Customized Development Module: A Gift Officer's Love for EX!

1. Things Development Officers Love About EX! Presented by Elicia Winner & Esther Hay, Grove City College

2. Gift Officers and the Jenzabar Development Module • Our gift officers have come to appreciate how easily we can customize the DE module and our reports to fit their needs – here are a few items they have come to rely on • Prospects tied to solicitors through relationships • Year over Year Standard Metrics Report • Notepad as a snapshot for activity • Zip Radius reports to plan trips

3. Prospect Assignments All development officers are tied to each prospect in their portfolio via relationships Prospects are split into categories by relationship code. DMG1 – gift in next 12 months DMG2 – gift in 12-24 months DQUA – prospect in qualification DSTW – prospect in stewardship

4. Prospect Ties • Useful because officers can easily flip through their portfolio and see pertinent info through customized front screen

5. Year over Year “Metrics” Report • Standard report used to measure fundraising progress year over year • Distributed weekly throughout the year to key staff, as well as at the end of each month, and produced on an as-needed basis • Measures key metrics: Restricted Giving, Unrestricted Giving, Estate Giving, Ketler Society Members, New Donors, Alumni Participation, and LYBUNTs

6. “Metrics” Report – Top Half

7. “Metrics” Report – Bottom Half

8. Year over Year “Metrics” Report • Comprised of seven nested reports, all passing a common retrieval argument (month/day)

9. Year over Year “Metrics” Report • Passes a “string” retrieval argument to all nested reports comprised of month/day

10. Year over Year “Metrics” Report • Each nested report retrieves all gifts since report starts tracking, and then using computed columns to split them into the appropriate year

11. Year over Year “Metrics” Report • Each nested report retrieves all gifts since report starts tracking, and then using computed columns to split them into the appropriate year

12. Year over Year “Metrics” Report • Front end of each nested report displays computed columns into correct format/place, and computes the % change

13. Notepad & Launch Links • A snapshot of activity with the constituent • Gift officers love seeing all contact in one place • Record Mailings • Track Event Attendance • Archive correspondence, biographical information and photos • Track gift officer activity and next steps • Track phone-a-thon caller notes • Record any involvement with the College

14. Our favorite notepad tool – “Launch Link”

15. Launch mailing PDFs and more…. • Launch link will bring up pdf of mailing in question, allowing gift officer to open while on the phone with a constituent, and see the same thing the constituent is seeing

16. Create custom reports in Infomaker based on a specific Notepad Action

17. Zip Radius – Grove City’s “EX Zips” IT created program – stores zip codes and then matches them to records that fit your criteria in Infomaker

18. Purchased database of zip codes • Zipcodedownload.com

19. Purchased distance radius tool • Purchased distance radius tool from same vendor for SQL Server scripts to calculate distance – saved programming time – one time cost

20. Retrieve zip codes within radius • IT created a report in Infomaker that prompts for a starting zipcode and a radius in miles • The report returns all zip codes in the database within that radius using purchased scripts • You can then save zip codes to Excel, remove the +4 data, and then paste into the EX Zips program

21. Add to Infomaker criteria • Pasting zip codes into the EX Zips window loads them into a custom table, you can then tie to the table in your criteria and any report will only return records in the radius • You load the program per user – so putting your ID numbers tells it which set of zip codes to look at

22. Using syntax mode • If you run the same report all the time and need a radius for it, we can use syntax mode with retrievals and get the exact data instead of just zip codes (saves a step!)

23. How we use it (some examples) • All Alumni Event invitations – we pull everyone with ANY address within a radius of the event, and then mail to their current address (so snowbirds get FL invites in the summer – in case they are visiting) • Gift Officers run a radius report before any trip and map those within area (includes key prospect/wealth ratings as well)

24. Any Questions? • Esther Hay – Grove City College • eghay@gcc.edu • 724-458-2159 • Elicia Winner – Grove City College • ejwinner@gcc.edu • 724-458-2156