Annual Fund and Appeal Headers

Transcription

1 Creating New Appeal Headers 1. Click the ADMIN tab on the main menu or press the F5 key. 2. Enter GAPPEALNEW in the text box next to Go To Application and click on Go. OR Type 3215 in the text box next to Go To Application and click on Go. OR You may also use the buttons to navigate to the Gift Appeal Header (New) row and click the elliptical button ( ) next to this entry. Note: The Gift Appeal Header (New) screen will open. 3. (Required) Enter the new appeal header s code in the Appeal Code field. Refer to chapter 2 in the Griffin Annual Fund manual and use the logic defined in the section: What is an Appeal Code? to build this code. 4. The Active box should be checked. DO NOT change this. Once an appeal header has been added to Griffin, it will always remain Active. 1 Revised: 10/7/09

2 5. (Required) Click on the drop-down arrow next to Group and select the value that represents the school/unit or segment within a school/unit that should be linked to this appeal header. 6. (Required) Type a 60-character or less description/explanation of this appeal header in the text box next to Description. Note: This should provide sufficient information to define the appeal to allow users to clearly understand the appeal s purpose, targeted segment, etc. It should include fiscal year, the school or unit and specific text about the segment, etc. This description will appear in Griffin drop down lists and various Griffin reports. (Some examples would be March 2009 Booth Telefund, FY09 SYB Reactiv July GRAD HUM 1YR SYB $1 - $999, and FY2009 Lab School New Parent Mailing.) Note that only 25 characters display in the Description box on this form. Other Griffin drop down lists and reports will display up to 60 characters. 7. (Required) Click on the drop-down arrow next to Type and choose the value that defines the method by which this appeal will be distributed. Examples include Letter, , and Telephone. 8. (Optional) If you want to identify a University of Chicago representative as a contact for this appeal, position your cursor in the Contact ID field. If you know the contact s entity id, type it here. If you do not know the contact s id, press F2 to perform a GrifFind search to locate their entity record. After you find the record through GrifFind, click the ellipsis ( ) beside their name on the GrifFind results page. This will populate the Contact ID field on the Gift Appeal Header (New) form. 9. (Required) Click on the drop-down arrow next to Start and select the date that the school/unit started using this appeal/solicitation or type the date in the text box using the format: MM/DD/YYYY. 10. (Optional) If you are adding an appeal header for historical purposes and it is no longer used for active solicitations, you might want to add data in the Stop field. Click on the drop-down arrow next to Stop and select the date that the school/unit ceased using this appeal/solicitation. It is recommended that schools/units record a Stop Date to indicate that an appeal is no longer in use. When updating this field, DO NOT remove the X from the Active checkbox. 11. (Optional) Type the number of appeals sent in the #Sent field. 12. (Optional) Type the number of entities solicited in the #Solicited field. 13. (Optional) In the Comment field, enter any additional information that will be helpful in defining, describing or understanding this appeal. 14. (Optional) In the Postal Cost field, you can enter the cost to mail one piece of this appeal (e.g..10). 15. (Optional) In the Phone Cost field, you can enter the cost to phone one prospect for this appeal. 16. (Optional) Type the amount used for staffing related to this appeal in the Staffing Cost field. 17. (Optional) In the Vendor Cost field, enter the cost paid to a vendor to produce/process one piece of this appeal. 18. Click on Save on the Gift Appeal Detail form header. 2 Revised: 10/7/09

3 Viewing Appeal Headers Griffin Training Materials and Information: Locating and Opening an Appeal Header To perform a GrifFind for an Appeal Header: 1. Click the GrifFind tab on the main menu of any application page. 2. Click the drop-down arrow next to Search Type and select Gift Appeal Headers. Note: The values next to Result Type and Search Criteria will default to Gift Appeal List and Quick Lookup, respectively. These are the correct values, so do not change them. 3. You now need to enter the search criteria that will instruct Griffin to select the records that you are seeking. You do this by populating the label options that are located under the Query form. 4. After you have entered all of your search criteria, click on Search. Note: The number of results that match your criteria will be displayed next to the Retrieve button. 5. Click on Retrieve. Note: The Retrieval Options value should be set to Display or Display List. Clipboard options are not valid with this search type. 6. If the Lookups screen opens, click the elliptical button ( ) next to the row to open its Gift Appeal Detail form. 3 Revised: 10/7/09

