BCRM REFERENCE GUIDE. Reference Guide for the Junior Achievement Constituency Relationship Management System. Version 4.0

Transcription

1 BCRM REFERENCE GUIDE Reference Guide for the Junior Achievement Constituency Relationship Management System Version 4.0

2 Copyright 2017 Junior Achievement USA Colorado Springs, Colorado All rights reserved. Any text of this publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storing in an information-retrieval system, or otherwise except with the permission of Junior Achievement USA.

3 Table of Contents BCRM Reference Guide Table of Contents USING THE BCRM REFERENCE GUIDE... 6 BCRM TRAINING LABS... 7 CHAPTER 1 INTRODUCTION TO BCRM... 8 BCRM USER INTERFACE... 9 BCRM STANDARD NAMING CONVENTIONS BASIC NAVIGATION IN BCRM Lab 1 Basic Navigation CHAPTER 2 CONSTITUENT MANAGEMENT CONSTITUENT MANAGEMENT TERMS REAL-TIME DATA MANAGEMENT BENEFITS OF STANDARD DATA MANAGEMENT PROCESS BUSINESS PROCESSES POLICIES AND STANDARDS FOR CONSTITUENTS Lab 2 Organization and Individual Constituents CHAPTER 3 DONOR CONSTITUENTS DONOR TERMS REAL-TIME DATA MANAGEMENT BENEFITS OF STANDARD DATA MANAGEMENT PROCESS BUSINESS PROCESSES POLICIES AND STANDARDS FOR DONOR MANAGEMENT Lab 3 Major Donors Lab 4 General Donors Lab 5 Funding Contacts Lab 6 Individual Donors CHAPTER 4 PROGRAM CONSTITUENTS REAL-TIME DATA MANAGEMENT BENEFITS OF STANDARD DATA MANAGEMENT PROCESS BUSINESS PROCESSES POLICIES AND STANDARDS FOR PROGRAM CONSTITUENTS Lab 7 School Districts and Schools Lab 8 School Administrators and Coordinators Lab 9 Educators Lab 10 Volunteer Organizations Lab 11 Volunteer Coordinators Lab 12 Volunteers CHAPTER 5 CLASS MANAGEMENT CLASS MANAGEMENT TERMS REAL-TIME DATA MANAGEMENT BENEFITS OF STANDARD DATA MANAGEMENT PROCESS BUSINESS PROCESSES POLICIES AND STANDARDS FOR CLASS MANAGEMENT

4 BCRM Reference Guide Table of Contents 2 Lab 13 Adding Classes Lab 14 Class Matching Lab 15 Copying Classes in Bulk Lab 16 Managing Classes CHAPTER 6 FUNDRAISING MANAGEMENT APPEAL MANAGEMENT APPEAL TERMS REAL-TIME DATA MANAGEMENT BENEFITS OF STANDARD DATA MANAGEMENT PROCESS BUSINESS PROCESSES POLICIES AND STANDARDS FOR APPEALS PROSPECT MANAGEMENT PROSPECT MANAGEMENT TERMS REAL-TIME DATA MANAGEMENT BENEFITS OF STANDARD DATA MANAGEMENT PROCESS BUSINESS PROCESSES POLICIES AND STANDARDS FOR PROSPECT MANAGEMENT Lab 17 Appeals Lab 18 Prospect Management CHAPTER 7 REVENUE MANAGEMENT REVENUE MANAGEMENT TERMS REAL-TIME DATA MANAGEMENT BENEFITS OF STANDARD DATA MANAGEMENT PROCESS BUSINESS PROCESSES POLICIES AND STANDARDS FOR REVENUE MANAGEMENT Lab 19 Pledge Batches Lab 20 Cash and Check Batches Lab 21 Gift-in-Kind Batches Lab 22 Deposit Process Lab 23 GL Posting Process Lab 24 Adjusting Revenue CHAPTER 8 BOARD MANAGEMENT REAL-TIME DATA MANAGEMENT BENEFITS OF STANDARD DATA MANAGEMENT PROCESS BUSINESS PROCESSES POLICIES AND STANDARDS FOR BOARD MANAGEMENT Lab 25 Board Committees Lab 26 Board Members CHAPTER 9 PROGRAM MANAGEMENT BATCHES VOLUNTEER BATCH ENTRY EDUCATOR BATCH ENTRY CLASS BATCH ENTRY Lab 27 Volunteer Batches Lab 28 Educator Batches Lab 29 Class Batches CHAPTER 10 VOLUNTEER RECRUITMENT

5 Table of Contents BCRM Reference Guide VOLUNTEER PROSPECT PLANS VOLUNTEER SPONSORSHIP OPPORTUNITIES MY FUNDRAISER PAGE FOR VOLUNTEER AND CLASS MANAGEMENT Lab 30 Volunteer Prospect Plan Lab 31 Volunteer Sponsorship Lab 32 My Fundraiser Page CHAPTER 11 QUERIES AND OUTPUT AD-HOC QUERIES SELECTION QUERIES MERGED SELECTIONS EXPORT PROCESSES REPORTS TOP REPORTS AND QUERIES IN BCRM CHAPTER 12 COMMUNICATIONS ACKNOWLEDGEMENT LETTERS EXPORT DEFINITIONS PREPARING THE MERGE FIELDS ADDING THE ACKNOWLEDGEMENT PROCESS RUNNING THE ACKNOWLEDGEMENT PROCESS PLEDGE REMINDERS CREATING THE EXPORT DEFINITION PREPARING THE MERGE FIELDS ADDING THE PLEDGE REMINDER PROCESS RUNNING THE REMINDER PROCESS CUSTOM (PROGRAM) CORRESPONDENCE ADDING THE TEMPLATE TO BCRM COPY THE QUERY FOR THE LETTER ADDING THE CUSTOM CORRESPONDENCE PROCESS RUNNING THE CUSTOM CORRESPONDENCE PROCESS ING COMMUNICATIONS CHAPTER 13 GRANTS GRANTOR RECORDS GRANT PROGRAMS FUNDING PLANS Lab 33 Grantors Lab 34 Grant Programs Lab 35 Funding Plans Lab 36 Funding Requests CHAPTER 14 MAJOR GIVING CHAPTER 15 COPY CAMPAIGNS Lab 37 Copy Campaigns

6 BCRM Reference Guide Table of Contents CHAPTER 16 IMPORTING CONSTITUENTS PROCESS GENERATING THE IMPORT FILE ORGANIZATION IMPORT TEMPLATE INDIVIDUAL TEMPLATE VOLUNTEER TEMPLATE EDUCATOR TEMPLATE CREATING THE IMPORT PROCESS RUNNING THE IMPORT PROCESS IMPORT USAGE AGREEMENT CHAPTER 17 EVENTS EVENT MANAGEMENT Lab 38 Event Management CHAPTER 18 BCRM TERMS List of BCRM Training Labs Lab 1 Basic Navigation Lab 2 Organization and Individual Constituents Lab 3 Major Donors Lab 4 General Donors Lab 5 Funding Contacts Lab 6 Individual Donors Lab 7 School Districts and Schools Lab 8 School Administrators and Coordinators Lab 9 Educators Lab 10 Volunteer Organizations Lab 11 Volunteer Coordinators Lab 12 Volunteers Lab 13 Adding Classes Lab 14 Class Matching Lab 15 Copying Classes in Bulk Lab 16 Managing Classes Lab 17 Appeals Lab 18 Prospect Management Lab 19 Pledge Batches Lab 20 Cash and Check Batches Lab 21 Gift-in-Kind Batches Lab 22 Deposit Process

7 Table of Contents BCRM Reference Guide Lab 23 GL Posting Process Lab 24 Adjusting Revenue Lab 25 Board Committees Lab 26 Board Members Lab 27 Volunteer Batches Lab 28 Educator Batches Lab 29 Class Batches Lab 30 Volunteer Prospect Plan Lab 31 Volunteer Sponsorship Lab 32 My Fundraiser Page Lab 33 Grantors Lab 34 Grant Programs Lab 35 Funding Plans Lab 36 Funding Requests Lab 37 Copy Campaigns Lab 38 Event Management

8 BCRM Reference Guide Using the BCRM Reference Guide Using the BCRM Reference Guide The Junior Achievement (JA) Blackbaud Constituency Relationship Management (BCRM) Reference Guide provides information and practice labs for JA Area standard processes. This guide should be used for initial BCRM training during implementation, onboarding new Staff members, re-training Staff, and reference material for daily operational activities. For purposes of the JA BCRM Reference Guide, the JA Area Staff responsibilities are listed in the table below. In many cases a Staff member will have overlapping areas of responsibility and be required to understand the business processes and BCRM solutions for multiple areas. Each section contains general information, policies, standards, and procedures (labs). The role of the user determines which sections will need to be covered in training. Use the following table to determine training concentration per user role: Functional area of responsibility Management Fundraising Management (aka) Resource Generation Program Management Revenue Management Section Introduction to BCRM Constituent Management Board Management Introduction to BCRM Constituent Management Donor Constituents Fundraising Management Board Management Grants Major Giving Copy Campaigns Events Introduction to BCRM Constituent Management Program Constituents Class Management Program Management Batches Volunteer Recruitment Communications Introduction to BCRM Constituent Management Donor Constituents Fundraising Management Revenue Management Communications 6

9 Using the BCRM Reference Guide BCRM Reference Guide BCRM Training Labs Practice labs are intended to increase understanding of the business process enabled in BCRM as well as the navigation of BCRM. Labs can be used independently, but the most benefit is gained when used in sequential order. To access the training environment go to and select from Other Environments, Stage. Do NOT use the Production Environment to conduct any lab. 7

10 BCRM Reference Guide Chapter 1 Introduction to BCRM Chapter 1 Introduction to BCRM Welcome to our JA BCRM Reference Guide. This guide will help you navigate through our Enterprise Database System. All JA Areas will utilize the same system, although users will only have access to individual JA Area data. The system is secure and cannot be accessed outside of JA. Standard business processes have been enabled in BCRM and should be followed, this allows for standard real-time reporting and better support from JA USA to the JA Area. Some terminology in BCRM and in reference to JA business processes may be unfamiliar. While not every field is included, a glossary of terms specific to the topic is in each chapter and again at the end of the manual. Standardization of naming conventions is an important part of BCRM and JA business processes. Familiarization with both the terms and the naming conventions will help the user navigate through the system effectively. 8

11 Chapter 1 Introduction to BCRM BCRM Reference Guide BCRM User Interface Throughout this reference guide various areas of the screen will be referenced to by specific terms. The following images label these specific parts of the BCRM User Interface. Header Navigation Bar Side Panel Page 9

12 BCRM Reference Guide Chapter 1 Introduction to BCRM Quick Search User Account Tasks Summary Tiles Shortcuts and History Tabs & Subtabs Area of Screen Header Navigation Bar Page Side Panel Quick Search Purpose and what is found there Used to access the following functionality: Quick Search User Account Provides direct links to Functional Areas. Provides a display area of all of the information related to the record being shown. Provides links to commonly used tasks, shortcuts and history (Note that tasks are not always visible on every page). Where a User can use the drop down to select a content type, enter text, and execute a search. Matching results are returned on a separate page. Search matches will navigate you directly to the applicable record. 10

13 Chapter 1 Introduction to BCRM BCRM Reference Guide Area of Screen User Account Tasks Shortcuts and History Tabs and Sub-tabs Summary Tiles Purpose and what is found there Selecting the Add button will navigate you to the Add Screen associated with the selected content type Content Types Application Features RSS Feeds Appeals Banks Campaigns Constituents Deposits Logout of BCRM. Links to commonly used tasks based on the current page. Ability to view and modify shortcuts previously added, along with recently accessed files and searches Displays detailed information regarding the current record Displays general record information displayed as grouped tabs BCRM Standard Naming Conventions Consistent recommended naming conventions help to organize tools in BCRM and eliminate confusion. Hyphens should be used for easy recognition of naming elements. Required conventions do not allow for the JA Area to use any other naming convention. Required conventions are used in system functionality or reporting. Recommended conventions are proven to be helpful to the user in identifying user-specific processes or data in BCRM. The following table will help the user identify the naming conventions used in day-to-day work in BCRM. 11

14 BCRM Reference Guide Chapter 1 Introduction to BCRM Table 1: BCRM Standard Naming Conventions Item Appeals Campaigns Capstone Prospect Plan Class Name Corporate Naming Convention Events Naming Convention Recommended Format Formatting: [JA Area abbreviation]-[4-digit year]-[description] Example: JASD-2018-October Board Appeal (Year reference may refer to a calendar or a fiscal year based on local business processes.) Required Format Formatting: FY[2-digit fiscal year] [JA Area abbreviation] [Subsite abbreviation] [Campaign abbreviation] [Sub-campaign abbreviation] Example: FY18 JAMGL UP Individual (Campaigns will be entered each year.) Recommended Format Formatting: Capstone-[Prospect Plan name]-fy[2-digit fiscal year] Example: Capstone-Jefferson Middle School-FY18 Recommended Format Formatting: [Educator last name]-[school abbreviation]- [Semester abbreviation][2-digit year] Example: Arrington-AHS-F18 Required Format JA Major Donor Organizations List A list is sent out each spring with the official names of the organizations that will be included on the Major Donor Survey, instructions are included for updating the corporation name as needed. For other organizations the standard is to use the legal corporate name. Required Format Formatting: [4-digit fiscal year]-[sub-site]-[name of event] Example: 2018-Beaumont-Bowl-a-thon 12

15 Chapter 1 Introduction to BCRM BCRM Reference Guide Table 1: BCRM Standard Naming Conventions Item Export Definitions Export Processes General Ledger Deposit Process Grant Program Titles Letter Templates Opportunities Naming Convention Recommended Format Formatting: [JA Area or sub-site]-[creator initials]-[purpose or title] Example: Atlanta-AM-Teacher Mailing In addition, creator may append with Export Definition. For example: Atlanta-AM-Teacher Mailing Export Definition This is similar to the naming convention for queries (see following item, detailed in Outputs ). Export Definitions can be used for multiple mailings, so it is recommended to keep the naming convention broad unless the definition is for a very specific purpose. Required Format Formatting: [JA Area or sub-site]-[creator initials]-[purpose]- [Output expected] Example: Atlanta-NG-Board Member-Invitation Description field: It is highly recommended to use the description field to give detail on what the export is for, in order to use it again with a summary of output fields. Required Format Formatting: [JA Area] [Sub-site] Deposit Process Example: JAGA Atlanta Deposit Process Recommended Format Formatting: [4-digit fiscal year] [Sub-site] [Name of grant program] Example: 2018 Houston Exxon Mobile Grant Program Required Format Formatting: [JA Area or sub-site]-[creator initials]-[purpose]- [Output expected] Example: Houston-KP-CFK-First appeal letter Description field: It is highly recommended to use the description field to give detail on what the letter is for. Recommended Format The name should be reflective of the opportunity you are selling. 13

16 BCRM Reference Guide Chapter 1 Introduction to BCRM Table 1: BCRM Standard Naming Conventions Item Outputs (Queries, Reports, Export Definitions, Smart Queries, Smart Fields, Letters, etc.) Prospect Plans Naming Convention Recommended Format Formatting: [JA Area or sub-site]-[creator initials]-[title for the output] Example: Houston-HZ-Active Board Member Contact Information The title should be a short description about the query. The query title should also include any specific date ranges that are in the query criteria, such as the fiscal or program year if set within the query's filters. Use the description field in further identifying the query and to provide details for the reason of the query. See individual sections on Letter Templates and Export Definitions in the preceding sections of this table for more guidance. Recommended Format Formatting: [4-digit year]-[name of the plan template] Example: 2018-Indv Prospect Plan (Year reference may refer to a calendar or a fiscal year based on individual business processes.) Close out the plan each year and reopen the next year with a new plan. 14

17 Chapter 1 Introduction to BCRM BCRM Reference Guide Basic Navigation in BCRM BCRM is a browser-based system, and is compatible with all browsers including Chrome, Edge, Firefox, Internet Explorer, and Safari. Data in BCRM is organized into functional areas, clicking on the arrow next to the title of the functional area shows a view of all options and tasks that are available in that area. Shortcuts allow the user to add frequently accessed pages or tasks. Recent searches maintain the previous search results. Recently accessed records are hyperlinks for easy navigation back to the record. The Home page is specific to the user and may be customized to include only those tasks and pages the user accesses most often. 15

18 BCRM Reference Guide Chapter 1 Introduction to BCRM All views contain summary information at the top of the page. The following summary information is organized into tabs, which allows for quick access to relevant information and tasks. Column width may be adjusted and the system will retain those changes. Many areas of BCRM allow for quick access to records by clicking a hyperlink. The image to the right shows a Constituent search. Notice the row is a link to the Constituent s record. The Quick Search function can be used to look up a Constituent or other information. Entering a Constituent name or lookup ID will conduct a search for that Constituent. The area of the system you are searching can be adjusted by selecting the drop down menu. 16

19 Lab 1 Basic Navigation BCRM Reference Guide Lab 1 Basic Navigation The following training lab will aid the user in learning basic navigation. Do NOT use the Production Environment to conduct this or any lab. For more information, refer to Basic Navigation e-learning module. Lab 1 Basic Navigation Task Navigate through Functional Areas Access to functional areas is found in the navigation bar, beneath the Blackbaud CRM logo. Click the drop down menu to the right of Program Management to view the tasks associated with Program management. Click the functional area title to display the area s page. Select other functional areas from the navigation bar. Each functional area has specific tasks associated with it and is accessed by either using the drop down menu or selecting the functional area name. Depending on individual screen resolution, you may need to select the double-arrow on the far right of the screen to expand the list of functional areas. Use the Home Page Click the Home functional area on the navigation bar. This is the screen that appears when a user first signs in and can be customized to show the most common tasks or functional areas the user most often interacts with. Click the Customize link to the right of the Home icon. Using the functional area group on the left, select Constituents. Notice the Task group on the right has updated to reflect your selection. Check the Show checkboxes next to a few of the Constituent tasks on the right. Click Save. Notice the items you checked are now visible on your Home page screen. Shortcuts On the left of your window are Shortcuts, Recent searches, and Recently accessed. These sections are available from all pages allowing quick and easy navigation. 17

20 BCRM Reference Guide Lab 1 Basic Navigation Lab 1 Basic Navigation Task 4 Click Manage my shortcuts from the Shortcuts menu located in the side panel on the left. Click Add a task. Using the Functional area section on the left, select Constituents. Check the Show checkbox next to Constituent search. Select Save. A Constituent search shortcut has been added to the left. You can also add a shortcut to any other tasks or pages. Click the Constituent search shortcut from the side panel on the left. Click the Search button. Select any record that is returned. Select your Internet browser s back button. Notice on the left, under Recent searches, you will see Constituent search, and under Recently accessed, you will see the Constituent record you just accessed. View a Record Record navigation is the same across BCRM. Blue words are links that will take the user to that task, record, or view. All records have the same column formatting and similar Add, Filter, and Export buttons. Select Constituent search from your shortcuts. If you previously entered any search terms, those terms will be retained. Search for and select a Constituent record with populated information in the address column of the search Results. All records will have a series of tabs that contain different information. Select the Contact tab. The system defaults to the first tab being enabled. To add contact information click Add. The Address and Details tabs contain information that can be updated for the contact. Click Cancel. In the Addresses section, select Filters. Filters are found on many sections of information. Filters change the view of the data. You will find relevant filters for that data list. 18

21 Chapter 2 Constituent Management BCRM Reference Guide Chapter 2 Constituent Management At JA, Constituents are the cornerstone of everything we do. They are our Donors, Board Members, and Board Organizations. A large numbers of Volunteers are also provided by corporate entities. Constituents also include schools and Educators who have JA in their classroom. We may also work with groups or committees that help move our mission forward, like a Board of Directors or an Outreach Committee. These are all Constituents we work with every day, and they are our lifeblood. 19

22 BCRM Reference Guide Chapter 2 Constituent Management All processes in BCRM start with a Constituent, whether it is a Donor, Educator, Volunteer, Board Member, or the Board of Directors. There is not a process in the system that does not revolve around the people and organizations that JA Area s work with on a daily basis. Constituent record types in BCRM include: Individuals Organizations Households Groups and Committees Real-time data for Constituents is available at any time through the BCRM Constituent Management standard processes, this requires the JA Area Staff to manage all Constituents in BCRM. Constituent Management Terms Table 2: Constituent Terms Term Committee Constituency Definition Groups of individuals or organizations that can work as solicitors or assist with other goals (like fundraising) for JA. They can set goals and receive solicitor credit for gifts they bring into JA. A Board of Directors is set up as a committee. A constituency is used to clarify how an individual or organization is related to a JA Area. Functional View Constituencies: These constituencies provide an additional view of the Constituent specific to the function of that constituency. Board Member A Constituent who is a member of the Board of Directors. The system creates an additional view of the Constituent as a Board Member. Fundraiser A Constituent, generally a Staff member, who needs access to the Prospect Management or Grant Management functionality of the system for fundraising and Volunteer recruitment. All Staff will have this constituency. Some Board Members or solicitors may be involved in prospect plans and require this constituency. The system creates a Fundraiser view that assists in managing Prospects, Grantors, etc. Educator A Constituent who is generally a Teacher and involved with the JA Area by allowing JA in their classroom or organization. The system creates an additional view of the Constituent as an Educator. 20

23 Chapter 2 Constituent Management BCRM Reference Guide Table 2: Constituent Terms Term Definition Volunteer A Constituent who is volunteering for a JA Area in any volunteer capacity. The system creates an additional view of the Constituent as a Volunteer. Prospect A Constituent who is being developed into a Major Donor or volunteer source. The system creates an additional view of the Constituent as a prospect. System-Generated Constituencies: These constituencies are added when an action is taken rather than added by the user in the Constituencies tab. Bank Constituency used to identify the bank record used in the BCRM Deposit process. Note this is not for all banks that are constituent records. Committee member A Constituent who is a member of a committee. This constituency view is only added after a Constituent is added to a committee and allows an additional view of the Constituent as a Committee Member. Donor A Constituent who has given revenue to the JA Area within the last 10 years. The system creates an additional view of the Constituent as a Donor. The Donor constituency is added when revenue is added to the system for the Constituent. If a Donor lapses for more than 10 years the constituency view will drop from the record. Event registrant A Constituent who registers for an event. This constituency view is only added after a Constituent is registered in an event, allowing an additional view of the Constituent as an event registrant. Grantor Any organization providing funding for a grant program. Group member Similar to a Committee Member and includes household as a group. Loyal donor A Constituent who has given each of the last 3 consecutive years, the system adds this constituency view automatically. User-Defined Constituencies: These constituencies are added manually by the user and do not provide additional functional views of the Constituent. Board Organization Indicates the primary organization of the Board Member. Bowling Center A location where the JA Area holds bowling events. 21

24 BCRM Reference Guide Chapter 2 Constituent Management Table 2: Constituent Terms Term Fundraiser Grantor Group Definition Business An organization that, in most cases, is a business that has no other constituency. Civic Association A local civic organization that serves the community (Rotary Club, Kiwanis Club, etc.). Event Venue A location where the JA Area holds events. Foundation A nongovernment, nonprofit organization with assets provided by Donors to be managed by its own officials and distributed for socially useful purposes. Government An organization run by the government. JA Advocate Someone who speaks on behalf of JA and may or may not give money or provide Volunteers. JA Alumni A Constituent who participated in JA programs as a student. JA Area The official name for a local JA Area. Laureate A Constituent that has been recognized by the JA Area s Hall of Fame. Media Partner A Constituent who is part of the media and is doing work for JA, typically in-kind. Online Visitor A Constituent that has visited your JA website. School Any organization Constituent providing a venue for JA classes to be conducted. Staff A member of the JA Area Staff; all Staff will have this constituency. Suspect A prospect without a plan is a Constituent that you think might be a good prospect, but you haven t yet conducted the appropriate research and subsequent steps to move them to a prospect. o Suspect: Board Specific to Board recruitment. o Suspect: Donor Specific to Donor recruitment. o Suspect: Event Specific to event participation. o Suspect: Teacher Specific to Educator recruitment. o Suspect: Volunteer Specific to Volunteer recruitment. A fundraiser is any individual or group that is soliciting resources for JA. Those resources could be monetary or Volunteers. All Staff will need to be set up as a fundraiser constituency to support additional functionality. A grantor is the organization that funds a grant program. A group of Constituents may pool funds together to donate to JA in a joint effort. Constituent groups help track the activities and giving of everyone included in the group. 22

