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Data Processing – Best Practices

Diocesan Development Manager, or DDM, is used for Donor Recordkeeping at the diocesan level. Currently servicing more than 25 dioceses, mostly in the United States, DDM is well tuned to efficiently and accurately process the high volumes of pledges and payments associated with diocesan fundraising efforts. DDM is used to enable the Diocesan Annual Appeal and is also used for larger and more complex Diocesan Capital Campaigns.

This document provides a summary of the common practices for data processing within DDM. This includes using DDM to correct pledges or payments when errors occur, how to handle import files from Online Giving or from a 3rd party data processor, and how to use Online Giving in concert with DDM to handle credit card or ACH transactions.

Contents

1 Initial Data Processing...................................................................................................................................... 2

1.1 Why Batch Processing?.............................................................................................................................2

1.2 Batch Process (High Level)........................................................................................................................3

1.3 Examples of Batch Processing...................................................................................................................4

2 Pledge Adjustments.......................................................................................................................................... 7

2.1 Pledge Adjustment Types.........................................................................................................................7

2.2 Pledge Adjustment Examples...................................................................................................................7

3 Correction Procedures...................................................................................................................................... 8

3.1 Correction Batch (Pledge to wrong family)...............................................................................................8

3.2 Correction Batch (Consolidating multiple pledges to the same family)....................................................9

3.3 Correction Batch (Pledge to wrong OBO … similar to ‘wrong family’)......................................................9

3.4 Correction Batch (Payment to the wrong Pledge)..................................................................................10

3.5 Correction Batch (Payment is NSF or denied credit card).......................................................................10

4 Importing Files................................................................................................................................................ 10

4.1 Importing from Online Giving (OLG).......................................................................................................11

4.2 Importing from Lockbox..........................................................................................................................12

5 Other Procedures............................................................................................................................................ 13

5.1 Changing from Paper Statements to Online Giving (OLG).......................................................................13

5.2 New DDM Pledges, with Down Payments but fulfilled via Online Giving...............................................13

6 Deleting Batches or their contents..................................................................................................................15

6.1 The normal batch control process..........................................................................................................15

6.2 Deleting OPEN Batches...........................................................................................................................15

6.3 Deleting CLOSED Batches........................................................................................................................16

1 | P a g e Revised 2/5/18

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Data processing in Diocesan Development Manager (DDM) entails two main parts:

1) Initial data processing, where the majority of pledge and contributions records entered; and 2) Subsequent data management, where changes like correcting mis-postings or changing pledge totals

due to donor requests are accomplished.

Section-1 covers the first part, the initial data processing. Sections 2-3 cover the common corrective actions. Sections 4-6 cover the less common procedures for data processing that are used by some dioceses, but not all, like Lockbox Processing, Altering Fulfillment Methods of Pledges, and the Deletion of Batches.

1 Initial Data Processing Data processing in Diocesan Development Manager (DDM) entails two main parts: initial data processing, where the majority of pledge and contributions records entered; and subsequent data management, where changes like correcting mis-postings or changing pledge totals due to donor request are accomplished. Section-1 covers the first part, the initial data processing.

1.1 Why Batch Processing?Batches are simply groupings or bundles of records that are processed together. By creating some controls around the batch, the system can help the user to avoid errors and easily find errors when they do occur. The purpose is to have a completed batch of records that are processed without error, when the process is complete.

In ParishSoft DDM, all new pledges and all payments must be entered through the batch processing mechanism. There is no other way to put new pledges or payments into the system. This assures the accountants and leadership that the best practices for data processing are being used, since there are no other options.

Batches are supposed to reconcile to the daily bank deposit. The totals for the day equal the total cash on the bank statement for that day. When the annual diocesan audit happens, typically shortly after the end of the fiscal year, they will spend 1-2 days inquiring about incoming donations. Their primary inquiry will start by identifying entries on the bank statement and asking for the line item details to support it. Presuming the proper usage of batches and batch controls, this inquiry is easy to fulfill and makes the audit go very smoothly.

