Training Manual. Allocation and Stewardship Inquiry and Maintenance

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1 Training Manual Allocation and Stewardship Inquiry and Maintenance

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3 How to use this manual This manual may include the graphics pointing out specific text. Refer to the descriptions below for detailed information about each icon. Be careful: Caution notes indicate that you need to exercise caution when performing an action within or outside of the system. Exercise: Exercise notifications indicate there is a practice task for you to complete to help gain understanding and demonstrate you have learned the concepts associated with the exercise. How To: How To steps are used to provide a step-by-step instruction for completing a task in the system. IMPORTANT! Important notifications are used to indicate that there is something you need to understand before continuing. Note: Note indicates there is something you may encounter within the system given certain circumstances. Reference: Reference notifications refer you to where you can find more information about the topic, whether it is another location in the current manual or outside sources such as site help. Tip: Tip notifications indicate a helpful shortcut or other piece of advice related to a specific topic or process. Try It: Try It notifications appear after How To steps and provide an example for you to try the steps just explained.

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5 Allocation and Stewardship Table of Contents Table of Contents Chapter 1: Allocation Overview... 1 What is an Allocation?... 1 How do I Request a New Allocation?... 1 How do I Request an Update to an Existing Allocation Code?... 1 Overall Stewardship Policy and Procedure Guidelines... 2 Chapter 2: Allocation Information and the Allocation Profile... 3 How Do I View an Allocation?... 3 Allocation Overview... 3 Accessing the Allocation Overview Page... 3 Viewing the Allocation Overview Page... 7 Allocation Page Header... 7 Allocation Overview Form... 8 Allocation Financials Form... 8 Allocation Detail... 8 Allocation Detail Data: What are Stewardship Rep Codes? Stewardship Rep Code Values and Usage What are Allocation Assignments? Allocation Assignments Data What are Allocation Beneficiaries? Allocation Beneficiaries Data Allocation Beneficiaries Status Values and Usage Allocation Beneficiary Type Values and Usage Allocation Documents Viewing Allocation Documents What are Allocation Notes? Allocation Notes Data Allocation Notes - Note Values and Usage Allocation Note Type Values and Usage What are Allocation Stewardees Allocation Stewardees Data Alumni Relations and Development i The University of Chicago Revised:

6 Table of Contents Allocation and Stewardship Allocation Stewardee Values and Usage Allocation Stewardees Status Values and Usage Allocation Stewardees Anonymous Values and Usage Allocation Stewardees Relationship Values and Usage What are Allocation Tasks Allocation Tasks Data Allocation Task Values and Usage Allocation Task Status Values and Usage Allocation Tasks - Purpose Values and Usage Chapter 3: Allocation and Stewardship Maintenance When Do I Update Assignments, Notes and Tasks? Assignments Notes Tasks Creating and Modifying Allocation Assignments Allocation Assignments Data Creating and Modifying Allocation Beneficiaries Allocation Beneficiaries Data Creating and Modifying Allocation Notes Allocation Notes Data Uploading Documents to Allocation Notes Creating and Modifying Allocation Stewardees Allocation Stewardees Data Creating and Modifying Allocation Tasks Allocation Tasks Data Chapter 3 Practice Exercises Chapter 4: Mass Add Allocation Processing an Allocation Mass Update (Add) Removing an Allocation Changing a Field for One Allocation Viewing and Correcting Errors View the Error Log Correct the Errors Changing Fields for All Allocations after Validation ii Revised: Alumni Relations and Development The University of Chicago

7 Allocation and Stewardship Table of Contents Validating and Posting a Deferred Mass Update (Add) Chapter 4 Practice Exercises Alumni Relations and Development iii The University of Chicago Revised:

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9 Allocation and Stewardship Chapter 1 Chapter 1: Allocation Overview Upon completion of this chapter, you will be able to: Define an allocation Identify how to request a new allocation Identify how to request an update to an existing allocation What is an Allocation? An allocation indicates the general ledger account, department, division and other attributes associated with a gift or pledge to the University. Griffin allows the user to track stewardship information related to a specific allocation via a variety of forms found in the Allocation navigation tree. It allows the user the ability to assign an entity to an allocation, assign tasks to staff associated with a particular allocation, assign beneficiaries to allocations, and link a stewardee to an allocation. Stewardship information may also be created and maintained on the entity record. Only users in Gift and Record Services are able to enter and update allocation information. All others have view only access. How do I Request a New Allocation? All new allocations (and changes to existing allocations) must come through the Comptroller s Office. Once a new account number has been created in the University Accounting System (FAS) or from the Hospital Financial System, a form is faxed to Gift and Record Services to create the new allocation. The form contains the necessary division codes, department codes, etc. to create the allocation. How do I Request an Update to an Existing Allocation Code? Updates that are needed to an existing allocation are managed by Gift and Record Services (GRS). All update requests should be to the Comptroller s Office. Once the account has been updated, the update is sent to GRS for the update to be made in Griffin. ******************************************************************************** NOTES: Alumni Relations and Development 1 The University of Chicago Revised:

10 Chapter 1 Overall Stewardship Policy and Procedure Guidelines Allocation and Stewardship The University of Chicago is committed to providing the highest-level of stewardship to donors who have established endowed funds or made significant contributions benefiting the University (e.g. building funds, important expandable funds, etc.). All staff are expected to collaborate to ensure that proper communications regarding the use and status of endowed funds occur on an annual basis to donors, family members and other identified individuals. Regular communication between prospect managers and ARD Donor Relations or appropriate Donor Relations staff in the schools, divisions, and units regarding stewardship for our donors, will allow consistent and appropriate communications to our donors and will help demonstrate to them that we are good stewards of their monies. Good stewardship helps to foster new and increased giving. ARD Donor Relations works with individuals across campus to identify stewardship needs and collaborates with these individuals to carry out those tasks. 2 Alumni Relations and Development Revised: The University of Chicago

11 Allocation and Stewardship Chapter 2 Chapter 2: Allocation Information and the Allocation Profile Upon completion of this chapter, you will be able to: Search for and access an allocation Navigate within an allocation Identify the data stored on an allocation How Do I View an Allocation? Users with appropriate rights to view Research information are also able to view Allocation Stewardship information from the Research navigation tree. This page displays the following forms: Entity Allocation Beneficiaries Entity Allocation Stewardees Entity Allocation Tasks Entity Allocation Notes Entity Allocation Assignments The Allocation Overview page is a view-only page that displays allocation details. At a glance the user can see the name of the allocation, the account number associated with the allocation, description, restriction, department, stop and start dates. The Allocation navigation tree is displayed on the left side of the page. Allocation Overview Accessing the Allocation Overview Page An allocation must be opened in Griffin to view the Allocation Overview. You can open an allocation using one of the following methods: Via an Allocation GrifFind search Via a giving transaction on an entity record Via the Research application on an entity record. ******************************************************************************** NOTES: Alumni Relations and Development 3 The University of Chicago Revised:

12 Chapter 2 Allocation and Stewardship To access the Allocation navigation tree from GrifFind search: 1. Click on GrifFind in the Griffin toolbar. 2. Change the Search Type to Allocation. 3. Set the criteria for the allocation you want to search for in the Query form. 4. Click on Search. 5. Set your Retrieval Options to the manner in which you want to view your result set. 6. Click on Retrieve. 4 Alumni Relations and Development Revised: The University of Chicago

13 Allocation and Stewardship Chapter 2 7. If the result set is viewed in a Lookup List or Clipboard, click on the Allocation hyperlink. To access the Allocation navigation tree from the entity giving transactions list: 1. Display the entity record. 2. Select Giving > Transactions from the Entity navigation tree. 3. Click on the Allocation Code hyperlink for the allocation to be viewed. ******************************************************************************** NOTES: Alumni Relations and Development 5 The University of Chicago Revised:

14 Chapter 2 Allocation and Stewardship To access the Allocation navigation tree from Research on an entity record: 1. Select Research > Alloc Stewardship from the Entity navigation tree. 2. Click on the hyperlink or the elliptical button for the allocation to be viewed. 6 Alumni Relations and Development Revised: The University of Chicago

15 Allocation and Stewardship Chapter 2 Viewing the Allocation Overview Page The Allocation Overview page is a view-only page that displays the Allocation Page Header, Allocation Overview and Allocation Financials forms. The Allocation navigation tree is displayed on the left side of the page. Allocation Page Header The Allocation header displays the following data: Allocation Name Allocation Status Account Number School Department ******************************************************************************** NOTES: Alumni Relations and Development 7 The University of Chicago Revised:

16 Chapter 2 Allocation and Stewardship Allocation Overview Form The Allocation Overview form displays the following data: Long Name Receipt Name Description Start Date Stop Date Allocation Financials Form The Allocation Financials form is not being used at this time. Allocation Detail The Allocation Detail form is displayed by selecting the Detail hyperlink in the Allocation navigation tree. 8 Alumni Relations and Development Revised: The University of Chicago

17 Allocation and Stewardship Chapter 2 ******************************************************************************** NOTES: Alumni Relations and Development 9 The University of Chicago Revised:

18 Chapter 2 Allocation and Stewardship Allocation Detail Data: Field Label Definition Allocation Account Account 2 Program Acct Dept Acct School Active Indicator Admin ID Allocation Purpose Alpha Sort Annual Fund Indicator Athletics Indicator Category 1-3 The unique identifier/code for the allocation. Code is in based on the account-subaccount-sequence (i.e ). The account number that corresponds to the general ledger account number used by the Comptroller s office. Additional account number associated with the allocation (not used). Default Program and Subprogram code associated with the allocation. Department associated with the allocation. School associated with the allocation. Status of an allocation. If the active status code is A for active, this box will be checked. If the active status code is I for inactive, this box will not be checked. ID for the University administrator responsible for the allocation. The purpose or reason for the allocation. Name to be used to sort allocation alphabetically for reporting purposes. If the allocation is associated with an annual fund, this box will be checked. If allocation is associated with athletics funding, this box will be checked. Category 1 - Program associated with the allocation. Category 2-3 currently undefined. CFAE CFAE Sub Comment Department Description Dist Start Division Extramural Fee indicator Fund Determines where in the CFAE report the money linked to the allocation code will appear. Used to indicate which CFAE report line that gifts associated with this code should appear within the endowment section of the CFAE report. Large text field used to hold additional information about the allocation. The FAS department associated with the allocation. Free text field for information about the account. Initial date that the money will be distributed. The FAS division associated with the allocation. Switch indicates if allocation is for extramural funding. Yes/No switch that indicates whether a fee applies to the allocation. Type of fund associated with the allocation (e.g. Current Funds Unrestricted, Current Funds Restricted, Endowment Principal Funds, etc.). 10 Alumni Relations and Development Revised: The University of Chicago

19 Allocation and Stewardship Chapter 2 Field Label Goal Grant Type Long Name Min Ach Date Min Amt Notify Dpt indicator Owners Definition Dollar amount if there is a goal for the allocation fund. Code that identifies what type of gift or grant this allocation represents. Full descriptive name for the allocation or textual information about the allocation. Date that the minimum funding amount was achieved. Minimum dollar amount to establish the allocation. When this box is checked the department designated on the allocation will be notified when there is allocation activity. Type of institution that owns this allocation; used during claims generation to enforce matching policy rules. Priority Campaign priority code (area) associated with the allocation (e.g. BCG - Faculty Enrichment GSB, PMV - Comm/Student Life Facilities COL). Receipt Name Reference Restriction Short Name Start Date Steward Rep Stop Date Tax Receipt Allocation name printed on tax receipt for gift. A cross reference code. Indicates whether there is any type of restriction associated with the allocation. Short descriptive name for the allocation. It is the name that will display on all gift inquiry and maintenance pages when the allocation code is entered. Start date associated with the allocation goal. Used to identify the type and frequency of reporting requirements for the fund. End date associated with the allocation goal. Some allocations never get receipted or use another field for Allocation Name on the receipt (i.e. General Fund). Field allows for tax receipt options; Stop Tax Receipt or Allocation Name Override. ******************************************************************************** NOTES: Alumni Relations and Development 11 The University of Chicago Revised:

20 Chapter 2 Allocation and Stewardship Field Label Trans Group Unit Definition Used for security for institutions with decentralized gift processing; does not apply to University of Chicago. Restricts operators from using allocation codes that do not belong to that user group. Unit associated with this allocation. Use for AWC indicator For users of Web Community application; does not apply to U of C. What are Stewardship Rep Codes? The Stewardship Rep Code is the Stewardship Reporting field on an allocation. It can be used as a quick reference to identify stewardship status for a particular fund. This field determines whether to send a stewardship report to the allocation donors(s). This information can be viewed on the Allocation Detail page or on the Stewardship Rep Code form. All Stewardship Rep Code data is maintained by Gift and Record Services (GRS). The Stewardship Rep Code form is displayed by selecting the Steward Rep Code hyperlink in the Allocation navigation tree. 12 Alumni Relations and Development Revised: The University of Chicago

21 Allocation and Stewardship Chapter 2 Stewardship Rep Code Values and Usage The following explains the valid values for Stewardship Rep Code and how the values should be used: Code Description Usage AR Annual Report Should be used when stewardee is receiving a stewardship report once per fiscal year. EO Every Other Year Should be used when stewardee is receiving a stewardship report once every other fiscal year. FS Future Stewardship Should be used when a stewardee has been identified, but the allocation needs additional funding before it can be awarded. This value should also be populated if stewardship reporting is to begin at a specific time in the future. GR General Stewardship Report Should be used when the stewardee only receives a general report on the use of the fund. This value can be used for an individual stewardee or for a large group of stewardees (e.g. class gift funds, annual gift funds, reunion funds). LT Limited Term Reporting Should be used for a donor at a certain gift level where stewardship is required for a defined period of time. NR No Report Required Should be used to identify funds where the donor has specifically requested not to receive stewardship reports. XR Non-Reportable Should be used when all stewardees are deceased and there are no family members or estate advisors to report to. VP Vacant Professorship Should be used to identify professorship funds that do not require stewardship until the chair position has been filled. New values may be added or current values may be inactivated. ******************************************************************************** NOTES: Alumni Relations and Development 13 The University of Chicago Revised:

22 Chapter 2 Allocation and Stewardship What are Allocation Assignments? Donor relations staff members who are responsible for stewarding a specific fund are assigned to the fund/allocation via the Allocation Assignments form. Only users with Donor Relations rights are able to view and update allocation assignment details. The Allocation Assignments form is accessed by selecting the Assignments hyperlink in the Allocation navigation tree. To display detailed information for a particular row, click on the desired row. Allocation Assignments Data Data Label Entry/Update Rules Staff Active Indicator Entity ID of the Staff assigned to this allocation. Box is checked if Staff Assignment is active. 14 Alumni Relations and Development Revised: The University of Chicago

23 Allocation and Stewardship Chapter 2 Data Label Type Office Start Date Stop Date Entity ID Comment Entry/Update Rules Type of allocation assignment. Office of the donor relations manager responsible for the assignment. Start date for allocation assignment. Stop date for allocation assignment. Entity ID of donor/stewardee to link the donor relations manager to the donor/stewardee. Free text field for comments regarding the assignment. What are Allocation Beneficiaries? A Beneficiary is the recipient of funds from an allocation (scholarship recipient, fellowship recipient, professorship incumbents). The Allocation Beneficiaries form is accessed by selecting Beneficiaries on the Allocation navigation tree. ******************************************************************************** NOTES: Alumni Relations and Development 15 The University of Chicago Revised:

