session one – advancement data: metrics and communication your data may be complete and thoroughly...

Session One – Advancement Data: Metrics and Communication

Your data may be complete and thoroughly clean; your metrics may be perfectly

designed to measure what matters; yet without a thoughtful approach to getting

that information into the right hands at the right time with the right context, your

efforts may still fall short. This session will provide an organizational framework and

proven techniques for success.

Lisette Clem ‘85 ‘92MBADirector of Advancement Services

Bryant UniversitySmithfield, RI

AgendaDefine “internal constituents”

Why share information?

What advancement data/metrics do we share?

When do we share?

How is the information shared (in what format)?

Internal ConstituentsOutside of the Advancement division (be

sure to include those folks with whom you share external constituents!):

Controller’s OfficePresident’s OfficeOther organizational divisions to whom

donations are being directed

Internal ConstituentsWithin the Advancement division:

Alumni/Constituent RelationsDevelopmentMarketing/Communications

Within Advancement Services:aka “the Cool group”aka “Team Awesome”

TODAY’S FOCUS: Using the Power of Information Sharing in engaging and informing our divisional constituents (and getting them to

pay attention!)

Our Goal:To CONSISTENTLY provide a Proactive vs.

Reactive approach to information sharing and analysis, focusing on both detailed reporting (for Annual Fund managers) and high-level

summaries (for VPs) to accommodate everyone’s needs*

*In this case study: without the benefit of a Business Intelligence system or built-in dashboards

(it’s coming!)…

WHY should we proactively share information/data?

(What does it matter?)

Why?Communication and analysis of the usefulness of

the data in fact justifies renewed investments in technology

Fewer data requests in to our Report Writing staff; enables multi-tasking

Enhanced stewardship (for soft credit gifts)More effective prospect management (air of

friendly competition at monthly PM meetings)Less chaos prior to Trustees’ meetings (!)

WHAT do we share? General Development Performance Reporting:

Gift and Pledge Processing (daily transaction reports) Fiscal Year Status Campaign Reporting

Prospect Management Annual Giving

Fiscal Year performance and Trend data Alumni (Constituent) Participation Rate

Data Mining model performance Definition/Results Strategy Recommendations

Event Management Budget Reporting

Expenses/Revenue Return on Investment

Alumni Engagement Tracking

Campaign Reporting

Prospect Management

Prospect Management: Key areas of reporting1. Prospect Pool

2. Visit Reports

3. Tickler Reports (to support Moves Management)

4. Results Reports Pledges and Gifts Planned and Pending Solicitations

5. Ongoing Program Management

Visit ReportVisits in FY14 vs. FY13 (as of X date)

Summary Results Report – Part I

Summary Results Report – Part II

Ongoing Program Management: The “RED” Report

Annual Giving: Fiscal Year

performance and Trend data

Fiscal Year Annual Giving

Fiscal Year Annual Giving

Fiscal Year Annual GivingFY14 vs. FY15 New Pledges

Monthly Comparison(Excludes Planned Gifts)

As of 5/31/15

Constituent Participation RateThe Politics of Participation

One size does NOT fit all

CASE , VSE, and US News have standards for their comparisons These standards may or may not be useful, or even

accurate, for your purposes When submitting for them, make every attempt to

understand their standards, to preserve the value of benchmarking with other institutions

Alumni Participation Rate (at Bryant University) In both our external and our internal alumni participation rates, senior

giving donors are counted as alumni donors, as anyone who attends Bryant for 2+ semesters has the option of calling themselves an alumnus/ae. The entire senior class is included in the denominator.

Our “lost” alumni percentage is approximately 5.5%, down from approximately 10% four years ago. ALL NOT-LOST Alumni are considered “of record” per CASE standards, regardless of giving history.

In our internal donor count, all soft credit donors ARE included; however, approx. half of these are alum/alum spouses, which CAN be counted per CASE. (Counting the remainder of our soft credit donors accounts for approximately +0.4% of our internal participation rate.)

Our internal alumni participation rate excludes those on a “Do Not Solicit (DNS)” code (approx. 650 DNS alums of our 36,500 alumni of record).

Including ALL degree holders vs. only including UG degree holders decreases our alumni participation rate by just 0.2%.

Data Mining:Definitions/Results and

Strategy Recommendations

Current ModelsAffinity Insight Acquisition Scoring Model: The scores from

this model can be used to identify those never donors most likely to be responsive to annual fund appeals.

Predictive Affinity Retention Scoring Model: The scores from this model can be used to identify and retain those alums who have given in the past but have not made a gift in the current fiscal year.

Predictive Affinity Donor Scoring Model: The scores from this model can be used to identify alums most likely to make “leadership-level” annual gifts, as well as new major giving prospects.

FY12 Results – Acquisition Model

(Recall that each score, or decile, represents 5% of our alumni population, so expected results would be

20% for four scores.)

