moves mgmt

RAISER’S EDGE: MOVES MANAGEMENT® AND ACTION TRACKS

© 2015 Blackbaud Inc.

Turning prospects into loyal and major donors is at the top of every fundraiser’s mind. Learn how you can use Raiser’s Edge

tools to identify your best prospects and move them through the Moves Management® process in this 3-hour instructor-led

course. Through instructor-led scenarios, course discussions, and practices in the sample database, you will learn how to

manage prospects. You will also learn how to create and assign action tracks to help with each step in the Moves

Management® process. This course builds on the Raiser's Edge and fundraising fundamentals covered in the prerequisites.

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At the end of this course, you will be able to:

• List the tools helpful in managing prospective donors through the Moves Management® process

• Create solicitor relationships

• Create action records and action tracks to facilitate and track constituent interactions

• Discuss reports to identify action activity and status

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• Moves Management® is the process used to turn prospects into major or loyal donors.

• Prospects can be anyone who hasn’t donated to your organization or anyone who has made a small gift. Think of

prospects as anyone you want to turn into a major or loyal donor.

• Each organization has a unique way they identify prospects, solicit for donations, cultivate constituents, solicit gifts, and

steward their donors.

• The actions you take to identify donors, forge relationships, and keep contributions flowing are known as moves.

• Moves Management® is the system of policies, procedures and practices that directs these actions. An effective Moves

Management® program can improve your bottom line and allow you to operate more efficiently.

• Once prospects are identified, a Moves Management® program helps migrate prospects along the quickest path from

prospective donor to major or planned giver by standardizing the interactions staff have with each person.

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• The start of a fundraising initiative is often marked by identifying a large number of prospective donors (base).

• Out of this group, only a small percentage will actually donate to the initiative.

• Similarly, only a percentage of the new donors will become loyal donors by donating again and again.

• Of your loyal donors, some will move on to become major gift donors.

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• Your process may be a bit different, but the idea is the same. Find and engage prospects to encourage them to donate

more and keep them engaged through stewardship.

• You may have a different process for prospects that have or have not donated, but it is important to know the process for

your organization.

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• The identification phase takes you through the discovery of your potential prospects.

• Actions in this phase might include viewing constituent records, meeting with solicitors and colleagues, or using other

resources to identify potential donors.

• If a prospect does not have a constituent record, you will need to create one, which will allow you to track the research

information.

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• VIPs VIPs VIPs VIPs have a high affinity for your organization and a high capacity to give. Generally, your major donors and planned gift

donors fall into this category. You should spend your time cultivating relationships and stewarding this group. VIPs are your

most valued supporters, so engage in high-touch communication to keep them engaged in your mission.

• Fans Fans Fans Fans have a high affinity for your organization but a low capacity to give. That means they believe strongly in what you do

but have limited capacity to give monetary support. These constituents are often loyal donors and your best source for

annual giving. They can also be good Planned Gift prospects. Continue to engage your Fans in your mission and monitor

their giving capacity, so you can upgrade them to VIPs.

• LongLongLongLong----shots shots shots shots have a high capacity to give, but a low affinity for your organization. They have a lot of money and give to

nonprofits. However, they may not have an interest in giving to your organization. You may want to minimize your contact

with this group, but also try to inspire them to support your cause.

• Acquaintance Acquaintance Acquaintance Acquaintance have a low affinity for your organization and a low capacity to give. Minimize your contact with this group,

but monitor them to make sure you don’t miss a potential Fan or VIP who is flying under the radar. For example, a

potential Fan might be labeled as an Acquaintance simply because they haven’t had time to establish giving history with

your organization.

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• In the bottom right-hand corner of the Bio 1Bio 1Bio 1Bio 1 tab of a constituent record, you can view the assigned giving score.

• When you click the giving score, you can see when the constituent was last scored and adjust an assigned score.

• You can create a giving score query and select which scores you would like to include, such as VIP or Acquaintance. You

can include multiple scores in one query.