In ParishSoft DDM, batches currently may only contain records for one fund. This works very well for annual appeals, with high daily volumes to a single fund; this can be a bit cumbersome for foundations, with low daily volumes to multiple funds. Furthermore, batches can have a mixture of pledges and payments. However, the best practice is to have batches be purely dedicated to pledges or purely dedicated to payments; this helps make the batch review and correction process more successful and more efficient.





1.2 Batch Process (High Level)At a high level, here is the batch process:

1. Identify the records to be in the batcha. This might be a parish’s set of pledges for the day, or might be some portion of the day’s mail.b. Batches should be limited to 50 entries. This makes the finding of errors much easier.

2. Determine the batch totals for Pledged and Paida. This is best done outside the DDM system, to assure an independent tabulation of the money.

Many dioceses simply run a 10-key tape for Pledged and a separate one for Paid.3. Create the batch record in DDM

a. Using the Batch Management screen.b. Remember that the Batch Open Date = the Deposit Date at the Bank

4. Post the Pledges or Payments in DDMa. As each record is added, the Batch Declining Totals will go down accordingly

5. Review and Close the Batch a. When the Declining Totals are zero and when you have processed all the pledges/payments,

and then check the details carefully. Run the Current Batch Detail report, and carefully ensure that the records were correctly entered one last time.

b. Close the batch





1.3 Examples of Batch ProcessingThe following two scenarios are for entering a batch of pledges and a batch of contributions. Technically speaking, you can have batches with a mixture of pledges and contributions (payments to preexisting pledges) in the same batch. ParishSOFT recommends that you keep pledges and contributions in separate batches for easier workflow.

1.3.1 Example Batch of New Pledges (with down payments)CREATE a Batch

a) Batch of New Pledges with down payments i) Select Fund, Annual Fund 2016, for this Batchii) Batches -> New Batch

(1) Date Opened = Bank Deposit Date (2) Count = 3; Pledged = 600; Paid = 200

(a) Remember, you already ran a 10-key tape on this. (3) OK button

ENTER the LINE ITEMS (New Pledges)b) Using Enter-key, and Adv Search (Ex. of MICHAEL & GERALYN SMIITH)

i) Adv (search button)(1) Enter the last name, Smith, and first name, M, click the Search button(2) When the list opens up, select Mike Smith and click the Accept button

ii) Pledge = 100 (press Enter key for quick entry)iii) Check the OBO to ensure correct parish is displayed, Our Lady of LaVang, East Lansingiv) Enter appeal code, In Pew Solicitation, from pledge cardv) Down Pmt = 100 (press Enter key)vi) Enter Payment Type. CA – Cashvii) Check No. = 1234 (Enter Enter)viii) Frequency = One Time (One Time, Monthly, Quarterly, Semi Annual, Yearly, etc.)

(1) Adjust Term (mo.) as neededix) Verify check boxes for months statements should be sentx) Click Fulfillment Method choose No Statementxi) Click the Add F7 button to add the pledge to the batch

(1) Note the Declining Amounts in the batch go down

c) Using known FamilyDUID and Tab-key (Ex. VICKIE SMITH #73843)i) Verify Search By field is set to Family DUIDii) Enter known family DUID in search box, click search buttoniii) Pledge = 400 (press Tab key twice)iv) OBO Parish

(1) defaults to Parish of Registration… change to Our Lady of Guadalupe, Grosse Pointe (Tab key)v) Enter appeal code for Mass mailing #1 from pledge card (Tab key)vi) Down Pmt = 100vii) Enter Payment Types (Tab key)

(1) Cash types and Non-Cash types (soft credit, gifts in kind, etc…)viii) Check No. = 5678 (press Tab key three times)ix) Frequency = Quarterly (One Time, Monthly, Quarterly, Semi Annual, Yearly, etc) (Tab key)





(1) Adjust Term (mo.) as needed (Tab key)(2) Verify check boxes for months statements should be sent

x) Fulfillment Method = Cashxi) Click the Add F7 button to add the pledge to the batch

d) Using known Family DUID, easiest pledge possible (Ex. of GARY DACHEL #109094)i) Verify Search By field is set to Family DUIDii) Enter known family DUID, 109094 in search box, click search buttoniii) Pledge = 100 (press Enter Key)iv) Click the Add F7 button to add the pledge to the batch… done!