4 Gift Appeal Header Search Labels Label Definition Notes about Querying on this Field Is Appeal Active? Appeal Headers recorded in Griffin will always remain Active This will default to Yes. Do not change this. Appeal Code 1 st position U of C School/Unit 2 nd position Fiscal Year of Solicitation 3 rd -5 th positions Defined by individual school/unit (see the Griffin Annual Fund Training Manual Appendix A for specifics about these codes) ** Note that Appeal Codes converted from ADDS do not conform to this code structure Use the Begins With operator in conjunction with the 1 character school/unit code and 1 character fiscal year code to select all appeals for a specific school/unit and fiscal year. See example below Use Wildcards such as _ to indicate GrifFind should return records with any value in that position. For example, begins with _A will return all Appeal Headers with an A in the Fiscal Year (2 nd ) position Appeal Group The school/unit responsible for this appeal or a group or unit within the school/unit that is identified in the 1 st position of the Appeal Code. All Appeal Headers that converted from ADDS will have a Group = Converted Appeals If you want to exclude Appeal Headers converted from ADDS, use operator is not (not equals) and choose Converted Appeals from the drop down list of values If you need to use this field for inclusionary purposes and you also want to exclude converted Appeal Codes, you can use the Start and Stop Date fields to exclude converted Headers Appeal Type The vehicle used for the solicitation. Examples include Letter, Telephone, and Appeal Description The information that will display in Griffin and various Griffin reports when this Appeal Header is listed/referenced. This should clearly define the appeal, and it should include the fiscal year, school/unit and text describing specifics for this header/code. An example would be FY2008 Law School September Mailing Contains is the only available operator Your criteria should be text that is used to describe the Appeal Header. If you know that this is a SYBUNT appeal, you might type SYB in this field as part of your search criteria. Start Date The date that the school/unit started using this appeal/solicitation Appeals Headers with a Start Date on or after July 1, 2008 represent non-converted appeals Note that GrifFind allows you to use an operator of is between and enter a range of start dates. Stop Date The date that the school/unit ceased using this appeal/solicitation. It is recommended that schools/units record a Stop Date to indicate that an appeal is no longer in use. If you want to exclude past (not currently in use) Appeal Headers, use Stop Date criteria. Note that GrifFind allows you to use an operator of is between and enter a range of start dates. 4 Revised: 10/7/09

5 Navigating the Appeal Header Screens Gift Appeal Header Detail This is the view that defaults when you access the Gift Appeal Header Detail page. This displays all information recorded for the Gift Appeal Header. See the table below for a list of the fields and their descriptions. Field Label Appeal Code (required) Active (required) Group (required) Type (required) Description (required) Contact ID Start (required) Stop #Sent #Solicited Comment Postal Cost Phone Cost Staffing Cost Vendor Cost Total Cost Definition The 5 character code that identifies the solicitation effort. 1 st position Univ. of Chicago School/Unit 2 nd position Fiscal Year of Solicitation 3 rd -5 th positions Defined by individual school/unit (see the Griffin Annual Fund Training Manual Appendix A for specifics about these codes) Appeal Headers recorded in Griffin will remain Active forever. For this reason, this box should always have an X in it The school/unit responsible for this appeal or a group or unit within the school/unit that is identified in the 1 st position of the Appeal Code. All Appeal Headers that converted from ADDS will have a Group = Converted Appeals The vehicle used for the solicitation. Examples include Letter, Telephone, and The information that will display in Griffin and various Griffin reports when this Appeal Header is listed/referenced. This should clearly define the appeal. Description should include the fiscal year, school/unit and text describing specifics for this header/code. An example would be FY2008 Law School September Mailing Entity ID and name of the staff member responsible for this appeal The date that the school/unit started using this appeal/solicitation The date that the school/unit ceased using this appeal/solicitation. It is recommended that schools/units record a Stop Date to indicate that an appeal is no longer in use. When updating this field, DO NOT remove the X from the Active checkbox. The number of appeals of this type sent. The number of prospects/entities solicited using this appeal. Any additional information that will be helpful in defining, describing or understanding this appeal The cost to mail 1 piece of this appeal The cost to phone 1 prospect for this appeal The cost to staff one piece of this appeal. The cost paid to a vendor to produce/process 1 piece of this appeal The sum of the costs associated with one piece of this appeal. 5 Revised: 10/7/09