• Note: The Giving Score is available for individual residents of the U.S. with a complete address on their constituent record.

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• Run queries to find a group of prospects based on criteria, such as:

• Giving Score: Use a Giving Score query to group constituents based on their scores. You can create also create

Individual queries that group individual records based on their Giving Score. While an Individual query will group

the records for use in other areas, the Giving Score query provides a workspace where you can add actions and

notes. You can also assign or review solicitor relationships.

• Gift Information: Group constituents who gave above or below a certain amount.

• Interests: Group people who are interested in specific areas like medical research or children’s issues.

• Relationships: Group constituents who are affiliated with specific organizations.

• Generate reports, such as:

• The LYBUNT, SYBUNT, Top Donors, New Donors, and Non-Contributors reports (under the Analytical category)

• The Comparison Report to compare amounts given over specific time periods or Statistical Report to show

average given per constituent (under the Demographic and Statistical category)

• The Appeal Profile to show how the appeal performed and how much each donor contributed (under the

Profiles, Lists, and Directories category)

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• Qualification consists of prospect research activities, such as finding one’s assets and monitoring past giving history.

• Prospect research identifies the best prospects for your organization and helps you determine where your efforts are best

spent.

• When applied appropriately, prospect research can reduce a prospect pool from 20,000 to 20. This allows you to focus

time, effort, and energy on those most likely to give a high-impact gift to your organization.

• During the qualification stage, prospects are further screened to determine which will be the most likely donors.

• Other activities you may do in this stage include:

• Beginning the relationship-building process

• Confirming a prospect’s likelihood and capacity

• Providing feedback to prospect research team

• Documenting findings for future use

• Developing a strategy for moving the prospect to next stage

• Be sure to update the constituent record accordingly when a prospect is ready for next stage. Some prospects might not

be moved or may be put on hold based on your organization’s processes.

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• With the RE:Search optional module, constituent records have a ProspectProspectProspectProspect tab where you can track various information

including Ratings, Financial Information, and Proposals. You may also enter information on the Attributes, Notes, Attributes, Notes, Attributes, Notes, Attributes, Notes, and

Media Media Media Media tabs.

• Without RE:Search, your organization can configure attributes to track specific information for grouping on the AttributesAttributesAttributesAttributes

tab. You may also track additional information on the Ratings, Notes,Ratings, Notes,Ratings, Notes,Ratings, Notes, or MediaMediaMediaMedia tabs.

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• You can enter information about gifts to other organizations on the ProspectProspectProspectProspect tab if your organization has RE:Search.

• Without RE:Search, you can use attributes and notes to track the information.

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• With RE:Search, you can use the Financial Information Financial Information Financial Information Financial Information area of the ProspectProspectProspectProspect tab to track information such as income,

stock holdings, real estate holdings, and business holdings.

• Without RE:Search, you can use notes to track this information.

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• The next phase is Cultivation which requires targeted and personalized contact with your prospects.

• You should have a strategy for how to approach your prospects and how that translates into specific actions.

• You may find that this stage requires the most updates to the constituent record since you will be adding action records

and other information related to your cultivation efforts.

• Setting up your Home page with reminders of certain actions can help you track progress. You can also run reports and

mailings saved as Favorites from your Home page.

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• On a solicitor relationship record, you can track the solicitor type, dates of the assignment, the goal amount, the

campaign, the fund, and the appeal. You can also add notes about the solicitor, if needed.

• Solicitors can be assigned for various reasons. For example, you can assign someone who:

• The constituent knows already

• Shares similar interests with the constituent

• Has a similar background as the constituent

• When you enter a solicitor, enter as much information as you can.

• Solicitor type: Solicitor type: Solicitor type: Solicitor type: Indicate whether the solicitor will focus on a specific area.

• Date from and to: Date from and to: Date from and to: Date from and to: Track the dates during which the solicitor assignment is active.

• Amount: Amount: Amount: Amount: Enter the goal amount you expect the solicitor to raise.