1.3.2 Example Other Pledge Scenariosa) Check comes from a 3rd party (Ex. JANET WILLIAMS #155484 & COMMUNITY FOUNDATION #250452)

i) Pledge check arrives for Janet Williams and check is from Community Foundation of Ann Arborii) Create Batch

(1) Select Fund, Mission Appeal, for this Batch (2) Date Opened = Bank Deposit Date(3) Count = 2, … Pledged = 200, … Paid = 200

iii) Verify Search By field is set to Family DUIDiv) Enter known family DUID , 250452, for the Community Foundation, click search button

(1) Pledge = 100 (press Enter Key)(2) Down Payment = 100 (press Enter Key)(3) Enter Payment Type. CA – Cash(4) Check No. = 9876543 (Enter Enter)(5) Frequency = One Time (6) Fulfillment Method = No Statement (7) Click the Add F7 button to add the pledge to the batch

v) Post same check to Janet Williams (1) Verify Search By field is set to Family DUID(2) Enter know family DUID, 155484

(a) Pledge = 100 (b) Down Payment = 100 (c) Payment type of Soft Credit(d) Check No. = _9876543 (Enter Enter)(e) Frequency = One Time (f) Fulfillment Method = No Statement

(3) Click the Add F7 button to add the pledge to the batch – DONE!





1.3.3 Example Batch of Monthly PaymentsCreate a Batch (Batch of Payments)

a) Batches -> New Batchi) Select Fund, Annual Appeal 2015, for this Batchii) Date Opened = Bank Deposit Date (= Line Items Date e.g. 10-15-2015)iii) Count = 2 ; Pledged = 0 ; Paid = 200

(1) Remember, you already ran a 10-key tape on this iv) OK button

b) Review “Current Batch” area

ENTER the LINE ITEMS (Payments using Pledge DUIDs)a) JEANNE SMITH PledgeDUID of 1189441

i) Paid = 100 (press Enter Key)b) BILLIE MOLITOR PledgeDUID of 1184043

i) Paid = 100 (press Enter Key)c) Print the Current Batch Detail d) Review and Reconcile the Batche) Close the Batchf) When all batches are entered, print the Daily Batch Summary





2 Pledge AdjustmentsPledge Adjustments use a different kind of internal control, operating outside of the DDM batch control features. Pledge Adjustments are used to increase or decrease the total about of the pledge (sometimes referred to as Pledges Receivable). These changes could be to fix an administrative error, could be to reflect the donor’s intent (i.e. they called and wanted to increase or decrease their total pledge), or to reflect an overpayment.

To ensure locked financial records, Pledge Adjustments cannot be undone once they are created. Instead, the DDM User would make a subsequent Pledge Adjustment to make the overall pledge record correct.

2.1 Pledge Adjustment Types Admin

o Fixing a Pledge Amount due to a mis-posting or other type of DDM user error.o Write-off of a pledge at the end of the appeal/campaign.

Donor o Increasing or decreasing a pledge due to a call from the donor.

Overpayment (System Only) o Any automatic increase of the Pledge Amount due to an overpayment.o This type is not selectable by the DDM user, only the system can do this.

2.2 Pledge Adjustment Examples Pledge Adjustments are done outside of the batch routine. After entering pledge adjustments, use IQ to produce a Pledge Adjustments report.

