10 th Anniversary 1999 - 2009

10th Anniversary 1999 - 2009 “Implementing a Dynamic Management Reporting Environment”

General Announcements: • Please turn off all cell phones/pagers • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversations during the session • Questions will be answered ….. Thank you for your cooperation

Agenda • Introduction • Management Reporting Challenge • Solution Approach • Lessons Learned & Next Steps • Q & A

Introduction • Lehigh University • Private Institution located in Bethlehem, PA • About 4800 undergraduates, 2000 graduates • Finishing up $500 million campaign • Multi dimensional fundraising operations • Annual Fund, Colleges, Regions, Athletics, Arts Center, Special Projects • About 30 – 33% alumni participation annually • Very active Alumni Association (became part of Advancement in 2008) • Tom Chaves • Director of Advancement Services • Background with Banner

Management Reporting Challenge • New VP, New Goals • Prospect pool to double for next campaign • Drive to a $100m/year fundraising organization • Accountability at all levels • Move fundraising initiatives to be ‘unit’ focused (e.g. college, regions)

Management Reporting Challenge • What was needed . . . • Information to understand the prospect pool, how to forecast, and how to know what we raised and who should get credit • Need it by college, unit, region, constituency, etc. • Needed to be usable by management (new AVP of Leadership Gifts was key stakeholder) • Dynamic access to information and not have to request every time • What existed . . . • Lots and lots of static lists • SQL reports and excel lists • Lots of requests and people waiting

Management Reporting Challenge • What we didn’t have • A truly defined and understood process for prospect management • Consistent terminology usage • How to credit gift officers consistently in Banner • Standard information requests by area (major gifts, principal gifts, corporate, planned giving, annual fund) • Any real reporting tool

Solution Approach • Gather & Confirm Requirements • Met with AVP of Leadership Gifts and Prospect Management weekly • Prospect Management process was being defined by external consultant and we were determining how to manage it with Banner • Need to grow prospect pool and then manage them and results • Determine Outcomes • Discovery Tool • Managing the Pipeline (Forecasting) • Results by Unit, Gift Officer • Coordinating with VP Dashboard

Solution Approach • Prototype • Data from Banner (goals, successes) • Use Excel Pivot Tables for flexibility • Direct ODBC access to Banner (where possible) • Daily Refresh by Prospect Management • Make available to gift officers and management without requests to Advancement Services

Solution Approach • Prototype – Define the process flow Step 1: Discover New Prospects Step 2: Manage Prospect Pool Step 3: Tracking/Measuring Gift Officer Success Step 4: Tracking/Measuring Fundraising Success

Solution Approach • Prototype • Step 1: Discovery Tool

Solution Approach • Prototype • Step 2: Prospect Pipeline

Solution Approach • Prototype • Step 3: Gift Officer Summary

Solution Approach • Prototype • Step 4a: Financial Results by Unit

Solution Approach • Prototype • Step 4b: VP Dashboard

Solution Approach • Review & Test • Identify some key users and management to test (both formally and informally) • Rollout & Training • By group and then offer one-off training when needed/appropriate • Checking in Periodically

Lessons Learned & Next Steps • Lessons Learned • Summary & Detail to support • Proactive Communication & Coordination • Documentation & Training • Drive decisions (don’t wait!) • Don’t Assume ANYTHING • Next Steps • See how current delivery can be enhanced by Argos reporting tool • Check in from time to time if it’s working

Q & A Tom Chaves Director of Advancement Services Lehigh University tchaves@lehigh.edu 610-758-6362

10 th Anniversary 1999 - 2009