25 Chapter 2 Constituent Management BCRM Reference Guide Table 2: Constituent Terms Term Household Individual Initial Years of Service Lifetime Number of Classes Lifetime Years of Service Organization Relationship Volunteer Definition A household helps track the activities and giving of spouses and children by connecting several related individuals through one household. An individual Constituent record maintains information about the individuals in the database, such as a Volunteer, Educator, Donor, Board Member, and solicitor associated with JA. When an individual Constituent is added, BCRM allows the tracking of relationships the Constituent has with other people and organizations. A task on the Volunteer or Educator view to allow the local office to enter Constituent years of service prior to being in the BCRM system. Number of JA classes for which a Constituent has volunteered or, that an Educator has had in the classroom. Classes must be in BCRM to be counted and verified. Number of years for which a Constituent has volunteered or, that an Educator has had JA in the classroom. Classes must be in BCRM to be verified and counted. Initial years of service are provided by the local office as a starting point for the calculation. An Organization Constituent record tracks important information about a company, business, foundation, school, or other organization in your database. When you add an Organization Constituent, you add details and primary contact information about the organization. A relationship is used for individual, household, and Group organizational records. A relationship provides a link between two records to show that there is an association between Constituents. A broad term used to describe an individual who, often on behalf of their employer s involvement, teaches financial literacy coursework in elementary, middle, and high school classrooms. Volunteers are also utilized to run fundraising events, such as a Bowl-a-thon, or non-fundraising tasks, such as assisting with mailings. 23

26 BCRM Reference Guide Chapter 2 Constituent Management Real-Time Data Management Real-time data for Constituents is available at any time through the BCRM Constituent Management standard processes, which requires the JA Area Staff to: Enter new Constituents as quickly as possible with complete contact information. Edit Constituent records as information changes. Use Constituencies as a way to group Constituents by their involvement with JA. Enter the contact for the organization as a Constituent and then link that contact to the organization for mailing purposes (there may be more than one contact of different types). Link organizations that have a parent company or subsidiary in the system. Link individual Constituents to their primary business as a relationship of Employee/Employer. Update changes in Constituent relationships such as when an individual goes to work for a new company. Update spousal relationships where applicable. Benefits of Standard Data Management Process Following the standard process allows the JA Area Staff to: Enter data in just one place, eliminating time spent on double data entry. Have a 360-degree view of Constituents and their involvement with the JA Area. Assure that correspondence is going to the correct person or company and to the proper address. Work as a team when identifying and following up with Constituents for funding and/or participation in events or classes (such as class sponsorships). Provide a uniform look at all Constituents across the JA Area. Use and create standard output that is consistent, accurate, and in real time. Business Processes Policies and Standards for Constituents Standards and policies help to define the way a business process and the related data are entered into BCRM. The following table contains specific standards and policies for Constituent Management as agreed upon by a design team of JA USA and JA Area Staff and adopted by the BCRM Steering Committee consisting of JA Area Presidents. 24

27 Chapter 2 Constituent Management BCRM Reference Guide Table 3: Business Process Policies and Standards for Constituents Business Process Address/Phone Add a Constituent Solicit codes Add a Constituent Primary Addresses Add a Constituent Suspect Add a Constituent JA Area Add a Constituent Internal Business Change Add a Constituent No Constituency Description Due to the verification process for Volunteers, Teachers, and classrooms, BCRM requires all Constituents to have an address and phone number in the system. Exceptions: Constituents without an address or phone number will be documented as unknown data to complete the record. When a phone number cannot be acquired: Use the phone type of Not Available. Enter in the Number fields. Place a checkmark in the Do not call box. Choose Invalid number for the reason. Solicit codes must be used for all opt-out scenarios, in the case a Constituent does not want to be contacted at all or by a specific method. There are standard solicit codes in BCRM for this purpose. When an address is added to a Constituent record, JA Area Staff will have the ability to mark the address as primary. Only one address on a Constituent record can be set as primary and will be the primary mailing address. JA may send mail to any of the addresses on the Constituent s record, assuming that the address can receive mail. A limited set of suspect constituency code values have been added to the Constituency Code Table. These codes will be augmented further via a sub-category of values contained in a Constituent attribute field with a supporting code table. Every Constituent record will be associated with one JA Area. In the event of an internal business change such as a change in geographic location, a merger between JA offices, or a JA Area closure of a JA office, the Constituent records associated with the JA Area must be modified using a global change process to populate the proper JA Area site to all impacted Constituent records. Some Constituent records will have no constituency value associated with them due to a lack of known interaction with the JA Area. Examples include spouses of Donors and employees of an organization who are not denoted as contacts at that organization. 25

28 BCRM Reference Guide Chapter 2 Constituent Management Table 3: Business Process Policies and Standards for Constituents Business Process Add a Relationship Spouse Anonymous Donor Change Organization s Primary Address Code Table Industry Code Communication Configuration Policies Data Sharing Description The Add a spouse task enables additional functionality when compared to a standard relationship between records. A systemdefined spouse-type relationship is denoted most clearly via use of reciprocal relationship values of Spouse and Spouse. A known individual Donor who wants to give anonymously is listed as gives anonymously with full Constituent data in the system. A true anonymous donor unknown to the JA Area will require contact with the JA USA Help Desk for permission to enter that Donor, to avoid overuse of this functionality. In the event of a primary business address change, impacted individual records can have this business address automatically updated in their records if they are denoted as Contacts within their relationship to the organization. If not marked as Contacts, the individual s addresses will have to be manually updated. JA Areas are required to use the North American Industry Classification System (NAICS) and its 98 sub-sector categories for all JA Area Board companies in BCRM. Using Industry Code in the database allows for enhanced analysis of the organizations. Modification, deletion, or creation of All JA Area communication configurations will be restricted by security role. JA Area Administrators will be able to create configuration options for use explicitly by their application user account s JA Area site. In order to more easily manage one-to-one correspondence templates such as Thank You for Meeting with Me letters (which are stored in the Letter Template Library), templates will be created as Letter type: Correspondence. This letter type enables access to the standard output type: Formatted mail correspondence output. Note: Letter type is a system-defined drop down menu. At this time, we utilize near-real-time report-driven output for Volunteers, Donors, Organizations, and Board Members based on a JA Area s site. Only JA USA staff can view cross-site data. It is recommended that within a JA Area site, the general setting will be that all users will have the ability to see all office data within a JA Area. It is recommended that JA USA will have the ability to see all JA Area site data (not necessarily edit or change). 26

29 Chapter 2 Constituent Management BCRM Reference Guide Table 3: Business Process Policies and Standards for Constituents Business Process Deceasing a Constituent Duplicate record check Fundraising Structure Managing Multiple Contact Types - Add a Relationship Description When the JA Area is notified of a Constituent s death, an obituary can be added if the Constituent is a Major Donor or as staff time allows. When available, the date of death will be added; if no date is available, this field will be left blank. Once a Constituent is marked as deceased, the Manage Life Changes process will prompt the user to update name formats, marital status, etc. In some cases, a deceased individual will need to have an estate of record created to manage interactions, planned gifts, etc. The estate of record will be created using an Organization record type and should be linked to the deceased Constituent s record using a relationship. The local JA Area will have at least one local admin assigned who is able to merge Constituents when duplicate records are found. Fundraising structure is required as it is the avenue by which the revenue generated moves through BCRM to the general ledger. During implementation, each JA Area hierarchy is created based on the fundraising needs and, rarely if ever, needs updating. Multiple contact types required: The most common scenario will involve a first relationship with an Employer/Employee reciprocal pair; the contact type is chosen at the time the relationship is created. For the relatively common instance where an individual represents more than one type of contact at an organization, quasi-redundant reciprocal relationships may be required. Subsequent relationships between the same two records will utilize an Employer/Employee Contact x reciprocal pair, where x is a number, starting with the value 2. To avoid a system conflict, check for the second and subsequent Contacts. The organization s primary phone number should not be written more than once on the individual s record. This is accomplished by clicking the Remove button for the contact phone number when adding the contact relationship. Example: Constituent A is the funding contact for Organization A, the relationship is employee to employer with a specified contact type of Funding contact. When Constituent A is also the Volunteer Coordinator for Organization A, the relationship is employee Contact 2 to Employer with a specified contact type of Volunteer Coordinator. 27

30 BCRM Reference Guide Chapter 2 Constituent Management Table 3: Business Process Policies and Standards for Constituents Business Process Naming Convention Major Donor Organizations Organization Hierarchy Site Hierarchy Description JA USA will provide to the JA Areas standard naming conventions for the companies identified as Major Donor Organizations. All JA Areas are required to follow the standard naming conventions. For companies not on the Major Donor Organization list, use the full proper name of the company. Parent organization information will be maintained on subsidiary Constituent records so the corporate information view will display revenue and prospect plans for all organizations in the hierarchy. Corporate Foundations should be given a peer relationship to their respective Corporation. The site hierarchy naming convention is: JA Area/District (Subsite). In some areas where sub-sites are used, it may be necessary for the Staff to manually update Constituent records with the proper site in the Security tab. 28

31 Lab 2 Organization and Individual Constituents BCRM Reference Guide Lab 2 Organization and Individual Constituents Prerequisite Basic Navigation In this scenario, you are employed by the JA Area. It is time to begin entering Constituent data into the new system. The first organization you will need to document is your JA Area of employment. After the JA Area is in the system, the JA Area Staff can be added to the system and linked to the JA Area of employment. Do NOT use the Production Environment to conduct this lab. For more information, refer to Organization and Individual Constituent Entry e- learning module. Lab 2 Organization and Individual Constituents Task Add an Organization Access the Constituents functional area found in the main navigation bar. Select the drop down menu to the right of the Constituents functional area to view the tasks associated with Constituent Management. Select Constituent search to display the Search screen. Using a wildcard character such as % or * can be used when you are not sure of the spelling of the name. Enter the name of the organization in the Name field and select Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The organization, if not existing in the system, is not displayed in the returned results. Select Add on the Results screen to select the drop down menu. Select Organization. Enter the information in the Organization details section; The Name field is required and should be the formal name (i.e., what appears in an annual report). Select Save. The Constituent record will open. Select the Organization Info tab. Select the Constituencies tab. Select Add. Select User-defined. Select the Business constituency. In the Date from field, press F3 on your keyboard (or enter today s date) and leave the Date to field blank (indicating currently involved). 29

32 BCRM Reference Guide Lab 2 Organization and Individual Constituents Lab 2 Organization and Individual Constituents Task Select Save. Add an Individual Access the Constituents functional area the in main navigation bar. Select the drop down menu to the right of Constituents. Select Constituent search to display the Search screen. Using a wildcard character such as, % or *, can be used when you are not sure of the spelling of the name. Enter the name of the individual in the Name field and select Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The individual record, if not existing in the system, is not displayed in the returned results. Select Add on the Results screen to expand the drop down menu. Select Individual. Enter the information in the Personal, Primary contact and Primary contact source sections. The Last name field is required, and the name should be the formal name of the Constituent (i.e., what will appear in the annual report). Information can be entered at a later date if all information is not known at this time. Select the Business tab. In the Organization section in the Related Organization field, search for the organization added in the previous lab using the magnifying glass icon. In the Primary business relationship field, select Employee. The Organization Relationship field should automatically populate with Employer. Do not mark the contact, leave this blank. In the Employment information section, add employment information if it is known. Select Save. The Constituent record will open. Select the Personal Info tab. Select the Constituencies tab and click on the Add button to expand the drop down menu. Select User-defined from the Add drop down menu. From the Constituency field select JA Alumni. a. In the Date from field press, select F3 on your keyboard (or enter today s date) and leave the Date to field blank (indicating currently involved). Click Save. Add an Additional Constituency The Constituent s record should be open after completing the steps above. If not, select the Constituents functional area drop down menu and click Constituent search to search for the record. Go to the Personal Info tab. Click the Constituencies option. 30

33 Lab 2 Organization and Individual Constituents BCRM Reference Guide Lab 2 Organization and Individual Constituents Task Click the Add button to select the drop down menu. Select Fundraiser. Select a Date from by selecting F3 on your keyboard, and leave the Date to field blank (indicating currently involved). Click Save. Update the Primary Addressee and Primary Salutation The way a Constituent s name appears in correspondence can be adjusted by updating the primary addressee and primary salutation name format. The Constituent record should be open after completing the steps above. If not, click the Constituents functional area drop down menu, click Constituent search, and search for the record. Click the Personal info tab. Click the Personal option. In the Name formats section, the primary addressee (what appears in the address) and primary salutation (what appears after the word Dear ) are displayed. Highlight a name format that does not have a green checkmark and would be used when addressing an envelope. Click Edit. Check the Primary addressee checkbox. Click the Select button. Click Save. In the Name formats, select a salutation that does not have a green checkmark on it, and would be used in a letter after the word Dear. Click Edit. In the Edit name format window check the Primary salutation checkbox. Click the Select button. New name formats can be added beyond what are displayed by default. Scroll through the list of available format options to see what is available. Custom formats can also be added. Click Save. Add/Edit Constituent Information Editing Constituent information in BCRM is the same throughout the system. A set of double green arrows next to the data to be edited is expanded to reveal the edit button. When the edit button is clicked an Edit form with the current information opens. Edits are made and then saved. Using the Constituent added in the previous lab, click the Contact tab. Click on the double green arrow next to the Address. Click Edit. The edit form opens. Change the Address type. Click the Details tab. 31

34 BCRM Reference Guide Lab 2 Organization and Individual Constituents Lab 2 Organization and Individual Constituents Task Select a County. Click Save. Quick editing of a Constituent s name, Address, address, or Phone number can be made by clicking the Pencil icon in the Constituent Summary tiles. Click the Pencil icon next to Personal Information. The edit form will open. Make edits to the Constituent s name. Click Save. Update the primary address by clicking the Pencil icon next to Addresses. The edit form will open. Make edits. Click Save. Repeat updating the Address, Phone number and address in the same fashion. 32

35 Chapter 3 Donor Constituents BCRM Reference Guide Chapter 3 Donor Constituents Donors are those organizations and individuals who give financially to JA. This chapter covers how to manage Donors in BCRM. There are varying levels of Donors within a JA Area, based on the business processes for solicitation. The constituency of Donor is not indicative of the level of Donor. The contact is the individual at the organization who will be receiving solicitation or Donor information on behalf of the organization. Typically the person is called the funding contact. Prospect Management is covered in a subsequent section and includes policies regarding Major Donors. 33

36 BCRM Reference Guide Chapter 3 Donor Constituents Donor Terms Table 4: Donor Terms Term Ask Donor Definition Term utilized to describe efforts to contact one or multiple Constituents in order to generate resources A Constituent who had donated to JA within the last 10 years. There are four tiers of donors, but not all tiers are also constituencies: The system adds the Donor Constituency automatically after a gift is attributed to the Donor. If a Donor has not given within the last 10 years the constituency drops off of the Constituent record. Non-Major Donor A Constituent who has donated within the last 10 years but does not require the high touch of a Major Donor or a Mid-Tier Donor. Major Donor The definition will vary by JA Area, but this is typically a Donor that requires the most attention from the development team. Major Donors will be configured using Smart Fields based on the JA Area s definition of Major Donor, typically a certain dollar amount, and also have the Prospect constituency and are managed in Prospect Management. Mid-Tier Donor A Donor who does not require as much attention as a Major Donor (e.g., having a prospect constituency), but warrants more consideration than just bulk communications from JA. (Mid-Tier Donors may not exist in every JA Area.) Loyal Donor A Constituent who has given each of the last 3 consecutive years; the system adds this constituency automatically when conditions are met. 34

37 Chapter 3 Donor Constituents BCRM Reference Guide Real-Time Data Management Real-time data for Constituents is available at any time through the BCRM Constituent Management standard processes, which require the JA Area Staff to: Enter all related data for the prospect, including the constituency of Prospect, on the Major Donor Constituent record. Enter a primary address and phone number for all prospects. Organizations that have a parent company in the system should be linked through relationships to the parent company. Enter the Contact for the organization as a Constituent and then link that contact to the organization for mailing purposes (there may be more than one contact of different types). The most common contact type is Funding Contact. Link individual Constituents to their primary business as a relationship of employee/employer. Benefits of Standard Data Management Process Following the standard process allows the JA Area Staff to: Enter data in just one place, eliminating extra time spent with double data entry. Have a 360-degree view of Constituents and their involvement with the JA Area. Assure that the cultivation or renewal of a Major Donor for revenue and/or Volunteers follows a standard and consistent process using the same methodology. Work as a team when identifying and following up with Constituents for funding and/or participation in events or classes (such as class sponsorships). Provide a uniform look at all Constituents across the JA Area. Use and create standard output that is consistent, accurate, and real time. Provide the prospect/donor with positive and quick recognition. Reduce the possibility of multiple asks when the Donor has designated that all opportunities to support JA are consolidated into one proposal. 35

38 BCRM Reference Guide Chapter 3 Donor Constituents Business Processes Policies and Standards for Donor Management Standards and Policies help to define business processes, and the way related data is entered into BCRM. The following table contains specific standards and policies for Donor Management as agreed upon by a design team of JA USA and JA Area Staff, and adopted by the BCRM Steering Committee consisting of JA Area Presidents. Table 5: Donor Policies Business Process Add a Constituent Anonymous Donors Add a Donor Add a Major Donor Donor Acknowledgement Description A known individual Donor who wants to give anonymously is listed as gives anonymously with full Constituent data in the system. A true anonymous Donor, unknown to the JA Area, will require contact with the JA USA Help Desk for permission to enter that Donor, to avoid overuse of this functionality. The Donor Constituency cannot be selected when entering a Donor Constituent record for the first time. It is generated by the system when revenue is added for that Donor. A Donor falling into the level or tier of Major Donor (as identified by the area office) and requiring a high-touch number of steps is designated as Prospect constituency. The Prospect can be a new Donor or an existing Donor and will require a moves management scenario. Acknowledgement letters must be processed within 48 hours of donation. Never ask for a new gift in an acknowledgement letter. 36

39 Lab 3 Major Donors BCRM Reference Guide Lab 3 Major Donors Prerequisite Basic Navigation Major Donors can be organizations or individuals; this lab focuses on organizations. Major Donors can be prospected for monetary gifts and/or volunteers. In this scenario, you are a fundraiser. You have a list of Major Donors, defined as companies who give a large donation amount and are targeted to be prospected to move from their current amount of giving to a larger amount in the future. As a fundraiser it is important to you to be able to track that relationship and those involved in helping you to move Major Donors to a different giving level. Do NOT use the Production Environment to conduct this lab. For more information, refer to Donor Constituents e-learning module. Lab 3 Major Donors Task Add a Major Donor Organization It is important as you move forward in BCRM to always search prior to adding a new organization, which aids in eliminating duplicates in the system. Access the Constituents functional area in the main navigation. Select the drop down menu to the right of Constituents, and click Constituent Search to search for the organization. You may also click the Constituents functional area and click Constituent Search form the Constituents sub-functional area. Enter the name of the Major Donor in the Name field. Ensure the donor organization does not display in the returned results, if it does enter another organization. The Donor organization will not display in the returned results. Click the Add button on the right of the Results screen to expand the drop down menu. Select Organization. Enter the information in the Organizational details section. Enter the Donor name. The Name field is required and should be the formal (official) name of the organization (i.e., what appears in an annual report). 37

40 BCRM Reference Guide Lab 3 Major Donors Lab 3 Major Donors Task Click Save. Click the Organization Info tab. Click the Constituencies sub-tab. Click the Add button. Select Prospect. In the Date from field, press F3 on your keyboard (or enter today s date) and leave the Date to field blank (indicating current involvement). In the details view at the top of the screen next to Constituencies, click Prospect. Notice that there is now a Prospect tab and Prospect displays as a hyperlink. Use this to access the prospect portion of the record. Note: Some User-defined Constituency values do not create a hyperlink but will show in the active constituencies unless they have an end date. 38

41 Lab 4 General Donors BCRM Reference Guide Lab 4 General Donors Prerequisite Basic Navigation Non-Major Donors are those who are part of a smaller, broader request for donation, may have given previously, but do not warrant Major Donor follow-up. The Donor constituency is generated by the system when a revenue record is added for the Donor. If you completed the previous lab, you learned how to add a Constituent with a Prospect constituency. Adding a Non-Major Donor is the same process. We added this additional lab to provide more practice in entering donors and applying a constituency. In this scenario, you are a fundraiser for JA of Your Area. You have a list of Donors with your area but they are not in BCRM; you want to send them a corporate giving appeal, hoping to move them from a minimal gift to a larger donation amount. You first need to enter these Donors into the system. Remember that the Donor constituency cannot be chosen; it is applied when revenue is added for the Constituent. Do NOT use the Production Environment to conduct this lab. For more information, refer to Donor Constituents e-learning module. Lab 4 General Donors Task Add a Donor Organization Access the Constituents functional area found in the main navigation. Click the drop down menu to the right of Constituents and click Constituent Search. It is important as you move forward in BCRM to always search prior to adding a new organization, which aids in eliminating duplicates in the system. Enter the name of the Donor in the Name field. The Donor organization will not display in the returned results. Click the Add button on the right of the Results screen to expand the drop down menu. Select Organization. In the Add an Organization screen enter the information in the Organization details section. The Name field is required and should be the formal (official) name of the organization (i.e., what appears in an annual report). 39

42 BCRM Reference Guide Lab 4 General Donors Lab 4 General Donors Task Click Save. Click the Organization Info tab. Click Constituencies sub-tab. Click the Add button. Select User-defined. Select Business. In the Date from field, press F3 on your keyboard (or enter today s date) and leave the Date to field blank (indicating current involvement). When a revenue record is added for the Constituent, the Donor constituency will populate on the Constituent s record. It is fine to leave the constituency blank at this point. 40

43 Lab 5 Funding Contacts BCRM Reference Guide Lab 5 Funding Contacts Contact types are specific to pre-determined values in BCRM. For all Donor organizations the JA Area will need a funding contact. A funding contact can also be the primary contact, but this is not always the case. An example would be when a Board Member is the primary contact but is not the funding contact (i.e., the person who receives the pledge reminder). Prerequisites Basic Navigation Major Donors General Donors In this scenario, you are a fundraiser. You need to have a contact at each of your Major Donor organizations. This is key for you because you want to build a relationship with this person. Any contact you have with the organization in trying to move them to donate or to give a larger gift must go through this person. Do NOT use the Production Environment to conduct this lab. For more information, refer to Donor Constituents e-learning module. Lab 5 Funding Contacts Task Add a new funding and primary contact Constituent to an organization Access the Constituents functional area found in the main navigation. Click the drop down menu to the right of Constituents and click Constituent Search to display the Search screen. Enter the name of the contact in the Name field and click Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. If the contact is new then the record will not be displayed in the returned results. Click the Add button on the Results screen to expand the drop down menu. Select Individual. Enter the information in the Personal and Primary Contact sections. (Enter the contact s name; the Last Name field is required. Click the Business tab. In the Related organization field, search for and select the Major Donor organization that the individual is the contact for. 41

44 BCRM Reference Guide Lab 5 Funding Contacts Lab 5 Funding Contacts Task In the Constituent s name is the field select Employee. The Organization is the field should populate with the word Employer. In the Start date field press F3 on your keyboard (or enter today s date) and leave the End date field blank (indicating currently involved). Check the Individual is a contact checkbox. Select Funding contact from the Contact type drop down menu. Check the Primary contact checkbox. On the right, under Employment information, enter a Job title. Select a Category and Career level. Select Save; the record will open. Notice the addresses tile. Left and right arrows appear to switch between addresses in the Constituent Summary tiles. The Business Address has been added to the Constituent s record due to marking as contact. Under the Contact tab, highlight the Business address to expand the details panel and click Edit. Check the Set as primary address checkbox. Select Save. If desired, you may repeat this lab for the Non-major Donor from the previous lab Add an existing Constituent as a funding and primary contact to an organization Access the Constituents functional area found in the main navigation. Click the drop down menu to the right of Constituents and click Constituent search to view the Search screen. Enter the name of the organization you would like to add the contact to in the Name field and click Search. Select the Organization. Click the Relationships tab. Select Add individual. From the Related individual field, search for and select the individual contact. In the Relationship section, beneath the name of the organization, select Employer from the drop down menu. Notice the relationship type of Employee automatically populates in the following drop down menu. In the General section, check the This is the primary business checkbox. Click the Employment and Contact information tab. Enter a Job title. Select a Category and Career level. In the Contact section, check the checkbox next to the Individual s name. Select Funding contact from the Contact type drop down menu and click Save. 42