24 Chapter 2 Allocation and Stewardship To display detailed information for a particular row, click on the row. Allocation Beneficiaries Data Data Label Entry/Update Rules Type Status Entity ID Award Term Start Date Stop Date Description Comment Specifies the type of beneficiary (scholarship recipient, fellowship recipient, etc). Status of information recorded in the record (i.e. current, future, past). Entity ID of the beneficiary. Length of the award period. Select from drop down list. Values are Annual, Biannual and Indefinite. Date that the award is effective. Date that the award becomes inactive. If this information is known, this date should be completed. Additional information regarding the beneficiary or award. Comments regarding the beneficiary or award. Allocation Beneficiaries Status Values and Usage Allocation Beneficiaries Status indicates the status of the Beneficiary relationship and should be used in conjunction with the Beneficiary Start and Stop Dates. If a beneficiary award term is extended, the current record should be given a Stop Date and status moved to Past. A new current record should then be created for the extended period. 16 Alumni Relations and Development Revised: The University of Chicago

25 Allocation and Stewardship Chapter 2 The following explains the valid values for Allocation Beneficiary Status and how the value should be used: Code Description Status Usage C Current Active Entity is currently a beneficiary. When the Start Date equals the start of beneficiary award and the Stop Date is blank. F Future Active Entity will become a beneficiary at a future date. When the Start Date equals the start of beneficiary award and the Stop Date is blank. P Past Active Entity is a former beneficiary. When the Start Date equals the start of beneficiary award and the Stop Date equals the end of beneficiary award. New values may be added or current values may be inactivated. Allocation Beneficiary Type Values and Usage Allocation Beneficiary indicates the type of relationship the beneficiary has with this allocation. The following explains the valid values for allocation beneficiary type and how the value should be used: Code Description Status Usage CH Chair Holder Active Beneficiary of an endowed chair FI Faculty Research Instruction Recipient Active Beneficiary awarded faculty research funds GF Graduate Fellowship Recipient Active Beneficiary awarded a graduate fellowship GM Graduate Merit Fellow Active Beneficiary awarded a graduate merit fellowship LF Loan Fund Recipient Active Beneficiary awarded a loan fund ******************************************************************************** NOTES: Alumni Relations and Development 17 The University of Chicago Revised:

26 Chapter 2 Allocation and Stewardship Code Description Status Usage OT Other Active Beneficiary awarded funds for non-standard use; detail use in description field PF Post-doctorate Fellow Active Beneficiary awarded a post-graduate fellowship UM Undergraduate Merit Scholar Active Beneficiary awarded an undergraduate merit scholarship US Undergraduate Scholarship Recipient Active Beneficiary awarded an undergraduate scholarship SF Use of Special Funds Active Beneficiary awarded us of special designated funds Allocation Documents The documents page is used to house copies of communication pertinent to the allocation. Documents can be viewed by all users with the ability to view gift records; however, only users with gift maintenance privileges (GRS staff only) can attach documents to the allocation. Users with stewardship maintenance privileges may attach (import) documents associated with the allocation within the Allocation Notes form. Viewing Allocation Documents To view allocation documents: 1. Click over documents in the Allocation nav tree. 2. You are taken to the Griffin Documents form. The form will display the count of available documents associated with the allocation. 18 Alumni Relations and Development Revised: The University of Chicago

27 Allocation and Stewardship Chapter 2 Note for Internet Explorer Users: The first time you log into OnBase, an ActiveX may need to be installed. If you have problems with this installation, please contact your local help desk. 3. Click on the View button. You will be prompted to log into OnBase. 4. Log in using your CNet credentials. 5. Once in OnBase, you will see the list of documents associated with the allocation. ******************************************************************************** NOTES: Alumni Relations and Development 19 The University of Chicago Revised:

28 Chapter 2 Allocation and Stewardship 6. Locate the appropriate document from the list and double-click it to view it. If only one document exists, the document will display in the bottom portion of the OnBase screen. Depending on the document type, the document may open its native application, e.g., MS Word. NOTE: Documents can also be stored and viewed on Allocation Notes. To view documents associated with allocation notes, first navigate to the Notes form and select the specified note by highlighting it and then the list of documents will appear at the bottom of the form. At that point, the steps for viewing documents on allocation notes is the same as viewing documents on the allocation. 20 Alumni Relations and Development Revised: The University of Chicago

29 Allocation and Stewardship Chapter 2 What are Allocation Notes? Allocation Notes provide additional information regarding the allocation. For example the note could include information about converted historical information for the allocation, or information recorded by the Research or Donor Relations departments regarding the allocation. Allocation Notes are accessed by selecting the Notes hyperlink on the Allocation navigation tree. ******************************************************************************** NOTES: Alumni Relations and Development 21 The University of Chicago Revised:

30 Chapter 2 Allocation and Stewardship To display detailed information for a particular row, click on the row. Allocation Notes Data Data Label Entry/Update Rules Type Date Description Author Entity ID Data Src Note Brief Note Filename Specifies the type of note (e.g. AN Allocation Note, DN Donor Relations Note). Date the note was recorded for the allocation. Brief free text area containing note information (e.g. Converted Historical Info). The entity ID of the staff member responsible for the note. Entity ID of the person associated with the note. The source of the note information (e.g. ADDS Conversion, Alumni Relations). Code that describes the allocation note (e.g. Allocation Note, Audit, Beneficiary, Stewardee, etc.). Short free text area for note information. Filename for attachments for the note. 22 Alumni Relations and Development Revised: The University of Chicago

31 Allocation and Stewardship Chapter 2 Data Label Text Entry/Update Rules Free text field for note information. Allocation Notes - Note Values and Usage Note values indicate the status of research completed for the entity or the type of assessment. This form is a shared table with the Prospect group and therefore some of the values reflect Prospect note types that are not relevant to Stewardship management. The following explains the valid values for allocation note and how the values should be used: Code Description Usage A Allocation Note Note associated with an allocation providing detailed about some aspect of this particular fund. U Audit Indicates the assessment is for stewardship auditing purposes. B Beneficiary Indicates the assessment pertains to the beneficiary. S Stewardee Indicates the assessment pertains to the stewardee. P Stewardship Plan Indicates the assessment pertains to the stewardship plan. I Initial Shared value with Prospect Management this is not typically used by Stewardship and Donor Relations. R Reassessed Shared value with Prospect Management this is not typically used by Stewardship and Donor Relations. New values may be added or current values may be inactivated. Allocation Note Type Values and Usage Allocation Notes type indicates the type of Note that has been created so that Notes can be grouped and viewed by type. This form is a shared table with the prospect group and therefore some of the note type values reflect prospect note types that are not relevant to Stewardship management. ******************************************************************************** NOTES: Alumni Relations and Development 23 The University of Chicago Revised:

32 Chapter 2 Allocation and Stewardship The following explains the valid values for Allocation Note Type and how the values should be used: Code Description Usage BB Basic Biography Shared value with Prospect Management that is not typically used by Stewardship and Donor Relations. DN Donor Relations Note Shared value with Prospect Management that is not typically used by Stewardship and Donor Relations. IB In-Depth Briefing Shared value with Prospect Management that is not typically used by Stewardship and Donor Relations. RN Research Note Shared value with Prospect Management that is not typically used by Stewardship and Donor Relations. SA Stewardship Audit Note Used to identify information that was captured through the stewardship audit. AC Allocation Criteria Used to capture detailed criteria and purpose of allocation. FS Allocation Founding Story Used to capture why the donor established the fund. This information is usually given to beneficiaries to provide background information for writing thank you letters. AN Allocation Note General information related to the allocation (e.g. funding information). BN HN ON PN SN Allocation Beneficiary Note Allocation Historical Note Allocation Other Note Allocation Publication Note Allocation Stewardee Note Used to capture information on beneficiaries. Used to capture imported information from central stewardship database that is similar to founding story. Used to identify information that is not captured by existing note type values. Used for information regarding an allocation name or other information that is pertinent to publication of internal and external publications. Used to capture stewardee information regarding this allocation. New values may be added or current values may be inactivated. 24 Alumni Relations and Development Revised: The University of Chicago

