preparing data for effective output
DESCRIPTION
In our March presentation, Output is Everything! we discussed the various types of output nonprofits typically require and the levels of detail required to get the right output to the right people at the right time. This follow-up session will focus on entering the data effectively to generate the output. Takeaways: A list of dos and don’ts for data entry staff Tips for getting the most from your fundraising software Data maintenance to keep things cleanTRANSCRIPT
Sponsored by: A Service
Of:
Preparing Data for Effective Output
Cheri Weissman
April 16, 2013
Sponsored by: A Service
Of:
Protecting and Preserving the
Institutional Memories of
Nonprofits Since 1993
www.cjwconsulting.com
(866) 598-0430
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Affordable collaborative data
management in the cloud.
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Today’s Speaker & Host
Cheri Weissman President
CJW Consulting & Services, Inc. Assisting with chat questions: Jamie Maloney, Nonprofit Webinars
Presented by Cheri Weissman
CJW Consulting & Services, Inc. 8331 Central Ave.
Morton Grove, IL 60053 866/598-0430
When it comes right down to it, the only thing that really matters when working with fundraising software is OUTPUT.
Reports have to be reliable and understood
Solicitations and invitations have to be sent to the right people
Giving has to reflect what people are giving to and what prompted them to give
Volunteers have to be appropriately recognized and acknowledged
BREAK IT DOWN!
ALWAYS consider output before you input data!
Don’t enter data unless you know it is RELIABLE
Don’t try to make one area of data do more than it can do
Visualize information and focus on splitting information into natural categories
Document standards and maintain them
Consistency is key!
Avoid using one field for multiple purposes
Avoid redundancies
Avoid user-defined fields if possible
Create internal policies for key data points
Clearly define terms/expectations
Document data entry standard
Keep tables clean and lean
Name Example My full name is Cheryl J. Weissman
If you want to be able to use my first name when writing to me, the first name field must contain Cheryl and nothing else
If you want to address me as Ms. Weissman, a Prefix or Title field must be populated accurately
If you record my first name as Cheryl J., that’s what is going to go on the letter
But wait! Do I have a nickname? Yes, I go by Cheri
Do I have a spouse? Yes, his name is Larry D. Muffett. The same issues apply to Larry as they do to me.
How do you address both of us?
Name fields available?
First Name
Middle Name
Last Name
Suffix
Prefix (or Title)
Nickname
Maiden Name
Addressee
Salutation
Addresses Standards are needed here
All addresses should be entered using the same standards One address line or multiple? Are you using directional abbreviations (N., S., etc.) or spelling them out? Are you using abbreviations for various street types? (St., Ave., Blvd., etc.)
Phone Numbers All phone numbers should have a consistent format
Email Addresses Double check to ensure that you have not mistyped or used the
wrong extension (.com instead of .org, for example)
To Whom Do You Mail Just me? Just Larry? Both of us?
Where has the donor designated that the money should go? (fund or account) General operating or Annual can be used if the donor does not
specify a designation
What prompted the donor to make this gift (appeal) What did you send out that moved them to give?
If you want to group your gifts by designation or appeal, you will need an additional code
Beyond this, what about: Which thank you letter will you send? How did they pay (check, credit card, etc.) Other gift info (payroll deduction, United Way, CFC, etc.) How much detail will you need to effectively steward your
donors?
Contact records/Actions/Activity
If your software has a capability like this, you’re likely ahead of the game
If not, you may need external documents
Relationships
If you want to track the ways that people are connected to one another, you need enough detail so that the relationships can be used.
If you see the name Ellen Weissman as a relationship on my record, with no other information, the name itself is useless to you
Board Members
Most organizations create a Board Roster, showing their home and business contact information, dates of service, perhaps the name of an assistant, etc.
Staff
If you want staff to give, you will need lists of current and former staff and update your records on a regular basis.
Volunteers
If you want to ask volunteers to give, you will need to know which volunteers are current, which came for a day and were never seen again, etc.
Board Members Name info
Business Address/phone/email/assistant
Home Address/phone/email
Board term
Staff Name info
Position/Department
Office email
Start and/or end dates
Volunteers If you want to ask volunteers to give, you will need to
know which volunteers are current, which came for a day and were never seen again, etc.
Business Information
Do you have people in your database who own or are positioned highly in their business?
Linking the business information to the person can help you reach out to either or both
Education History
If you are working at an educational institution, education history is going to matter, particularly as it relates to your institution
Grad year
Major
Activities/interests while attending
Special Events
Who’s coming?
Who’s sitting with whom?
What’s everybody eating?
Who’s sponsoring whom?
Who’s bringing guests?
Who’s speaking at the event?
Who’s paid?
Who still owes?
Depends on the capabilities of your software
Work with the software’s features
Store data in ways that will allow you to get the output you need
This requires a knowledge of WHERE and HOW data is stored in your application
Store data outside of your application only when absolutely necessary
If data is maintained outside of application, be sure that there is some kind of link between data sets
A common ID number used to link data from different sources is mandatory
Consistency is key!
Avoid using one field for multiple purposes
Avoid redundancies
Avoid user-defined fields if possible
Create internal policies for key data points
Clearly define terms/expectations
Document data entry standard
Keep tables clean and lean
Create manual/external tracking mechanisms that lend themselves to effective data entry
Call reports
Research forms
Create a clear method for turning information into data
Staff responsibilities
Oversight
Documentation
Regular Data Entry Reviews by staff person
Ongoing Data Entry Training
Documentation
Review Of System Tables
Regular Reporting Schedules
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