45 Lab 6 Individual Donors BCRM Reference Guide Lab 6 Individual Donors Prerequisites Basic Navigation Organization and Individual Constituents In this scenario, you are a fundraiser for JA of Your Area. You have a list of individual Donors you want to include in an Individual giving appeal. It is important that you have all of the information in the database so the Donors responses can be tracked. When following up with potential Donors using an interaction as a reminder, along with a suspect constituency, will help you identify those requiring follow up. Do NOT use the Production Environment to conduct this lab. For more information, refer to Donor Constituents e-learning module. Lab 6 Individual Donors Task Add an individual donor Access the Constituents functional area in the main navigation bar. Click the drop down menu to the right of Constituents and click Constituent search to view the Search screen. Enter the Name of the Donor in the Name field and click Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The Donor record is not displayed in the returned results. Click the Add button and select the drop down menu. Click the Individual tab. and enter the information for the Personal and Primary Contact sections. The Last name field is required. The name should be the formal name of the Constituent (i.e., what should appear in correspondence and on annual reports). Click the Business tab. In the Related organization field search for the place of employment for the Donor. If the company is not in the system, you will need to add it and then link your Donor to that company; this can be done by clicking the Add button in the search results after you search for the company. 43

46 BCRM Reference Guide Lab 6 Individual Donors Lab 6 Individual Donors Task Under Primary business relationship section, in the Relationship field select employee. The Organization relationship field should automatically populate with Employer. Do not mark the contact; leave this blank. Enter employment information, such as Job title, Category, and Career level. Click Save. Click the Personal Info tab. Click the Constituencies tab. Click Add. Select User Defined. Select Suspect-Donor. In the Date from field select the current date, leaving the Date to field blank. The Donor constituency cannot be added, it is generated by the system when a revenue record is applied to the individual. A constituency is not required. Click the Documentation and Interactions tab. Click Interactions. Click the Add button. In the Summary field type Follow up for individual giving. In the Status field leave Pending. In the Category field choose Follow-up from the Sub-Category field choose Donation. In the Expected date field select the Calendar and select a future date. Select the Contact method field and select Phone Call. Leave all other fields blank. Click Save. Note that the interaction is saved. Select the double down arrow to see the details. The interaction helps you to remember to follow up with the Constituent. When the interaction takes place, editing the interaction will allow you to take notes on your phone call. The interaction will also show up on the owner s My fundraiser page (both fundraisers and program staff utilize this page to track interactions). 44

47 Chapter 4 Program Constituents BCRM Reference Guide Chapter 4 Program Constituents Program Constituents consist of, but are not limited to, school districts, schools, Educators, Volunteer organizations, and Volunteers. The relationship between the Constituent records is important for adding Class records and reporting; the JA Area Staff must ensure to set up relationships appropriately. 45

48 BCRM Reference Guide Chapter 4 Program Constituents Real-Time Data Management Real-time data for Constituents is available at any time through the BCRM Class Management standard processes, which requires the JA Area Staff to: Enter newly participating schools and Educators as quickly as possible, after a new request is secured. Link all Educators to their school as employees. Make sure all Educators and schools have an address and phone number. Enter Volunteers and their organizations into the system as soon as they have committed. Link all Volunteers to their organization, designated as an employee. Ensure Volunteers and their organizations have an address and phone number. Enter potential Volunteers and organizations on an ongoing, real-time basis. Use Prospect Management to recruit large organizations for a large number of Volunteers. Use appeal mailings for a large recruitment or renewal effort for individual Volunteers. Track Volunteer training. Track Volunteer conduct standard form and media policy. Enter large groups of Volunteers and Educators using the batch process. Benefits of Standard Data Management Process Following the standard process allows the JA Area Staff to: Enter data in just one place, cutting out extra time spent with double data entry. Send correspondence on a scheduled basis. Ensure real-time reporting for class, student, Educator, and Volunteer goals. Monitor goals for new Volunteer recruitment and Volunteer retention. Watch the progress of recruited Volunteers. Match Volunteers to settings they prefer, thereby increasing Volunteer retention. Set up key performance indicators for performance measuring. Have a 360-degree view of the Volunteers and their participation with your area. Business Processes Policies and Standards for Program Constituents Standards and Policies help to define the way a business process and the related data are entered into BCRM. The following table contains specific standards and policies for Constituent Management, as agreed upon by a design team of JA USA and JA Area Staff, and adopted by the BCRM Steering Committee, consisting of JA Area Presidents. 46

49 Chapter 4 Program Constituents BCRM Reference Guide Table 6: Program Management Policies Business Process Address/Phone Educator Records Educator Records Years of Service School Records Volunteer Records Description Due to the verification process for Volunteers and classrooms, BCRM requires all Constituents to have an address and phone number in the system. All Teachers and Volunteers must have address and phone data. Exceptions: Constituents without an address or phone will be designated with unknown data to complete the record. When a phone number cannot be acquired: Use the phone type of Not Available. Enter in the Number fields. Place a checkmark in the Do not call box. Choose Invalid number for the reason. Educators are required to have the following data elements in BCRM: First and last name Gender Ethnicity Address Phone number Educator status Primary Organization (School) The local office can enter the number of years a person was active prior to the person being in the BCRM system by clicking on Edit Initial years of service in the Educator view of the Constituent record. Do not add a number here for any years of classes that have been converted from Legacy; only verified classes are counted. A school must have a School ID number entered on the school's Constituent record. If the school does not have the ID number, BCRM will generate a verification error status on all classes linked to the school after verification. A classroom Volunteer is required to have the following data elements in BCRM: First and last name Gender Ethnicity Address Phone number 47

50 BCRM Reference Guide Chapter 4 Program Constituents Table 6: Program Management Policies Business Process Description Volunteer status Volunteer type Volunteer organization A Community organization is used in cases where the Volunteer has no primary organization Volunteer Records- Years of Service The local office can enter the number of years a person was active prior to the person being in the BCRM system by clicking on Edit Initial Years of Service in the Volunteer view of the Constituent record. Do not add a number here for any years of classes that have been converted from Legacy; only verified classes are counted. 48

51 Lab 7 School Districts and Schools BCRM Reference Guide Lab 7 School Districts and Schools Prerequisites Basic Navigation Organization and Individual Constituents In this scenario, you are a Program Manager working with a local school district committed to having several schools host JA classes. You will need these organizations available in BCRM so that you can begin to manage their involvement with your area. You want to begin management at the highest level so you make all of the appropriate links, that way when you run your reports you can see the involvement of both the schools and the school districts. Do NOT use the Production Environment to conduct this lab. For more information, refer to Program Constituents e-learning module. Lab 7 School Districts and Schools Task Add a School District Access the Constituents functional area found at the top of the window. Click the arrow to the right of Constituents to view the tasks associated with management are displayed here. Click Constituent search; the Search screen is displayed. Enter the name of the school district in the Name field and select Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system The school district should not be displayed in the returned results. Click the Add button on the results screen to expand the drop down menu. Select Organization. Enter the school district information in the Organizational details section; the Name field is required and should be the formal name (i.e., what should appear in correspondence or a report). Select an Industry. You may hover your mouse over drop down menu options that are too long to be completely visible to reveal the full value. Enter a website. Check the This is a primary organization checkbox. 49

52 BCRM Reference Guide Lab 7 School Districts and Schools Lab 7 School Districts and Schools Task A primary organization is an organization that is the top level and has multiple branches below it. A school district is a primary organization Click Save. Click the Organization tab. Click Constituencies. Click the Add button. Select User-defined. Select the constituency of Business. A school district will have the Business constituency like all other organizations. In the Date from field press F3 on your keyboard (or enter today s date) and leave the Date to field blank (indicating currently involved). Click Save. Add a School In the previous section you added a school district; now you will add a school that is part of that district. Unlike other Constituents, schools are added through the Program management functional area. Access the Program management functional area found at the top of the window. Click the arrow to the right of Program management to expand the drop down menu. In the School management section, click Add a school. Click the Magnifying glass icon to display the School search form. Enter the name of the school in the Organization name field and click Search. The school should not be displayed in the returned results. Click the Add button on the Results screen. Enter the name of the school. The name should be the formal name of the Constituent (i.e., what should appear in correspondence and on annual reports). Select the Industry. Leave the Parent org field blank. Enter a website. Enter information in the Primary contact information section. Click Save. The Add a school form is displayed. In the Parent school district field, search for and select the School district added in the previous lab. The relationship types have been automatically populated; however, if the policy in the JA Area is to identify the level of school then that is done using the school relationship type. Select a School relationship type that best describes the school you just added. Enter the School ID. The School ID is found using the School PIN Search. 50

53 Lab 7 School Districts and Schools BCRM Reference Guide Lab 7 School Districts and Schools Task Click Save. From the Constituent s record, select the Relationships tab. Notice a relationship has been added to the school district. Click the Organization info tab. Click Constituencies. A constituency of School has been added. The Add a school form automatically adds this Constituency to a school Constituent record. Highlight the school constituency and click Edit. In the Date from field enter the date the school began their participation with JA or press F3 on your keyboard (or enter today s date) and leave the Date to field blank (indicating currently involved) Click Save. Click the Organization info tab. Click Organization. Notice under the Alternate Lookup IDs section that the School ID # has been populated by the Add a school form. 51

54 BCRM Reference Guide Lab 8 School Administrators and Coordinators Lab 8 School Administrators and Coordinators Prerequisites Basic Navigation School Districts and Schools In this scenario, you are a Program Manager and the school district and schools are already set up. You need to know who to contact when you are working with these districts and schools and their involvement with JA. You also want to add the Educators who have committed to having JA in their classes in the upcoming year. Because you would like to see reports roll up to the school and school district you want to be sure you have all of those relationships in the database. Do NOT use the Production Environment to conduct this lab. For more information, refer to Program Constituents e-learning module. Lab 8 School Administrators and Coordinators Task Add a Principal The principal in this lab is considered the primary contact for the school and will receive mail regarding JA on behalf of the school. Access the Constituents functional area found at the top of the window. Click the arrow to the right of Constituents to expand the drop down menu. Click Constituent search; the Search screen is displayed. Enter the name of the Principal in the Name field and select Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The Principal record should not be displayed in the returned results. Click Add on the Results screen to expand the drop down menu. Click Individual. Enter the information in the Personal and Primary sections; the Last name field is required. The name should be the formal name of the Constituent (i.e., what should appear in correspondence). Do not add an address at this time. Select the Business tab. In the Related organization field, search for the school you added in the previous lab. In the Relationship field, select Employee. The Organization relationship field should automatically populate with Employer. 52

55 Lab 8 School Administrators and Coordinators BCRM Reference Guide Lab 8 School Administrators and Coordinators Task Check the This is a contact checkbox. Select a Contact type of Principal. Check the Primary contact checkbox. Enter employment information such as Job title, Category, and Career level. Click Save. The Principal s Constituent record will display. Notice that the school s address is inherited by the Principal s record, which occurs because the Principal is the contact for the school. Add a School Coordinator Access the Constituents functional area found at the top of the window. Click the arrow to the right of Constituents to expand the drop down menu. Click Constituent search; the Search screen is displayed. Enter the name of the School coordinator in the Name field and select Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The School coordinator record should not be displayed in the returned results. Click the Add button and select the drop down menu. Click Individual. Enter the information in the Personal section; the Last name field is required. The name should be the formal name of the constituent (i.e., what should appear in correspondence). Click the Business tab. In the Related organization field, search for the school you added in the previous lab. In the Relationship field select Employee. The Organization relationship field should automatically populate with Employer. Check the is a contact checkbox. Select a Contact type of School coordinator. Do NOT check the Primary contact checkbox. Enter employment information such as Job title, Category, and Career level. Click Save. The Coordinator s constituent record will display. Click the Contact tab. Click the double down arrow next to the business address. Click Edit. Check the checkbox next to Set as primary address. Click Save. Add a Superintendent (optional) The superintendent in this lab is considered the primary contact for the school district and will receive mail regarding JA on behalf of the district. Access the Constituents functional area found at the top of the window. 53

56 BCRM Reference Guide Lab 8 School Administrators and Coordinators Lab 8 School Administrators and Coordinators Task Click the arrow to the right of Constituents. Click Constituent search; the Search screen is displayed. Enter the name of the superintendent in the Name field and select Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The Superintendent s record should not be displayed in the returned results. Click Add on the Results screen to expand the drop down menu. Click Individual. Enter the information in the Personal section regarding the superintendent. The Last name field is required, and should be the formal name of the Constituent (i.e., what should appear in correspondence) Click the Business tab. In the Related organization field, search for the school district you added in the previous lab. In the Relationship field select Employee. The Organization relationship field should automatically populate with Employer. Check the is a contact checkbox. Select a Contact type of Superintendent. Check the Primary contact checkbox. Generally the superintendent is the primary contact at the school district; however, this may not always be the case. Enter employment information such as Job title, Category, and Career level. Click Save. The Superintendent s Constituent record will display. Click the Contact tab. Click the double down arrow next to the Business address. Click Edit. Check the checkbox next to Set as primary address. Click Save. 54

57 Lab 9 Educators BCRM Reference Guide Lab 9 Educators Prerequisites Basic Navigation School Districts and Schools In this scenario, you are a Program Manager and it is time to begin contacting your Educators to set up their classes for the upcoming year. You need to put the Educator information into the system so that you can begin to manage your communication and set up classes when the time is right. You also want to note that the Educators have been trained so you will know that they are ready to have JA in their classrooms. Do NOT use the Production Environment to conduct this lab. For more information, refer to Program Constituents e-learning module. Lab 9 Educators Task Add an Educator The schools for which the Educators work must be in the system prior to conducting this lab. Alternatively, you may use the schools set up in a previous lab. Access the Program management functional area found in the main navigation bar. Click the arrow to the right of Program management to expand the drop down menu. Click Educator search; the Search screen is displayed. Enter the name of the Educator in the Name field and select Search. The Educator search form is looking for only those Constituents who have already had the Educator constituency applied to their Constituent record. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The Educator record should not be displayed in the returned results. Select the Add button on the Results screen. From the Constituent record field, click the Magnifying glass icon to bring up the Constituent search screen. Enter the name of the Educator in the Name field and click Search. Although this action may seem repetitive, the system is now searching through all Constituents, regardless of whether or not they have the Educator constituency on their Constituent record. 55

58 BCRM Reference Guide Lab 9 Educators Lab 9 Educators Task It is important as you move forward in BCRM to always search prior to adding a new Constituent record to aid in avoiding the addition of duplicates in the system. In this situation, before we add a new Constituent we want to confirm that we are not duplicating existing Constituents without the appropriate constituency designation. The Educator s record should not be displayed in the returned results. Click the Add button on the Results screen. Enter the Personal and Primary contact sections. Enter the Educator s Name; the Last name field is required. The name should be the formal name of the Constituent (i.e., what should appear in correspondence). Click the Business tab. In the Related organization field, search for the school where the Educator works. In the Relationship field select Employee. The Organization relationship field should automatically populate with Employer. Check the is a contact checkbox. Select a Contact type of Not specified. This allows the address of the school to populate on the Educator s Constituent record even though they are not an actual contact for the school. Do NOT check the Primary contact checkbox. Enter employment information such as Job title, Category, and Career level. Click Save. The Educator add form will display. Select a Gender. Select an Ethnicity. Select an Educator status of Current. Educators should always be current unless they are no longer involved with JA. Click Save. The Educator s record is displayed with the Educator tab selected. Click the Personal Info tab. Click Constituencies. Notice that the Educator constituency has been added. The Educator s primary address can be edited so that the business address is the primary. The primary address should be the address the individual prefers to use for receiving mail. 56

59 Lab 9 Educators BCRM Reference Guide Lab 9 Educators Task Add Educator Training The Educator s Constituent record should be open. Click the Educator tab. Click the Training sub-tab. Click Add. Enter training information. Click Save. 57

60 BCRM Reference Guide Lab 10 Volunteer Organizations Lab 10 Volunteer Organizations Prerequisite Basic Navigation In this scenario, you are working on a request to a company that provides you Volunteers. The company agreed that their employees should volunteer for JA, and have sent you a list of those names along with their company information. It is imperative that you track this company s Volunteers appropriately so you can make sure that they are placed in a class as soon as it is time to match classes. Do NOT use the Production Environment to conduct this lab. For further instruction refer to Program Constituents e-learning module. Lab 10 Volunteer Organizations Task Add a Volunteer Organization Access the Constituents functional area found at the top of the window. Click the drop down menu to the right of Constituents to expand the drop down menu. Tasks associated with Constituent management are displayed here. Click Constituent search; the Search screen is displayed. Enter the name of the organization in the Name field and select Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The organization should not be displayed in the returned results. Click the Add button and select the results screen to expand the drop down. Click Organization. Enter the Organization and Primary contact details sections. The Name field is required and should be the formal name (i.e., what should appear in correspondence or a report). Select an Industry. You may hover your mouse over drop down menu options that are too long to be completely visible to reveal the full value. Enter a website. Click Save. The Organization Constituent page will display. 58

61 Lab 10 Volunteer Organizations BCRM Reference Guide Lab 10 Volunteer Organizations Task Go to the Relationships tab. Click Add organization. If the organization is a subsidiary of another organization, search for and select that organization from the Parent org field. Click Save. Click the Organization info tab. Click Constituencies. Click the Add button and select the drop down menu. Select User-defined. Select the Business constituency. In the Date from field press F3 on your keyboard (or enter today s date) and leave the Date to field blank (indicating currently involved). Click Save. 59

62 BCRM Reference Guide Lab 11 Volunteer Coordinators Lab 11 Volunteer Coordinators Prerequisite Volunteer Organizations In this scenario, you are a Program Manager and have organizations that provide you with a large number of Volunteers; however, you deal with only one person at the organization. This person is your contact for getting the names of the Volunteers which you go through when the classes are matched and is responsible for making sure the people in the organization follow through with volunteering. Do NOT use the Production Environment to conduct this lab. For more information, refer to Program Constituents e-learning module. Lab 11 Volunteer Coordinators Task Add a Volunteer Coordinator Access the Constituents functional area found at the top of the window. Click the arrow to the right of Constituents to expand the drop down menu. Click Constituent search; the Search screen is displayed. Enter the name of the coordinator in the Name field and click Search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The Coordinator record is not displayed in the returned results. Click the Add button on the right of the Results. Click Individual. Enter the information in the Personal and Primary contact sections. Enter the coordinator s name; the Last name field is required. The name should be the formal name of the Constituent (i.e., what should appear on the annual report). Click the Business tab. In the Related organization field, search for the organization added in the previous lab. In the Relationship field, select Employee. The Organization relationship field should automatically populate with Employer. Check the is a contact checkbox. Select a Contact type of Volunteer coordinator. Do NOT check the Primary contact checkbox. Add employment information such as Job title, Category, and Career level. 60

63 Lab 11 Volunteer Coordinators BCRM Reference Guide Lab 11 Volunteer Coordinators Task Click Save. The Constituent record will open. No constituency is used for a Volunteer coordinator and as such is not included in this lab. Click the double down arrow next to the Business address. Click Edit. Check the box next to is the primary address. Click Save. 61

64 BCRM Reference Guide Lab 12 Volunteers Lab 12 Volunteers Prerequisite Basic Navigation The company the Volunteer works for must be in the system, or you can use the Volunteer organizations completed in the previous lab. In this scenario, you are a Program Manager and the Volunteer coordinator at the organization providing Volunteers has given you a list of employees who are willing to be Volunteers for you in the upcoming program year. In order to manage their preferences and all of their information as well as match them to open classes, you will first need to put them in the system. Do NOT use the Production Environment to conduct this lab. For more information, refer to the Program Constituents e-learning module. Lab 12 Volunteers Task Add a Volunteer Access the Program management functional area found in the main navigation bar. Click Volunteer search; the Search screen is displayed. Enter the name of the Volunteer in the Name field and click Search. The Volunteer search form is looking for only those Constituents who have already had the Volunteer constituency applied to their Constituent record. It is important, moving forward in BCRM, to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. The Volunteer record should not be displayed in the returned results. Click the Add button on the Results screen. From the Constituent record field; click the Magnifying glass icon to bring up the Constituent search screen. Enter the name of the Volunteer in the Name field and click Search. Although this action may seem repetitive, the system is now searching through all Constituents, regardless of whether or not they have the Volunteer constituency on their Constituent record. It is important as you move forward in BCRM to always search prior to adding a 62

65 Lab 12 Volunteers BCRM Reference Guide Lab 12 Volunteers Task new Constituent record, as this practice aids in eliminating duplicates in the system. In this situation, before we add a new Constituent we want to confirm that we are not duplicating existing records. The Volunteer record should not be displayed in the returned results. Click the Add button on the Results screen. Complete the Personal and Primary contact sections. Enter the Volunteer s name; the Last name field is required. The name should be the formal name of the Constituent (i.e., what should appear in correspondence). Click the Business tab. In the Related organization field, search for the Organization where the Volunteer works. In the Relationship field, select Employee. The Organization relationship field should automatically populate with Employer. Check the is a contact checkbox. Select a Contact type of Not specified. This allows the address of the organization to populate on the Volunteer s constituent record even though the Volunteer is not an actual contact for the organization. Do NOT check the Primary contact checkbox. Enter employment information such as Job title, Category, and Career level. Select Save. The Volunteer add form will display. Select a Gender. Select an Ethnicity. Select the Volunteer type of Classroom volunteer. Select the Volunteer status of Current. Volunteers should always be current unless they are no longer involved with JA. Click Save. The Volunteer management page is displayed. Click the Personal Info tab. Click Constituencies. Notice that the Volunteer constituency has been added. Add Volunteer Qualifications The Volunteer constituent record should be open. Click the Volunteer tab. Click the Qualifications sub-tab. Click Add next to Qualifications. Select a Qualification type of Administrative. Select an Administrative type of Volunteer conduct standards form. 63

66 BCRM Reference Guide Lab 12 Volunteers Lab 12 Volunteers Task In the Date completed field, press F3 on your keyboard (or enter today s date). The expiration date will default to the last day of the current fiscal year. The Volunteer conduct standards form must be signed every year regardless of the date it was signed. Check the Verified checkbox. Click Save. Add Volunteer Preferences The Volunteer constituent record should be open. Click the Volunteer tab. Click the Classroom preferences sub-tab. From the School section, click Add. Search for and select a school added during one of the previous labs. Click Save. Back on the Classroom preferences sub-tab, from the Semester section, click Add. Select a semester. Click Save. Add any additional preferences to the volunteer. Add Volunteer Training The Volunteer Constituent record should be open. Click the Volunteer tab. Click the Qualifications and Training sub-tab. Click Add next to Training. Enter training information. Click Save. 64

67 Chapter 5 Class Management BCRM Reference Guide Chapter 5 Class Management Class Management refers to the management of the student experience with JA. Classes can be in school, after school, a Capstone experience, an online experience, and more. All experiences are managed and recorded as classes. Data integrity is critical for reporting student numbers, contact hours, and other vital class information. 65

68 BCRM Reference Guide Chapter 5 Class Management Class Management Terms Table 7: Class Management Terms Term Actual Contact Hours Class Classification Class Contact Class Deletion Class Locking Class Status Definition Class contact hours multiplied by the number of students in a class, which is calculated automatically by the system. A designation of a class to identify a special circumstance, such as a Gifted and Talented Class; this is a flexible field. The Program Manager responsible for the class. Classes are not to be deleted from the database. The Unfulfilled status is used to indicate why a class did not complete. When the class sign off process from the JA Area President has been completed, the classes for that year are locked and cannot be edited. The class details will show if a class is locked. State of the class in the class-management cycle. Status definitions are: Requested Form received from school requesting class, Volunteer not yet matched. Default for new class records. Changed back to Requested when Volunteer or Educator class commitment status changes from Confirmed. This status is automated and cannot be added manually. Scheduled Only used for programs that need to be scheduled ahead of time (e.g., Capstone and JA in a Day). After meeting with site and visit date has been determined paperwork has been completed. Volunteer/Teacher not yet matched. This is optional and manual update to status. This status is not available in class reports. Matched Class that has a Volunteer and a Teacher. The class status changes automatically from Requested to Matched when the Teacher and Volunteer class commitment status changes to Confirmed. Complete The class will change to Complete status when the class is in the following circumstance: Class Status = Matched + End date = < Current Date. Once the end date has been reached the class changes to Complete status and remains in this status until the class is ready to verify. In Complete status, changes to the class can still be made. The change to Complete status is automated by the system based 66