33 Allocation and Stewardship Chapter 2 What are Allocation Stewardees The Allocation Stewardees form is used to track relationships between allocations and donors (or donor representatives and recipients of the allocated funds). Allocation Stewardees can be accessed by selecting the Stewardees hyperlink on the Allocation navigation tree. ******************************************************************************** NOTES: Alumni Relations and Development 25 The University of Chicago Revised:

34 Chapter 2 Allocation and Stewardship To display detailed information for a particular row, click on the row. Allocation Stewardees Data Data Label Entry/Update Rules Stewardee Status Start Date Stop Date Anonymous Relationship Active Indicator Anonymous Indicator Joint Prim Donor Steward Entity ID Indicates the type of Stewardee (i.e., endowment report recipient, acknowledgement letter recipient, scholarship letter recipient, etc). Status of the Stewardee. Start date the Stewardee became active. (Format mm/dd/yyyy) Date the Stewardee is no longer active. (Format mm/dd/yyyy). If this information is known, this date should be completed. Indicates anonymity of the Stewardee. Defines the relationship of the Stewardee with the account (i.e. donor, family, etc.). Box will be checked if Stewardee record is active. Active status may also be indicated by using the start and stop dates. Box will be checked if donor requires anonymity from the beneficiary (i.e., scholarship donor prefers to remain anonymous to the student beneficiaries, etc). Box will be checked if the Stewardee is a joint donor. Box will be checked if the Stewardee is the Primary Donor. Entity ID of the Stewardee. 26 Alumni Relations and Development Revised: The University of Chicago

35 Allocation and Stewardship Chapter 2 Data Label Description Comment Entry/Update Rules Additional descriptive information about the Stewardee. Additional notes/comments regarding the Stewardee. Allocation Stewardee Values and Usage Allocation Stewardee indicates the type of relationship the stewardee has with the University. The following explains the valid values for allocation stewardee type and how the value should be used: Code Description Usage AL Acknowledgement Letter Recipient This value is not typically used by Stewardship and Donor Relations. There is a separate acknowledgement module in Griffin that is used to track and manage acknowledgement data. CR Comprehensive Stewardship Report Used to indicate stewardee receives a stewardship report that incorporates multiple funds they support across the University. DR ARD Donor Relations This value is not typically used by Stewardship and Donor Relations. EN Endowment Report Recipient Used to indicate stewardee receives an endowment report for a particular allocation. FR Financial Report Only Used to indicate stewardee has indicated they only want to receive a financial report. LF Loan Fund Report Recipient Used to indicate stewardee receives a loan fund report. NI No Invite Used to indicate stewardee does not want to be invited to stewardship events but does receive stewardship reports. NT No Thank You Letter Used to indicate stewardee does not receive thank you letter from beneficiaries of the allocation. ******************************************************************************** NOTES: Alumni Relations and Development 27 The University of Chicago Revised:

36 Chapter 2 Allocation and Stewardship Code Description Usage NL Notification Letter Recipient Used to indicate stewardee receives a notification letter if there is a change in the beneficiary (e.g. a new chair holder has been assigned to an endowed professorship). OT Other Used for all types of situations regarding stewardees, other than those specific to available codes. PL Professorship Letter Recipient Used to indicate that stewardship is for a limited period of time because donation was below the professorship endowment limit and the stewardee does not receive full endowment report. SC Stewardship Contact Used to indicate stewardship of expendable funds. SE Stewardship Event Invitee Used to indicate stewardee does not receive stewardship reports, but does get invited to stewardship events. SL Scholarship Letter Recipient Used to indicate that stewardship is for a limited period of time because donation was below the scholarship endowment limit and the stewardee does not receive a full endowment report. New values may be added or current values may be inactivated. Allocation Stewardees Status Values and Usage Allocation Stewardees Status indicates the status of the Stewardee relationship and should be used in conjunction with the Stewardship Start and Stop Dates. The following explains the valid values for allocation stewardee status and how the value should be used: Code Description Usage C Current Entity is currently a stewardee. When the Start Date equals start of stewardee relationship and the Stop Date is blank. F Future Entity will become a stewardee at a future date. When the Start Date equals start of stewardee relationship and the Stop Date is blank. P Past Entity is a former stewardee. When the Start Date equals start of stewardee relationship and the Stop Date equals the end of stewardee relationship. 28 Alumni Relations and Development Revised: The University of Chicago

37 Allocation and Stewardship Chapter 2 New values may be added or current values may be inactivated. Allocation Stewardees Anonymous Values and Usage The Allocation Stewardees Anonymous field indicates the level/type of anonymity associated with the allocation. The following explains the valid values for the allocation stewardees anonymous field and how the value should be used: Code Description Usage A Amount Anonymous Only Amount of stewardee s donation for the allocation must not be disclosed. If this value is selected, the Anonymous indicator on the right side of the form also needs to be populated with a check mark. N Name Anonymous Only Stewardee name must not be disclosed to beneficiaries or external constituents. If this value is selected, the Anonymous indicator on the right side of the form also needs to be populated with a check mark. R Recipient Anonymous Neither the name, nor the amount of donation may be disclosed to the beneficiary. If this value is selected, the Anonymous indicator on the right side of the form also needs to be populated with a check mark. New values may be added or current values may be inactivated. Allocation Stewardees Relationship Values and Usage Allocation Stewardees Relationship indicates the role of the stewardee (donor, donor representative, etc.) in relation to the allocation. The following explains the valid values for allocation stewardees relationship and how the value should be used: Code Description Usage AD Advisor Stewardee is an administrator of estates or trust funds and maintains an active interest on how allocation money should be used. ******************************************************************************** NOTES: Alumni Relations and Development 29 The University of Chicago Revised:

38 Chapter 2 Allocation and Stewardship Code Description Usage DN Donor Stewardee donated the funds for this allocation. The Joint indicator, on the right side of the form, should be populated with a check mark if the stewardship report should include the spouse of the stewardee. FM Family Member Stewardee is a family member of the entity that made the donation for this allocation. The Joint indicator, on the right side of the form, should be populated with a check mark if the stewardship report should include the spouse of the stewardee. FR Friend Stewardee is a friend of the entity that made the donation for this allocation. The Joint indicator, on the right side of the form, should be populated with a check mark if the stewardship report should include the spouse of the stewardee. HM Honoree The allocation was established and named in honor of stewardee. The Joint indicator, on the right side of the form, should be populated with a check mark if the stewardship report should include the spouse of the stewardee. SP Spouse Stewardee is the spouse of the entity that donated the funds for this allocation. This value should be used if the spouse is not attributed to the gift but needs to be addressed in the stewardship reports. The Joint indicator, on the right side of the form, should be populated with a check mark if the stewardship report should include the spouse of the stewardee. New values may be added or current values may be inactivated. What are Allocation Tasks An allocation task is any action that needs to be performed in relation to stewarding the allocation. The tasks module is shared, but not currently used, by the Prospect group and TMS tables could potentially contain shared values. There is no limit to the number of allocation tasks an allocation may have. Allocation Tasks can be accessed by selecting the Tasks hyperlink on the Allocation navigation tree. 30 Alumni Relations and Development Revised: The University of Chicago

39 Allocation and Stewardship Chapter 2 To display detailed information for a particular row, click on the row. ******************************************************************************** NOTES: Alumni Relations and Development 31 The University of Chicago Revised:

