Moves ManagementUsing Raiser’s Edge and Action Tracks to make your Prospect Management Program more efficient

The University of Texas SystemLaurie Osman, Business Analyst

2

Objectives

• Identify Raiser’s Edge tools helpful in managing prospective donors from identification to cultivation and solicitation.

• Use actions to facilitate all contact and activity surrounding constituent contact.

• Track effectiveness of your actions using reporting tools.

3

What is Moves Management?

• A process by which a prospective donor is moved from cultivation to solicitation

Identification

Qualification

CultivationSolicitation

Stewardship

4

Identification

• Queries• Reports• Screening and

Modeling

Identification

Qualification

CultivationSolicitation

Stewardship

5

Prospect Research

• Use “Moves Stage” on record and update when research is complete to identification

• Enter research finding into appropriate Raiser’s Edge fields – more than just entering in the Notes!

Data Raiser’s Edge Field

Personal Family/Friend info Individual Relationship

Work history, religious/community involvement

Organization Relationship

Education History Education Relationship

Wealth/Giving info, ratings, status

Prospect Tab

Prospect Status Attribute or Prospect Tab

Gifts to other organizations Prospect tab

6

Research Findings

The more relationships we know, the better! This is when the Relationship Tree can become very helpful with Identifying new Prospects.

7

Qualification

• Confirm the prospects likelihood/capacity (Giving Score and ResearchPoint)

• Move Prospect Status to Cultivation, if applicable

• Assign solicitor

Identification

Qualification

CultivationSolicitation

Stewardship

8

Cultivation

• Determine strategy and set up actions

• Update record as information changes or with new information

• Use dashboards and reports to keep track of actions

• Set up home page to help you stay on track

Identification

Qualification

CultivationSolicitation

Stewardship

9

Manage moves with Actions

• Actions are a history of “touches” with your prospects

• Follow-up actions can be prompted to occur

10

Viewing Actions and Action Reminders

• Constituent Record: at-a-glance view of all actions for constituent

• Home Page: one-stop destination, created workflows for your moves program

• Dashboard: Auto-remind feature alerts of upcoming actions (Action Reminders panel)

11

Action Tracks

• String together single actions to engage a moves strategy

• Next action can be generated in two ways– Completion of previous action (marked completed)– Outcome of previous action

• Create tracks for different groups and reuse as appropriate

12

Tracking Progress

• Define Track– Name– Determine Workflow (easier to plan out on paper)– Add Actions to Track (Build the Action Workflow)– Configure Reminders

• Assign (entire of part of) track to one or more constituents.– Track to assign– Constituent(s)– Actions and Dates– Options

13

Defining the Track

• Add each Action individually– Note all four tabs (General, Conditions, Attributes, and Notes)

• Creating a Workflow– Conditions must be set– Date is based upon condition

• Conditions– Create action upon:

• Assigning the track (independent actions)• Completion of another action (query) (dependent actions)

– Set the Action Date as• Date of creation• Specific Date

14

Dependent Actions and Queries

• Action queries are key– Group Actions (not constituents)– Provide fully configurable

options

• Build dependencies around:– Whether an action has been

completed– Whether there is an “interest”– Status code of the action– Any Action field

15

Assigning the Track

• Step 1: Which trackand to whom?

• Step 2: Which actionand when?

• Step 3: Options

16

Tracking Progress• Action Reports

– Action Detail– Action Summary– Ticklers

• Home Page and Dashboard– Constituent Action List– Solicitor Action List– Action Reminders– Action Query

17

Solicitation

• When cultivation is complete, change status to Solicitation

• Make the Ask– Yes:

• Update Action to Complete• Continue to stewardship stage

– Maybe:• Update status (Negotiation)• Add necessary actions

– Action Track for “maybes”

– No:• Update Action• Change Status (Dropped)• Determine next steps with prospect

Identification

Qualification

CultivationSolicitation

Stewardship

18

Build a Culture of Responsiveness

• Establish additional tracks for stewardship– Re-use the same concepts for

ongoing tracks– Build assignments and notifications

• Mark “Prompt for follow-up”– User option is configurable for staff– Automatically prompts the staff member to schedule the next call

or meeting when finishing one

19

Summary

• Moves Management refers to managing your steps– Move prospects or donors from one level to the next – Use action records to record these moves

• Tools can help you identify your next prospects– Queries and Reports– Be sure to document where each one is every step of the way

• Always track research findings in the system– Prospect tab provides the best consolidated location– Notes, Media, Relationships, and Attributes are also options

• Track staff activity– Assign solicitors and solicitor goals– Action reminders help everyone stay on track and meet their goals

20

Summary

• Action tracks provide efficiency– Assign them to build a process or enforce rules– Actions can be independent and dependent – Use Action Queries to create dependent actions based on a change in status or

outcome from a previous action

• Monitor success– Ensure that everyone has the right dashboards– Utilize reports to monitor key performance indicators

• Build a culture of Stewardship – Use a variety of mail functions to accomplish donor acknowledgments– Craft stewardship tracks