69 Chapter 5 Class Management BCRM Reference Guide Table 7: Class Management Terms Term Definition on the End Date of the class; however, this status may also be changed manually. Verified Verification form has been completed accurately and is on file, with all required data on the class. This is the hard stop, the point where solid numbers can be reported externally, including at the national level. When the status changes to Verified, all fields on the class become read only. A class should not be verified until all data is correct. If a class needs to be changed after verification, a change in either the Volunteer or Educator class commitment status will change the class status and allow the user to make changes to the class, and can then be verified again. Unfulfilled The class was not completed for whatever reason. The change in class status is manual and will trigger a reason code. This will be used to report on classes that were unfulfilled and why. This also requires that a change be made to either the Volunteer or Educator class commitment status, to reflect a drop from Confirmed status. Verification Error This status will be returned automatically when required fields have not been entered correctly. Once the class data has been updated, the class will need to be verified again. Approval Required This status is on a class that is requested by an educator using JA Engage and requires the program Staff to approve the class. Once the class is approved, it will be in Requested status until both the Educator and Volunteer class commitment status is confirmed. Educator and Volunteer Class Commitment Status The status of commitment of the Volunteer or Educator. Values and definitions are: Pending The Volunteer or Educator has been placed in a class but has yet to agree or confirm that they will indeed participate. This can be used for the first initial contact or when creating a new class with the Volunteer/Educator from last year. All volunteers and educators will default to Pending status when they are added to a class record. Confirmed The Educator or Volunteer has agreed to and has confirmed their participation. When both the Volunteer and Teacher are in Confirmed status, the class status changes to Matched. Rejected The Teacher or Volunteer rejected the class, and a replacement needs to be found. This status is used to track 67

70 BCRM Reference Guide Chapter 5 Class Management Table 7: Class Management Terms Term Educator Educator Status Lead Educator Recruitment Source Team Volunteer Status Volunteer Type Definition those who say they will participate with the initial call but then retreat before the class begins. No-Show The Volunteer confirmed participation and went through training, but never showed up for the class. This is a way for JA to monitor those who consistently never show up and for an Employer to track which employees do not show after committing. Removed The Volunteer or Teacher was removed from the class for any reason. Most often this will be used when there has been an issue. This is a way to track those Teachers and Volunteers we do not want to have in a class again. Dropped Some class sessions were fulfilled but not completed because the Volunteer or Educator dropped out before completion. This is a way to track those who are continual dropouts, as we may not want to use them again. In addition, some Employers want to track those who drop out. Elementary, middle, high school, and university Teachers. This status is specific to the individual as an Educator and can be Current, Past, or Prospect, depending on their participation. This is NOT the status of the individual as a Constituent in BCRM. Found in Participants in the Prospect view of the Capstone School Prospect. A specific type of recruitment effort for the class. A grouping of Program Managers responsible for an area; used for performance evaluation. This status is specific to the constituency of Volunteer and NOT the Volunteer type or Constituent record in BCRM. The status can be Prospect, Current, or Past, depending on their participation, and pertains to all types of Volunteers. The kind of Volunteer the Constituent is. There are three values: Classroom Volunteer, Event Volunteer, and Office Volunteer. One Constituent can have multiple types. 68

71 Chapter 5 Class Management BCRM Reference Guide Table 7: Class Management Terms Term Volunteer Type Status Definition This status is specific to the Volunteer type. A Constituent can be active in one type but not in another. Real-Time Data Management Real-time data for classes is available at any time through the BCRM Constituent Management standard processes, which requires the JA Area Staff to: Enter newly participating schools and Educators as quickly as possible after a new request is secured. Link all Educators to their school as employees. Make sure all Educators and schools have an address and phone number. Enter classes immediately after new schools and Educators are entered or a renewal request is received; a class can only be entered when an Educator and school are already in the system. Manage classes in BCRM through the class cycle. Benefits of Standard Data Management Process Following the standard process allows the JA Area Staff to: Enter data in just one place, cutting out extra time spent with double data entry. Have an office-wide view of classes that are open and Volunteers who are available. Match classes quickly and efficiently in the system. Send correspondence on a scheduled basis. Watch progress toward filled classes on a real-time basis. Verify classes as each completes, rather than waiting until a crunch time at the end of the program year. Report class, student, and Volunteer goals in real time. For more information on program requirements refer to the Program Implementation Standards Guide on the JA Intranet. 69

72 BCRM Reference Guide Chapter 5 Class Management Business Processes Policies and Standards for Class Management Standards and Policies help to define the way a business process and the related data are entered into BCRM. The following table contains specific standards and policies for Program Class Management as agreed upon by a design team of JA USA and JA Area Staff, and adopted by the BCRM Steering Committee, consisting of JA Area Presidents. Table 8: Class Management Policies Business Process Description Class Management At least one Educator and one Volunteer must have a class commitment status of Confirmed in order for the class to be in Matched status. The end date on the class is used to indicate when a class has been completed and will trigger the class status to change to Complete. Classes in Verified status are not editable. It should be a very rare circumstance in which you would need to edit a class after it is verified. The status can be changed by changing the class commitment status of either the Educator or the Volunteer. This will change the class status and allow the class to be editable. There is some information, such as a missing first name, that will produce an error in the error report received from JA USA but not in BCRM. If a class has been verified and edits must be made to the class, or any Constituent on the class, you must take the class out of verification status, make your edits, and verify a second time. Classes that do not come to fruition should be changed in status to Unfulfilled, with a reason code chosen. They should NOT be deleted from the system. If the delivery method of a class is After School or JA in a Day After School, you will not be able to save the class without adding the ethnicities in the Demographic tab on the class. Standard classes do not require ethnicities in the Class record. Classes in Verification Error status must be resolved using the Missing Information tab. The class is then verified again. Class Locking When the class sign-off process from the JA Area President has been completed, the classes for that year are locked and cannot be edited. This is to prohibit changes to the class after the final deadline when the JA USA class, 70

73 Chapter 5 Class Management BCRM Reference Guide Table 8: Class Management Policies Business Process Description student, and contact hour counts are being calculated for all area offices. The class can be copied. Initiating Classes Initiating Classes Deviation in Program Online Classes Default Program Year Locked classes with the Renewed checkbox can be edited to take off the renewed flag, if applicable. Class records are required to have the following data elements in BCRM: Class ID. Educator. Program name. Grade. School level. Delivery method. Class contact hours School. Semester. Total number of students. Volunteer. Organization for the volunteer. Any planned program implementation that deviates from any of the JA USA Program Implementation Standards that are designated as Required, Recommended, or Optional must be approved by the JA USA Education Group prior to program implementation (or the application may be denied). JA Areas must request approval for deviation from the JA USA Program Implementation Standards by submitting an official application. Section 8. Program Implementation Variations provides an overview of requirements for submitting a Program Variance Application or Local R&D Application. All Program Implementation Variation applications are available on the JA Intranet. Classes coming from Educators online through JA Engage will be added to BCRM with a class status of Approval Required. A Program Manager is required to check that the class is a valid request and then can approve the class, which will trigger the status to change to Requested. On July 1 st of each year the system will begin defaulting the new program year on all new classes. This includes those classes added one off, copied, or added in the class batch process. 71

74 BCRM Reference Guide Chapter 5 Class Management Table 8: Class Management Policies Business Process Whole School and Class Sponsorships Description Whole School Financial and Volunteer sponsorships as well as Class Financial and Volunteer sponsorships will be tracked in Prospect Management. A sponsor can be both a Whole School Financial Sponsor and a Whole School Volunteer Sponsor for the same school and for multiple program years. A sponsor can be both a Class Financial Sponsor and a Class Volunteer Sponsor for the same class. A sponsor can be both a Whole School Financial Sponsor and a Whole School Volunteer Sponsor for different schools. A sponsor can be both a Class Financial Sponsor and a Class Volunteer Sponsor for different classes. A sponsor can be both a Class Sponsor on some classes and a School Sponsor for another school at the same time. A sponsor can NOT be a sponsor of any kind for any school or class that is already sponsored. 72

75 Lab 13 Adding Classes BCRM Reference Guide Lab 13 Adding Classes Prerequisites Basic Navigation School Districts and Schools Educators Volunteer Organizations Volunteers Schools, Educators, Volunteer Organizations, and Volunteers must be in the system in order to complete this lab. You may use those training elements added in previous labs. In this scenario, you are a Program Manager. An appeal mailing to last year s participating Educators yielded good results, and many returned their renewal forms. Classes must be entered into BCRM so that goals can be calculated and the Staff can begin to recruit Volunteers to be matched. Do NOT use the Production Environment to conduct this lab. For more information, refer to the Program Class Management e-learning module. Lab 13 Adding Classes Task Initiating a Class This is defined as the initial setup of the class in BCRM when the request comes into the JA Area. Click Program management in the main navigation bar. Under Class management, click Search class. Search for the class by naming convention or by Educator, to determine if the class is existing in the system. It is important as you move forward in BCRM to always search prior to adding a new class, which aids in eliminating duplicates in the system. The class should not be returned in the Results screen. Click Add on the Results screen. Add the class name using the standard naming convention: Educator Last Name School Semester 2-digit year 73

76 BCRM Reference Guide Lab 13 Adding Classes Lab 13 Adding Classes Task The class name is not required, but it does help in searching and reporting at a later date. If necessary the class start time or other identifying feature can be added to the end of the naming convention, to help differentiate when one teacher has multiple classes in the same semester. Using the Magnifying glass icon, search for the Educator used in a prior lab. The school will auto populate if the data is set up in the system correctly. A class MUST have an Educator and a school, or the class will not be visible to the user. Click the drop down menu in the Educator class commitment field. Select Confirmed. The Class Commitment Status remains Pending when classes are added without confirming with the Educator. Once a verbal or written confirmation is given, the status is changed to Confirmed. Using the Magnifying glass icon in the Program Name field, search for the program the students will receive. Select the appropriate program. From the program selected, the School Level, Delivery Method, and Class Contact Hours will default. School Level and Delivery Method can be overridden. The Program year will default to the current year. Select the Semester. Select the Grade. Add the Class contact; for the purpose of the lab, add your own record. This is the Program Manager responsible for the class. Performance goals will be measured for each program staff using this field. Click Save. The record will display. In the details at the top of the class, note the Class status is Requested. All classes are in Requested status until matched. Select Constituents. Select the double down arrow next to the Educator name. Click Edit. Click Class commitment status. Select the drop down arrow. If not updated in the Add Class screen, the status can be updated here. Click Cancel. Below the Educator s name, click Go to educator. This action will take the user to the Educator s record. Click the browser back button. 74

77 Lab 13 Adding Classes BCRM Reference Guide Lab 13 Adding Classes Task Below the Educator s name, click Go to school. This action will take the user to the School s record. Add a few more classes following the preceding steps. 75

78 BCRM Reference Guide Lab 14 Class Matching Lab 14 Class Matching Prerequisites Basic Navigation School Districts and Schools Educators Volunteer Organizations Volunteers Adding Classes Classes must be in the system before completing this lab. In this scenario, you are a Program Manager. Requested classes are waiting for Volunteers; Volunteer recruitment is ongoing. Requested classes must now be matched so that the Educators and Volunteers can go forward with setting up times and dates to meet. Managing the class in the system will allow for tracking classes in all states of progress. Do NOT use the Production Environment to conduct this lab. For more information, refer to the Program Class Management e-learning module. Lab 14 Class Matching Task Match Classes to a Volunteer Using Suggestions Matching classes in the system can be done in a variety of ways. While none of these takes the place of a call to confirm a Volunteer is committed, they do allow for more efficient matching in the system. Providing the Volunteer with the best match based on personal preferences allows for a better JA experience; however, it is important to note that expressed preferences should not be overused, as the result may prove too narrow a search. Click Program management functional area in the navigation bar. In the Volunteer management area, search for a Volunteer. It would be helpful to use the Volunteer entered in the previous lab. The Constituent record is displayed with the Volunteer tab selected. Click Classroom Preferences. Scroll to the Preferred Educators preference. Click Add. 76

79 Lab 14 Class Matching BCRM Reference Guide Lab 14 Class Matching Task Using the Magnifying glass icon, search for an Educator added in the previous lab with a current class entered in the previous lab. Click Save. Select the Class Suggestions sub-tab. A large number of classes will be returned. Click the Funnel filter icon at the top of the Class suggestion page. Select the Preferred educator filter. Depending upon your display size, you may need to scroll to the right to see more filters. Use the scroll in the filter screen. Find the Class Status filter Select Requested so that only requested classes populate. Click Apply on the far right of the filters. If the lab is done correctly, the class entered in the previous lab should populate. Click the double down arrow to the left of the Class ID. Click Add volunteer to class. Select Confirmed in the Class Commitment Status. The Volunteer will have Pending Class Commitment Status upon adding them to the class IF they have not yet confirmed. Change the status only when they agree to participating in the class. This allows a query to be run on those that need further contact because they have not yet committed. Once they commit, the status is marked as confirmed. If the Volunteer is linked to a primary organization, that organization will default in the Organization field. If there is not a related organization, use the Magnifying glass icon to search for an organization. If a Volunteer does not work, the Related organization of Community Volunteer must be entered. Click Save. The Class screen will display. The Class status has moved from Requested to Matched because both the Volunteer and Educator are Confirmed. Matching Volunteers Using the Class List Report Click the Program management functional area in the main navigation bar. Under Reports area click JA-Class List. Select the Program year for the class(es) entered in the Initiate Classes lab. Using the Magnifying glass icon, search for the Class contact added to the classes in the previous lab. Leave the other filters as is. Click View Report. Select the Class ID on one of the classes. The Class record will open. 77

80 BCRM Reference Guide Lab 14 Class Matching Lab 14 Class Matching Task Click Volunteer Suggestions to match a Volunteer. Click a volunteer from the list, and then click Add volunteer to class. Select the Class commitment status of confirmed. The class will show now with a Volunteer. The Class commitment status of the Volunteer and the Educator must be Confirmed for the class status to change to Matched. Click the Program management functional area in the main navigation bar. Under Reports area click JA-Class List. Select the Program year for the class(es) entered in the Initiate Classes lab. Using the Magnifying glass icon, search for the Class contact added to the classes in the previous lab. In the Class status filter, select Matched. Click View report. If the previous labs were completed correctly, any classes with both the Educator and Volunteer in Confirmed status should show on the report. Select the Class ID of one of these classes. Notice the Class status. Repeat the steps above, matching the additional requested classes with the Volunteers entered in the Volunteers lab. (if any) Use the Volunteer suggestions the Not Matched filter only and look for your Volunteers in the list. 78

81 Lab 15 Copying Classes in Bulk BCRM Reference Guide Lab 15 Copying Classes in Bulk Prerequisites Basic Navigation School Districts and Schools Educators Volunteer Organizations Volunteers In this scenario, you are a Program Manager. A school calls and confirms that it would like to have JA in the school for the upcoming year with the same Educators. Using the One-off form would take a while. Copying in bulk would be an easier, more efficient option. Do NOT use the Production Environment to conduct this lab. For more information, refer to the Program Class Management e-learning module. Lab 15 Copying Classes in Bulk Task Copy Classes in Bulk The classes created by the copy require updating, and the original classes used to copy cannot be used to copy more than one time. For purposes of this lab, we will be copying classes from a previous year to the current year. Click Program management functional area in the main navigation bar. Under Class management, click Copy Classes (bulk). Select the last Program year. Select Fall semester. Select the Class status Verified. Using the Magnifying glass icon in the School field, search and select a school from the previous lab or a school you are familiar with. The search is an organization search. This is to accommodate organizations that host classes but are not schools. The school must have classes that fit all of the criteria in the filters chosen. Leave all other filters blank. Click Search. The classes returned in the search are those that will be copied. 79

82 BCRM Reference Guide Lab 15 Copying Classes in Bulk Lab 15 Copying Classes in Bulk Task Leave the selection options blank, but note that you can choose to select all classes in the grid. The classes in the grid have to be selected in order to be copied. Selecting all should be used only when it is clear that those classes have been requested. In Copy Options at the bottom of the screen, check the box next to Copy class contact. Check the box next to Copy class semester. Find and highlight the first few classes in the grid by clicking on the class to be copied. To choose all classes in the list, the Selection option is used. To only choose specific classes in the list hold the ctrl key will clicking the classes. Click Save and the copies will be made. If a class has been copied before, it will not be available to copy again. The Renewed class results page is displayed. This screen shows the copies that have been created. The classes will be updated from this screen. If there are multiple classes from multiple schools, sort using the column heading for either School or Class Contact. At the top of the screen, click the filter button. Select your site, and click Apply. Click the double down arrow next to the name of the class. Click Edit class. Update the name for the appropriate semester and year. Select the current program year if not already updated. After July 1 each year, the most current program year will autofill. Update any other information if applicable. Click Save. The class is now in the pool of classes to be matched, and will no longer appear in the Renewed class results. Click the double down arrow next to another class. Click Go to class. This action opens the Class record. Classes can be matched and edited from this screen as well. On the left of the screen under Tasks, click Edit class. This action displays the Edit form. Copy Classes One-Off Click Program management functional area in the main navigation bar. 80

83 Lab 15 Copying Classes in Bulk BCRM Reference Guide Lab 15 Copying Classes in Bulk Task Under Class management, click Search class. In the Class status filter select Verified. Select Program year. On the far right of the filters, select No in the Copied field. A class that was copied previously cannot be copied again. Click Search. Highlight the first class. Click the Select button at the bottom of the screen. The class record will display. On the left of the screen under Tasks, click Copy class. Uncheck Do you want to copy volunteer? Click Save. The class record displays. On the left of the screen under Tasks, click Edit class. Update the Class name. If the program year is not the current year, select the current year. Click Save. 81

84 BCRM Reference Guide Lab 16 Managing Classes Lab 16 Managing Classes Prerequisites Basic Navigation School Districts and Schools Educators Volunteer Organizations Volunteers Adding Classes Class Matching In this scenario, you are a Program Manager. The classes you will be conducting in the upcoming program year are in the system, matched with Volunteers, and are waiting for the Volunteer and Educator to give notice that the classes are complete. Correspondence has been sent, and the Volunteer or Educator sent back a We ve Finished form. The classes need to be updated appropriately. A class in Complete status indicates the class is finished but not ready to be verified. There may be additional information required and/or the Verification form has not been returned from the Volunteer or Educator. Do NOT use the Production Environment to conduct this lab. For more information, refer to Program Class Management e-learning module. Lab 16 Managing Classes Task Completing and Verifying the Class A class is in Matched status until: The class end date is reached. The class is manually changed to Complete. Click Program management functional are in the main navigation bar. In the Reports area, click JA-Class List. Select the Current program year. Uncheck all but the Fall and Spring semesters. In the Class status filter, select Matched. 82

85 Lab 16 Managing Classes BCRM Reference Guide Lab 16 Managing Classes Task In the Class Contact field, using the Magnifying glass icon, search and choose the Class contact used in previous labs (if applicable). Utilize other filters if applicable. Click View Report. Select the first class by clicking the Class number. The class record will display. On the left of the screen under Tasks, click Edit class. Update total number of students. Press F3 on your keyboard to add today s date as the End date on the class. Click Save. The class record displays. The Class status is now set to Complete. Click Missing Information. Click the Refresh button. If there is required information missing for the class to be registered with JA USA when verifying it will show on the screen. Clean up of the errors should take place prior to verifying the class. Click the Back button of the browser twice. In the menu at the top of the Report view, click the circular green arrow to refresh the report. The class you just updated drops off of the report because it is no longer in Matched status. Click the next class in the report and repeat. Repeat for several of the classes on the report. The status can also be updated to Complete manually by using the task on the left of the class screen. This status is important because this is the point in the class life cycle when the verification form goes to the Volunteer and Educator. All updates to the class just prior to verification are made while the class is in Complete. Verify Classes One-Off A class in matched status may be verified if all data is correctly entered, the class has been completed, and the verification form returned. When a Class status is set to Verified, it is automatically synchronized with the JA USA database and is considered registered. Click the Program management functional area in the main navigation bar. 83

86 BCRM Reference Guide Lab 16 Managing Classes Lab 16 Managing Classes Task Under Reports, click the JA-Class List. Select filters for the Current program year. In the Class status filter, select Complete. Other filters can be used to narrow down classes. Click View Report. Click the class number of the first class. Click the Missing Information tab. If required data is missing, it will be listed. If there is data missing, it will need to be corrected prior to verifying the class. For this lab, find a class with no errors. On the left of the screen under Tasks, click Verify class. In Verified by, select Educator. In Verification method, select . In Verifying constituent search for and select the constituent in BCRM who verified the class. Click Save. The Class status is now verified, and the class cannot be edited. Click the Back button on the browser twice. Choose the next class on the list. Continue through the list, following the same process but leave some in the Matched status for the next task in the lab. Classes for JA in a Day may be in Matched status and moved to Verified. Standard classes are in Complete status prior to going to Verified. Verify Classes (Bulk) In the event a Principal, Educator, or Coordinator verifies a group of classes, the classes may be verified in bulk. Click Program management functional area in the main navigation bar. Under Class management section, click Class status modification (bulk). Select the Current program year. In the Class status filter, select Complete. Other fields, such as Class Contact, School, or Educator, should be used to narrow down the correct records being verified. Click Search. In the returned results, highlight the classes to verify. To select all, use the Selection options drop down menu. 84

87 Lab 16 Managing Classes BCRM Reference Guide Lab 16 Managing Classes Task At the bottom of the screen, in the Verified by field, select Principal. In Verification method, select . In Verifying constituent search for and select the constituent in BCRM who verified the class. Click Save. The Program management functional area will display. In the Reports area, click the JA-Class List. Select the Current program year. In the Class status filter, select Verified. Search and select the Class Contact if applicable from previous labs. Other filters may be used to narrow down returned results. Select a class by clicking the Class number. The class is unable to be edited when the Class status is Verified. Confirming Verified/Registered Classes Between JA USA and BCRM During the year and certainly for the February and August class verification/registration deadlines, the JA-Class and Program Summary Report should be used to confirm that the class totals from the Program Activity Report, provided by JA USA, are correct. The two report totals should match. In August, prior to the JA Area President signing off on the class totals, he or she should review both reports and be confident that the totals match before signing off for the year. Error Resolution Class and related data is verified by BCRM. If there is missing information, it will be noted in the Missing Information tab. Resolution of missing information will need to be completed prior to verifying a class. In this lab you will set up a class without all of the correct data in order to work through error resolution. Create a class with a Volunteer that does not have an address listed. Click the Program management functional area in the main navigation bar. Under Reports, click JA-Class List. Select the current Program year. Select Complete in the Class status filters. Click View report Select a class by clicking on the Class number Click Missing Information. Click Refresh. The required data and errors are listed. Click the double down arrow next to the error where Volunteer or Educator address information is missing. Click Go to Constituent 85

88 BCRM Reference Guide Lab 16 Managing Classes Lab 16 Managing Classes Task If the Educator/Volunteer is missing address information, this allows cleanup of the data. Click the Back button on the browser. If class data is missing click Edit class in the tasks on the left of the screen Update class data. Click Missing Information. Click Refresh. The list should no longer show errors. Navigate back to the report using the Back button on the browser several times or by going back to the Program Management functional link. If a class is verified and there are still errors, the status will update to Verification error. Identify Classes with Verification Error If you have verified classes, but still have errors, the system will update the class status to Verification Error in red print. It should become part of the process to run the JA-Class List report to identify classes in this status prior to your President signing off on class registration. Click Program management functional area in the main navigation bar. In the Reports area, click JA-Class List. Select the current Program year. Under Class status, select the Verification error. Click View Report. Select the class by clicking the class number. The Verification Error status is in red print on the screen. Click the Missing Information tab. Click Refresh. Correct the data as in the previous lab until all errors are corrected using Missing information refresh. When all errors are resolved, on the left of the screen under Tasks, click Verify class. There is some information, such as a missing first name, that will produce an error in the error report received from JA USA but not in BCRM. If a class has been verified and edits must be made to the class, or any Constituent on the class, you must take the class out of verified status, make your edits, and verify a second time. See instructions in the Class Management Policies for instructions on how to take the class out of verified status. 86

89 Lab 16 Managing Classes BCRM Reference Guide Lab 16 Managing Classes Task Editing Class Information You will most likely need to edit classes as more information is gathered. Navigate to the Program management functional area. Click Search class. In the Program year field, select the Program year used to create a class in the previous lab In the Class status field select Matched or Complete. Click Search. Select a class from the list. On the left in the tasks pane, select Edit class. The Edit class form allows you to edit or add class details Add a Recruitment source. Click Save. To edit the Educator information or Volunteer information select the double down arrow next to the Educator or Volunteer name in the Constituencies tab. From here you can go to the Constituent s record, the school or Organization record, or you can edit the Class commitment status 87

90 BCRM Reference Guide Lab 16 Managing Classes Lab 16 Managing Classes Task Click the double down arrow next to the Volunteer Name. Click Edit. Click Class commitment status. From the drop down menu, change the Class commitment status. Click Save. Click Edit again. Click Organization override. This option allows for the instance that the organization providing the sponsor is not the Volunteer s place of business Click Cancel. 88

