C A S S A N D R A F L E N K E R , S T A N F O R DD I A N A M O O R E , U C B E R K E L E Y

Proving your Worth to Management:

Metrics for Research Performance

Agenda

Performance measurement and reporting – why do we do it?

Performance measures – best practices Tools for tracking Presentation – best practices Deliverables and reporting Moves management Questions?

Reasons for Tracking

Why do we need to track results? Communicate value to external audiences and upper

management Monitor performance and success

Why don’t we do more of it? Limited resources for researchers to demonstrate effectiveness Need to know data points, internal performance metrics Lack of direction from upper management Degree of difficulty and time spent capturing qualitative info

Performance Metrics – Best Practices

A good metric should be:QuantifiableVerifiableAchievableUnderstandableMeaningfulDirectly related/tied to higher level

organizational goals

Performance Metrics – Best Practices

Track things other than reactive researchDevelop measurements based on what you want

to communicate, rather than on what you know you can measure

Collaborate with team members and management to determine measurements

Assign management of tracking to one team member

Use existing systems to make tracking efficient and practical

Tools for Tracking

Starting self reported data points to track: Number of Profiles and Memos Number of Civic Boards we review Number of List Reviews with field officers (ie., those

prepared by Research, and those received by Research) Number of Datamining Reports we create and

corresponding Analysis Number of Meetings with Field Staff, Managers,

Volunteers, or Faculty to discuss prospects or strategy

Tools for tracking

Ongoing field reported data points: Anecdotal evidence from field officers regarding success

stories

Research management reported data points: Number of development officers served by Prospect

Development Number of prospects at different rating levels Total assets identified of new prospects identified in new

prospect newsletter Median gift capacity of new prospects identified in new

prospect newsletter

Tools for Tracking

Research management reported data points: Percentage of prospect research done for University Relations

and Campus Units Percentage of prospect research done for prospects rated

$100K+, $50K - $99K and<$50K Total gift capacity of prospects in established fundraiser

portfolios Actual giving by prospects in Solicitation stage

Best Practices - Presentation

Contexto To promote value and relevance, tie performance to

organizational goals o To highlight efficiency and improvement, express

performance in percentages and in comparison to previous performance

o Account for any important events or circumstances that would have an impact on performance statistics

o Balance long-term, cumulative measurements with shorter-term work and successes

Best Practices - Presentation

Language and Illustration o To promote understanding and buy-in, express

performance using management language and values (ROI, $$, etc)

o Use graphs and charts when they convey information better than text

o Include anecdotal successes – and focus on the outcome rather than the process

o Communicate simply and often

Deliverables and Reporting

Regular DeliverablesMonthly Newsletter and Intranet reports

outlining Newly and Re-rated Major Gift Prospects

Monthly Newsletter profiling new prospects Ongoing Reporting to Senior Management

regarding Monthly tracking noted aboveAnnual Director’s Report outlining Research’s

accomplishments in the previous year

Deliverables and Reporting

Reporting Records touched analysis Churn rates

Analysis of ratings made in specific date range versus gifts made in a subsequent date range (i.e., those prospects rated from 9/1/06 to 9/1/08 who have made a gift of $10K or more since 9/1/08)

Analysis of articles sent in a specific date range versus gifts made in a subsequent date range (i.e, those prospect who had Briefing Backgrounds or Research Additional info added from 9/1/06 to 9/1/08 who have made a gift of $10K or more since 9/1/08)

Moves Management Metrics

Examples of other Data Points – Prospect Analysiso Constituency Summaryo Predictive Model Creation and Updatingo Finding Trendso Analysis of External Datao Maintenance/Acquisition of External Datao List Creation

Moves Management Metrics

Examples of other Data Points – Prospect Management

o Portfolios createdo Portfolios modifiedo Update biographic datao Update fundraiser assignmento Update fundraiser stageso Data reporting

Combined Metrics – Moves Management

Examples of Combined Metrics Percentage of prospects in a defined portfolio with

capacity ratings, research and follow up year later to determine new giving

Change in status or rating of individuals identified through a predictive model

Contacts and moves for prospects with updated biographic, address info

Questions?

Contact Info

CASSANDRA FLENKER, STANFORD cflenkler@stanford.edu

DIANA MOORE, UC BERKELEY dianamoore@berkeley.edu