40 Chapter 2 Allocation and Stewardship Allocation Tasks Data Data Label Entry/Update Rules Task Status Priority Scheduled Complete Original Description Responsible Assignment Office Contact Rpt Strategy Frequency Purpose Source Entity ID Recur Month Recur Week Recur Day Defines type of task. Defines the task status. Defines the priority of completing the task. Scheduled date of task. Date task was actually completed. Date that the task was originally scheduled, if the scheduled date was changed. Detailed information about the task. Entity ID of person responsible for the task; validated against the Staff table (shared with Prospect). Assignment level of the person responsible for the task. Office of the staff member that is responsible for performing the task. The contact report associated with this task; currently not used. Check box indicating whether this task is one of a series of strategy tasks. Primarily used for Prospect tasks. Frequency of task. General purpose or reason for the task. The Entity ID of the source that requested the task. Entity ID (donor, stewardee) to which this task applies. The month that the task is to recur. The week that the task is to recur. The day that the task is to recur. Allocation Task Values and Usage Allocation Tasks capture information on tasks associated with an allocation. This form is a shared table with the prospect group and therefore some of the drop-down values reflect prospect tasks that are not relevant to Stewardship management. The following explains the valid values for allocation tasks and how the values should be used: Code Description Usage A Acknowledgement This value is not typically used by Stewardship and Donor Relations. C Contact Used to schedule any kind of communication regarding the allocation. 32 Alumni Relations and Development Revised: The University of Chicago

41 Allocation and Stewardship Chapter 2 Code Description Usage D Decision Indicates a decision was or needs to be made about some aspect of the stewardship process. F Final Report Final report needs to be created and sent. This value is typically used for expendable funds or limited term reporting funds. E Event Used to schedule an allocation related event. T Incidental Incidental tasks related to stewardee or allocation that does not fit into a specific task value. I Initial Contact Need to set up an initial contact meeting (e.g. scheduling a meeting with internal contact to father information for stewardship report process). M Interim Report Interim report needs to be created and sent (e.g. financial report is sent prior to narrative report). N Internal Deadline Denotes internal deadline to be met. L Letter Letter needs to be created and sent (e.g. letter announcing a new chair holder for endowed professorship). O Meeting Need to arrange a meeting with colleague. P Proposal/Request Shared value with Prospect Management that is not typically used by Stewardship and Donor Relations. Proposal or request needs to be made. G Stewardship Report Stewardship report needs to be created and sent. S Strategy Shared value with Prospect Management that is not typically used by Stewardship and Donor Relations. U Student Thank You A student thank you letter needs to be written and sent. V Visit Shared value with Prospect Management that is not typically used by Stewardship and Donor Relations. New values may be added or current values may be inactivated. ******************************************************************************** NOTES: Alumni Relations and Development 33 The University of Chicago Revised:

42 Chapter 2 Allocation and Stewardship Allocation Task Status Values and Usage Allocation Tasks Status indicates the disposition of the task associated with an allocation. The following explains the valid values for allocation task status and how the values should be used: Code Description Usage C Cancelled Task has been cancelled. D Done Task has been completed. T To Do Further action/information necessary to complete task. New values may be added or current values may be inactivated. Allocation Tasks - Purpose Values and Usage Allocation Tasks - Purpose is used to identify why a task was created. This form is a shared table with the Prospect group and therefore, some of the values reflect Prospect Task Purpose types that are not relevant to Stewardship management. The following explains the valid values for allocation note and how the values should be used: Code Description Usage CI Chair Holder Information Needed Used to set a reminder to research or contact appropriate individual on obtaining chair holder information for a particular endowed professorship. DI Department Information Needed Used to indicate that future information is needed from a particular department for stewardship reports. OT Other Should be used for any other task that does not fall under the available values. RI Recipient Information Needed Used to indicate that further information is needed on the recipient for stewardship report. RD Report Due Used to indicate the due date of the stewardship report. RR Research Required Used to indicate additional research is needed. ST Student Thank You Due Used to indicate the due date of the student thank you letters. UP Update Needed Shared value with Prospect Management that is not typically used by Stewardship or Donor Relations. New values may be added or current values may be inactivated. 34 Alumni Relations and Development Revised: The University of Chicago

43 Allocation and Stewardship Chapter 3 Chapter 3: Allocation and Stewardship Maintenance Upon completion of this chapter, you will be able to: Create/modify allocation assignments Create/modify allocation beneficiaries Create/modify allocation notes Upload documents to allocation notes Create/modify allocation stewardees Create/modify allocation tasks When Do I Update Assignments, Notes and Tasks? Assignments Assignments for ARD Donor Relations are determined at the start of and throughout the fiscal year by the Senior Associate Director for Donor Relations. The Senior Associate Director or appropriate staff member assigned by her/him will update the assignment. Appropriate senior level donor relations staff across the University should follow a similar process. Notes When pertinent information that relates to the stewarding of a particular allocation is received, an appropriate note should be entered. For example: Information regarding the reason the donor made the gift Research on allocation history when created, reason, etc. - has been gathered or received Important information as to why stewardship could not be carried out or completed An individual requests anonymity Tasks Tasks should be entered to keep assigned donor relations staff on track and reminded of each step in the stewardship process. For example: to meet with individuals for interviews or to provide information to prepare report ******************************************************************************** NOTES: Alumni Relations and Development 35 The University of Chicago Revised:

44 Chapter 3 Allocation and Stewardship target dates for mailing target dates to receive requested information Once a stewardship report has been completed and mailed/delivered, the appropriate task should be entered with the date. Creating and Modifying Allocation Assignments The Allocation Assignments form is used to view and maintain information regarding the staff and volunteers assigned to the allocation. Within ARD Donor Relations, stewardship assignments are determined each year by the Senior Associate Director of University Stewardship (listed as Primary assignment). Questions regarding stewardship of specific allocations managed by ARD Donor Relations should first be directed to the Senior Associate Director. To display detailed information for a particular row, click on the row. Only users with Donor Relations rights are able to view and update allocation assignment details. To add a new Allocation Assignment record: 1. Access the Allocation. 2. Click on Assignments in the Allocation navigation tree. 3. Click on New on the Allocation Assignments form header bar. 4. Enter the data on the blank form using the definition rules below. 5. Click on Save on the Allocation Assignments form header bar. To update an existing Allocation Assignment record: 1. Access the Allocation. 36 Alumni Relations and Development Revised: The University of Chicago

45 Allocation and Stewardship Chapter 3 2. Click on Assignments in the Allocation navigation tree. 3. Click on the row that contains the assignment you want to modify in the list box. 4. Modify the record as needed according to the data rules below. 5. Click on Save on the Allocation Assignments form header bar. Allocation Assignments Data Data Label Required? Entry/Update Rules Staff Required Entity ID of the staff assigned to this allocation. Active Indicator Optional Box must be checked if Staff Assignment is active. This is a default controlled by assignment stop and start dates. Type Required Type of allocation assignment. Office Required Office of the donor relations manager responsible for the assignment. This field is required if the staff code is not provided. Start Date Required by Policy Start date for allocation assignment. Stop Date Conditional/Required by Policy Stop date for allocation assignment. Entity ID Optional Entity ID of donor/stewardee to link the donor relations manager to the donor/stewardee. ******************************************************************************** NOTES: Alumni Relations and Development 37 The University of Chicago Revised:

46 Chapter 3 Comment Optional Comments regarding the assignment. Allocation and Stewardship You need to assign yourself to an allocation. What steps need to be taken? Practice in the training environment. Creating and Modifying Allocation Beneficiaries The Allocation Beneficiaries form is used to link the recipient (scholarship, fellowship, and professorship incumbents) and length of an award to an allocation. To display detailed information for a particular row, click on the row. Only users with Donor Relations rights are able to view/update allocation beneficiary details. To add a new Allocation Beneficiary record: 1. Access the Allocation. 2. Click on Beneficiaries in the Allocation navigation tree. 3. Click on New on the Allocation Beneficiaries form header bar. 4. Enter the data on the blank form using the definition rules below. 38 Alumni Relations and Development Revised: The University of Chicago