Pledge of $500 was posted to the wrong donor and batch has been closed. o Open the pledge posted to the wrong donoro Enter a Pledge Adjustment by clicking on the pledge adjustments button to the right of the Adjustment

field. Adjustment Amount = -500 Adjustment Type = Admin Adjustment Date = Date of Discovery Adjustment Comment = “Posted to Wrong Family Name instead of Right Family Name”

Donor calls and doubles their pledge from $500 to $1,000o Open the pledgeo Enter a Pledge Adjustment

Adjustment Amount = $500 Adjustment Type = Donor Adjustment Date = today, i.e. the date the donor contacted the diocese Adjustment Comment: “Mr. Smith called, loves the bishop’s talk, increased his pledge”

Donor calls because he lost his job, cancels his pledge of $1,000 which had $400 paid thus far.o Open the pledge and note the balance of $600o Enter a Pledge Adjustment

Adjustment Amount (NEGATIVE AMOUNT) = -600





Adjustment Type = Donor Adjustment Date = today, i.e. the date the donor contacted the diocese Adjustment Comment: “Mr. Smith called, needed to write-off his pledge”

Donor has completed their $1,000 pledge but continues to send in $100 paymentso Simply post the payment to the pledgeo The system will automatically enter a Pledge Adjustment to reflect the increase

Adjustment Amount will be = 100 Adjustment Type = Overpayment Adjustment Date = date of the payment

3 Correction ProceduresAll corrections should be done with some usage of a batch record. New pledges that are created in the system due to a correction procedure will need a batch. Posting of contributions or posting of NEGATIVE contributions also need a batch. As a reminder, a change to Pledge Amounts for an existing pledge is handled using the Pledge Adjustments feature, as noted in section 2, instead of using the DDM batch control features.

3.1 Correction Batch (Pledge to wrong family)Note: The predominant practice is to make the Batch Date Opened equal to the date of discovery. Some dioceses set the Batch Date to the date of the original transaction if they are just ‘moving’ the pledge/payment and put that completed paperwork with the original pledge. This is because it might be easier for tracking purposes to be able to go back and locate the original pledge card if that one came in question from an auditor. That cash would also have been deposited on the original day – not the day of discovery. This other practice can result in lost records (going back in history) and perceived changes in Totals/parish in the Parish Reports.

SELECT or MAKE a Batch (Correction) a) Batches -> New Batch

i) Batch Description = Correction: Wrong Family - Right Family (e.g. “Correction Smeltzer-Smith”)ii) Date Opened = DATE OF DISCOVERY (i.e. today) and NOT the date of original postingiii) Count = 2; Pledged = 100; Paid = 0

iv) OK button

ENTER the LINE ITEMSo Post a NEGATIVE PAYMENT to the WRONG FAMILY to back out the money… i.e. -$100 Paido Separately, you post a NEGATIVE PLEDGE ADJUSTMENT to the WRONG FAMILY

This is outside the batch control mechanisms. (Refer to Section 2.2) Pledge Adjustment date = Date of Discovery.

Post a new pledge for the RIGHT FAMILY, as per normal…. i.e. $100 Pledge and $100 Paid(1) LEO SMELTZER (#225691)

(a) NEGATIVE PAYMENT of -$100 (b) NEGATIVE PLEDGE ADJUSTMENT of -$100

(i) Declining Amounts are not affected by Pledge Adjustment(2) VICKIE SMITH (Family DUID 73843) (Pledge and down payment)

(a) Pledge = 100 (press Enter key for quick entry)(b) Down Pmt = 100 (press Enter key)(c) Check No. = 1234 (Enter Enter)





(d) Frequency = One Time (Enter key)(e) Click the Add F7 button to add the pledge to the batch(f) Declining Amounts go down

(3) Print, Review, and Close the Batch

3.2 Correction Batch (Consolidating multiple pledges to the same family)Sometimes, you will discover that you have multiple pledge records for a family when there should have been only one. Perhaps they send in a pledge via paper and then call in a second one and give online for a third one. And the diocese only discovers this after the fact.

To resolve it, make a Correction Batch to transfer monies from the redundant pledges to the main pledge, then use Pledge Adjustments to write off the redundant pledge records.

SELECT or MAKE a Batch (Correction) a) Make a new batch to contain the correction payments.

i) Batch Description = Correction: Family Name (e.g. “Correction Valadez”)ii) Date Opened = DATE OF DISCOVERY (i.e. today) and NOT the date of original postingiii) Batch Count = 2; Batch Pledge Amount = 0.00; Batch Paid Amount = 0.00

b) Post a NEGATIVE payment to the DUPLICATE Pledge to back out the money… i.e. -$75 payment to the pledge # 1193837.i) Separately, you post a NEGATIVE Pledge Adjustment to the DUPLICATE Pledge. Date = Date of Discovery.

