cnstituent may request n cmmunicatins, he/she may still be a dnr. Explain yur purpse fr this list r reprt. Will yur list be shared with anyne utside UW- Madisn? 4 WFAA Advancement Services
APPENDIX A: Detail f List Request Belw is a list f parameters and/r utput fields t cnsider including in yur list r reprt request. Dnrs Perid f giving: The time perid, such as 2014 r a mre specific range (e.g. 8/13/2013 12/31/2014) If yu wuld like the last 10 years, please include the beginning date and end date, (e.g. 1/1/2005 thrugh 12/31/2014) Types f giving: Outright Gifts: payments made during a time perid that are nt tied t a pledge r planned gift Matching Gifts: payments made by a Matching Gift Cmpany t match a cnstituent s gift. The riginal payment frm the cnstituent is usually received prir t the match and may be as far back as ne year. Payments n Pledges: payments made by cnstituents n pledges. Cnstituents can als make payments n ther cnstituents pledges. Cash-in-the-dr: all payments, which wuld include utright gifts, payments n pledges, and payments n planned gifts. We can exclude r include matching gifts (frm a cmpany). Pledge: the full value (initiatin pledge amunt) f the pledge fr pledges made during a time perid. Outstanding pledges: the balance due n a pledge. Outstanding pledges are calculated as f tday. Pledges can be included based n the date they were initiated t limit which pledges are included r we can include all utstanding pledges regardless f when they were initiated. Planned gifts: the full value (initiatin pledge amunt) f the planned gift made during a time perid. Planned gifts can have an amunt r n amunt, s it may by mst helpful if we prvide Planned Gift infrmatin separately. Husehld giving: yu can chse t have bth spuses listed, even if the gifts were nt given jintly; r yu can chse t have spuses listed nly when gifts were given jintly. The mst ppular chice is the latter. Sme f these types f giving can be added tgether. Outright Gifts and Pledges can be cmbined t get a sense f ttal cmmitment. Cash-in-the-dr and Pledges cannt because payments n pledges are already being cunted in Cash-in-the-dr and that wuld be duble cunting. Example: ttal giving by year fr the past 10 years, including pledges and gifts by husehld. The best way t d this is t prvide Cash-in-the-dr summed t the year fr every year since 2015. Outstanding Pledges culd then be calculated based n what is utstanding as f the day we prduce the reprt. General Age Gender Regin 5 WFAA Advancement Services
City, State, Zip Organizatins Preferred name frmat verrides all name-frmatting ptins (regardless if yu chse Standard & Frmal) Characteristics Giving Capacity Engagement Scre (WAA r UWF) Attributes: Affinity Lists, Prfessinal Organizatins Educatin invlvement Cmmittees (current and/r previus members) fr specific unit/department Recgnitin Sciety (VHS, BHS, 1848, Legacy) Cnstituents whm have an ABE Prspect Plan fr which smene is the primary r secndary plan manager r additinal slicitr Previus attendees/invitees t an event Alumni Unit, degree, department, year Based n first, last r all degrees Certificates (d nt have all in ABE) Recent graduate, yung alumnus/alumna (please prvide specific years/ranges) Spuses Determine if spuses shuld be included even if they d nt meet yur parameters. Specify hw the address shuld lk: alumnus/alumna first, dnr first, female first? Cntact methd mismatch issue (e.g. if we have an email fr the spuse, but nt the alumnus/alumna, shuld we spuse email nly?) 6 WFAA Advancement Services