ucsf fundraising system replacement project steve downs executive director, financial services and...
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UCSF Fundraising System Replacement
Project
Steve DownsExecutive Director, Financial Services and AdministrationDebbie AnglinSenior Director, Information Management
February,, 2012
University Development and Alumni Relations
• CRM for non-profits is focused on maintaining a life long relationship with the constituent (Donor, Alumni, Volunteer) and the organization
• CRM for UCSF is the responsibility of more than the development/alumni relations officers. Every encounter the constituent has with UCSF is an opportunity to influence the constituent’s relationship with UCSF, positively or negatively.
• A CRM system for UCSF must be an enterprise system that informs how we interact with each constituent and how the constituent prefers to interact with us.
Constituent Relationship Management
Contributor Life Cycle
Gift ReceiptingGift Acknowledgement Letter
Donor Honor Roll
ProspectResearch
Prospect Management
Annual GivingMajor/Principal Gifts
Gift & Endwoment Planning
Alumni RelationsEvents
Social MediaCommunication
VolunteersFaculty
UCSF Administrators
Personal Solicitations/Proposals
Direct Mail/Telemarketing Appeals
Alumni RelationsEvents
Social MediaCommunications
VolunteersFaculty/Campus Administrators
Donor RelationsDevelopment Officers
FacultyStudent Beneficiary
PhysiciansUCSF Administrators
VolunteersEvents
UCSF constituents can have multiple relationships/connections within the university.
To see the complete picture we need an enterprise CRM system that tracks the relationship across the university
• The current Fundraising and Constituent Relationship Management system was implemented in 1999 and is built using Oracle/ PowerBuilder client server technology.
• This system does not currently support the growing business requirements of the campus leadership, University Development and Alumni Relations (UDAR), the UCSF professional schools and Medical Center.
• The system requires extensive technical staff resources to deliver UDAR’s business requirements
History
• There are many manual processes used to manage prospects and process donations that are inefficient and lend themselves to error due to the constraints of the system
• With more automation of workflow, there is opportunity to speed administrative processes and improve the quality of information managed in the fundraising system.
History
• UDAR worked with ITS to conduct a Fit/Gap analysis to determine how well the current system was meeting UCSF’s fundraising and alumni engagement business requirements
• We vetted our analysis through Opinder Bawa, CTO – SOM/ITS
Fit Gap Analysis of the Current System
Capitalize on the benefits of shared and readily accessible Development data across UCSF
Create an on-line presence that increases engagement of university constituent
Utilize the enterprise system model to improve effectiveness
Deliver a system that meets UCSF compliance needs
Support a comprehensive multi-billion dollar campaign to increase private philanthropic support to the university
Project Objectives
• We will present our findings and business case to the following UCSF committees to understand how best to incorporate the system/business needs of the Schools, Department and Medical Center.
– Committee on Business Technology
– SOM MSO Group
– Enterprise Architecture Application Group
– System and Technology Advisory Council
– Information Technology Guidance Committee
• It is our hope that once vetted through these committees, ITGC will present the business case for funding to the Chancellor’s Executive Committee
Inclusive Process
Fit/Gap Analysis Results
The following table summarizes how well the current system meets future needs:
# Short Name Fit/Gap
1 Enterprise Access to Constituent Information
0%
2 Streamline process for updating donor biographical records
50%
3 Gift Administration 50%
4 Business Intelligence/Reporting 25%
5 Utilize Web Social Media / Mobile
25%
6 Integrate with External Systems 25%
7 Alumni Relations 25%
8 Annual Giving 25%
9 Gift Planning 25%
10 Corporate and Foundation Relations
25%
11 Donor Relations and Stewardship
50%
12 Major/Principal Gifts 25%
13 Prospect Management 25%
14 Volunteer Management 25%
UDAR Information Systems Environment
FinanceSystem
Schools and
InstitutesUBOC
Alumni Portal
HR System
Med Ctr Systems (Concierge,
Finance)
Online Donations
Ruffalo Cody
Crystal Report Server
ADMDocument
Management
iModulesAlumni Directory
Alumni Event Registration
Social Network
QASAddress
Validation
Match-ItDup Record Identification
External Daa
(NCOA)
Student System
FinanceSystem
Schools and
InstitutesUBOC
Alumni Portal
HR System
Med Ctr Systems (Concierge,
Finance)
Online Donations
Advance (DASP – Production)
DASR (RPT)
DAST Testing
Vendor DataWeath Engiine,
CAPWiZ
ConvioOn-line Giving
Email Blast
iModulesAlumni Directory
Alumni Event Registration
Social Network
• University-wide investment to:– Provide an enterprise wide system to manage
constituent and donor relationships across the university
– Track all information about constituents seamlessly in one book of record
– Enable better information integration with the university’s administrative and financial systems
– Enhance our online presence to improve the alumni and donor experience
– Reduce supplemental and shadow systems
– Meet UCSF compliance needs effectively (e.g., security, HIPAA and financial reporting
– Enhance and leverage e-communication, on-line/Social Networking presence
Investment for the Future
Vendor Solutions Being Reviewed
• Sungard Advance Web application
• Blackbaud Enterprise Constituent Management System
• Salesforce.com
• Sage Software Millennium System
• Budget request will range between $900K and $2.3Million based on selected vendor
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Project Milestones – Phase I Target Date (02/28/2012)
• Project Start 09/15/2011
• Finalize Subject Matter and Technical User Groups 10/14/2011
• Business process review and requirements gathering
11/18/2011
• Complete Business Process Flowcharts & Business Requirements Documents
12/31/2011
• Complete Gap Analysis 01/30/2011
• Identify System Solution Options 01/31/2012
• Draft Business Case and Budget for Proposed Solutions
3/15/2012
• Present Business Case and Budget to ITGC 4/1/2012
Phase I – Timelines
Q & A
UDAR System Replacement Project