47 Allocation and Stewardship Chapter 3 5. Click on Save on the Allocation Assignments form header bar. To update an existing Allocation Beneficiary record: 1. Access the Allocation. 2. Click on Beneficiaries in the Allocation navigation tree. 3. Click on the row that contains the beneficiary you want to modify in the list box. 4. Modify the record as needed according to the data rules below. 5. Click on Save on the Allocation Beneficiaries form header bar. ******************************************************************************** NOTES: Alumni Relations and Development 39 The University of Chicago Revised:

48 Chapter 3 Allocation Beneficiaries Data Data Label Required? Entry/Update Rules Allocation and Stewardship Type Required Specifies the type of beneficiary (scholarship recipient, fellowship recipient, etc). Status Required Status of the Beneficiary. For students receiving scholarship or fellowship aid for more than one year: At the end of each stewardship reporting cycle, add a stop date and change status to Past. Enter the renewed beneficiary as a new record with a status of Current and Start Date = date of the new stewardship reporting cycle. Entity ID Required Entity ID of the Beneficiary. Award Term Optional Length of the award period. Start Date Required by Policy Date that the award start. Stop Date Optional Date that the award ends. Description Optional Additional information regarding the beneficiary or award. Comment Optional Any additional comments regarding the beneficiary or award. You need to add a beneficiary to an allocation. What steps need to be taken? Practice this action in the training environment. 40 Alumni Relations and Development Revised: The University of Chicago

49 Allocation and Stewardship Chapter 3 Creating and Modifying Allocation Notes The Allocation Notes form is used to view and maintain general information regarding the allocation. To display detailed information for a particular row, click on the row. Only users with Donor Relations rights are able to view and update allocation Notes details. To add a new Allocation Note record: 1. Access the Allocation. 2. Click on Notes in the Allocation navigation tree. 3. Click on New on the Allocation Notes form header bar. 4. Enter the data on the blank form using the definition rules below. ******************************************************************************** NOTES: Alumni Relations and Development 41 The University of Chicago Revised:

50 Chapter 3 5. Click on Save on the Allocation Notes form header bar. Allocation and Stewardship To update an existing Allocation Note record: 1. Access the Allocation. 2. Click on Notes in the Allocation navigation tree. 3. Click on the row that contains the note you want to modify in the list box. 4. Modify the record as needed according to the data rules below. 5. Click on Save on the Allocation Notes form header bar. Allocation Notes Data Data Label Required? Entry/Update Rules Type Required Defines the type of note (i.e., historical note, founding story, publication note, etc). Note types are shared with Prospect; this field defines this as a Donor Relations allocations note. Description Required Short description of Notes subject/contents to be used in Notes list and displays. Author Required Author of this note. Entity ID Optional Entity ID of the subject in the note. 42 Alumni Relations and Development Revised: The University of Chicago

51 Allocation and Stewardship Chapter 3 Data Label Required? Entry/Update Rules Data Source Required by Policy Source for the data in the Note; select from drop down list. Note Optional Note distinguishes an allocation note from a research note. Brief Note Optional Additional text field to describe note. Filename Optional Reference for external hard copy documentation. Text Required Free text field that contains body of the note. You need to add a note to an allocation. What steps need to be taken? Practice this action in the training environment. ******************************************************************************** NOTES: Alumni Relations and Development 43 The University of Chicago Revised:

52 Chapter 3 Uploading Documents to Allocation Notes Allocation and Stewardship 1. After clicking the Import button in the Griffin Documents form in the document detail, you will be prompted to log into Import Now (OnBase) using your CNet credentials. Note: Depending on your domain, you may need to add the adlocal domain to your CNetID. (Ex: adlocal\smith). 44 Alumni Relations and Development Revised: The University of Chicago

53 Allocation and Stewardship Chapter 3 2. Once inside the Import Now form, click Browse to locate the file on your computer or external hard drive you wish to import, and double-click it so that the path populates in the File to Upload field. ******************************************************************************** NOTES: Alumni Relations and Development 45 The University of Chicago Revised:

54 Chapter 3 Allocation and Stewardship 3. Click the floppy disk icon to import your file. 4. If it was imported successfully, you can navigate back to the form you are attaching the document to and select refresh from the top of your Griffin page and the document count will adjust accordingly. Creating and Modifying Allocation Stewardees The Allocation Stewardees form is used to track relationships between allocations and donors (or donor representatives and recipients of the allocated funds). To display detailed information for a particular row, click on the row. Only users with Donor Relations rights are able to view or update allocation stewardee details. To add a new Allocation Stewardee record: 1. Access the Allocation. 2. Click on Stewardees in the Allocation navigation tree. 3. Click on New on the Allocation Stewardees form header bar. 46 Alumni Relations and Development Revised: The University of Chicago

55 Allocation and Stewardship Chapter 3 4. Enter the data on the blank form using the definition rules below. 5. Click on Save on the Allocation Stewardees form header bar. To update an existing Allocation Stewardee record: 1. Access the Allocation. 2. Click on Stewardees in the Allocation navigation tree. ******************************************************************************** NOTES: Alumni Relations and Development 47 The University of Chicago Revised:

56 Chapter 3 3. Click on the row that contains the stewardee you want to modify in the list box. Allocation and Stewardship 4. Modify the record as needed according to the data rules below. 5. Click on Save on the Allocation Stewardees form header bar. Allocation Stewardees Data Data Label Required? Entry/Update Rules Stewardee Type Required Indicates the type of Stewardee (i.e., endowment report recipient, acknowledgement letter recipient, scholarship letter recipient, etc). Status Required Status of the Stewardee. Start Date Required Start date that the Stewardee is active. Stop Date Conditional/Required by Policy Date that the Stewardee stops being active. Anonymous Optional Indicates anonymity of the Stewardee. Relationship Required Defines the relationship of the Stewardee with the account (i.e. donor, family member, etc.) Active Indicator Required by Policy Box will be checked if Stewardee record is active. Active status may also be indicated by using the start and stop dates. Joint Indicator Optional Box will be checked if the Stewardee is a joint donor. Anonymous Indicator Optional Box will be checked if donor requires anonymity from the beneficiary (i.e., scholarship donor prefers to remain anonymous to the student beneficiaries, etc). Prim Donor Optional Box will be checked if the Stewardee is the Primary Donor. Entity ID Required Entity ID of the Stewardee. Description Optional Used for additional descriptive information about a Stewardee. Comment Optional Used for additional notes/comments re the Stewardee. 48 Alumni Relations and Development Revised: The University of Chicago

57 Allocation and Stewardship Chapter 3 You need to add a stewardee to an allocation. What steps need to be taken? Practice in the training environment. Creating and Modifying Allocation Tasks The Allocation Tasks page is used to add new allocation tasks and to maintain information regarding the details of existing allocation tasks. There is no limit to the number of allocation tasks an allocation record may have. To display detailed information for a particular row, click on the row. Only Donor Relations staff has rights to add or update allocation tasks. The Lead assigned to the allocation task is responsible for maintaining the task information. All allocation task activity must be coordinated through the Lead assigned to the allocation task. To add a new Allocation Task record: 1. Access the Allocation. 2. Click on Tasks in the Allocation navigation tree. ******************************************************************************** NOTES: Alumni Relations and Development 49 The University of Chicago Revised:

58 Chapter 3 3. Click on New on the Allocation Tasks form header bar. Allocation and Stewardship 4. Enter the data on the blank form using the definition rules below. 5. Click on Save on the Allocation Tasks form header bar. To update an existing Allocation Task record: 1. Access the Allocation. 2. Click on Tasks in the Allocation navigation tree. 50 Alumni Relations and Development Revised: The University of Chicago