• Campaign, Fund, Campaign, Fund, Campaign, Fund, Campaign, Fund, and Appeal: Appeal: Appeal: Appeal: Select where the solicitor will focus, if appropriate.

• Notes: Notes: Notes: Notes: Track additional information about the assignment, such as a similar alma mater.

• Follow your organization’s policies and procedures when you assign solicitors.

• Note: You can run reports that measure solicitor progress toward goals and filter the report based on the solicitor.

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• You can use action records to schedule a planned action or to store information about a completed action.

• You can also create a set of actions and store them as a track that you assign for specific situations.

• For example, if you always make an introductory call, send a brochure, and schedule a meeting with each major donor

prospect. You can save those three actions as a track and assign the track each time you identify a major donor prospect.

• You can set reminders for upcoming actions.

• You can only set up reminders for someone with a user record in Raiser’s Edge.

• You can add the action to Microsoft® Outlook® if you have set up integration.

• If this action is related to a proposal, you can add that information in the ProposalProposalProposalProposal field with RE:Search installed. You can

also link this action when you create the proposal record.

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• The fields on the action record change based on the category you select.

• Phone Call: Phone Call: Phone Call: Phone Call: You can enter the phone number you want to call.

• Meeting: Meeting: Meeting: Meeting: You can enter a location.

• Mailing: Mailing: Mailing: Mailing: You can store the letter that you sent with the action.

• Email: Email: Email: Email: You can store the email address to use.

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• Attributes are specific to record types, so attributes that you track for actions are different than attributes you track for

constituents.

• If you identify information that your organization would like to track about an action but do not have an appropriate field to

store that data, you can use attributes.

• You can create actions that are scheduled for the future and associate attributes where you leave the DescriptionDescriptionDescriptionDescription value

blank and update the attribute when you complete the action.

• Update the attribute and any other details when you update the action record to keep an accurate record of your

interactions.

• You can use attributes to track the results of the action, such as whether the constituent is interested in further

information.

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• Each action record has a NotesNotesNotesNotes tab where you can store notepads that contain free form text information about the

action. These notes are not visible from the constituent’s NotesNotesNotesNotes tab where narratives about the constituent are stored.

• You can add a note if you want to record a detailed narrative about the action.

• You can update a single note or add multiple notes as needed.

• If you add the note when you schedule the action, remember to update it when you complete the action as needed.

• If needed, you can add multiple notes to the record.

• You can also store a single note on the record and update it as needed.

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• During more formal solicitations, the prospect is presented with a proposal that captures and confirms the previous

discussions regarding interest areas.

• It is likely that you may be soliciting a gift amount that is slightly more than a donor’s last gift amount. Use your knowledge

of past gifts or wealth information to determine appropriate giving levels.

• With RE:Search, proposals allow you to track the AskAskAskAsk amount, and based on whether that amount is accepted, rejected,

or negotiated, you may change the Amount Expected. Amount Expected. Amount Expected. Amount Expected. As gifts are linked to a proposal, you can track the Amount Amount Amount Amount

Funded Funded Funded Funded for that proposal.

• To track these steps and results, use actions and notes that are linked to the proposal. These will also be visible from the

ActionsActionsActionsActions or NotesNotesNotesNotes tabs on the constituent’s record.

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• Once you’ve sent the proposal, you can track that information in your database.

• If you have RE:Search, you can use the ProspectProspectProspectProspect tab to track all the details of the proposal.

• If you need to track a proposal without RE:Search, you can use an action to record the proposal.

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• Stewarding a donor is an ongoing process, but sending acknowledgement and thank you letters is a key step.

• You can write a personalized letter and insert merge fields, such as their name and address.

• Publishing donor recognition reports or creating donor walls are great ways to highlight major donors.

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• When you create an action track, start by planning the action.

• Consider two key pieces of information when you plan a track:

• What triggers assignment of the track? For example, you can assign a cultivation track to all new prospects or

use a track to move a casual donor to a major donor.