91 Chapter 6 Fundraising Management BCRM Reference Guide Chapter 6 Fundraising Management Fundraising Management or, as many call it, Resource Generation is key to the success of the JA Area. Reaching and getting to know your potential Donor source and diversifying the source of your income takes strategy and planning. Resource Generation may also involve large sources of Volunteers, so it is not always about the financial donation. This section focuses on the two main instruments Appeal Management and Prospect Management used in JA Areas to reach out to and build relationships with the Donor base. 89

92 BCRM Reference Guide Chapter 6 Fundraising Management Appeal Management Appeals are planned efforts that the fundraising team undertakes to communicate with Constituents to solicit resources. Appeals are asks targeted to a specific group of Constituents for a specific purpose and can be mailings, phone-a-thons, event sponsorships, Volunteer and Educator renewals, and more. They are considered a type of communication because they are broad in nature, appealing to a large number of Constituents at one time for some type of resource. Appeal Terms The program team may choose to use a planned appeal to solicit Volunteers for participation. Appeals are also used in event management. Table 9: Appeal Terms Term Appeal Appeal Mailing Definition The term utilized by BCRM to describe efforts to contact multiple Constituents and generate resources. One or more recipient lists associated with an appeal: Can communicate with recipients by phone or mail. Used to manage direct mailings, i.e., letter-based asks and phone-athons. The type of marketing effort JA will utilize in BCRM. 90

93 Chapter 6 Fundraising Management BCRM Reference Guide Real-Time Data Management Real-time data for appeals is available at any time through the BCRM Appeal Management standard processes, which requires the JA Area Staff to: Create revenue appeals for the upcoming fiscal year. Attach appropriate designation and mark it primary. Use a standard naming convention. Create appeals for all event sponsorships and event revenue other than registration fees. Add appeals for Educator and Volunteer renewal if applicable. Conduct appeal mailings from BCRM (not covered in this section). Track responses on appeals in BCRM. Benefits of Standard Data Management Process Following the standard process allows the JA Area Staff to: Report revenue accurately for events and targeted appeals, reducing the possibility of inaccurate designations at revenue data entry time. Track responses in real time. Copy mailings to next year s appeals (using a static query). Accurately enter revenue data for a specific purpose. Have a complete look at a Donor s revenue history when included with other revenue applications. Business Processes Policies and Standards for Appeals Standards and Policies help to define the way a business process and the related data are entered into BCRM. The following table, Appeal Policies, contains specific standards and policies for Appeal Management as agreed upon by a design team of JA USA and JA Area Staff and adopted by the BCRM Steering Committee consisting of JA Area Presidents. Table 10: Appeal Policies Business Process Appeal Responses Description Revenue 91

94 BCRM Reference Guide Chapter 6 Fundraising Management Table 10: Appeal Policies Business Process and Follow-Up Appeal Addition Appeal Mailing Description Revenue resulting from appeal activity will be recorded according to revenue batch entry procedures. Non-revenue Non-revenue Constituent responses to appeal mailing activity, including phone-a-thons, will be recorded on the Constituent s record using Response Categories and Responses. The values for Response Categories and Responses are maintained by JA USA in the Configuration Log. A summary of non-revenue responses is available on a custom Recipients List page on the Appeal Mailing record. Pending interactions For responses that require Staff follow-up, a Constituent interaction status of Pending will be created. A Pending Constituent Interactions section on the Other Interactions tab of the My fundraiser page provides a summary of non-plan interactions for each Staff fundraiser. Prior to adding revenue generated as part of an Appeal, the Appeal record must be added to the system, including appeals to be used in conjunction with events. One or more recipient lists associated with an appeal. Recipients may receive a phone call or written communication in the mail. Appeal mailings are used to manage direct mailings such letterbased asks and phone-a-thons. Appeal mailings are the type of marketing effort JA will utilize in BCRM. Appeal mailings are not covered in the BCRM Reference Guide Prospect Management Prospect Management is a Moves Management type process that allows the fundraiser to move a resource, whether Donor or Volunteer resource, from one level to a higher level. Prospecting takes place on both current Donors and Donors who have yet to give but warrant a plan as they have high potential to participate in some way. A prospect requires higher touch, and the Prospect Management functionality allows the fundraiser to follow a planned set of steps, track communication, and continue to steward the Prospect. 92

95 Chapter 6 Fundraising Management BCRM Reference Guide All JA Staff are considered fundraisers because they solicit resources from Constituents, therefore all Staff are able to utilize the Prospect Management{ XE Prospect Management } functionality. Prospect Management is used for the following scenarios: Major Donors (both existing and potential). Class and Whole School Sponsors (volunteers and financial). Capstone schools. Corporate volunteer recruiting. Prospect Management consists of many elements, the following being the most important: A prospect plan, with outlined steps to be followed in prospecting the Constituent. An opportunity, equivalent to tracking the proposal and used by the Revenue Team to add a Revenue record that is then recorded for the Constituent specific to the ask. Prospect Management Terms Table 11: Prospect Management Terms Term Combined Ask Contact Report Fundraiser Role (Plan Outline) Fundraising Objective (Plan Outline) Definition A request for both funding and Volunteers. Separate prospect plans will be used for fundraising and Volunteer aspects of this ask. A write-up that records a move within a prospect plan and will provide a history of the activity and a status of that plan. Consider keeping a contact report whenever there is significant contact with the prospect, whether it is a planned move or not. Sample contacts could include correspondence, phone calls, event attendance, or unscheduled personal interactions that provide useful information. Identified party responsible for executing the planned step. Options include Prospect Manager, Primary Manager, Secondary Manager, or Secondary Solicitor. Only one option can be associated with an outline step. What the fundraisers hope to accomplish during a planned step. 93

96 BCRM Reference Guide Chapter 6 Fundraising Management Table 11: Prospect Management Terms Term Major giving management Fundraiser and steps Move My Fundraiser Page Naming Opportunity Natural Partner Plan Participant Planned Gift Documentation Definition This is a supervisory view of the activities the fundraisers are to follow up on or have in progress. The structure is set up based on the JA Area hierarchy. A Supervisor can see at a glance what prospect plans are in progress, what steps are completed, what steps are planned and program management data by Program Manager. Any interaction or activity with the goal of moving the prospect one phase closer to making a gift or becoming involved in JA. Steps are driven by the prospect plan, which assists the Development officer in focusing on activities that are productive. All steps within a plan should be recorded in a contact report. A view acquired when a Constituent has the fundraiser constituency. This view allows management of tasks from plans, management of follow up through interactions, a summary look of prospect plans and class information. This page is used to manage day to day activities of the fundraiser (including the program Management Staff) Naming opportunities are linked to prospect plans and represent a list of available named sponsorships/naming rights based on a given level of support. When a naming opportunity is identified, an administrator at the JA Area will create the naming opportunity in BCRM. Once a Constituent is identified as a prospect for a naming opportunity, the naming opportunity will be linked to the prospect s major gift plan. A person who is participating in a solicitation because of their level of influence or affinity with the prospect. A person who participates in a plan and/or plan step, may make an introduction, facilitates, or attends a meeting. Plan participants do not receive gift solicitor credit. In order to be included in the JA USA Heritage Society, planned gift documentation must include a Donor testimonial, photo, and biography. Optional information can include a gift illustration and a copy of the will or other legal document detailing the gift. Planned gift amount does not need to be known in order to become a member of the Heritage Society. 94

97 Chapter 6 Fundraising Management BCRM Reference Guide Table 11: Prospect Management Terms Term Planned Gift Intention Primary Manager (Plan) Prospect Manager Prospect Plan Prospect Team Definition Indicates that a Constituent has notified JA that the organization is part of the Constituent s estate plan or other type of planned giving vehicle (life insurance policy, trust, etc.). Person responsible for the overall management of a particular prospect plan (often the same person as the Prospect Manager). Applicable scenarios: o For a dedicated revenue ask plan, defined explicitly for a revenue opportunity (with no Volunteers requested), the fundraiser will be the Primary Plan Manager. The Program Management Staff will be denoted as the Secondary Manager of the plan as needed. o For a dedicated volunteer ask plan, defined explicitly for a non-revenue opportunity (with Volunteers requested), the Program Management Staff will be the Plan Manager. The Fundraiser will be denoted as the Secondary Manager of the plan as needed. o For consolidated asks, involving both revenue and Volunteer commitments from the organization, the Fundraiser will be denoted as the overall Prospect Manager and as the primary plan Manager. The Program Management Staff will be the Secondary Manager. o For dedicated Capstone Staff for a Capstone School record, the Capstone Staff person will be managing the school through the Capstone experience. JA Staff member, typically a Development officer, responsible for the overall management of the relationship with a prospect or Donor. A set of outlined steps that encompasses the strategy, devised by the fundraiser, for a prospect. Fundraisers may create their own outline or use those provided by BCRM that are predetermined by type, with general steps that each user can tailor (edit, add, or delete) per prospect. These are templates that can be applied to each Prospect record that warrants a plan. A team of fundraisers and possibly Board Members who work together to fulfill a prospect plan. 95

98 BCRM Reference Guide Chapter 6 Fundraising Management Table 11: Prospect Management Terms Term Secondary Manager (Plan) Secondary Solicitor (Plan) Stage (Plan Outline) Step Definition Additional Managers working with the Donor or prospect. Program Management Staff default to this role unless a plan is dedicated to volunteer opportunities. See applicable scenarios described in the Primary Manager section above. Additional solicitors working with the Donor or prospect. They do not need to be JA Staff members. Some Secondary solicitors, such as Board Members, may have a goal associated with their involvement and may need to be tagged as a solicitor on a gift. The stage in the Donor development scheme in which this step type falls (Identification/Research, Cultivation, Solicitation). Any interaction or activity with the goal of moving the prospect one phase closer to becoming involved in JA often referred to as a move, in general fundraising terminology. Steps are driven by the prospect plan, which assists in focusing on activities that are productive. All steps within a plan should be recorded in a contact report. Stewardship Plan Used to strengthen and leverage existing relationships with prospects/active Constituents. Similar to prospect plans, where outlines are configured and users can customize plans per prospect, stewardship plans allow users to steward prospects/donors/volunteers and track particular mailings, events, and other contact methods. 96

99 Chapter 6 Fundraising Management BCRM Reference Guide Real-Time Data Management Real-time data for Prospects is available at any time through BCRM s Prospect Management standard processes, this requires the JA Area Staff to: Enter all related data for the prospect, including the constituency of prospect, on the Major Donor Prospect constituent record. Enter a primary address and phone number (only one primary) for all prospects. Link organizations that have a parent company also in the system. Link individual Constituents to their primary business as a relationship of Employee/Employer. Add a prospect plan to prospects on a real-time basis. Add a plan outline (a series of tasks) and assignment of tasks. Add an opportunity to the plan and manage the proposal through its stages. Manage the plan through its life cycle in real time, developing the relationship until the ask and into stewardship. Add a stewardship plan after the prospect plan is closed. Benefits of Standard Data Management Process Following the standard process allows the JA Area Staff to: Enter data in just one place, cutting out extra time spent with double data entry. Have a 360-degree view of Constituents and their involvement with the JA Area. Assure that the cultivation or renewal of a Major Donor for revenue and/or Volunteers follows a standard and consistent process using the same methodology for all. Assure that communication with the prospect is monitored for use by all Staff so that there is no overlap of energy. Work as a team when identifying and following up with Constituents for funding and/or participation in events or classes (such as class sponsorships). Provide a uniform look at all prospects across JA USA. Use and create standard output that is consistent, accurate, and in real time. Provide the prospect/donor with positive and quick recognition. Reduce the possibility of multiple asks when the Donor has requested that all opportunities to support JA are consolidated into one proposal. Business Processes Policies and Standards for Prospect Management Standards and Policies help to define the way a business process and the related data are entered into BCRM. The following table contains specific standards and policies for Prospect Management as agreed upon by a design team of JA USA and JA Area Staff and adopted by the BCRM Steering Committee consisting of JA Area Presidents. 97

100 BCRM Reference Guide Chapter 6 Fundraising Management Table 12: Prospect Management Policies Business Process Add Opportunity Add Prospect Constituency Add Stewardship Plan Assign Prospect Manager Fundraiser/Solicitor Management Manage Prospect Plan Description When the proposal is ready to be sent, an opportunity that tracks the amount asked, amount expected, amount accepted is added to the prospect plan. The designation is added to the opportunity. Revenue Staff records the gift linked to the opportunity once revenue is received. Fundraisers will add a Prospect constituency in order to add funding interests, a prospect plan, and Contact reports, regardless of whether a Prospect Manager has been assigned to the record. Constituent can have a stewardship plan without an accepted opportunity. Constituents will have a single integrated stewardship plan (for both Fundraising and Program Management) in the case of a consolidated ask. Where asks are made separately, there will be multiple stewardship plans. A Prospect Manager should be assigned to each prospect to indicate which JA Staff member has primary ownership of the relationship with the Constituent. Independent of transactions for which Staff fundraisers may be credited, JA will utilize the Prospect Team Member functionality to assign one or more of the fundraisers to a given Constituent. Prospect Team Member elements: o Fundraiser s name. o Role. o Start/end dates. Solicitors are also used at the revenue level to indicate a solicitor on a revenue. Fundraisers are to monitor their progress using the My fundraiser page. A fundraiser can add a plan without first being assigned as the Prospect Manager or Primary plan Manager. A fundraiser should monitor progress by using the My Fundraiser page. When a prospect plan has been completed, it should be closed by marking the plan historical. 98

101 Chapter 6 Fundraising Management BCRM Reference Guide Table 12: Prospect Management Policies Manage Planned Gift Manage Planned Gift Heritage Society Manage Planned Gift Recognition Manage Prospect Plan Reassign Prospect Manager Record Authorization and Associated Documentation Documentation uploaded in support of the planned giving prospect should include: Testimonial. Photo. Bio. May also include: Gift illustration. Copy of will or other legal document detailing gift (if available). Additional details gathered through the planned gift ask and acceptance that are more generic (including a photo and bio) should be added as documentation to the Constituent record, rather than as documentation to the planned gift record. Planned gift amount does not need to be known in order to become a member of the Heritage Society. There is only one Heritage Society for all JA Areas and headquarters. In some instances, JA Areas or JA USA may request permission to approach a Donor if that Donor is in a JA Area s sphere of operations. If a JA Staff member leaves the organization, that Staff member s prospects should be reassigned to a new fundraiser. BCRM has a semi-automated process to assist with this. Where a plan denotes an internal authorization is required, documentation can be attached to the applicable plan step. 99

102 BCRM Reference Guide Lab 17 Appeals Lab 17 Appeals Prerequisites Basic Navigation Individual Donors Appeals are the instrument to track information for monetary and non-monetary resource generation. This can mean appealing to a group of Volunteers for participation or to a group of potential Donors. In this scenario, you are a fundraiser managing an individual appeal. A mailing will be sent to a large number of potential Donors. Responses will be tracked, including revenue that comes in as a direct result of this appeal. The appeal must be added to BCRM before revenue can be applied. Appeal mailings are not covered in this lab. Do NOT use the Production Environment to conduct this lab. For more information, refer to the Fundraising Management e-learning module. Lab 17 Appeals Task Add an Appeal Click Marketing and Communications in the main navigation bar. Click Appeal search. In the Name field, type the name of the appeal being added. Click Search. The appeal will not be returned in the results. It is important as you move forward in BCRM to always search prior to adding a new appeal, which aids in eliminating duplicates in the system. Click Add on the right of the Results screen. Name the appeal using the proper naming convention Site-sub-site-Four year digit -Name of Appeal. For the purpose of this lab, fictitious information may be used. Add a description. 100

103 Lab 17 Appeals BCRM Reference Guide Lab 17 Appeals Task The description should be something you would merge into an Acknowledgement Letter: Thank you for giving to our Appeal. In Category, select Letter. In Report code, select Individuals. This code allows reporting by the targeted group using the code. Select the site, if applicable. Enter the Start and End dates for the time period the appeal will take place. Most often this is the fiscal year. Add a Goal (the amount to be raised in this appeal). Click Save. The appeal record is displayed. In the General tab, click Edit designations. Using the Magnifying glass icon, search and select the designation that corresponds to the appeal. The designation will populate when a Revenue record is entered for this appeal by the Revenue Entry Staff. The designation is the plumbing that carries the gift to the general ledger. Mark the designation as the default. You will not need to add any other information to other tabs for this assignment, but you can look at the other tabs to familiarize yourself with the available fields. Click Save. Add Constituents to an Appeal With the appeal set up, Constituents can be added to the appeal allowing response tracking. Click Constituents functional area in the main navigation bar. Click Constituent search (or use Recently accessed) to identify an individual Donor added in the previous lab, if applicable. Using the Magnifying glass icon, search for an individual to add to the appeal. Select the Constituent. The Constituent page displays. Click the Communications tab. Click Add appeal mailing. Using the Magnifying glass icon to search for the appeal added in the previous lab. Using * or % when the full name is not known can help in searching. Click the Select button. A mailing has not been set up, so you can leave the other fields empty for now. Click Save. Repeat this for at least three other individual Donors from the Individual donor lab or other Constituents in the system. 101

104 BCRM Reference Guide Lab 17 Appeals Lab 17 Appeals Task On the left, under Recently accessed, click the Appeal. Select the Constituents tab. The Constituents appear in the Constituents row. In addition, when these Donors respond to this appeal, their commitments, and payments will populate in the lower part of the screen. Track Responses to the Appeal Open the Appeal. Click the Constituents tab in the appeal. Click the double down arrow next to a Constituent s Name. Click Go to Constituent (including add/edit responses and Constituent appeal comments). Click the double down arrow next to the appeal name on the Constituent. Click Edit responses. In the Date field, select F3 on your keyboard for today s date. In the Category field, select Interested in sponsorship. Hovering the mouse over the value will display the full name. In Response, select Interested in sponsorship. Click Save. On the left, under Recently accessed, click the Appeal. Click Constituents. Note the response is listed. To change the column width, use your mouse to move the line to the right of the column. This change is static and will be honored when returning to this view. When the Constituent gives a gift that is applied to this appeal, that information will be visible in the rows below the Constituent. When a gift is attributed to the appeal, it will be applied to the goal of the appeal. Copy Appeals If a similar appeal will be used for the next fiscal year, and will maintain most of the appeal data elements, the appeal can be copied. Navigate to the Appeal created in the previous lab. On the left under the Tasks pane click Copy appeal. Add the new name following the standard naming convention. Add a description (typically what you want to see in an acknowledgement letter). Update other data where needed. Update the Start and End date to reflect the new fiscal year. If this appeal will collect money for the same designations as the prior appeal select the Include designations checkbox. 102

105 Lab 17 Appeals BCRM Reference Guide Lab 17 Appeals Task If this appeal will include the same benefits and teams select the appropriate checkboxes. The Designation is the most important of these options, you must have a designation linked to your appeal, if you choose not to copy from the current appeal be sure to go back and add a designation to your new appeal. Click Save. Your new appeal is now available to be used when entering revenue or adding a mailing. 103

106 BCRM Reference Guide Lab 18 Prospect Management Lab 18 Prospect Management Prerequisites Basic Navigation Organization and Individual Constituents Major Donors Individual Donors In this scenario, you are a fundraiser for JA. You have a list of Major Donors targeted to move to a larger gift. There are a series of steps that need to be followed in order to move this Donor into a different giving level. Do NOT use the production environment to conduct this lab. For more information, refer to Fundraising Management e-learning module. Lab 18 Prospect Management Task Add a Prospect Plan to a Major Donor 104 Click Prospects in the main navigation bar. Click Search prospects. Search for a Major Donor (entered in the previous lab or a Donor from the JA Area data). When searching Prospects the system searches for Constituents with the Prospect constituency. If the search results do not return any records, clicking on Add allows a search for Constituents in the system who have not already been tagged with the constituency of Prospect. Select the Donor. This lab assumes the Constituent has already been given the Prospect constituency. Under the Prospect tab, click Plans. Click Add. Click Add a Major Giving Plan. Name the plan using the standard naming convention. Four year FY-Name specific to the plan Example: 2014-Ind Major Giving Plan Select Major Gift in Plan type. Use July 1 as the Start date. Select site if not visible.

107 Lab 18 Prospect Management BCRM Reference Guide Lab 18 Prospect Management Task In the Primary manager field, search and add your record. The Primary Manager is responsible for making sure the plan is executed and must have the constituency of fundraiser. All Staff should have this constituency. In the Secondary manager field, add the name of one of the other Fundraising Staff. If this plan included Program Staff and asks for both revenue and Volunteers, the Program Manager responsible is the Secondary Manager on the plan. In the Secondary solicitors, search for and select a Board Member. Select Board member in the Role. In Plan participants, add the Major Donor Contact. The list should have the Contact listed because you linked them in the prior lab. From the Role drop down menu, select Key influencer. If there is no one to choose, leave this blank. This list populates from relationships of the participant. Click the Steps tab. In the Outlines field, select the drop down arrow and select a step outline. Click Add steps from plan outline. The steps are the tasks that need to take place for a specific type of prospect plan. The JA Area may set up outline plans specific to the Area. Under Details, click Edit steps. Make adjustments to the steps, adding an owner and expected time. Change some steps to Pending status. Expand the columns by dragging the divider in the column. Click Save. The prospect plan displays. Click Prospect team. Add other Staff who may be responsible for steps in the plan. Click Save. Click Edit Prospect manager. Select the Staff person responsible for the account, often this is the same as the Plan Manager. Click Save. Adjust Dates for a Plan A call comes in from the prospect and they have to postpone their first interaction by two weeks. Search for Prospect or use Recently accessed to open the Prospect s record. On the Prospect tab, click Plans. Select the plan by clicking the plan name (the blue link) in the list. Click the Details tab. 105

108 BCRM Reference Guide Lab 18 Prospect Management Lab 18 Prospect Management Task Click Edit steps. Click the Select all button to select all steps. Adjust the expected dates forward two weeks. Click Adjust dates. Click Save. Manage Steps Two weeks later, the first step in your plan has been completed. Click Prospects in the main navigation bar. Click Search prospects. Search for and select the Prospect. Click the Prospect tab, then Plans. Select the Prospect plan from the Prospect s record by clicking on the name of the plan. In the Planned and Pending steps, click the double down arrow by the Step status. Click the Step button. Click Mark Complete. Click Save. The step is now under Completed Steps on the Prospect Plan. Add an Interaction/Contact Report An unexpected meeting with the Contact at a JA Event leads to a conversation that you would like to document on the Prospect s record. The Contact requested additional information on one of the JA programs s/he is interested in supporting. Click Prospects in the main navigation bar. Click Search prospects. Search for and select the Prospect. Click the Prospect tab, then Plans. Select the Prospect plan from the Prospect s record by clicking on the name of the plan. Find a planned step. Click Contact report. Select File an unplanned Contact report. Add the objective. Add the owner. In the Actual date field select F3 on your keyboard to enter today s date. Select the Stage Cultivation. Select the Contact method of Other. 106

109 Lab 18 Prospect Management BCRM Reference Guide Lab 18 Prospect Management Task In Category select meeting. In Sub-category select One on one. Add comments regarding the conversation. Click Save. Create an Opportunity The contact has indicated that the company is ready to think about a gift. It is time to send them a proposal or ask for an outright gift. In BCRM, this task is called an Opportunity. Click Prospects in the main navigation bar. Click Search prospects. Search for and select the Prospect. Click the Prospect tab, then Plans. Select the Prospect plan from the prospect s record by clicking on the name of the plan. Click the Opportunities tab. Click Add. Select the status Qualified. Add the expected amount of in the Expected ask amount field. Add the Ask amount of The expected amount and the Ask amount may be different amounts. In Likelihood, select Medium. Select Opportunity type of Outright Gift. Add Expected ask date. Add Ask Date. The Expected ask date and Ask date are often two different dates depending upon when the actual Proposal went to the Constituent. In the designation, choose the designation that would carry this gift to the appropriate GL category. Add the amount of the ask in with the designation. The amount may be split between two different designations if the ask is for two different purposes in the GL. Click Save. The Opportunity summary displays on the plan. Click Go to opportunity. Click the Campaign tab. Click Edit campaigns. Search and choose the campaign the opportunity should be attributed to. You will see the campaigns set for the designation chosen when the opportunity was added. One of these will be the campaign you wish to assign to the opportunity. This task allows the major giving tab on the campaign to display the opportunity. 107