59 Allocation and Stewardship Chapter 3 3. Click on the row that contains the task you want to modify in the list box. 4. Modify the record as needed according to the data rules below. 5. Click on Save on the Allocation Tasks form header bar. Allocation Tasks Data Data Label Required? Entry/Update Rules Task Required Defines type of task. Status Required Defines the task status. Priority Optional Defines the priority of completing the task. Scheduled Required Scheduled date of task. Complete Conditional Date task was actually completed. Original Optional Date that the task was originally scheduled, if the scheduled date was changed. Description Required Detailed information about the task. Responsible Optional Person responsible for the task. Assignment Optional Assignment of the person responsible for the task. Office Optional Office that is responsible for the task. Contact Rpt Optional The contact report associated with this task. Strategy Optional Check box indicating whether this task is one of a series of strategy tasks. Primarily used for Prospect tasks. ******************************************************************************** NOTES: Alumni Relations and Development 51 The University of Chicago Revised:

60 Chapter 3 Data Label Required? Entry/Update Rules Frequency Optional Frequency of task. Purpose Optional General purpose of the task. Allocation and Stewardship Source Optional The Entity ID of the source that requested that the task be done. Entity ID Optional Entity ID to which this task applies. Recur Month Optional The month that the task is to recur. Recur Week Optional The week that the task is to recur. Recur Day Optional The day that the task is to recur. You need to add a task to an allocation. What steps need to be taken? Practice in the training environment. 52 Alumni Relations and Development Revised: The University of Chicago

61 Allocation and Stewardship Chapter 3 Chapter 3 Practice Exercises The following exercises are to allow you to practice and demonstrate that you understand the concepts covered in this chapter. The Griffin training environment is located at Use your CNetID and password to login and practice. Exercise 1: You need to modify the Endowment Report Recipient on allocation to make the entity anonymous. 1. Find allocation number Modify the Endowment Report Recipient to be anonymous. Exercise 2: The award term has ended today for the Chair Holder on allocation number Find allocation number Modify the Chair Holder beneficiary record to indicate the award period has ended today. Exercise 3: You need to find all active allocations that have a purpose of Research and place them onto a clipboard to review them. As soon as you have done this, you are called into a meeting. You know the meeting will last about an hour, so you need to save the clipboard to contine after you get back to your desk. 1. Perform the GrifFind and place the results on a clipboard. 2. Save the clipboard with the name lastname exercise 3. (Replace lastname with your last name.) 3. Clear your clipboard. ******************************************************************************** NOTES: Alumni Relations and Development 53 The University of Chicago Revised:

62 Chapter 3 Allocation and Stewardship Exercise 4: You need to find all active allocations that are assigned to entity ID number and place them onto a clipboard for your supervisor to review this afternoon. 1. Perform the GrifFind and place the results on a clipboard. 2. Save the clipboard with the name lastname exercise 4. (Replace lastname with your last name.) 3. Clear your clipboard. Exercise 5: You need to locate all allocation tasks that entity ID is responsible for, but not yet completed. (Hint: the Task Status should equal To Do.) 1. Perform the GrifFind and place the results on a clipboard. 2. Save the clipboard with the name lastname exercise 5. (Replace lastname with your last name.) 3. Clear your clipboard. 54 Alumni Relations and Development Revised: The University of Chicago

63 Allocation and Stewardship Chapter 4 Chapter 4: Mass Add Allocation Upon completion of this chapter, you will: Access the tool Add a task to multiple allocation records Add a stewardee to multiple allocation records Add beneficiaries to multiple allocation records Add assignments to multiple allocation records In Griffin, a group of allocations can have the same data added simultaneously. This is completed using the Mass Update (Add) tool. The primary benefits of Mass Update (Add) are that you can perform multiple updates without repeated manual data entry, which decreases the likelihood of entry errors and increases efficiency due to the time savings. The update is initiated by placing two or more allocations that you want to add the same data to onto a clipboard. The Mass Update (Add) utility captures the clipboard of allocations and the data filled in on a selected biographic data form, and then creates a DataLoader batch for immediate or deferred processing. Processing an Allocation Mass Update (Add) To process a mass update on a group of allocations: 1. Create a new clipboard or open an existing clipboard that contains the group of allocations that you want to add the same data to. For more information on using and creating clipboards, refer to the Griffin GrifFind, Clipboard, Mailer, and Reports training manual. ******************************************************************************** NOTES: Alumni Relations and Development 55 The University of Chicago Revised:

64 Chapter 4 Allocation and Stewardship 2. In the clipboard view, click on Allocation on the Clipboard navigation tree so that it is underlined. 3. Click on Options on the Allocation Clipboard form header bar and then click on Mass Add. If the Mass Add option does not appear, click on Allocation in the Clipboard navigation tree to underline it. 4. Click on the Allocation data type you want perform a mass add to on the Mass Update (Add) navigation tree. The corresponding form will open in the application frame. 56 Alumni Relations and Development Revised: The University of Chicago

65 Allocation and Stewardship Chapter 4 5. Fill in the selected form as specified by the data entry rules as described in the corresponding section in this manual for each form type in the designated form at the bottom of the screen. 6. Click on Save on the allocation data form header bar. 7. On the Settings form, type a description of the update in the text box next to Description. The recommended description naming format is: Your 3-letter initials followed by a colon, and then a description of the type of mass add. Example: DAB: BSD Beneficiary Mass Add ******************************************************************************** NOTES: Alumni Relations and Development 57 The University of Chicago Revised:

66 Chapter 4 Allocation and Stewardship 8. Click on the drop-down arrow next to Source and select MU (Mass Update) or type MU in the text box next to Source. 9. Click on the desired radio button to indicate how you want to continue: To continue processing this Mass Update (Add) immediately, select Review/Post each row individually using Dataloader or To save the Mass Update (Add) file, and then validate and post it at a later time, select Submit this Mass Update request for Batch Processing. 10. Click on Update on the Settings form header. 11. Review the data on the Mass Update - Review Changes screen. If the changes are correct, continue with the next step. If the changes are not correct, click on Cancel, make the corrections on the form, Save and Update again. 58 Alumni Relations and Development Revised: The University of Chicago

67 Allocation and Stewardship Chapter Click on OK. A new window will appear. You do not need to click on OK. The screen will close automatically after a several seconds. 13. If you selected Review/Post each row individually using Dataloader continue with the next step. If you selected Submit this Mass Update request for Batch Processing, refer to the section Validate and Post a Deferred Mass Update (Add) to complete the process at that time. The DataLoader Batch screen will open. If it is not already selected, click on Transaction List in the DataLoader Batch navigation tree. 14. Verify and review the allocation list. 15. If a change needs to be made to a field for a single allocation, refer to the section Changing a Field for One Allocation. ******************************************************************************** NOTES: Alumni Relations and Development 59 The University of Chicago Revised:

68 Chapter 4 Allocation and Stewardship 16. If an allocation needs to be deleted from the list, refer to the section Removing an Allocation. 17. Click on Validate on the Transaction List form header bar. 18. Click on OK to continue. 19. Click on Refresh on the Griffin page header. 20. Verify there are no errors. This will be located in the table on the top of the screen under Val Err. If the number is greater than 0, refer to the section Viewing and Correcting Errors. 21. Click on Post on the Transaction List form header. 22. Click on OK to continue. 60 Alumni Relations and Development Revised: The University of Chicago

69 Allocation and Stewardship Chapter Click on Refresh on the Griffin page header. 24. Verify the accuracy of the Mass Update (Add). View one or two allocations to verify you filled in the form correctly. Removing an Allocation 1. If needed, navigate to the DataLoader Batch screen for the Mass Update (Add) that contains the allocation to be removed. 2. If needed, click on Transaction List in the DataLoader Batch navigation tree. ******************************************************************************** NOTES: Alumni Relations and Development 61 The University of Chicago Revised:

70 Chapter 4 Allocation and Stewardship 3. Click on the elliptical button next to the allocation to be removed. 4. Click on Discard on the biographic data form header bar. 5. Click on the drop-down arrow next to Reason Code and select a reason the allocation is being removed from the list. 6. Type a descriptive comment as to why the allocation is being removed in the text box next to Comment. 7. Click on OK. The next allocation in the list will automatically be displayed. 8. Click on Transaction List in the DataLoader Batch navigation tree to return to the list of allocations. 62 Alumni Relations and Development Revised: The University of Chicago

71 Allocation and Stewardship Chapter 4 Changing a Field for One Allocation 1. If needed, navigate to the DataLoader Batch screen for the Mass Update (Add) that contains the allocation to have a field value(s) changed. 2. Click on Transaction List in the DataLoader Batch navigation tree. 3. Click on the elliptical button next to the allocation to be modified. 4. Make the necessary changes for that allocation on the data form. 5. Click on Validate on the biographic data form header bar. The next allocation in the list will be automatically displayed. ******************************************************************************** NOTES: Alumni Relations and Development 63 The University of Chicago Revised:

72 Chapter 4 Allocation and Stewardship 6. Click on Transaction List in the DataLoader Batch navigation tree to return to the list of allocations. 7. Click on Validate on the Transaction List form header bar. 8. Click on OK to continue. 9. Click on Refresh on the Griffin page header. 10. Verify there are no errors. This will be located in the table on the top of the screen under Val Err. If the number is greater than 0, refer to the section Viewing and Correcting Errors. 11. Click on Post on the Transaction List form header. 64 Alumni Relations and Development Revised: The University of Chicago

73 Allocation and Stewardship Chapter Click on OK to continue. 13. Click on Refresh on the Griffin page header. 14. Verify the accuracy of the Mass Update (Add). View one or two allocations to verify you filled in the form correctly. ******************************************************************************** NOTES: Alumni Relations and Development 65 The University of Chicago Revised:

74 Chapter 4 Allocation and Stewardship Viewing and Correcting Errors View the Error Log 1. Click on Error Log in the DataLoader Batch navigation tree. 2. Review the list of errors. Correct the Errors 1. Click on Transaction List in the DataLoader Batch navigation tree. 2. Click on Options on the Transaction List form header bar and then click on Search and Replace. 66 Alumni Relations and Development Revised: The University of Chicago

75 Allocation and Stewardship Chapter 4 3. Click on the drop-down arrow next to Type of Data and select the biographic data type for which you need to change. 4. Click on the drop-down arrow next to Column and select the field that you want to change the value on. ******************************************************************************** NOTES: Alumni Relations and Development 67 The University of Chicago Revised:

76 Chapter 4 Allocation and Stewardship 5. Type the value you want to replace in the text box next to Search for and the value you want to replace it with in the text box next to Replace With. The Search for and Replace With fields are case sensitive. For example, most predefined codes in Griffin are three-letter, capitalized values. DNR is Donor Relations. You must enter it as DNR not dnr. Date values are entered in the following format: MM/DD/YYYY. For example, September 19, 2009 would be entered as 09/19/ Click on Get Count. The number of records that contained the value to be replaced will display next to Get Count. 68 Alumni Relations and Development Revised: The University of Chicago

77 Allocation and Stewardship Chapter 4 7. Click on OK to accept count and change the old value to the new value. The Transaction List will display. 8. Click on Validate on the Transaction List form header bar. 9. Click on OK to continue. 10. Click on Refresh on the Griffin page header. ******************************************************************************** NOTES: Alumni Relations and Development 69 The University of Chicago Revised:

78 Chapter 4 Allocation and Stewardship 11. Verify there are no errors. This will be located in the table on the top of the screen under Val Err. If the number is greater than 0, refer to the section Viewing and Correcting Errors. 12. Click on Post on the Transaction List form header. 13. Click on OK to continue. 14. Click on Refresh on the Griffin page header. 15. Verify the accuracy of the Mass Update (Add). View one or two allocations to verify you filled in the form correctly. 70 Alumni Relations and Development Revised: The University of Chicago

79 Allocation and Stewardship Chapter 4 Changing Fields for All Allocations after Validation 1. If needed, navigate to the DataLoader Batch screen for the Mass Update (Add) that contains the field that needs to be changed. 2. Click on Transaction List in the navigation tree. 3. Click on Options on the Transaction List form header bar and then click on Search and Replace. ******************************************************************************** NOTES: Alumni Relations and Development 71 The University of Chicago Revised:

80 Chapter 4 Allocation and Stewardship 4. Click on the drop-down arrow next to Type of Data and select the biographic data type for which you need to change. 5. Click on the drop-down arrow next to Column and select the field that you want to change the value on. 6. Type the value you want to replace in the text box next to Search for and the value you want to replace it with in the text box next to Replace With. The Search for and Replace With fields are case sensitive. For example, most predefined codes in Griffin are three-letter, capitalized values. DNR is Donor Relations. You must enter it as DNR not dnr. 72 Alumni Relations and Development Revised: The University of Chicago

81 Allocation and Stewardship Chapter 4 Date values are entered in the following format: MM/DD/YYYY. For example, September 19, 2009 would be entered as 09/19/ Click on Get Count. The number of records that contained the value to be replaced will display next to Get Count. 8. Click on OK to accept count and change the old value to the new value. The Transaction List will display. ******************************************************************************** NOTES: Alumni Relations and Development 73 The University of Chicago Revised:

82 Chapter 4 Allocation and Stewardship 9. Click on Validate on the Transaction List form header bar. 10. Click on OK to continue. 11. Click on Refresh on the Griffin page header. 12. Verify there are no errors. This will be located in the table on the top of the screen under Val Err. If the number is greater than 0, refer to the section Viewing and Correcting Errors. 13. Click on Post on the Transaction List form header. 14. Click on OK to continue. 74 Alumni Relations and Development Revised: The University of Chicago

83 Allocation and Stewardship Chapter Click on Refresh on the Griffin page header. 16. Verify the accuracy of the Mass Update (Add). View one or two allocations to verify you filled in the form correctly. Validating and Posting a Deferred Mass Update (Add) 1. In Griffin, click on the Admin tab on the Griffin page header. ******************************************************************************** NOTES: Alumni Relations and Development 75 The University of Chicago Revised:

84 Chapter 4 Allocation and Stewardship 2. Type 41 in the text box next to Go To Application and click on Go or Type DLBS in the text box next to Go To Application and click on Go or Navigate to DataLoader - Batch List and click on the elliptical button next to it and click on Go. 3. Scroll through the list of saved batches and click on the elliptical button next to the batch you want to validate and post. Batches not previously validated and posted will be noted by Ready Unlocked under the Status Locked column. The DataLoader Batch screen will open. 4. Click on Transaction List in the DataLoader Batch navigation tree. 5. Verify and review the allocation list. 76 Alumni Relations and Development Revised: The University of Chicago

85 Allocation and Stewardship Chapter 4 6. If a change needs to be made to a field(s) for a single allocation, refer to the section Changing a Field for One Allocation. 7. If an allocation needs to be removed from the Mass Update (Add), refer to the section Removing an Allocation. 8. Click on Validate on the Transaction List form header bar. 9. Click on OK to continue. 10. Click on Refresh on the Griffin page header. 11. Verify there are no errors. This will be located in the table on the top of the screen under Val Err. If the number is greater than 0, refer to the section Viewing and Correcting Errors. ******************************************************************************** NOTES: Alumni Relations and Development 77 The University of Chicago Revised:

86 Chapter 4 Allocation and Stewardship 12. Click on Post on the Transaction List form header. 13. Click on OK to continue. 14. Click on Refresh on the Griffin page header. 15. Verify the accuracy of the Mass Update (Add). View one or two allocations to verify you filled in the form correctly. 78 Alumni Relations and Development Revised: The University of Chicago