• What triggers each action in the track? For example, you can assign all the actions when the track is assigned,

or you can set other conditions, such as completion of a previous action or value of an attribute.

• Once you’ve planned your track, you create the action track record and enter the actions and conditions.

• You can assign the track to a single constituent or a group of constituents based on a query.

• As a best practice, you should define policies and procedures for your tracks.

• For example, you can assign a new donor track monthly to all constituents who gave their first gift during the month. You

can assign the track using a query of first-time donors.

• Assignment of an action can be based on completion of an action or other conditions.

• If you don’t monitor and update your assigned actions, the automated assignment of the next actions in the track stops.

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• You may have several prospects for which you are gearing toward the same initiative. For example, you may have a group

in which you are working toward first time gifts or a more loyal group in which are working toward major gifts.

• Action tracks can be used as a strategic approach to these groups or just one prospect.

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• Independent actions are based only on the assignment of the track.

• These actions are created on the constituent record as soon as the track is assigned.

• You can have one or multiple independent actions based on assignment of the track.

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• Dependent actions are created on the constituent record as soon as conditions are met for a previous action.

• You can have one or multiple dependent actions based on a single action.

• Actions are strung together in one of two ways:

• Completion of previous action (e.g. next action is scheduled for ten days after the previous action is marked

completed)

• Outcome of the previous action (during phone call, if constituent says yes, schedule a visit; if constituent says no,

send a thank you letter)

• Before you enter a new action track in Raiser’s Edge, you’ll want to have the process mapped out in an easy to

understand manner (e.g. sample flow shown).

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To create an action track:

• From the ToolsToolsToolsTools menu, select Action Tracks, Action Tracks, Action Tracks, Action Tracks, and then Define Action Tracks.Define Action Tracks.Define Action Tracks.Define Action Tracks.

• Click NewNewNewNew to create a new track.

• To open an existing track, select the track, and then click Open.Open.Open.Open.

• To delete a track, click Delete.Delete.Delete.Delete.

• To view tracks that are inactive, select the Display inactive tracks Display inactive tracks Display inactive tracks Display inactive tracks checkbox.

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• A track looks like a series of tasks to accomplish.

• The left side of the screen shows the action track name. Below are the actions that make up the track. The structure

visually displays the action dependencies (+ - folders).

• The right side shows a summary of the selected action on the left including conditions, solicitors, status, and priority.

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• On the GeneralGeneralGeneralGeneral tab, define the options for the action.

• On the ConditionsConditionsConditionsConditions tab, you can define when the action will occur.

• Use the Based onBased onBased onBased on field to define if the action will be assigned when the track is assigned or based on a query.

• You can then decide when the action date will be created.

• Use the Use date action is createdUse date action is createdUse date action is createdUse date action is created field to determine the action date based on the date of the track.

• Use the Use from date action is createdUse from date action is createdUse from date action is createdUse from date action is created field to schedule the action date in the future.

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• On the ConditionsConditionsConditionsConditions tab, you can define which action the dependent action is based on.

• You can also set an action query to trigger the appropriate response. For example, an action query that tracks an attribute

as YesYesYesYes or NoNoNoNo for interest generated.

• You can also define when the action date is created.

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• The next part of the process is to assign the track to your group or one prospect.

• To assign, you follow a 3-step wizard where you specify:

• The track to assign and to whom

• Which action to assign first and when

• Whether you want to preview the track and what to do if the action already exists on a constituent’s record

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• In step 1, select the appropriate track and choose from one constituent or a query of constituents.

• In step 2, determine where to start in the track and what date should be associated with the action.

• In step 3, select to preview the actions. Also, select if the track should be assigned a second time if it has been previously

assigned to the constituent. Lastly, if you have RE:Search, determine if the track should be linked to a proposal.

• Click Assign Track NowAssign Track NowAssign Track NowAssign Track Now to assign the track.

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• After an action is completed, you can update the status and mark the action as completed.

• In the upper right corner of an action record, you will see the words Not Complete Not Complete Not Complete Not Complete until the Action completed on Action completed on Action completed on Action completed on

checkbox is selected.