Note: This is outside the batch control mechanisms.c) Post a new payment for the MASTER Pledge, i.e. $75 payment to the “primary pledge” #1173478

Note: Some dioceses use the original posting date for the payments are being moved. For them, a note is placed on the contribution stating it was originally entered as a new pledge and moved to the original pledge. It is important for tracking purposes to be able to find what deposit that payment was attached to. Correction Batch (Pledge to wrong OBO…similar to ‘wrong family’)

3.3 Correction Batch (Pledge to wrong OBO … similar to ‘wrong family’)If the wrong OBO Parish was identified and the pledge was locked in a closed batch, the best practice is to write off that pledge and to create a new pledge for the right OBO Parish. This will ensure that the historical reporting is always constant, whether you generate the June 30 report on June 30 or on December 5. If you allow for the OBO Parish attribute to simply be changed, it means the historical reporting will change as well instead of being truly locked.

SELECT or MAKE a Batch (Correction Batch) a) Batches -> New Batch

i) Batch Description = Correction: Family- OBO (e.g. “Correction Dachel OBO”)ii) Date Opened = DATE OF DISCOVERY (i.e. today) and NOT the date of original postingiii) Count = 2; Pledged = 100; Paid = 0iv) OK button

b) Post a NEGATIVE PAYMENT to the Pledge for the WRONG OBO to back out the money… i.e. -$100 Paidi) Separately, you post a NEGATIVE PLEDGE ADJUSTMENT to the Pledge for the WRONG OBO. Date =

Date of Discovery.(1) This is outside the batch control mechanisms.

c) Post a new pledge for the RIGHT OBO, as per normal…. i.e. $100 Pledge and $100 Paid





3.4 Correction Batch (Payment to the wrong Pledge)SELECT or MAKE a Batch (Correction Batch) a) Batches -> New Batch

i) Batch Description = Correction: Wrong Family - Right Family (e.g. “Correction Smeltzer-Smith”)ii) Date Opened = DATE OF DISCOVERY (i.e. today) and NOT the date of original postingiii) Count = 2; Pledged = 0; Paid = 0iv) OK button

b) Post a NEGATIVE PAYMENT to the WRONG FAMILY to back out the money… i.e. -$100 Paid i) You will Post a NEGATIVE PAYMENT to the WRONG FAMILY to back out the money… i.e. -$100 Paidii) You will post a PAYMENT to the RIGHT FAMILY, as per normal…. i.e. $100 Paid

c) Then, double-check the PLEDGE Amount for the Wrong Family.i) Did the mis-posting accidently adjust their Pledge Amount?

(1) If so, post a new Pledge Adjustment to fix their Total Pledge Amount. Date = Date of Discovery.

3.5 Correction Batch (Payment is NSF or denied credit card)Typically, NSF payments (Not Sufficient Funds) from an ACH/EFT transaction and denied credit card transactions are properly logged by the data file import process.

SELECT or MAKE a Batch (Correction Batch) a) Batches -> New Batch

i) Batch Description = Correction: Family - NSF (e.g. “Correction Smeltzer - NSF”)ii) Date Opened = DATE of NSF Transaction, as found on bank statementiii) Count = _1_; Pledged = _0_; Paid = _-100_

(1) You will Post a NEGATIVE PAYMENT to the FAMILY to back out the money… i.e. -$100 Paidiv) OK button

b) Then, double-check the PLEDGE Amounty.i) Did the contribution’s posting adjust their Pledge Amount?

(1) If so, post a new Pledge Adjustment to fix their Total Pledge Amount. Date = Date of NSF Transaction.

4 Importing FilesFor high volume operations, typically more than 10,000 pledges per year, it makes sense to use a 3rd party data processor to handle all the inbound pledges and payments. The data processor, typically your local commercial bank, is rather expert at handling such data. They can accomplish the task at lower cost, with flexible staffing, and with better internal controls for the diocese. Because most of these pledges and payments come into a controlled and locked USPS box, this is typically referred to as Lockbox Processing.

