Fundraiser A ccountability

1. Fundraiser Accountability:What to Measure, Why and How ?Judy MahoneyAssociate DeanCollege of EngineeringUniversity of WashingtonEngineering Development Forum 2013 | UC Davis

3. Fundraiser Accountability Why?

4. Fundraiser Accountability – Why? • Fundraiser success, retention • Donor experience • Return on investment • Manage resources

5. Fundraiser Accountability – Why? Using resources in the most effective way… • Fundraiser skills • Fundraiser time • Infrastructure skills/time/strategies • Research shop time • Volunteer/staff time

6. Setting Performance Goals • What can be measured? • What do you want/need to measure? • What, if measured, gets you to the best outcome?

7. Setting Performance Goals Examples of qualitative/quantitative goals • Contacts • Proposals Submitted/Funded/$$ • Portfolio Balance • Time Management • Strategies/Tasks/Moves

8. Setting Performance Goals • Campaign cycle • Fundraiser experience, skills • Fundraiser role / job description / pool • Treat different people differently

9. What to Measure – Contacts # Contacts made and quality # Contacts made by rating level # Personal visits/“Substantive” contacts # Solicitation contacts # Qualification contacts Quality of Contacts

10. Contact Report – Standards • Enter within 10 days of contact • Type • Purpose statement • Title • Status change? • Format?

11. What to Measure - Contact Types Attempted calls Personal visits Email / mail Phone calls Events TOTAL

12. What to Measure - Proposals # Submitted # Submitted by rating level # Commitments closed # Submitted/closed $ Submitted/closed Quality: Stewardship plan in place (strategy note)

13. What to Measure - Proposals Funded

14. Proposals Submitted Summary

15. Proposals Submitted this FY by Ask Amount

16. What to Measure - Strategies/Tasks/Moves • Is there appropriate strategy on each core prospect? • Are next steps thought out to a conclusion? • Are prospective donors “moving” or do they need more attention?

17. Time Management/Portfolio Balance • # prospective donors/# solicitations • Portfolio balance by rating • Portfolio balance by “stage” in cycle • Right mix for officer / campaign • Who makes choices?

18. Portfolio Size

20. Time Management/Portfolio Balance

21. Executive Summary

22. 30 Core Prospects by Giving Capacity 11 9 5 3 2 0 0 0

23. Accountability Metrics

24. Accountability Metrics

25. UW Metrics Factors • Value: donor centered • No $ goals; evaluation on activity and effort • Metrics support collaboration: shared credit • Across units, all fundraisers are evaluated on the same criteria • We succeed as an advancement team

26. Other Activities to Measure • Stewardship • Annual fund • Marketing • Volunteer management • Events • Trips • Teamwork • Friendraising/alumni relations • Other duties as assigned

27. Ingredients for Success • Clear expectations • Set by management and fundraisers • Role of advancement research or prospect management staff? • Adequate reports

28. Ingredients for Success • Data out: Reports • Data in: Systematic capture of data on • strategy • solicitations • contacts • other • How can system support you?

29. Ingredients for Success • Measure data that will help you see if people are doing the right things • Outcomes – are they what you wanted? • Treat different people differently • Understand individual challenges

30. Lessons Learned • Metrics vs. building relationships • Panic-based data entry • Numbers can be manipulated • Metrics will reveal problem performance • Some will resist

31. Thanks! UW Team