6 Gift Appeal Header Statistics The Statistics page(pictured on next page has 4 sections: Raised (Accrual Method) This shows dollar amounts and counts of monies committed (outright gifts, commitments, matching gifts). These are subtotaled by transaction type. These values are generated by the Appeal Codes placed on the gifts and pledges when they are entered into Griffin. This section will not show pledge payments. Pledge payments will be displayed in the Received (Cash Method) section of the report. Received (Cash Method) This shows dollars amounts and counts of monies actually received (outright gifts, payments on pledges, matching gifts). These are subtotaled by transaction type. These values are generated by the Appeal Codes placed on the gifts and pledge payments when they are entered into Griffin. This section will not show pledges. Full pledge amounts will be displayed in the Raised (Accrual Method) section of the report. Expenses These amounts come directly from the Appeal Header form. They represent various types of costs per appeal. These values are generated from the corresponding fields on the Appeal Header Detail form. They will only be displayed if the values were entered in the Appeal Header Details form. If no value was entered, the amount displayed will be Statistics The University of Chicago is not recording Appeals directly on the Griffin entity record. Appeals will be linked to an entity only when an entity makes a contribution as a result of an appeal. Hence, only the #Sent and #Solicited fields (which are recorded on the Appeal Header) will contain data. These values are generated from the corresponding fields on the Appeal Header Detail form. They will only be displayed if the values were entered in the Appeal Header Details form. If no value was entered, the amount displayed will be 0. 6 Revised: 10/7/09

7 7 Revised: 10/7/09

8 Updating Existing Appeal Headers In order to update information about an existing appeal header, you must access the Gift Appeal Detail form. (See the Locating and Opening an Appeal Header section in the Griffin Annual Fund manual.) To Update an Existing Appeal Header: 1. Position your cursor in the field that you need to update and make the necessary changes. 2. Repeat Step 1 above for each field/label you need to update. 3. After making all of your updates, click on Save on the Gift Appeal Detail form header bar. 8 Revised: 10/7/09

9 Finding Contributions Griffin Training Materials and Information: If Gift and Record Services (GRS) has linked an Appeal to a contribution, you can perform a GrifFind search to locate the transaction and any others that resulted from the specified appeal. To do this: 1. Click the GrifFind tab on the Main Menu of any application page. 2. Click on the drop-down arrow next to Search Type and click on Giving Transaction. 3. The values next to Result Type and Search Criteria will default to Giving Transaction List and Quick Lookup, respectively. 4. Click on the drop-down arrow next to Gift Appeal (or Pledge Appeal if you are searching for Pledges) in the Query form and select the Appeal Header Description for the appeal header whose contributions you want to find. 5. If you want to select transactions that resulted from more than one appeal code, change the Gift/Pledge Appeal operator to is any one of the following and choose multiple values from the drop down list. 6. Enter any other search criteria that transactions should meet in order to qualify for your GrifFind (e.g. transaction type, date parameters, etc.). Note that you may need to perform an Advanced GrifFind in order to use criteria labels that are not available on the Quick Lookup (see the Search Criteria drop down box) Query form. If you need basic information about using GrifFind, please refer to the GrifFind training Manual. 7. When you have entered all of the necessary criteria, click on Search to execute your GrifFind. 8. Click on the drop-down arrow enxt to Retrieval Options and click on the desired value for how you will see or process the results of your query. For more information on these choices, please refer to the online help for GrifFind Retrieval Option Values and Usage. 9. Click on Retrieve to return the transactions that meet your search criteria. Griffin will return the transactions in the format you indicated next to Retrieval Options (Display List, etc.). Note: If you need basic information about using GrifFind, please refer to the GrifFind, Clipboard, Mailer, and Reports training manual. 9 Revised: 10/7/09

10 Finding Entities If GRS has linked transactions to an appeal, you can perform a GrifFind search to locate the entities that made those donations. To do this: 1. Click the GrifFind tab on the main menu of any application page. 2. Click on the drop-down arrow next to Search Type and click on Giving Transaction. 3. Click on the drop-down arrow next to Result Type and click on either Entity List or Entity List (all related donors). Note: Entity List will return the entity id of the primary donor linked to each qualifying transaction. Entity List (all related donors) will return the entity ids of all donors linked to the qualifying transactions. Note: The combination of steps #2 and #3 instruct GrifFind to query based on transaction criteria, but return entity ids instead of receipt numbers when you click on Retrieve at the end of your GrifFind. 4. Click on the drop-down arrow next to Gift Appeal (or Pledge Appeal if you are searching for Pledges) in the Query form and select the appeal header description for the appeal header whose contributions you want to find. 5. If you want to select transactions that resulted from more than one appeal code, change the Gift/Pledge Appeal operator to is any one of the following and choose multiple values from the drop down list. 6. Enter any other search criteria that transactions should meet in order to qualify for your GrifFind (e.g. transaction type, date parameters, etc.). Note that you may need to perform an Advanced GrifFind in order to use criteria labels that are not available on the Quick Lookup (see the Search Criteria drop down box) Query form. If you need basic information about using GrifFind, please refer to the GrifFind training Manual. 7. When you have entered all of the necessary criteria, click on Search to execute your GrifFind. 8. Click on the drop-down arrow next to Retrieval Options and click on the desired value for how you will see or process the results of your query. For more information on these choices, please refer to the online help for GrifFind Retrieval Option Values and Usage. 9. Click on Retrieve to return the transactions that meet your search criteria. Griffin will return the transactions in the format you indicated next to Retrieval Options (Display List, etc.). Note: If you need basic information about using GrifFind, please refer to the GrifFind, Clipboard, Mailer, and Reports training manual. 10 Revised: 10/7/09