For all diocesan customers regardless of volume, it is a best practice to offer some sort of electronic giving solution. Most DDM customers use ParishSOFT’s Online Giving solution, which is more tightly integrated with DDM for the management of donor records.

Both Lockbox and Online Giving get data into the DDM system via import files. Both will use a two-file schema, one for Pledge Records and another for Contribution Records (i.e. subsequent payments to existing pledges). This section details out how to best use these external systems with DDM to ensure all donor records are properly entered and managed.





4.1 Importing from Online Giving (OLG)

4.1.1 Online Giving Exporta) Navigate and Log into your Online Giving Site using your Admin.User ID and Password

a. This will be different than your donor User ID and Password.b) Click on Givers to check for new givers.

a. New Givers appear at the top of the list and will not contain an Env # (envelope number).b. Look-up the new giver’s Family DUID in ParishSOFT Census or AIM Family Directoryc. Enter their Family DUID into the OLG Env # fieldd. Click Savee. Repeat above steps until the Env # filed is populated for all new givers.

c) From “Manage My Church” home page click on Export Contributionsa. Select the Fund you wish to export from.b. Select Date Range

i. Try to have an export file for each day, rather than multiple days, this will make reconciliation easier.

c. Check “Only export contributions not yet exported” to ensure that only new pledges and contributions are included in the export.

d. Check “Include Quick Gifts”e. Click Begin Export button.f. Save both Pledge and Contribution files as file type .csv

i. Save files to your desired location on your network.1. File name = OLG Pledges xx-xx-xx and OLG Contributions xx-xx-xx

a. xx-xx-xx = Export Date

4.1.2 Import Online Giving into DDMa) Log into DDM Desktopb) Select Electronic Giving > Electronic Bankingc) Verify Organization is set to Diocese of xxxxxxxxxx.d) Select Banking Type – “Online Giving Pledges”

a. ALWAYS import Pledges first, so that if there is a contribution on a pledge for that day the pledge will be in system to attach the contribution to.

e) Click “Recv” Button and navigate to where you saved the current OLG export files.a. Note: all files that have not been imported will appear as a .csv file. After the data has been imported the

file name will be changed to a .csv_processed file.f) When the file import is complete, click the “View Import Files” button.g) Check error report and look into any noted errors or warnings.h) Once errors have been resolved, print out the current batch detail.i) Repeat for any additional pledge files; then proceed with Importing Contributions.

a. Selecting Banking Type of “Online Giving Contributions” in step d) above.





4.2 Importing from LockboxAfter your third party vendor has entered all of the prior days pledges and contributions received via the Lock box, they will provide you the .csv files for importing.

4.2.1 Importing Lockbox Pledgesa) Log into DDM Desktopb) Select Electronic Giving > Electronic Bankingc) Verify Organization is set to Diocese of xxxxxxxxxx.d) Select Banking Type – “Lockbox pledges type 8”


e) Click the “Recv” button and navigate to where the Lockbox Pledge files are saveda. Note: all files that have not been imported will appear as a .csv file. After the data has been imported the

file name will be changed to a .csv_processed file.f) When the file import is complete, click the “View Import Files” button.g) Check error report and look into any noted errors or warnings.h) Once errors have been resolved, print out the current batch detail.i) Repeat for any additional Lockbox pledge files; then proceed with Importing Lockbox Contributions.

4.2.2 Importing Lockbox Contributionsa) Log into DDM Desktopb) Select Electronic Giving > Electronic Bankingc) Verify Organization is set to Diocese of xxxxxxxxxx.d) Select Banking Type – “Lockbox Contributions type 8”


e) Click the “Recv” button and navigate to where the Lockbox Pledge files are saved.b. Note: all files that have not been imported will appear as a .csv file. After the data has been imported the

file name will be changed to a .csv_processed file.f) When the file import is complete, click the “View Import Files” button.g) Check error report and look into any noted errors or warnings.h) Once errors have been resolved, print out the current batch detail.