110 BCRM Reference Guide Lab 18 Prospect Management Lab 18 Prospect Management Task Click Save. When the prospect agrees to an amount, the opportunity status must be adjusted. This most often happens after a period of time has gone by. Click the Opportunity. On the left of the screen under Tasks, select Edit opportunity. Change the status to Accepted. Add the accepted amount, and response date. Click Save. At this point, most offices will send a communication to the revenue data entry person with the appropriate documentation. That person will enter a pledge in the system and associate it with the opportunity. Revenue for the opportunity will be visible on the Associated Revenue tab in the opportunity after the pledge is added. Create a Stewardship Plan Knowing the Prospect will pay the pledge, add a Stewardship Pan to the Prospect record so that the steps appropriate for the giving level will be noted. Click the Prospects functional link in the main navigation bar. Click for the Prospect or use Recently accessed to open the Prospect s record. Select the Prospect. Open the Constituent record and select the Prospect constituency at the top of the screen. Click Plans. Click Add. Click Add a Stewardship plan. Name the Stewardship plan. Add yourself as the Manager of the plan. The required Start date is the date the Stewardship plan will begin. Select the Calendar and choose a date in the future. Select the Plan type of Major Financial Gift. Click the Plan Steps tab. From the Outline field, choose a plan. Click Add steps from template. Adjust the individual dates of the steps. Click Save. 108

111 Lab 18 Prospect Management BCRM Reference Guide Lab 18 Prospect Management Task Managing from the My Fundraiser Page Now that plans and tasks have been added to the prospect, managing the plan tasks and information about your prospects can be found on the My fundraiser page or at View Fundraiser. The My fundraiser page also shows interactions on Constituents, Opportunity summaries and Classes in progress for Program Staff. Click the Prospects functional link in the main navigation bar. Click My fundraiser page. (If you cannot view this page, go to Search Fundraiser and search for the Staff record.) All Staff should be set up as fundraisers including Program Staff. In the Prospect and Plans tab click the Prospect name link. The Prospect s record opens, edits can be made here. Click the Back button. Click the Plan type blue link for the prospect. The plan record opens, edits to the plan can take place here. Click the Back button. Click the Pending steps tab. Steps in pending status will show in this tab and are organized by date. The steps can be managed from here. Select the green double down arrow to the left of the first task. Click Step. Click Edit step. Steps can be edited without going to the prospect plan. Click Save. Click the double down arrow again. Click Step. Click Mark complete. The step, after completion, no longer shows on the tab. The Actual Date populates with the current date. Click Save. The step, after completion, no longer shows on the Pending steps tab. Click the Other interactions tab. Interactions on any Constituent record will show in this tab and can be managed from here. In the Summary tabs, text is also a link to a new page. On the Prospect summary tab select Major gift in Plan type. 109

112 BCRM Reference Guide Lab 18 Prospect Management Lab 18 Prospect Management Task Prospects for the fundraiser are listed. Click the Back button. Click the My assignments tab. My assignments will show tasks assigned to the fundraiser from batches or prospect interactions. 110

113 Chapter 7 Revenue Management BCRM Reference Guide Chapter 7 Revenue Management Revenue Management consists of entering revenue into BCRM, providing acknowledgement letters in a timely manner, performing due diligence and reconciliation, and posting to the general ledger (GL). In most JA Areas, there are only a select few responsible for entering revenue. Revenue includes pledges, event registrations, donations including payments on pledges, and in-kind gifts. Based on accounting practices, BCRM has been configured with a workflow process that follows a specific set of steps and allows for auditing of steps within BCRM. Entering revenue through the batch process ensures that the workflow is executed properly. In BCRM there are revenue batches specific to the JA Area and for a specific purpose. Always use the revenue batch templates for your area, specific to the type of gift you are entering into the system. The following revenue batch types are included in BCRM: Check and Cash Revenue Batch Direct Debit or ACH Batch Gift-in-Kind Revenue Batch Pledge Batch Revenue Update Batch 111

114 BCRM Reference Guide Chapter 7 Revenue Management Revenue Management Terms Table 13: Revenue Management Terms Term Appeal Application Campaigns Designation Donation Donor Definition The term utilized by BCRM to describe efforts to contact multiple Constituents and generate resources. The term utilized to indicate how the revenue is to be applied, such as toward a donation, pledge, or matching gift claim. Organized fundraising efforts that an organization undertakes to raise money and direct funds to designations. Represents Donor intent and is mapped to the General Ledger. Grouping Designations creates the Designation Hierarchy. In BCRM, this refers to a pledge payment, outright gift, or unapplied payment. A Constituent who has donated to JA within the last 10 years. There are four tiers of Donors, but not all tiers are also constituencies: Donor A Constituent who has given in the last 10 years. The system adds this constituency automatically after a gift is attributed to the Donor. If a Donor has not given within the last 10 years the constituency drops off of the Constituent record. Major Donor The definition will vary by JA Area, but this is typically a Donor that requires the most attention from the Development Team. Major Donors will be configured using Smart Fields based on the JA Area s definition of Major Donor, typically a certain dollar amount, and also have the Prospect constituency and are managed in Prospect Management{ XE Prospect Management }. Mid-Tier Donor A Donor who does not require as much attention as a Major Donor (e.g., having a prospect constituency), but warrants more consideration than just bulk communications from JA. (Mid-Tier Donors may not exist in every JA Area). Loyal Donor A Constituent who has given each of the last 3 consecutive years; the system adds this constituency automatically. 112

115 Chapter 7 Revenue Management BCRM Reference Guide Table 13: Revenue Management Terms Term Donor Challenge EFT Gift Acknowledgement Initiative Junior Achievement Heritage Society LYBUNT MatchFinder Matching Gift Claim Definition A promise to pay a specified amount based on specific behavior by other Donors or on hitting fundraising goals (for example, a 1:1 match for all renewing Donors who give more than $100) BCRM has a workflow process for handling this. Electronic funds transfer, a paperless method for transferring money from one bank account to another It is highly recommended that all gifts are provided an acknowledgement (online or offline) within 48 hours of the revenue batch being committed. The reason why the Donor is giving; the Donor s motivation for giving. This is required yet customizable section of the Designation Hierarchy. Recognizes all individual Donors who have made a planned gift to any JA Area. The planned gift amount does not need to be known in order to become a member of the Heritage Society. Last Year But Unfortunately Not This Identifies donors that have given to JA last year, but have are not donors for the current year. Subscription service for finding matching gift company information and program criteria. Subscription includes MatchFinderOnline service, which allows Donors to search for their employer s matching gift information. Represents a Constituent s claim that an organization will make a donation based on revenue given by the Constituent. In BCRM Matching Gift claims are not treated as income until the payment is made. 113

116 BCRM Reference Guide Chapter 7 Revenue Management Table 13: Revenue Management Terms Term Opportunity Organization Hierarchy Outright Gift Pledge Pledge Reminder Purpose and Purpose Type Recognition Credit Revenue Definition The details about the specific ask amount, the expected amount, and the actual amount related to a major gift solicitation. Opportunities will also be used to track Volunteer asks (number of Volunteers requested, number of Volunteers promised, and number of Volunteers fulfilled). Opportunities are also used for: Whole School Financial and Whole School Volunteer Sponsors as well as Class Financial and Class Volunteer Sponsors. The proposal and invoicing for participating Capstone Schools. Parent organization information will be maintained on subsidiary Constituent records, so the corporate information view will display revenue and prospect plans for all organizations in the hierarchy. A gift made by cash, check, or credit card that is able to be used immediately by JA. A promise to pay a specific amount within a scheduled timeframe. Notice to the Donor to pay his/her promised gift by a particular date set by the Donor. Purposes represent the reasons for which JA raises money. The Purpose type can be used to categorize purposes with shared characteristics. Purposes are the building blocks of Designations. Recognition credits provide flexibility when recognizing Constituents for donations (revenue transactions). This functionality allows you to recognize more than one Constituent for a revenue transaction and decide how much credit a particular Donor receives. You can also recognize a Donor for a portion of a gift over an extended period of time. Example would be when United Way revenue is received. The United Way gets a hard credit and the designee gets a soft credit. Both are visible from within the Recognition tab. Encompasses all types of financial transactions, including pledges, payments, outright gifts, matching gifts, and gifts in kind. 114

117 Chapter 7 Revenue Management BCRM Reference Guide Table 13: Revenue Management Terms Term SYBUNT Windfall Definition Some Year But Unfortunately Not This. Identifies JA donors that have given in a previous year but have not yet donated to JA for the current year. Appeal type for those gifts whose driving Ask device is unknown. Real-Time Data Management Real-time data for Revenue Management is available at any time through the BCRM Revenue Management standard processes, requiring the JA Area Staff to: Enter revenue on a consistent timely schedule. Use batch entry for all revenue entered. Assign acknowledgement letters in batch. Set up and use pledge reminders as invoices. Along with development team, create standard campaigns with the appropriate designations at the beginning of each fiscal year. Along with development team, create appeals with the appropriate designation strings at the beginning of each fiscal year. Adjust or edit revenue through batch (no deletions are allowed). Set up designation structure according to the policy. Record an ask device of Appeal, Opportunity, Event Registration or Grant Award on every revenue transaction. Enter only written pledges into BCRM. Follow the revenue workflow outlined in the policies for audit purposes. Benefits of Standard Data Management Process Following the standard process allows the JA Area Staff to: Enter data in just one place, cutting out extra time spent with double data entry. Have an office-wide view of revenue and donors. Have an audit trail for consistent and clear revenue data collection. Send correspondence on a scheduled basis. Watch progress toward fundraising goals. Ensure real-time reporting for all revenue-related data. 115

118 BCRM Reference Guide Chapter 7 Revenue Management Business Processes Policies and Standards for Revenue Management It is expected that revenue Staff will manage all revenue in the system (including revenue from all districts, divisions, and regions); the system has been developed to enable standard processes. This includes cash, pledge, direct debit, credit card, and in-kind payments. The JA Area will make deposits to the bank on a timely basis. They will also use the deposit process in BCRM. This deposit process in BCRM allows the user to create a report of all revenue that is deposited and check this with handwritten deposits. This process also sets up BCRM for the appropriate general ledger accounts to be associated with revenue. This deposit process is required, even if you aren t using BCRM to post to your general ledger. A reconciliation of what is deposited and what is in BCRM will need to take place on a regularly scheduled basis, often monthly. A reconciliation of Fundraising income will need to take place as well on a regularly scheduled basis, often monthly. Table 14: Revenue Policies Business Process Adjusting or Editing Revenue Assign Solicitor Credit Batch Entry for Revenue Campaigns Description When payment amount errors occur, editing will be allowed in order to keep an audit trail of activity. No deletions will be allowed. Adjustments to revenue records are completed through the revenue update batch and will be recorded as an adjustment. After a revenue transaction has been committed from the batch to the system record, it needs to be zeroed out. The record will be kept in the system, but the value will be changed to zero. Do not delete the record even if there is an error or a check bounces. To ensure accurate Board reporting, solicitor credit must be given to the Board Member who assisted in generating the gift. For major giving opportunities, this solicitor credit will be defaulted based on Primary Plan Manager and Secondary Solicitor roles, but may be modified at the time of the gift entry. All revenue will be entered via batch. A batch can be as small as one gift. This is done to ensure the workflow is used that informs the business process. Batches can be left open to accommodate an area office business process. Multi Year campaigns can have date ranges that reflect the multiple fiscal years. When possible use designation strings that are unique to those multiyear campaigns. Be sure the goals reflect the extended date range. 116

119 Chapter 7 Revenue Management BCRM Reference Guide Table 14: Revenue Policies Business Process Campaigns Clear Matching Gift Claims Designation Structure Fiscal Year-End Closing Description Campaigns will run annually based on the Fiscal Year (FY15 GR IND Nonboard). The goal on the Campaign can have an ending date that would reflect the length of time gifts could be expected to arrive. Revenue records will have to be adjusted to reflect the correct campaign when revenue is received beyond the fiscal year. Recommendation for frequency of matching gift claim cleanup is annually at the end of each fiscal year. This cleanup does NOT create a write off record. Designations act as the plumbing that routes revenue appropriately. Designations are a string of purposes. The purpose types and the order in which they are assembled to form a designation are: 1. JA Area Examples: JANI, JASET. 2. Fund Examples: Operating, Endowment. 3. Initiative Examples: General Fundraising, Whole School Sponsorship. 4. Campaign Level Examples: Foundations, Individual Nonboard. 5. Sub-Site Examples: Allen County, Katy Example designation: JANI/Operating/General. Fundraising/Individual Non-board/Allen County. Example designation hierarchy: To achieve the roll-up across a given Area and its activity, the designations will be assembled in a hierarchy. This hierarchy is aligned with and supports the overall fundraising structure. For example: Junior Achievement USA (JA Area) Operating (Fund) General Funding (Initiative) Individual Non-board* (Campaign) Corporation* (Campaign) Allen County* (Sub-site) * Denotes designation level that accepts revenue directly. This optional year-end workflow is finance related and will be adopted at the discretion of each JA Area according to that JA Area s accounting practices. 117

120 BCRM Reference Guide Chapter 7 Revenue Management Table 14: Revenue Policies Business Process General Ledger Mapping General Ledger Use Restriction Generate Matching Gift Acknowledgements Gift Entry Description Map General Ledger for deferred dollars to temp restricted account for the pre-payments. Only for mapping revenue and income accounts. Account codes in the general ledger denote use restriction or lack thereof. A given area can choose between the following two options for denoting use restriction: 1. Edit the GL distribution information on a committed revenue record. a. Conduct before GL post process runs b. Executed by Finance Staff c. Change default revenue (credit) account. Example: o Given designation s default revenue (credit) account code begins with 3000, which refers to Contrib Corporate Unrestricted. o Replace with revenue (credit) account code, which begins with 3100 and refers to Contrib Corporate Temp Restricted. 2. Define and map a designation dedicated to receiving restricted (temporary or permanent) revenue. Note: The choice between employing one method or another will depend on volume. Some JA Areas report revenue restriction as a very rare occurrence, in which case option #1 will be most favorable. Source: JA USA s Accounting Manual s Chart of Accounts For matching gifts, receipt the company for tax purposes and recognize the individual for giving clubs. Some JA Areas may also choose to separately list matching gift companies in recognition materials. Acknowledgements must be sent within 48 hours of revenue batch being committed. An Ask device of an appeal, an opportunity, or a grant request will be recorded on every revenue transaction. Where unknown, a default Windfall appeal for each JA Area or sub-site within the JA Area will be selected. All must include a default designation. 118

121 Chapter 7 Revenue Management BCRM Reference Guide Table 14: Revenue Policies Business Process Gifts-in-Kind Matching Gift Pledge Post to the General Ledger Pledge Write-off Description It is recommended that JA Areas consider the following regarding gifts-in-kind: 1. Consider setting a bottom threshold of the value for recording gifts-in-kind. For instance, the JA Office may set the floor at not recording anything with a value of less than $ If there is not a readily available market price for the gift in-kind, then the JA Area should get it appraised. An example would be artwork. 3. Gifts-in-kind should benefit the organization. Examples include office supplies, reduced rent, or free space and not a historical building that you can t do anything with. For gifts-in-kind, the default is set to not automatically post to the general ledger. It is up to the local JA Area to determine which giftin-kind items should post according to their gift acceptance policy. Unapplied matching gifts may be entered into BCRM. This scenario will happen when money is received as a matching gift but no claim was previously entered. Matching gifts Claims can be entered into BCRM without affecting Income or Write off reports. JA will require written pledges to be posted to the general ledger (as per FASB). Only written pledges will be posted to the general ledger. It is highly recommended that JA Areas have a documented pledge write-off policy in place. If one is not in place, consider adopting the following: Pledges more than 12 months old and less than $500 that are not part of a multi-year pledge should be written off. Pledges less than $50 and six months past the first pledge due date should be written off. All other pledges should be reviewed and should try to be collected. 119

122 BCRM Reference Guide Chapter 7 Revenue Management Table 14: Revenue Policies Business Process Post to General Ledger Post to GL Matching Gift Claim Split Gift Description The frequency of posting to the general ledger will be flexible and driven against the frequency of a JA Area s deposits. Daily posting will occur if volume dictates, but weekly or semi-monthly will be satisfactory in low-volume markets. Most posts will mirror the day s deposit(s) to the bank(s) and facilitate the audit process, except where credit card transactions have taken place that day. Credit card transactions will be included in a JA Area s post process. Adjustments and reversals of existing revenue records will be included in a JA Area s post process. Matching gift claims will not post to the GL because they lack a date that identifies when the funds will be received; however, once the claim is paid, the revenue will post to GL. Gifts can be split among designations within one revenue record; however, if the gift is to be split among appeals or other revenue streams, separate unique revenue records will need to be created. 120

123 Lab 19 Pledge Batches BCRM Reference Guide Lab 19 Pledge Batches Prerequisites Basic Navigation Organization and Individual Constituents This lab assumes there are Opportunities and Appeals set up in BCRM. This must be done prior to using this lab. In this scenario, you are the person responsible for entering revenue into BCRM. The fundraising Staff have been working with prospects and have added opportunities that have been accepted and are now pledges to pay. They need to be entered into the system as pledges. The Staff has also sent out appeals to Constituents, and revenue will be coming in the door soon. Revenue Staff is responsible for entering all revenue data as it comes in, as well as any pledges the Fundraising Staff asks them to add. Revenue Staff will also need to send pledge reminders (invoices). Do NOT use the Production Environment to conduct this lab. For more information, refer to Revenue Management e-learning module. Lab 19 Pledge Batches Task Add a Pledge Batch Click the Revenue functional area in the main navigation bar. Under Transactions, click Batch entry. Click Add. From the Batch template field, select Your JA Area Pledge Batch. If there is not a batch for the JA Area, choose JA-Standard Pledge Batch. In the Description field, type Test pledge batch. The user may use the description to indicate specifics about the revenue in this batch. For example, the revenue may be specific to an event or an appeal, and that is noted in the description. Add the number of revenue records and amount in Projected # and projected amount. This would be information the user has from a deposit slip or a listing of all revenue that needs to be entered. 121

124 BCRM Reference Guide Lab 19 Pledge Batches Lab 19 Pledge Batches Task Click Save. The Batch template will display. In the batch, the Account system for the JA Area should populate. If not, select the appropriate Account system. In production, this will be your JA Area account system. Using the Magnifying glass icon, search for the Constituent Donor. Fields highlighted are required for the batch to function properly. In Pledge Subtype, choose Written (all pledges should have written notice). Add the amount. Add the date (this is the date the revenue is going in the system). The system will default to today s date. In Appeal, search for an appeal in the current year. If possible, use the appeal created in the previous lab. (Remember, the name of the appeal starts with the fiscal year). Pledges are also attributed to Opportunities (see step 18 below), one gift cannot be attributed to both an appeal and an opportunity. The designation should default; if not, select the appropriate designation. In production, the batch may be saved and used through a period of time if more revenue is expected. The batch does not have to be committed right away. The time frame a batch stays open is up to the JA Area Staff. Repeat, adding another pledge for the same appeal using a different Constituent. Repeat steps adding a pledge for the Prospect Constituent from the previous lab. This time you will choose the Opportunity associated with the Constituent rather than the Appeal. At the top of the screen under Processes click Validate. Take note of the batch number. When a Constituent is added to the batch, the details for that Constituent appear at the bottom in the Constituent Window. If edits need to be made, go to the Constituent icon on the Revenue tab on the top of the batch, and click Edit or Go to, which navigates to the Constituent record. Under Processes at the top of the screen, click Update status. Select Submit for Review. Assign the batch to yourself or the user you used to log in. 122

125 Lab 19 Pledge Batches BCRM Reference Guide Lab 19 Pledge Batches Task In production, the process will be for someone other than the person entering revenue to review and approve the batch before it is committed. Click Save. Click Save and Close. From the Batch entry screen, find the batch in the list. Select the double down arrow next to the batch number. Click Commit. Leave the parameters as they are and click Start. If the process completes successfully, the batch status will show completed. If it is not successful it will show an exception and corrections must be made in the batch prior to committing. Click the Constituents functional area link in the main navigation bar. Using the Magnifying glass icon, search for and select the donor. Click the Revenue tab. Click Revenue History. Verify that the pledges are on the Donor s record(s). Pledge reminders are covered in correspondence training. 123

126 BCRM Reference Guide Lab 20 Cash and Check Batches Lab 20 Cash and Check Batches Prerequisites Basic Navigation Organization and Individual Constituents Pledge Batches The revenue labs will not cover revenue batches for all types of revenue. Those covered are the most common and should give the user a good understanding of how revenue batches are used. This lab assumes there are Opportunities and Appeals set up in BCRM. This must be done prior to using this lab. For this lab, use the pledges entered in the previous lab to add pledge payments. In this scenario, you are the Staff person responsible for entering revenue. Payments are coming in the door and need to be entered into the system. Some payments are to make payments on, or to pay off, pledges in the system. Some checks coming in are gifts that Donors have sent in as part of an appeal. Revenue Staff is responsible for entering payments and applying them to the correct appeal, opportunity, and designation. This revenue can be entered into the same batch template. Do NOT use the Production Environment to conduct this lab. For more information, refer to Revenue Management e-learning module. Lab 20 Cash and Check Batches Task Add a JA Check and Cash Revenue Batch Click Revenue in the main navigation bar. Under Revenue, click Batch entry. Click Add. From the Batch template field, select Your Office s Check & Cash Revenue Batch. If there is no template for your area, choose JA-Standard Check & Cash Revenue batch. In the Description field, type Batch for training. Add the total revenue amount and total number of records for the data you will be adding in the appropriate fields. 124

127 Lab 21 Gift-in-Kind Batches BCRM Reference Guide Lab 20 Cash and Check Batches Task Click Save. If the Account system does not populate with your account system, select it from the drop down menu. In Production, this will be your JA Area account system. Search for one of the Constituent Donors added in the prior pledge batch. Add the check number and check date. Check date is the date on the check. Add the amount of the payment and press the Tab key on your keyboard. When BCRM finds an exact match for a commitment, the Application field will populate with the pledge information for that commitment and a green arrow will appear in the Amount field. Today s date will fill in but can be edited. This is the Transaction date. The date does not need to be the current date. The GL post date may not always be the same as the transaction date. This date can be changed if you want this revenue to post to the GL on a different date. Click on the Revenue tab at the top of the Batch entry screen. Click Apply. If the Donor has more than one commitment (pledge), they will all show here. The payment amount is applied to the appropriate commitment. Click OK. There is no need to choose an appeal or designation. This is part of the original pledge. The payment honors the pledge data. Select the Acknowledgement Letter. If none have been set up for your area, you may not be able to take this step. Repeat, adding the additional pledge payments to this same batch. Repeat, adding cash donations (where there is no pledge commitment) to this same batch. Select an appeal or opportunity for each. A designation should default from the appeal or opportunity, but if it does not, select a designation from the drop down menu. When adding cash donations you will need to choose the Application of Donation as it will not populate automatically. In the Main tab, under Processes click Validate. If you failed to add your projected totals or if they are incorrect the Validation will let you know your totals are not correct. 125

128 BCRM Reference Guide Lab 20 Cash and Check Batches Lab 20 Cash and Check Batches Task Update the batch status by clicking Update status from the Main tab, under Processes. In production, the process will be for someone other than the person entering revenue to review and approve the batch before it is committed. Click Save, then close the batch. From the Batch entry screen, find the batch. Use the filters on the Batch Entry screen when the list gets long. Owner is the user name you use to log in to BCRM. Select the double down arrow next to the batch number. Click Commit. Click the Constituent Management functional link in the main navigation bar. Search for and select the Donor s Constituent record. Click the Revenue tab. Click Revenue History. Verify that the revenue is on the Donor s record. For pledges, make sure the pledge payment was made. Setting up and running Acknowledgements is covered in correspondence training. 126

129 Lab 21 Gift-in-Kind Batches BCRM Reference Guide Lab 21 Gift-in-Kind Batches Prerequisites Basic Navigation Organization and Individual Constituents The revenue labs will not cover revenue batches for all types of revenue. Those covered are the most common and should give the user a good understanding of how revenue batches are used. In this scenario, you are the person responsible for adding the gift-in-kind donations to BCRM. There are many Donors who give services or products rather than monetary gifts. Giving value to this kind of gift allows the JA Area to recognize a Donor for all forms of donations. We have created a batch template that by default won t post gifts-in-kind to the general ledger. Periodically the accountant will review gifts-in-kind in the system and determine which ones to post to the GL. That process is not covered here. Do NOT use the production environment to conduct this lab. For more information, refer to Revenue Management e-learning module. Lab 21 Gift-in-Kind Batches Task Add a Gift-in-Kind Batch Click on Revenue in the main navigation bar. Under Transactions, click Batch entry. Click Add. From the Batch template field, select Your Office s Gift-in-Kind Revenue Batch. In the Description field, type Batch for training. Click Save. Note the batch number. If the Account system does not populate with your account system, select it from the drop down menu. Search for and select one of the Constituent Donors added in a previous lab. Add a Gift-in-kind subtype. Add the amount. This is the amount for which the Donor is credited. Add the Fair Market Value per unit. 127