11 Viewing an Appeal on a Transaction When viewing a transaction, click the Donors-Allocations link on the Gift (or Pledge) navigation tree to access the Gift (or Pledge) Associated Donors form. The description/name of the appeal will appear beside the Appeal label. 11 Revised: 10/7/09

12 Annual Fund Specific Special Handling Special handling refers to special alerts, contact indicators and preferences about how or if an entity should be contacted for solicitations, mailings, invitations, etc. These special handling tags are found on an entity s record. Entities can not only specify their wishes regarding contact from the University and/or specific programs, but they can make those requests targeted toward a specific Annual Fund at the University. Entities may request not to be solicited by an Annual Fund. Although meets the definition of special handling, it is not recorded on the Special Handling Form. It is recorded on the Mail List form. Where is the Annual Fund Special Handling Preferences Located on an Entity s Record? If an entity has any type of Annual Fund specific special handling on their record, it will be listed in the Mail List form on the entity record. If you are preparing a solicitation or contact with entities that will be sent from an Annual Fund, your GrifFind should include, at the end, a minus of Mailing List No Solicit Annual Fund and the appropriate Program Source. View Annual Fund - Special Handling Note: You must first be on the entity s record that you want to view the special handling for. 1. Click on the arrow next to Biographic in the Nav tree. 2. Click on Mailing Lists. 3. Click on the row of the mailing list that you want to view. How do I Get a List of All Entities that have Special Handling with a Specific Annual Fund? 1. Open GrifFind. 2. Set the following on the main GrifFind form. Search Type: Entity Result Type: Entity List Search Criteria: Mailing List 3. Click on the drop-down arrow next to Mailing List Name (is exactly) and select No Solicit Annual Fund. 4. Click on the drop-down arrow next to Mailing List Prg Source (is exactly) and select the desired program. 5. Click on Search. 6. Select the desired retrieval method. 7. Click on Retrieve. 12 Revised: 10/7/09

13 Finding Constituents Annual Fund appeals are segmented by many different factors such as past giving status, affinity, generation (age), relationship to the University (alumnus/a, parents, etc.), etc. Schools and units will segment their appeals differently in order to best target their donors. Refer to the GrifFind, Clipboard, Mailer, and Reports QRC for detailed information on performing these GrifFinds Common Constituents Types LYBUNT (Last Year But Unfortunately Not This [Year]) These are donors who gave in the previous fiscal year, but have not yet made a contribution in the current fiscal year. LYBUNTS can be defined based on University-wide giving or giving to a specific school or unit. SYBUNT (Some Year But Unfortunately Not This [Year]) These are typically donors who have not given this year, did not give last year (they would be a LYBUNT if they had), but have given at some time prior. Some schools and units define some year more specifically than this. They might define it as some time in the last 5 years. SYBUNTS can be defined based on University-wide giving or giving to a specific school or unit. Never Donated These are prospects who have never made a charitable contribution. This can be based on University-wide giving (never given to any University school/unit) or giving to a specific school or unit (never given to a specific school/unit) Alumni Different schools and units will define and solicit Alumni differently. They have the following Griffin information to use: o On a University-wide level, all entities that have received a degree from the University have a Record Type of Degreed Alumni, all entities that attended the University but never received a degree have a Record Type of Non-Degreed Alumni, and entities that graduated from the Lab School have a Record Type of Degreed Lab Graduate. o Entities with a Record Type of Degreed Alumni, Non-Degreed Alumni or Lab School Graduate have degree information recorded on the Degrees page. Entities that did not graduate are distinguished by a Degree Type of EX on the related Degree row. Non-Degreed alumni do not have a Degree Year record on their degree record. o Entities with a Record Type of Degreed Alumni, Non-Degreed Alumni or Lab School Graduate have information recorded on the Affiliations page in rows designated by an Affil Level of Class Year. An Affil Code and related Affil Year are recorded in each of these rows to identify the school and class year with which the person is affiliated. Mailing List inclusion University of Chicago schools and units can maintain Mailing Lists. Mailing Lists can identify entities that should receive certain publications, appeals and other communications or they can identify entities that have been past donors or are otherwise interested in a particular program. 13 Revised: 10/7/09