5 Other ProceduresThere are other procedures that are common for managing data in Diocesan Development Manager. The following section addresses the most common of these.

5.1 Changing from Paper Statements to Online Giving (OLG)Sometimes, a family will start a pledge with the default Fulfillment Method set to Paper Statements. Then, after the initial pledge or perhaps a couple of payments, the family will ask to have the remainder of their pledge fulfilled via Online Giving (either credit card or bank debit). Here is a brief write-up for how to move someone from Paper Statements to fulfillment via Online Giving:

In this example, the family has $220 pledged with $40 paid, and now they want to be using EFT via Online Giving.

1) In Online Giving, setup a pledge for this family. Total Pledge equals $220 - $40 = $180a. In Online Giving, “Register a New Giver” to setup the giver record (name/address)b. In the Givers List,

i. Enter their FamilyDUID and hit the Ver checkboxii. Click on the icon for that new giver to enter their Account in OLG.

c. In that Managed Profile for the giver,i. Select My Payment Methods and enter the Bank Account info.ii. Select Give a new Gift and enter the new pledge for $180 with $20 monthly payments.iii. Leave the Managed Profile and return to the OLG Administrators screen.

2) Run the OLG Export, either for just that one line item or for the day’s work (whatever you’d like)a. Import the OLG Pledge File, which creates a second pledge for your family.b. Then, write down the ExtPledgeID on that newly created second pledge, then delete that Pledgec. In DDM, you want to put that ExtPledgeID onto their existing Pledge Record to link it to OLG

i. Select Utilites -> Enable ExtPledgeID…. this unlocks the ExtPledgeID field.ii. Enter the ExtPledgeID and save the pledge record. Note, only the numerical part of the

ExtPledgeID field is enabled (the second box). The first box remains read-only.

5.2 New DDM Pledges, with Down Payments but fulfilled via Online GivingFor those dioceses using ParishSOFT for Online Giving and using ParishSOFT’s Diocesan Development Manager (DDM) for Donor Recordkeeping, there are two very good methods for processing pledges that involved Online Giving for the processing of payments.

Leveraging DDM’s “OLG Auto-Consolidation” feature Using the PS.DDM OLG Mgmt page

These two methods for data processing are very useful, and one or the other might align well with your existing business requirements for the handling of pledges and payments for your Diocesan Annual Appeal or Diocesan Capital Campaigns. As we continue to evolve our DDM systems, additional options for processing will become available. Our goal is to help you increase efficiency of data processing, decrease processing errors, and help you make the best use of your Online Giving system.





5.2.1 Leveraging DDM’s “OLG Auto-Consolidation” Feature Things have changed a bit with ParishSOFT’s OLG+DDM system, now that we have an Auto-Consolidation feature in the software (as of v4.2.8). Auto-Consolidation is the feature whereby DDM recognizes a pre-existing Pledge Record already in DDM for that family, during the import of the OLG Pledge File. Instead of creating a redundant DDM Pledge Record like in the past, DDM will simply attach the OLG.ExtPledgeID to pre-existing Pledge Records for that family.

Leveraging the Auto-Consolidation feature, here is a general process you can use for your DDM Pledges:

1) Process all pledges into DDM, regardless of how they ought to be fulfilled. a. This will allow you to handle any monies for down payments efficiently.b. This gives you one process for DDM Pledges, whether fulfilled via Paper Statements, Direct Debit (ACH),

Credit Card, Email Statements, or No Statements.2) For any pledges to be fulfilled via OLG Giving

a. Go into OLG and setup the family to fulfill the BALANCE of the pledge via OLG. Remember, only the BALANCE and not the Total Pledged… OLG is simply a transaction/fulfillment machine.

b. A best practice would be to have OLG open in its own window and setting up the pledge immediately after setting up DDM Pledge Record.