• Changing the StatusStatusStatusStatus will not change these values as the StatusStatusStatusStatus field is a table your organization defines.

• Use of the StatusStatusStatusStatus field is not required.

• As a best practice, you can add or update action attributes and notes to record the outcome of the action.

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• Actions that have you listed as the user to be notified will be visible on your Home page based on the timing defined in

the action (a specified number of days, weeks or months prior to the action date).

• You can click the icon in the FollowFollowFollowFollow----upupupup column to create a new action.

• You can mark an action as completed. The action record will be updated, and the action will no longer display on the

Home page after you refresh the page. The action will remain in the database and will be accessible from the associated

record.

• If you click on the date of an action, the action record opens.

• When you click on a constituent’s name, the constituent’s record opens.

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• The Action Detail Report generates detailed information about selected or all actions in your database.

• The Action Summary Report generates a list of action categories entered in your database along with a count of

constituents associated with each action category.

• The Tickler Report helps you track the individuals responsible for the actions in your database. This report can be arranged

based on solicitors or other users notified about an action.

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• On the Dashboard page, you can create panels to track actions by constituent or by solicitor.

• You can also create a panel based on an action query.

• Note: With RE:Search, you can also generate panels to track your proposals.

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To change a Giving Score on a constituent record:

• On the BioBioBioBio 1 1 1 1 or Org 1 Org 1 Org 1 Org 1 tab of the constituent record, click the Giving Score on the bottom of the record.

• On the Giving Score window, select Use your score, Use your score, Use your score, Use your score, and then select the score.

• Click OK. OK. OK. OK.

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• WealthPoint searches let you screen constituents for wealth, career, and philanthropic information.

• You can run the search on the constituent record. A copy of the report automatically downloads to the MediaMediaMediaMedia tab.

• Data is pulled from 12 public data sources, such as Larkspur Data, Dun and Bradstreet, and Marquis Who’s Who.

• For more information about WealthPoint for Raiser’s Edge, search Blackbaud’s Knowledgebase for solution BB213440.

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• Once you’ve gathered financial information, you can graph the information.

• The graph offers a visual representation of how the constituent’s wealth is distributed.

• You can double-click each section of the graph for details.

• To customize the graph, right-click and select Customize.Customize.Customize.Customize.

• You can display the information as a pie chart, bar graph, line graph, or area graph.

• You can also display the information in 2-D or 3-D.

• On the Data Sources Data Sources Data Sources Data Sources tab, you can change the kinds of financial information included and the date range for the

information.

• You can customize the labels on the Graph Options Graph Options Graph Options Graph Options tab.

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• With proposals, your organization can define the values for the related fields in Configuration.

• You can link actions and gifts to a proposal. Linked actions and gifts display on the proposal and on the constituent

record.

• You can use attributes and notes to track additional information about the proposal.

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To link a gift with a proposal:

• Click the link icon, and then click Proposal.Proposal.Proposal.Proposal.

• Select the checkbox in the LinkLinkLinkLink column, and then enter the gift amount that you want to apply to the proposal. You can

create a new proposal if needed.

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• OutstandingOutstandingOutstandingOutstanding Proposal Report: Proposal Report: Proposal Report: Proposal Report: View a list of proposals that are not yet funded with the date and amount asked. You can

also view the date and amount expected.

• Proposal Analysis Report: Proposal Analysis Report: Proposal Analysis Report: Proposal Analysis Report: View data and amount information from the proposal record. You can also view the number of

days that the proposal has been open.

• Proposal FollowProposal FollowProposal FollowProposal Follow----Up Report: Up Report: Up Report: Up Report: Track actions taken after a proposal has been created. The status and priority of the action

is also included in the report.

• Proposal Pipeline Summary: Proposal Pipeline Summary: Proposal Pipeline Summary: Proposal Pipeline Summary: View a cross-tab report of the proposal statuses and the proposal solicitors.

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