Prospect Management In a Capital Campaign

Tuesday October 28, 20031:15 – 2:05 pm

Sharon L. Upton, Director of Development Research

IntroductionIntroduction

How Lehigh uses SCT Banner to How Lehigh uses SCT Banner to manage our capital campaign manage our capital campaign prospects and projectsprospects and projects

Broader understanding of prospect Broader understanding of prospect management modulemanagement module

Knowledge to implement capital Knowledge to implement capital campaign reportingcampaign reporting

Topics of DiscussionTopics of Discussion

Assess management and reporting needsAssess management and reporting needs

Utilize SCT Banner for management needsUtilize SCT Banner for management needs

Construct validation tablesConstruct validation tables

Gather and input dataGather and input data

Structure reportsStructure reports

Prospect Manager Work SheetProspect Manager Work Sheet

NameClass

Yr. Degree Total Giving Cap.

RatingWill.

Rating City State StatusAsk

Amount Ask Date Project Name

Doe, John 1957 ALMB 145,924.16$ 10 Trenton NJ

Smith, John 1974 ALMB 1,555.00$ 5 Upper Saddle River NJ

Jones, John 1978 ALMB 328,910.34$ 20 Chappaqua NY

Traer, John 1978 ALMB 2,650.00$ 5 Chappaqua NY

Bilen, John 1956 ALMB 75,319.30$ 10 Bronxville NY

Assess Management & Assess Management & Reporting NeedsReporting Needs

Proposals (broad campaign Proposals (broad campaign initiatives)initiatives)

Projects (smaller components of Projects (smaller components of proposals)proposals)

Cash forecastingCash forecasting

Utilize SCT BannerUtilize SCT Banner

Prospect information form – AMAINFOProspect information form – AMAINFO

Prospect proposal form – AMAPROPProspect proposal form – AMAPROP

Prospect contact form - AMACONTProspect contact form - AMACONT

Prospect Management Form Prospect Management Form AMAINFOAMAINFO

Maintain status of prospectMaintain status of prospect Project total campaign ask amount Project total campaign ask amount

and ask dateand ask date Maintain ratingsMaintain ratings

-- Capacity – Willingness -- Priority-- Capacity – Willingness -- Priority Assign StaffAssign Staff

-- Primary – Secondary -- Liaisons-- Primary – Secondary -- Liaisons Add ProjectsAdd Projects

Lehigh University Prospect Lehigh University Prospect Management Status CodesManagement Status Codes

A - Active RecordA - Active Record

S – SuspectS – Suspect

Q – QualificationQ – Qualification

T – CultivationT – Cultivation

L – SolicitationL – Solicitation

W – Stewardship/Future Gift CapabilityW – Stewardship/Future Gift Capability

V – Stewardship/No Future Gift CapabilityV – Stewardship/No Future Gift Capability

N – Not Interested/DeniedN – Not Interested/Denied

D – DormantD – Dormant

Y – Spouse/PartnerY – Spouse/Partner

Capacity RatingsCapacity Ratings

00 $0 to $99900 $0 to $999

01 $1,000 to $2,40001 $1,000 to $2,400

02 $2,500 to $4,99902 $2,500 to $4,999

03 $5,000 to $9,99903 $5,000 to $9,999

04 10,000 to 24,99904 10,000 to 24,999

05 $25,000 to $49,99905 $25,000 to $49,999

06 $50,000 to $99,99906 $50,000 to $99,999

10 $100,000 to $249,00010 $100,000 to $249,000

11 $250,000 to $499,99911 $250,000 to $499,999

12 $500,000 to $999,99912 $500,000 to $999,999

20 $1,000,000 to $4,999,99920 $1,000,000 to $4,999,999

21 $5,000,000 to $9,999,99921 $5,000,000 to $9,999,999

30 $10,000,000 to $24,999,99930 $10,000,000 to $24,999,999

31 $25,000,000 to $49,999,99931 $25,000,000 to $49,999,999

32 $50,000,000 to $99,999,99932 $50,000,000 to $99,999,999

40 $100,000,000+40 $100,000,000+

Prospect Proposal Form Prospect Proposal Form AMAPROPAMAPROP

Prospects with multiple asksProspects with multiple asks Information on each proposalInformation on each proposal

Status and staffStatus and staff Projected ask amounts and datesProjected ask amounts and dates

Projected Components are managedProjected Components are managed Separate target asks and datesSeparate target asks and dates Separate statusSeparate status

Prospect Contact FormProspect Contact Form

Update or add proposal and project Update or add proposal and project datadata StatusStatus Ask amount and dateAsk amount and date

Update prospect informationUpdate prospect information RatingsRatings Biographical information updatesBiographical information updates Move and contact codesMove and contact codes

Validation Tables We UseValidation Tables We Use

Project/interest codes – ATVPROJProject/interest codes – ATVPROJ Proposal codes – ATVPROPProposal codes – ATVPROP Prospect status – ATVPRSTProspect status – ATVPRST Prospect rating types – ATVRTGTProspect rating types – ATVRTGT Prospect rating codes – ATVRATEProspect rating codes – ATVRATE Solicitor contact codes – ATVSCNTSolicitor contact codes – ATVSCNT Move type codes - ATVMOVEMove type codes - ATVMOVE

ReportsReports

Prospect ManagementProspect Management Assigned prospectsAssigned prospects

Activity ManagementActivity Management Contacts and movesContacts and moves

PipelinePipeline FY Planned AskFY Planned Ask

Prospect Manager Assigned Prospects with Status CodesProspect Manager Assigned Prospects with Status Codesandand

Planned Ask Pipeline ReportPlanned Ask Pipeline Report

ID Name Cl. Yr. DegreeCap Rtg

Will Rtg

Pri Rtg City St

Total Banner Giving

Sta-tus

Ant. Camp. Ask Amt.

Ant. Camp.

Ask Date Proposal Project Johnsen, Metta 1937 WIDW 01 B Bethlehem PA $ W

Johnsen, Carl 1941 ALMB 10 H Bethlehem PA $ YCarlsen, John 1955 ALMB 11 A Jenkintow n PA $ L 25,000$ 31-Dec-03 ACAPRG 3DISSJensen, Martin 1937 ALMB 11 H Reading PA $ L 50,000$ 30-Jun-04 SCHOLS 9FINADSheely, Cindy 1975 ALMB 20 H West Chester PA $ L 1,000,000$ 31-Dec-03 ACABLD 10LLRNMortensen, Mary 1988 ALMB 12 A H Allentow n PA $ QSorensen, Jan 1960 ALMB 06 Landisville PA $ QAndersen, Arthur 1977 ALMB 10 C L Allentow n PA $ QLarsen, Lars 1943 ALMB 12 Allentow n PA $ S

SummarySummary

Start by assessing management and Start by assessing management and reporting needsreporting needs

Look to SCT Banner to accommodate Look to SCT Banner to accommodate those needsthose needs

Flexibility is KEYFlexibility is KEY