130 BCRM Reference Guide Lab 21 Gift-in-Kind Batches Lab 21 Gift-in-Kind Batches Task This is the market value of the service or gift. This is used for auction items. In the Gift-in-kind number of units enter how many of the gift are being given. In the Disposition field indicate if the item is to use or to sell. Add the item name and date. Add the appropriate appeal. Often an area office will have a Gift-in-kind appeal specific to an event. When an appeal is chosen, the default designation should populate. If not, choose a designation. The designation will carry the gift-in-kind to the appropriate GL account. In the Letter field, select the appropriate letter. On the Main tab, in the Processes group, click Validate. If a letter has not been set up for your area, you may not be able to complete this step. Update the status, and assign the review of the batch to yourself or the login you used for the lab. In Production, the process will be for someone other than the person entering revenue to review and approve the batch before it is committed. Click Save, then close the batch. From the Batch entry screen, find your batch. Select the double down arrow next to the batch number. Click Commit, and then start. Click Constituent management on the main navigation bar. Search for and select the Donor s Constituent record. Click the Revenue tab. Click Revenue History. Verify that the gift-in-kind revenue is on the Donor s record. Setting up and running Acknowledgements is covered in correspondence training. 128

131 Lab 22 Deposit Process BCRM Reference Guide Lab 22 Deposit Process Prerequisites Basic Navigation Organization and Individual Constituents Cash and Check Batches Pledge Batches Gift-in-Kind Batches This lab assumes that revenue batch labs have been completed. This lab also assumes that batch totals, both number of transactions and the dollar amount, should be available, as well as the batch number. The reviewer should be the person responsible for the deposits at the JA Area. In this scenario, it is your responsibility to deposit funds in the bank on a weekly basis. Prior to taking the deposit, perform due diligence and make sure that the revenue that went into BCRM this week matches the bank. You can use the deposit process in BCRM to get a report that will give you this information to verify the bank deposit. Do NOT use the Production Environment to conduct this lab. For more information, refer to Revenue Management e-learning module. Lab 22 Deposit Process Task Create a Deposit Record if Your Role Will Include This Task Gather the batch number and totals from the previously committed batches. The information can be found in the committed batches under Batch entry. Open the batch to view the totals. Click Treasury in the main navigation bar. Under the Transactions area, click Add a deposit. Using the Magnifying glass icon, search for and select the bank account for the revenue deposit. In the Deposit date field, select today s date. Leave the Post status at Not posted. The process will find only revenue that has not already posted to the GL. In the Post date field enter the date for when the deposit should post to the GL. 129

132 BCRM Reference Guide Lab 22 Deposit Process Lab 22 Deposit Process Task Add the number of payments and amount from the batch (or batches). Click Save. The deposit screen will display. On the payment screen, click the Link icon. Search for and select the batch number to find the batch used in the previous lab. Click Apply. Select each payment. Click Link Selected. Click the Linked Payments tab. Search for another batch entered in the previous lab and repeat. When all batches are in the unlinked applet, click Select All. Click Save. Click the Linked Payments tab to view the linked payments. Click Save. The payments also show on the Payments tab. On the left, under Reports, click Deposit. Run this report using different options. After verifying the payments, click Return to deposit under More information on the left. Or in the Recently Accessed section select the deposit link. On the left of the screen under Tasks, click Lock deposit. The deposit will be available for the GL processing. 130

133 Lab 23 GL Posting Process BCRM Reference Guide Lab 23 GL Posting Process Prerequisites Basic Navigation Organization and Individual Constituents Cash and Check Batches Pledge Batches Gift-in-Kind Batches Deposit Process This lab assumes that revenue batch labs have been completed. This lab assumes the deposit process has been run. The reviewer should be the person responsible for the reconciliation at the JA Area. In this scenario, it is your responsibility to run the GL Posting process at least monthly. Prior to running the GL Post process, perform due diligence and make sure that the revenue that went into BCRM this month matches the bank and your development team agrees to the income amounts. You can use the JA Account Distribution report in BCRM to verify your revenue. Do NOT use the Production Environment to conduct this lab. For more information, refer to Revenue Management e-learning module. Lab 23 GL Posting Process Task Perform due diligence and run the General Ledger posting process if this is your role in your JA Area. Click the Revenue functional area from the navigation bar. Under the Reports area, click JA-Account Distribution Report. Include all records. Include will allow you to select all account records, selected account records (from a query selection) or a specific account record. In the Post date field select This Month. In the Post status field select Posted and Not posted. Click View report. When implementing this process in your JA Area, you will access your bank statements. 131

134 BCRM Reference Guide Lab 23 GL Posting Process Lab 23 GL Posting Process Task Compare your bank statements with the JA-Account Distribution Report and make any changes in BCRM necessary to balance. Take into consideration revenue that is not in BCRM, such as rental income or interest. When implementing this process in your JA Area, ask your Development Team to review the report for accuracy. If you would like to see more detail, run the JA-Income Report, keeping in mind that the JA-Income Report will only show true income, cash, and pledges but not pledge payments. Research any issues with the Development Team and make any adjustments if needed. Click Revenue from the navigation bar. Under the Processing area, click Post revenue to GL. Click the double down arrow next to the deposit process for deposits only. Before starting the process click the Pre-post report. This report will show all of the revenue that will be posted when the process is run. Use this report to further reconcile any outstanding issues if needed. Click Start process. Select Post dates up to: Today. For your JA Area, you may choose the date that makes sense for your process. Click Mark revenue records Posted when process completes. Click Start. Once the process completes select the Post report. The Post report is used to enter revenue into the accounting package manually. Click Download post file. This file is a CSV file and can be used to import the revenue into the accounting package (QuickBooks and Peachtree). Now click the Non-deposit Process and repeat the steps above for all of your nondeposit entries. You may also have a deposit process for write-offs. Run this process as well following the steps above. 132

135 Lab 24 Adjusting Revenue BCRM Reference Guide Lab 24 Adjusting Revenue Prerequisites Basic Navigation Organization and Individual Constituent Entry Cash and Check Batches Pledge Batches Gift-in-Kind Batch Entry This lab assumes that revenue batch labs have been completed. In this scenario a revenue record was recorded and attributed to the wrong Constituent. It is your responsibility to update the revenue record in the Revenue Update Batch. Do NOT use the Production Environment to conduct this lab. For more information, refer to Revenue Management e-learning module. Lab 24 Adjusting Revenue Task Adjusting Revenue Adjusting revenue in the Revenue Update Batch provides a workflow and audit trail so that the history of the adjustment can be viewed on the revenue record. It is important to use the Revenue Update Batch when updating revenue in BCRM. Click the Revenue functional area in the navigation bar. Click Batch entry. Click Add. From the Batch template drop down menu select the Your Area Acronym Revenue Update Batch. Each JA Area will have a Revenue Update Batch templates specific to their area. Add the description Adjustments for last month. In the Projected # box type the number of Revenue records you will be adjusting. In the Projected amount box type the amount of revenue you will be adjusting Click Save and the batch will open. In the Revenue field, select the Magnifying glass icon. Search for the Revenue record you wish to adjust by searching for the Revenue ID. 133

136 BCRM Reference Guide Lab 24 Adjusting Revenue Lab 24 Adjusting Revenue Task Or search by the Constituent name and select the Revenue record you wish to adjust. The Revenue record information will populate the batch. Using the Magnifying glass icon in the Constituent field, select the Constituent to which the revenue should be attributed. Changes to the revenue including changing the Appeal, the Designation, and Dates can all be made in the update batch. In the Adjustment Reason field select the drop down menu, select the Adjustment Reason. In the Revenue tab installments can be adjusted, solicitors added or a letter chosen. Notes can also be added if more information about the adjusted revenue is needed. Click Save and close. Click the double down arrow next to the Batch number. Click Update status. In Next step click Submit for review. In the Assign to field select the user you are logged in as the reviewer. In the JA Area someone will be assigned to review all revenue batches before committing. Click Save. Find the batch in the Uncommitted batches. Click the double down arrow next to the Batch number. Click the Commit button. The adjustments are made after the batch is committed. To view adjustments on a Revenue record open the Revenue record. Click the Adjustment History tab. Click View report. Adjustment details will show in the report. 134

137 Chapter 8 Board Management BCRM Reference Guide Chapter 8 Board Management Board members and the Board Member Organizations are extremely important to a JA Area. They help to secure resources for funding and for volunteers as well as provide oversight of the organization. Board Members involvement with the JA Area also includes their own financial and volunteer commitment. All Board Member involvement needs to be tracked. Gifts, classes, and event participation for the Board Members, their employees, and their organizations will be entered into the system using the same processes as with all other Constituents. This allows for reporting consistently across the organization. There is some data tracked specifically for Board Members and their organizations that is not tracked for other Constituents, such as industry of the organization and career level of the Board Member. A committee is used to manage the board collectively and is required for Board reporting. Additional committees Board Members can be set up and managed in BCRM as well. 135

138 BCRM Reference Guide Chapter 8 Board Management Real-Time Data Management Real-time data for Board Members and Board Organizations is available at any time through the BCRM Board Management standard processes, requiring the JA Area Staff to: Enter and update data for Board Members on an ongoing basis so that data is current, including the industry of the Board Organization. Enter all required data for Board Members (see policies ahead). Give all Board Members the Board Member constituency and their primary organization the Board Organization constituency and use the start and end date to determine participation on the board. Enter a primary address and phone number (only one primary) for all Board Members. Link Board Members to their primary business as a relationship of Employee/Employer. Link all subsidiaries to the parent corporate to allow roll up reporting on Board Firms. Create a Board of Directors committee for the Governing Board (required). Place Board Members on the committee. Manage the Board of Directors through the committee. Match Board Members who volunteer on a real-time basis. Enter revenue for Board Members on a real-time basis. Use the Event module for Board Meetings (recommended). Enter revenue and class participation for Board Firms and their employees to allow for complete reporting on Board Firms. Benefits of Standard Data Management Process Following the standard process allows the JA Area Staff to: Enter data in just one place, cutting out extra time spent with double data entry. Have a 360-degree view of Board Members and their involvement with the JA Area. Manage the Board Members terms, expiration, and re-nomination. Report Board Member involvement, from classes to meeting attendance to revenue. Report Board Organization involvement, such as Volunteers from Board Organization and which classes they taught. Assure correspondence goes to the correct Board Members. 136

139 Chapter 8 Board Management BCRM Reference Guide Business Processes Policies and Standards for Board Management Standards and Policies help to define the way a business process and the related data are entered into BCRM. The following table contains specific standards and policies for Board Management as agreed upon by a design team of JA USA and JA Area Staff and adopted by the BCRM Steering Committee consisting of JA Area Presidents Table 15: Board Management Policies Business Process Board and Committee Meetings Board Member Organization Description Board and Committee Meetings Recommended Board and committee meetings can be entered into BCRM as Events and attendance tracked. These can be copied from one event to the next. Tasks and jobs can also be associated with the Board Meeting and assigned to various coordinators to fulfill. Board fees can be associated with the appropriate Board Meeting at the beginning of the year or for each Board Meeting if desired. Use the invitee list to track who has been invited and who has responded Staff should continue to use the Outlook calendar for appointments, as BCRM does not have this functionality. Industry Code Required JA Areas are required to use the North American Industry Classification System (NAICS) and its 98 subsector categories for all JA Area board companies in BCRM. It is recommended to use on all organizations in the database to allow for enhanced analysis. The Primary Organization for the Board Member (to which he/she will have a relationship) will require the correct industry code for that organization. This will allow for roll-up reporting of the industry demographic for our JA Area board firms and meet the requirement for measuring this by the Board Strategic Plan Team. Subsidiaries connected to Parent Corporation. 137

140 BCRM Reference Guide Chapter 8 Board Management Table 15: Board Management Policies Business Process Board Member Records in BCRM Board of Directors Committee Description Constituency of Board Member Required All Board Members are entered in BCRM with a Board Member constituency, using the start and end dates to track membership. The From date is required; the To date stays open as long as they sit on the board. This will allow for a roll-up report for required board member lists as part of the JA Operational Standards Compliance process. Career Level Required Add the career level via employment history for all Board Members. This will allow for roll-up reporting of the career level for all Board Members and meet the requirement for measuring this by the Board Strategic Plan Team. Committees Required In order to create a board list, the creation of a Board Committee will be necessary and will allow for roll-up reporting required for certification. Every JA Area will have at least one committee called the Board of Directors (with the JA Area site at the highest level of the Area). For example: JA of Southeast Texas. o If your JA Area s sub-sites also have a Board of Directors, you will want to set up that committee as well, using the naming convention of Board of Directors Sub-site, making sure the sub-site name comes last. And in the security on the Committee record, make sure that the appropriate site is entered. Note: You only need the one site for example, Beaumont. Place Board Members on the Committee. Assign roles and dates appropriately by clicking on Add in the Members tab. Add additional committees as needed, including Development, Education, Finance, Human Resources, and Marketing; add members as needed. 138

141 Chapter 8 Board Management BCRM Reference Guide Table 15: Board Management Policies Business Process Classes Board of Directors Committee Consolidation of Data Events Prospect Plans Description Classes Required Board Members who teach a class are added as a Volunteer and assigned to a class. Board Organizations that sponsor a class are added to the class as the organization. Employees of the Board Organization who Volunteer are added as Volunteers and put on the classes. Consolidate member data as of Will summarize all Constituent information about the group s members in summary form as of the date entered, such as when the group is formed. The start date of the member must be on or after the Consolidation as of date. Consolidate all member data Will summarize all Constituent information about the group s members in summary form. Events Recommended Board Members who attend events are added to the event as a registrant. If assisting in coordinating an event, they can be added as coordinators. If they sit on an event committee, they can be assigned tasks for the event. Prospect Plans Recommended Board Nomination Process - Prospect plans can be used to manage the board nomination process for Board Members. Ongoing Board Management - Prospect plans can also be used to annually manage individual Board Member involvement with JA, including funding and program activity. In both cases above: The Board Member needs the Constituency of prospect. Once you assign a plan, you can set the Primary Manager, set action steps, and follow steps to completion. 139

142 BCRM Reference Guide Chapter 8 Board Management Table 15: Board Management Policies Business Process Revenue Term Expiration Dates Description Revenue Required All revenue generated because of a relationship or solicitation of the Board Member will have the Board Member as a solicitor on the Revenue record. Gifts from a Board Member will be entered as revenue from that Board Member. Board Firm donations for an event go on an appeal that is associated with an event. Term Expiration Date Recommended When entering Board Members into the system, be sure to include a date for the attribute Term expiration date, so that it can be pre-determined when their term will expire. This will assist with the re-nomination process each year by providing a list of Board Members up for re-nomination or term expiration. This date should correspond with your standard Board Member terms for the committee they are serving on (Board of Directors, Advisory Board, or subcommittees). Example: A Board Member joins in July 2010 for a three-year term. His term expiration date would be at the annual meeting in September 2012 because if he was re-nominated in September 2013, he would go two months without being on the board. 140

143 Lab 25 Board Committees BCRM Reference Guide Lab 25 Board Committees Prerequisites Basic Navigation Organization and Individual Constituents In this scenario, you want to manage your Board of Directors as a group. You want to easily see what they have given as a group and what events they have been involved with as a group, and you want to manage their roles on the board in one place. Being able to manage them as a group saves time. Board Members often sit on Board Committees, in the role of managing a board. Additional committees need to be added and members linked to those committees. In BCRM there is a very specific process for managing your board of directors and their related organization. Do NOT use the Production Environment to conduct this lab. For more information, refer to Board Management e-learning module. Lab 25 Board Committees Task Add a Committee (This is required to manage your Board of Directors) For purposes of this lab, enter your own initials in the name of the Board of Directors to create a unique Constituent committee. Click Board Member in the main navigation bar. Click Committee search. Type Your area office name Board of Directors Your initials in the Name field. Click Search. Records should not be returned. Click Add on the right of the Results screen. Add a committee called Your Area office name Board of Directors Your initials. Select the Group type of Board of Directors. Select the boxes to allow the committee extra functionality: Can coordinate events, Can solicit revenue and set fundraising goals, Can set committee goals. Choose Consolidate all Member Data. 141

144 BCRM Reference Guide Lab 25 Board Committees Lab 25 Board Committees Task If you choose Consolidate Member data as of [date] the start date of your Board Members must be after this date. In the Primary contact field, use the Magnifying glass icon to search for the Board Chair. Select the Board chair. Click Copy from Primary Contact. This adds the contact information for the Board Chair. This will be the Primary contact information for the Board Committee. Click Save. The Committee view will display. Click the Members tab. The Board Chair is in the list. Click the double down arrow next to the Constituent name. Click Add role. Select Board Chairman. Click Save. Tour the other tabs on the Committee s constituent page. Adding Additional Committees and Members Board Members often sit on other committees, and you would like to track their participation. This lab assumes Board Members have been added and are identified in BCRM. Refer to the Add a Board Member lab for more information on adding Board Members. Click either Board Member or Constituents in the main navigation bar and select Add a Committee. Add committees you would have your board sitting on, such as Development, Education, or Finance naming the committee using the standard naming convention Your office name Name of committee. Add a description. A Primary contact can be added if you know who will be chairing the committee, this can also be added later. In Group type choose from the drop down menu and select the proper value for your committee. If the committee will be helping to raise money or help with events check the checkmarks in Can coordinate events, Can solicit revenue and set fundraising goals, Can set committee goals. Leave the selection for Member data on Consolidate member data as of current date. If you ve chosen a Primary contact click Copy from Primary contact, to populate contact information for the committee. Click the Members tab. Search and select all of the members of the board serving on the committee. 142

145 Lab 25 Board Committees BCRM Reference Guide Lab 25 Board Committees Task Additional members can be added at any time by opening the committee, selecting the Members tab, and adding a member. Click Save. The Committee record will display. Click the Members tab to view the members. A role can be added to the members by selecting the double down arrow by the member name and selecting Add role. Click the Contact tab. Contact information for the committee can be added or edited here. Click the Committee tab. Click Committee Goals. Click Add goal. Goals can be the number of gifts or number of Volunteers. Name the goal Your office-name of goal In the Goal field add the number of gifts the committee is responsible for securing. Select a Type. Select a Start date. Click Save. The Campaign and event tabs are used to track the committee s participation in a campaign or event. 143

146 BCRM Reference Guide Lab 26 Board Members Lab 26 Board Members Prerequisites Basic Navigation Organization and Individual Constituents Board Committees In this scenario, you are working with your Board Organization and Board of Directors. You want to be sure that they are in the system correctly so that you can run the board profile report and get accurate results. Your intention is to use the board profile report to talk to each of your Board Members about their involvement for the upcoming year. Not only are the individual Board Members important to your area s success, but you also want to be sure to involve others at the Board Organization either through events or through classroom volunteering. In BCRM there is a very specific process for managing your Board of Directors and their related organization. Do NOT use the Production Environment to conduct this lab. For more information, refer to Board Management e-learning module. Lab 26 Board Members Task Add a Board Member and the Board Organization 144 Before beginning this Lab, ensure that the individual you are making a board member and the organization you are making a board organization already exist as constituents in BCRM. Click Board member in the main navigation bar. Click Board member search. It is important as you move forward in BCRM to always search prior to adding a new Constituent record, which aids in eliminating duplicates in the system. This search is looking for Constituents with the Board Member constituency in other words, they are already in the system as a Board Member. Enter the Last Name in the Last/Org/Group Name field. Enter the First Name in the First Name field. Click Search. If the Board Member is returned in the search, click Select, and go to step #24.

147 Lab 26 Board Members BCRM Reference Guide Lab 26 Board Members Task If the Board Member is not returned in the search, click Add on the right of the Results screen. In the Board member field, enter the Board Member s name and search again for the board member by selecting the Magnifying glass icon. This search is looking specifically for Constituents without the Board Member constituency. A Board Member who is in the system but not tagged as a Board Member will show up in this search. In the Date from field, add the date to indicate when the person became involved as a board member. Leave the Date to field blank. Add the Term Expiration Date. This is used in a process for re-nomination of board members as their term comes to an end. In the Primary organization field you must enter the name of the Primary Organization and click on the Magnifying glass icon. In the Organization search screen if the Primary organization is returned, highlight the organization and click on the Select button. If the Primary organization is not returned in the Results field select Add. Select the Industry for the Board Organization from the drop down menu. Select the box for Primary organization is a Board Organization. The relationships are pre-populated. Select a Career level for the Board Member. Select Board member is a Contact. Select the Contact type of Board from the drop down menu (required for Board Members). Check the Primary contact box. In the Committee field, search for the Board of Directors committee and add the Board Member to the committee. Click Save. The record in the Board member view will be displayed. Click the Personal Info tab. Click the Constituencies tab. Verify the board member has the Fundraiser constituency. All Board Members are fundraisers for the JA Area. This constituency carries with it additional functionality. Add a Spouse relationship by going to the Tasks section on the left and click on the Add spouse link. In the Add a spouse screen enter the spouses name and select the Magnifying glass icon. If the spouses name does not populate select the Add an Individual button. On the Add an individual screen enter the spouse information. Click Save. 145

148 BCRM Reference Guide Lab 26 Board Members Lab 26 Board Members Task On the Add a spouse screen click Save. Optional: Add an assistant relationship. Click the Relationships tab. Click Add individual. In the Add a relationship screen enter the Name in the related individual field and click the Magnifying glass icon. In the Individual search screen if you do find the Assistant s Name highlight the name and click on Select. In the Individual search screen if you don t find the assistant, the person may be added by clicking Add on the returned results of the Search screen. In the Add an Individual screen enter the individual s information and the Constituent source data. Click Save. In the Add a relationship screen click on the drop down menu, select the roll of Assistant and Supervisor. Click Save. Repeat and add additional Board Members. 146

149 Chapter 9 Program Management Batches BCRM Reference Guide Chapter 9 Program Management Batches Program Management Batch entry allows the user to add Constituent data using a form that looks something like a spreadsheet. Batch templates are created specifically for each JA Area s use. The fields in a batch are specific to the type of data being entered, there is also specific workflow and coding going on behind the scenes that forces the batch to populate some data based on other information added to the batch. Batch entry should be used only when there is a large number of records to be added, otherwise use the Add forms in BCRM. 147

150 BCRM Reference Guide Chapter 9 Program Management Batches Volunteer Batch Entry What: Entering Volunteers in a batch allows the records to be input into a grid similar to a spreadsheet. Once entered all of the records are committed to BCRM at one time. Batch entry is only used when there are a large number of new Volunteers to be added to the database. Why: Batch entry can decrease data entry time when a large number of new Volunteers need to be entered into the system. Batches are written with specific workflow which leads to better data integrity while also allowing the user to be more efficient in adding volunteers. Key points to remember: Batch templates are specific to your JA Area. Use only your local JA Area batch templates. Batch fields should not be adjusted, deleted, or default values added. Edits to batch templates require a help desk ticket. Batches do not have to be committed right away if the user intends to go back and add more Volunteers. The data will not appear in BCRM until the batch is committed. Educator Batch Entry What: Entering Educators in a batch allows the records to be input into a grid similar to a spreadsheet. Once entered all of the records are committed to BCRM at one time. Batch entry is only used when there are a large number of new Educators to be added to the database. Why: Batch entry can decrease data entry time when a school has a large number of new Educators who will be participating in Junior Achievement. Batches are written with specific workflow which leads to better data integrity while also allowing the user to be more efficient in adding Educators. Key points to remember: Batch templates are specific to your JA Area. Use only your local JA Area batch templates. Batch fields should not be adjusted, deleted, or default values added. Changes to a batch template requires a help desk ticket be submitted. Batches do not have to be committed right away if the user intends to go back and add more Educators, however classes cannot be entered until the Educators are in the system. The data will not appear in BCRM until the batch is committed. 148

151 Chapter 9 Program Management Batches BCRM Reference Guide Class Batch Entry What: Class batch entry allows the user to enter a large number of new class records into a grid similar to a spreadsheet and commit the records to BCRM all at one time. Batch is used only when there are a large number of classes that are new and not renewed from the previous year. Why: Batch entry can decrease data entry time when a new school or schools request a large number of classes that are not renewed from the previous year. Batches are written for specific workflow which leads to data integrity while also allowing the user to be efficient when managing a larger number of classes. Key points to remember: Batch fields should not be adjusted, deleted, or default values added. Use only your local JA Area batch templates. Batches do not have to be committed right away if the user intends to go back and add more classes. Educators and schools must be in BCRM prior to adding classes in batch. Classes entered in batch do not require a Volunteer. The data will not appear in BCRM until the batch is committed. 149