FY12 Results – Donor Scoring Model

Data Mining Strategy: Recommendations Acquisition Model:

“Acquisition Campaign” – New Donor Drive Targeted DM to scores 15-20 – “flyer” format (not letter!) Telefund focus on scores 15-20 Targeted e-solicit messages to scores 15-20

Retention Model: “Retention Campaign” – Save a Donor

Intense Telefund and E-Solicit focus to scores 15-20 Follow up with personal outreach to all those not yet renewed by

5/31/13 – Firm Goal is 100% renewal for scores 15-20

Donor Scoring Model: Leadership Giving Campaign – Raising Sights

Assign scores 17-20 to Bryant Fund Leadership Giving officer Personal Outreach

Data Mining: Coming Soon!!Predictive Affinity Discovery Scoring Model:

This model will focus on those alums who are most likely to accept a Discovery Visit invitation. The model will be built from alums who have been asked to accept a Discovery Visit. The focus of the model will be on alumni database variables that discriminate between those alums who accepted a Discovery Visit and those who didn’t. The result of the modeling process will be a score for each reachable alum in the database.

Event Management

Budget Reporting: Expenses/Revenue and Return on Investment

(ROI)

Cost per dollar raised: Revenue basis

Benchmarking: ROI

Alumni Engagement

Tracking

Framework for Alumni Engagement - Tracking - updated August 2013

  Category   Description   Source of data   Reporting criteria

1 Giving

Gifts or pledge payments (hard/soft) from alumni for any purpose (within the current fiscal year) Cash: hard/soft by fiscal year

Total FY giving (hard/soft) > $0 (not to include SCG).

2 Feedback/ Feature

Direct feedback offered to the University regarding a communication, alumnus/a featured in University publication or communication, or alumnus/a featured in web content.

Communication from alum, either via in-person conversation, phone converation or email offering feedback re: a University publication or web posting. Also, alumnus/a serving as a subject of a profile in a publication or via web content.

Contact report with type: FEA. Also, entry in Comments with a subject code of XALPRO or CHAIR.

3 EventsAttendance, participation or hosting of events on and off campus.

Event attendee code (excluding SAA dinner and Alumni/Student networking dinners); also, contact code indicating that an alum was a featured speaker or invitee to a campus event.

Event attendee code on APASPUR, date driven. (Some exclusions apply.) Also, contact code of IPS or HST.

4Alumni/ Student

Engagement

Alumni/student related activities including Alumni Admission Associates, Career Center volunteers, and others. Activity codes and event attendee codes.

APAACTY codes associated with Alumni Admission Associates (year indicator required), Career Link (VCareer - any year), and/or Career Shadowing program (year indicator required); APASPUR codes associated with attendees to Alumni/Student networking events and the SAA dinner.

5Alumni Leadership

Activities

Traditional alumni volunteer roles including NAC and RAN groups, as well as class steering committees, alumni trustees, Senior Advisory Committee members, trustees, etc. Activity codes.

APAACTY codes for NAC, RAN, Dean's Advisory Committee, Class Steering committees, trustees, and immediate past Senior Advisory Committee members. NOTE: Activity codes for these activities MUST be consistently coded by fiscal year.

6 Prospect VisitsAlumnus/a participated in a Discovery and/or Cultivation visit(s) Visit codes.

Contact codes of VDI, VSO, VST and/or VCU.

7 BLC Member Y/NBLC ($1,000+) member current fiscal year (Y/N) Gift Society member status

Gift Society level current FY at BLC level +.

8Linked-In and/or OLC

Member Y/N

Participation in Bryant's Linked-In community or the iModules online community

Activity code indicating status as a member of Bryant's Linked-In community or the iModules OLC

APAACTY code associated with Linked In ("LINKED") and APAACTY code indicating OLC member status. Year indicators not needed.

9 Legacy

Is an alum parent with a child who either is currently matriculating at Bryant or is an alum of Bryant Constituent codes

APACONS codes of PART/PARF AND ALUG/ALND/ALUG.

WHEN do we share?

“when it happens”Daily

WeeklyMonthly

QuarterlyAnnually

HOW do we share the information?

PaperEmail

(Internal) Web siteRegular MeetingCommon drive

Other?(Soon: Dashboard!)

Other Useful Examples:Advancement Services Information,

Reference and Forms Guide

Advancement Services Information and Resources Web page (live quick links)

Advancement Services Annual Report

Fails TOO MANY prospect management reports –

negative impact on perceived relevance

Don’t save copies of everything (maxed out our server allotment!)

Edits/customization by person will be requested – saying no is OK! (unless it’s the VP)

Other suggestions/ideas, management tips, best

practices -- what works for you to keep colleagues,

constituents and staff informed?

Thank you!Have a great day!

Lisette Clem, Bryant Universitylclem@bryant.edu

401-232-6805