3) Later that day, after processing all of the day’s pledgesa. Do an export/import of the OLG files from OLG to DDM.b. For any OLG Pledges that have a corresponding DDM Pledge (same fund, same family, same OBO

Parish), the system will auto-consolidate those records instead of making redundant pledge records in DDM that you have to additionally cleanup. Technically, the DDM Import will take the OLG.ExtPledgeID from the OLG Pledge File and put it on the pre-existing DDM Pledge Record, thus linking the OLG Pledge with the DDM Pledge instead of creating a new/redundant DDM Pledge Record. Now, for all future payments in OLG for that pledge, they will successfully import and become attached to that family’s DDM Pledge Record during the import of that future OLG Payment File.

5.2.2 Using PS.DDM’s OLG Mgmt Page Another common practice is using ParishSOFT’s PS.DDM OLG Mgmt page.





The PS.DDM OLG Mgmt page makes the entry and setup of OLG-related pledges easier and more efficient than older methods. The DDM User enters a DDM Pledge here (which is to be fulfilled via OLG).

Some customers use the PS.DDM OLG Mgmt page as follows:

Separate all OLG Pledges into their own batcho This should be possible for mass mailings, where there is no Parish “Package of Materials” that might be

connected to its own DDM Batch.o For processing in-pew pledges, which commonly come to the diocese in a Parish “Package of Materials”,

you may have to adjust this process to suit if you strongly require a Parish-to-Batch relationship. Enter the OLG Pledges using PS.DDM

o This operates much like the current DDM Pledge Entry. o Remember, this screen pulls family data from FamDir/DDM but it does not put data into DDM directly.

Instead, this screen uses that FamDir/DDM info to put data directly into OLG. Data eventually makes its way into DDM via the OLG-to-DDM import files.

Later that day, after processing all of the day’s pledgeso Do an export/import of the OLG files from OLG to DDM.

6 Deleting Batches or their contentsOccasionally, due to mistakes with a massive import of record or with manual entry, a diocese needs to delete a set of batches and their line item contents of pledges and contributions. It is vital to understand that this should be a rare occurrence, given proper training and a well defined process. A couple of key things are in play here, which will help to define such a process.

6.1 The normal batch control processYour already existing internal controls ought to have supremacy in almost all situations. Those controls are well thought out and should be honored whenever possible.

If a user has made mistakes in a batch, those mistakes ought to be caught in the Batch Review Process before the Batch is CLOSED. This means it ought to be reconciled to the bank statement and the batch summary values ought to match the batch details (i.e. the sum of the actual line items of pledges and contributions). If those things are true and the process has been followed, then the batch ought to be right and the diocese ought to be very certain about the data quality of that batch before CLOSING the batch.

6.2 Deleting OPEN BatchesBecause the batch controls are effective, it is rare that an entire batch’s worth of data is found to be wrong and must be deleted for reentry. If the batch is OPEN, the user can delete the batch and its contents. The procedure is:

Delete the batch contents, one record at a time. Then, delete the batch record itself.

On rare circumstance, ParishSOFT can be called on to do a mass delete of OPEN batches. If the user deletes one line item or an entire batch, as long as the batch was open it is much easier to justify to auditors and to financial leadership. This service in the mass deletes simply saves time, and those services are charged to the diocese in the monthly billing.

It might be wise to carefully review your daily batch review and reconciliation process. At the end of each day, the day’s work should be reviewed and then reconciled to the bank statement.





6.3 Deleting CLOSED BatchesIt is very rare to have created and posted a batch’s worth of records, reviewed and CLOSED that batch; then later discovers that the entire batch was incorrect. This is a red flag signal to leadership that the internal controls for donor recordkeeping have somehow failed, and leadership should review those controls to ensure such mistakes do not continue.

The diocese could make a correction batch, as outlined in this document previously.

For CLOSED BATCHES, we are a lot more sensitive. Indeed, it does cause concern if they have to be reopened. There should be an existing procedure on how to properly document that change internally to the diocese. For ParishSOFT, this is the primary reason why we have asked for the diocesan financial officer to be apprised of any reopening of batches (with or without the deletion of such batches). For other dioceses, a record of this correspondence with the financial staff serves as a proper record of the very rare circumstances whereby closed financial records are altered or removed. Frequency of this rare occurrence is about once a year for most customers.




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