152 BCRM Reference Guide Lab 27 Volunteer Batches Lab 27 Volunteer Batches Before entering Volunteers in batch ensure that the Volunteers do not already exist in BCRM. The batch will not allow a search and does not always indicate a duplicate. Do NOT use the production environment to conduct this lab. For more information, refer to the Adding Volunteers Using Batches e-learning module. Lab 27 Volunteer Batches Task Click the Program management functional area. In the Class management section click Batch entry. Click Add. From the Batch template drop down menu choose the batch template titled: Your Area Office Standard New Volunteer Constituent Batch Template. In production the templates will be specific to the JA Area. Click Save. The batch will open. Required fields are shaded and the batch cannot be saved without the required data populated. Note the batch number (upper left corner of the screen). In the Constituent site field click on the drop down menu, choose your site. Enter the first name and last name of your volunteer. From the Address type field select the drop down menu, select Home. In the Address field add an Address, including City, State, and Zip. From the Ethnicity field select the drop down menu and select an ethnicity. Enter Gender if not already populated. From the Phones field select the drop down menu. Select the Phone type of Organization-direct and enter the Phone number. In the Country field select United States. Check the Primary checkbox. You will not see the phone number populate unless you select the field to view the grid. Click out of the search box to close the form. Using the Magnifying glass icon In the Business field search for and select the Volunteer s primary business. The employee/employer relationship will populate. 150

153 Lab 27 Volunteer Batches BCRM Reference Guide Lab 27 Volunteer Batches Task In the field, select the drop down menu, enter the Type of Personal and enter an address. Check the Primary checkbox. Click out of the search box to close the form. In the Constituencies field, select the drop down arrow, choose Volunteer. In the Date From enter the current date. You will not see the constituency populate unless you select the field to view the grid. From the Volunteer type field, select the drop down arrow, choose Classroom volunteer. From the Volunteer Status field choose Current. Highlight the initial years of service field but do not add a value. Initial Years of Service is a field where the value is added manually. This is the number of years a Volunteer has been involved in classes that are not accounted for in BCRM. This number is then used in a calculation to populate Lifetime years of service. From the Volunteer type status select Active. From the Volunteer Administrative field, select the drop down menu, select Volunteer Conduct Standards form from the Administrative column. Add the current date. The expiration date will populate to the last day of the current program year when the batch is committed to the database. Check the Verified checkbox. All Volunteers are added prior to committing the batch. Click out of the search box to close the form. In the Processes section in the menu click Validate. Click OK. Click Save and Close. Add a few more Volunteers. The batch can be edited to add more Volunteers at a later date, however the Volunteer records will not be in BCRM until the batch is committed. Find the batch in the Uncommitted Batches screen and select the double down arrow. Click Commit. Leave all checkmarks in the Parameters box. Click Start. The batch will process and when it has completed you will see the status and the number of records that were committed. On the left under the Reports section click View control report. 151

154 BCRM Reference Guide Lab 27 Volunteer Batches Lab 27 Volunteer Batches Task The report will show the Constituents that were committed. Click the Program management functional area. Click Volunteer search. In the Last name field enter the last name of a Volunteer entered in the batch. In the First name field enter the first name of a Volunteer entered in the batch. Click Search. The screen will open to the Constituent s record with the volunteer tab selected. The Volunteer type and the Volunteer type status have been populated from the batch. Click the Personal Info tab. Click the Constituencies tab. The Volunteer constituency and date have been added. 152

155 Lab 28 Educator Batches BCRM Reference Guide Lab 28 Educator Batches Before entering Educators in batch, ensure that the Educators do not already exist in BCRM. The batch will not allow a search and does not always indicate a duplicate. Do NOT use the production environment to conduct this lab. For more information, refer to Adding Educators Using Batches e-learning module. Lab 28 Educator Batches Task Navigate to the Program management functional area. From the Class management section click Batch entry. Click the Add button. From the Batch template drop down menu select the Batch template titled: Your Area Standard New Educator Constituent Batch Template. In production the templates will be specific to the JA Area. Click Save. The batch will open. Required fields are shaded and the batch cannot be saved without the required data populated Note the batch number (upper left corner of the screen). In the Constituent site field from the drop down arrow choose your site if it does not auto populate. Use the tab feature to move from one field to the next. Enter the constituent s Title. Enter the first name and last name. From the Address type field, select the drop down arrow select Home. Add the Address, including City, State, and Zip. From the field select the drop down menu. Select from the type drop down list Personal. Add an address. Check the Primary checkbox. You will not see the address populate in the field unless you select the fields to view the grid. Click outside the entry box to close the form. From the Phones field select the drop down arrow. From the Phone type field select the Phone type of organization-direct. Add the Phone number. 153

156 BCRM Reference Guide Lab 28 Educator Batches Lab 28 Educator Batches Task Check the Primary checkbox. You will not see the phone number populate unless you select the field to view the grid. Click outside of the phone entry box to close the form. From the Constituencies field, select the drop down arrow. From the Constituency field Select Educator. Select the current date for the Date from. The Date from is the date the Educator becomes involved with the JA Areas as an Educator. Select a Gender from the Gender field. From the Ethnicity field select the drop down arrow and select an Ethnicity. In the Business field, using the Magnifying glass icon, search for and select the school where the Educator works. The business relationship type and reciprocal type will populate. From the Educator status field select the drop down arrow. Select Current. Highlight the Initial years of service field but do not add a value. Initial years of service is a field where the value is added manually. This is the number of years an Educator has been involved in classes that are NOT in BCRM. This number is then used in a calculation to populate Lifetime years of service. Additional Educators are added in the same manner until all are added and ready to be committed to the database. Add a few more Educators. After adding all of the Educators, from the menu under Processes, click Validate. After the batch validates, click OK. Click the Save and Close button on the menu. Click the batch in the uncommitted batches screen. Click Commit. Do not change any of the checkmarks. Click Start. The Batch commit status will complete. Click the Committed batches tab. Click on the double down arrow on the Batch line of the Batch number you just committed. Click View control report. This report will give you a list of the Educators added to the system from your batch. Navigate to the Program management functional area. Click Educator search. 154

157 Lab 28 Educator Batches BCRM Reference Guide Lab 28 Educator Batches Task In the Name/Lookup ID field enter the Name of one of the Educators you just entered. Click the record from the returned results list. The system will open the constituent s record. Click the Personal info tab. Click Constituencies. The Educator constituency is populated from the batch. Click the Relationships tab. Click the double down arrow next to School relationship. Click Edit. The school was set to the Primary organization of the Educator when it was added to the batch. Click the Contact information tab. In order for the Educator to inherit the school s address s/he must be marked as a Contact. Check the checkbox next to Educator s name is a contact. From the Contact Type field, select the drop down menu and select Not Specified. Educators are not true Contacts for the school but will need this Contact Type to inherit the address of the school to their Constituent record. Do NOT check the Primary Contact checkbox. Click Save. If the intent is that the Educator s primary address be the school s address, this edit will need to take place on the Educator s Constituent record. Click the Contact tab. From the Addresses section next to the business address click the double down arrow. Click Edit. Check the box Set as primary address. Click Save. 155

158 BCRM Reference Guide Lab 29 Class Batches Lab 29 Class Batches Before entering classes in batch ensure that the classes do not already exist in BCRM. The batch will not allow a search and does not always indicate a duplicate. Do NOT use the production environment to conduct this lab. For more information, refer to Adding Classes Using Batches e-learning module. Lab 29 Class Batches Task Access the Program management functional area. Under Class management, click Batch entry. Click Add. From the Batch template field select Your Area Standard Class Batch Template. In production, all JA Areas will have their own batch templates beginning with their acronym. In Description type a description for the batch. Click Save. The batch will open. Expand the window if needed to see more fields in the batch. In the Class name field type the name of the class you are entering. Please use the proper naming convention as outlined in the BCRM Reference Guide Naming Conventions. Using the Magnifying glass icon in the Educator field search and select the educator for the class. The school where the Educator works will populate in the School field In the Program name field, using the Magnifying glass icon search for the JA program being taught. Select the correct program year from the drop down. From the Semester field select the correct semester. The semester can be added at any time, it is not required when adding the class to the batch. From the Grade field select the proper grade. The grade is required when adding the class. The School level populates from the Program. 156

159 Lab 29 Class Batches BCRM Reference Guide Lab 29 Class Batches Task From the Delivery method field select the proper delivery method. The Delivery method is required. The School populates from the Educator record, but can be overridden when necessary. Do not change the Class status. In the Educator commitment status, click on the drop down arrow, select Confirmed. Leave Volunteer and Organization fields blank. The Educators field is used only when there are multiple Educators on a class. The Volunteers field is used only when there are multiple Volunteers on a class. The Class contact hours populate from the Program. Using the Magnifying glass icon in the Class contact field, search and select the class contact. The Class contact is the program manager responsible for managing the class. Total number of students can be updated at a later date. If the class requires a variance, it would be added here. Other fields such as start and end dates, start and end time, day of week, room, and team are optional, but beneficial to have entered. Visible Online applies to JA Engage. If you would like the class to be a visible choice online, then select yes. Repeat adding another class for the same Educator. This would be repeated for every Educator requesting a class. From Processes on the menu click Validate. Click OK. Click Save and Close. In the uncommitted batch list select the double down arrow beside the batch just created. Click Commit. Click Save. The process will run and show completed in the status. Navigate to the Program management functional area. From Class management click Search class. From the Educator filter search and select the educator of one of the classes just entered. From the Class status select Requested. Click Search. Find the class in the list, highlight and double click. The Class record will open. The classes will now be managed with the normal standard business process. 157

160 BCRM Reference Guide Chapter 10 Volunteer Recruitment Chapter 10 Volunteer Recruitment What: Prospect Management is a Moves Management type process that allows Staff to move a resource, whether Donor or Volunteer resource, from one level to a higher level of giving. In this module the focus is on using Prospect Management to recruit a large number of Volunteers from an organization. Why: Prospecting a company for a large number of Volunteers entails many steps, or tasks, that must be completed. Using the Prospect functionality in BCRM gives an organized look and set of tasks that are standard for the JA Area, adding efficiency and an easier way to keep up with communication to the potential Volunteer Donor. It also allows for a view of the prospect that is shared by everyone in the office so that others working with the prospect can see what has happened in the past and what is happening at the current time. This overall view keeps the JA Area teams from stepping upon one another when prospecting a Donor for multiple resources. Key points to remember: Prospects can be current or new Volunteer resources. Prospects are those companies who are providing or can provide a large number of Volunteers. Prospects are not individual Volunteers. 158

161 Chapter 10 Volunteer Recruitment BCRM Reference Guide Volunteer Prospect Plans What: Organizations who have the capacity to provide a large number of Volunteers can be set up as Prospects in BCRM. A Prospect Plan is added so that tasks to move the organization through the steps of a relationship can be tracked. Why: Prospecting an organization, whether for money or for Volunteers, is about building a relationship with the organization through time with the end result being a resource acquisition of some kind. Prospect plans allow the user to track steps taken to secure the relationship and its outcome. Key points to remember: Prospecting can be for monetary or non-monetary resources. An organization can be prospected for both monetary and non-monetary resources at the same time, sometimes called a co-ask. Prospects must have the constituency of Prospect in BCRM. Individuals responsible for tasks in the Prospect Plan must have a constituency of Fundraiser. Tasks in a Prospect Plan allow for managing the relationship with the Prospect. Volunteer Sponsorship Opportunities What: Opportunities on prospect plans are used to track Volunteer asks, such as number of Volunteers requested, number of Volunteers promised, and number of Volunteers fulfilled. In addition a Volunteer opportunity can be linked to classes when the organization would like their associates to volunteer in a specific school or schools. Why: The ability to quantify what is being asked of a Volunteer Donor, what they agree to, and what they do indeed provide is helpful in fulfilling a goal of Volunteer retention or Volunteer growth. Linking a Volunteer sponsor to a school or classes through the opportunity can also ensure that Volunteers from the sponsor are placed where they would like to be placed. Key points to remember: An opportunity is essentially the ask that comes with securing resources. A prospect plan can have multiple opportunities of different types. My Fundraiser Page for Volunteer and Class Management What: All Staff in the BCRM system have a constituency of fundraiser. This constituency allows a view of the Staff record where all prospect plans, both revenue and Volunteer can be 159

162 BCRM Reference Guide Chapter 10 Volunteer Recruitment managed. Steps that need to be taken, interactions on Constituents that are upcoming, and class progress can all be managed in the My Fundraiser View. Why: When working with prospects it is sometimes difficult to keep up with which tasks need to be taken care of and when. Program Staff also have to keep up with progress on the classes they are responsible for. Using the My fundraiser page{ XE My Fundraiser Page } as the main source to see what tasks are due is much easier than going to each Prospect record. Key points to remember: Prospect plan steps must be in pending status to show up on the My fundraiser page. The Program Manager must be the Class contact on a class in order for it to show in the My fundraiser page s My Classes tab. 160

163 Lab 30 Volunteer Prospect Plan BCRM Reference Guide Lab 30 Volunteer Prospect Plan Prerequisites Basic Navigation Prospect Management Do NOT use the Production Environment to conduct this lab. For more information, refer to Adding a Volunteer Prospect Plan e-learning module. Lab 30 Volunteer Prospect Plan Task Click the Prospects functional area. Click Search prospects. This search returns only those Constituents who already have the Prospect constituency. In the Last/Org name field type the name of the prospect you want to find. Click Search. Select the constituent record and click Select. The Constituent s organization page will appear. Click the Prospect tab. Click Plans. Click Add. Click Add major giving plan. Remember that the major giving in this scenario, while not monetary, is major giving of Volunteers. In the Plan name field, enter the name of the plan. From the Plan type field, using the drop down arrow, select Volunteer(s). In the Start date field add today s date. The site should populate. In the Narrative, enter a more detailed description of what is being requested. In the Assigned fundraisers section, using the Magnifying glass icon in the Primary manager field, search for your constituent record. Although this section is called Assigned Fundraisers, Program Managers are considered Fundraisers when using the Prospect Management functionality. Highlight the record and click Select. 161

164 BCRM Reference Guide Lab 30 Volunteer Prospect Plan Lab 30 Volunteer Prospect Plan Task The Primary Manager is the person responsible for the plan and ensuring that the tasks are taken completed. In the Start date field choose today s date. The Secondary Manager is the person who will be helping the Primary Manager with the plan. If the development team and the program team were working together on this plan the Primary Manager is the Development Staff and the Secondary Manager is the Program Staff. From the Secondary Solicitors field, use the Magnifying glass icon to search for and select any additional constituents that are assisting with the prospect plan. Secondary solicitors are those who will be instrumental in helping to secure resources, many times Board Members are Secondary Solicitors, but Staff and other Volunteers can serve as a Secondary Solicitor. From the Role column, using the drop down menu select the role of the secondary solicitor. In the Start date field select today s date. In the Plan participants section in the Plan participant column select the drop down arrow. The names listed are employees of the organization. A Plan participant is someone at the organization who will be instrumental in helping to secure resources or will be your point of contact. There may be multiple plan participants. Select the organization s point of contact for this ask from the list. In in the Role column, using the drop down arrow, select Decision maker. Click the Steps tab at the top of the form. In the Outlines box on the top, using the drop down arrow, select the plan template you want to use. Click Add steps from plan outline. The steps will populate from the outline. The Plan outlines are specific to the JA Area and can be created by the local office. Click Save. The steps, or tasks, are now on the plan and the plan is ready to be executed. 162

165 Lab 31 Volunteer Sponsorship BCRM Reference Guide Lab 31 Volunteer Sponsorship Prerequisites Basic Navigation Prospect Management Volunteer Prospect Plan Do NOT use the Production Environment to conduct this lab. For more information, refer to Adding a Volunteer Sponsorship Opportunity e- learning module. Lab 31 Volunteer Sponsorship Task For this demonstration we will be adding an opportunity for a Whole School Volunteer Sponsorship, where the organization provides all of the Volunteers for the school. However, the same process is used for class Volunteer sponsorships. From the Prospects functional area link on the main navigation bar click the down arrow. Click Search prospects. In the First name field type the name of the constituent that is being prospected. Double-click the proper prospect to open the constituent record. Click the Prospect tab. Click Plans. From the Plans tab select the plan created in the previous lab. Click the Opportunities tab. Click Add. From the Status field using the drop down arrow select Qualified. Tab to the Opportunity type field. From the drop down arrow select Whole School Volunteer Sponsorship. In a plan for Volunteer sponsorship the amount fields are left blank. In the Expected ask date select a date that is a month in the future. In the Comments box type any comments related to the ask. Click the Non-monetary asks tab. The Non-monetary asks allow for tracking what is being asked of the Donor and later updating what was promised and100 what was actually provided. Note that for this demonstration Volunteers are the resource, however this same process can be used when recruiting schools for classes or students. In the # Volunteers requested, type

166 BCRM Reference Guide Lab 31 Volunteer Sponsorship Lab 31 Volunteer Sponsorship Task The # Volunteers promised and # Volunteers received are left blank until the Donor agrees and gives you the number of Volunteers they can provide. Click Save. The Opportunities tab displays. Click Go to opportunity and click the Schools and Classes tab. The functionality in this tab will link the school to the Whole School Volunteer Sponsorship opportunity for the appropriate program year. The sponsor will be visible on all classes for this school within the program year chosen. The sponsor will not be visible on the school s record. In the School section click Search and Select Schools. The same process is used for class Volunteer sponsorship. If the organization was only going to provide sponsors for a specific group of classes and not all classes in the school you would choose the Class Volunteer Sponsorship opportunity type and link the sponsor to individual classes. In the School field using the Magnifying glass icon search for the school you are trying to get sponsored. The Program year will default to the current year. Note: A different program year may be chosen if the Volunteer sponsorship is for a different program year. The appropriate years classes will reflect the sponsor. Click Save. When the organization agrees to provide Volunteers the opportunity status is updated to Accepted, and the # Volunteers promised are updated. From Tasks on the left select Edit opportunity. Update the status to Accepted. Enter an ask date. Enter a response date. Click the non-monetary asks tab. In the # Volunteers promised, type 100. Click Save. From the Program management functional area click Search class. In the School filter enter the name of the school being sponsored. Click Search and highlight a class and click Select. The class record will display Click the Sponsors tab. The sponsor is visible on the class records. 164

167 Lab 32 My Fundraiser Page BCRM Reference Guide Lab 32 My Fundraiser Page Prerequisites Basic Navigation Prospect Management Volunteer Prospect Plan Do NOT use the Production Environment to conduct this lab. For more information, refer to Using My Fundraising Page to Manage Prospecting and Using My Fundraising Page to Manage Volunteer Recruitment e-learning modules. Lab 32 My Fundraiser Page Task From the Prospects functional area link on the Navigation bar click the drop down arrow. From the Prospect management section click My fundraiser page. All plans that are currently open and owned by you are listed. Select the blue link Prospect name of the prospect used in the previous labs. The Prospect s record opens, edits can be made here. Click the browser s Back button. Select the Plan type by clicking on the blue link, Volunteer(s) for the prospect. The plan record opens, edits to the plan can take place here. Click the browser s Back button. Click the Pending steps tab. Steps in pending status will show in this tab and are organized by date. The steps can be managed from here. Click the double down arrow to the left of the first task. Click Step. Click Edit step. Steps can be edited without going to the prospect plan. Click Save. Click the double down arrow again. Click Step. Click Mark complete. The Actual date populates with the current date. 165

168 BCRM Reference Guide Lab 32 My Fundraiser Page Lab 32 My Fundraiser Page Task Click Save. The step, after completion, no longer shows on the Pending steps tab. Click the Other interactions tab. Interactions on any Constituent record will show in this tab and can be managed from here. Navigate to the far right and click on the black arrow on the right, if necessary, to navigate to the My Classes tab. Click My classes tab. All classes on which you are the Class contact will show in this list. You can manage your classes from here and see where you are in progress to filling your requested classes. Click Filters. Using the drop down arrow in the Class status field, select Requested. Select the Program year from the Program year filter. Click Apply. Select the double down arrow next to a Class ID. From here you can go to the class, Educator, or Volunteer to make edits. Click the More button. The list can be downloaded if needed. 166

169 Chapter 11 Queries and Output BCRM Reference Guide Chapter 11 Queries and Output Output in BCRM consists of using queries, selections, exports, or reports to segment and display data. Output does not always mean printing the results. Queries and reports are also used as a tool to navigate to records to make edits, update data, or just for viewing purposes. Using output options to display data to segment and update data from the output provides efficiency in the use of the system. Output also provides nice clean and accurate reporting to be provided to both internal and external parties. 167

170 BCRM Reference Guide Chapter 11 Queries and Output Ad-Hoc Queries What: Ad-hoc queries are used to extract specific detailed information from the database using filters and custom output. Query results can be used as a custom filter for certain reports (selection query) or for export into Excel or Comma-separated Values (CSV) format. Ad-hoc queries should be used to group and identify defined records in BCRM. The ad-hoc query functionality provides a mechanism to create groups of specific sets of data based on unique parameters limited by the filters and output defined by the user. Queries can be used to provide a quick look at data, or for segmenting data to be used in a reports, correspondence, and other functionality in the system. Why: Queries are essential for identifying specific data records in BCRM with specified parameters. When required to identify a detailed list of specific records which have common identifiers an ad-hoc query becomes an essential tool within the system. In order to identify a specific group of data with known commonalities, an ad-hoc query is the tool within BCRM used to create the data group. Certain unique needs within the JA organization day to day operation require varied information sets that can only be obtained by using an ad-hoc query. Mastering the ad-hoc query provides easy access to unique subsets of information. Key points to remember: Ad-hoc queries are found in the Analysis functional area of BCRM. 168 Selecting the Source View of the query determines the type of query and how the query can be used in reports. Ad-hoc query results are limited to 5,000 records. Any query that returns more than 5,000 records will require an Export process in order to download the results into an alternate file format. Ad-hoc queries should be named as defined in the BCRM Reference Guide Naming Conventions: JA Area name User Initials Name of Query. Query results are returned without a default sort or grouping order unless sorting order is defined. Sort and group options can be defined for each query. Ad-hoc query results can be downloaded into Excel or CSV file formats. Ad-hoc queries are simple by nature. Depending on filters and defined output, queries will return duplicate results for every unique value in the requested output field. Therefore, queries should not be used as a final record count unless all duplicate records are mitigated by the filter and output selections. To make reading the output fields of a query easier right click on the output field and rename the field to a more descriptive name. The Browse feature within a query provides a quick way to view and modify records appearing in query results. The query functionality is not built to be used for reporting, but rather to segment data, for creating selections for reports and correspondence, and for updating records. Always check the output from a query carefully if it is being used to report data.

171 Chapter 11 Queries and Output BCRM Reference Guide Ad-hoc query output can be summarized using a variety of functions to include, counting, averaging, minimum/maximum, and summarizing the results. This can help to eliminate duplicates in the output. o COUNT: For number or amount fields, the COUNT function is the total number of records included. o SUM: For number or amount fields, the SUM function is the combined total of the numbers. o AVG: For number or amount fields, the AVG function is the average of the numbers included. o MAX: For date fields, the MAX function displays the maximum or latest date. For number or amount fields, MAX displays the largest number. o MIN: For date fields, the MIN function displays the minimum or oldest date. For number or amount fields, MIN displays the lowest number. Selection Queries Selection queries are the results of ad-hoc queries which can be used in Reports and Correspondence in BCRM where the option for selection is available. Using a selection query in a report returns only the query results in the report. The selection option on a query should not be chosen if the query results will not be used in a formatted report, correspondence, or as a query parameter. Merged Selections Merge function is found by clicking on the double down arrow next to a Query s name. What: Two query selections may be merged together to create a new selection. For example, two Constituent query selections can be merged to create a selection of recipients for a communication. To help with visualizing the selections and how their records relate to one another, the program provides a Venn diagram to represent each merge option. When a merge selection is built the selection of the merge option is used based on the records to include in the new selection. 169

172 BCRM Reference Guide Chapter 11 Queries and Output Why: A Merged Selection allows the user to further manipulate the queries so that sets of data that normally cannot be defined in one ad-hoc query, can be defined by the process of merging. Key points to remember: Both selections must be based on the same record types (i.e. Constituent, Revenue, CustomClass). The Merged Selection becomes a filter set to use in other queries. For more information on how to create and use queries refer to the BCRM Advanced e-learning course on Output and Blackbaud s Query and Export User Guide. Export Processes Export process is found under Administration functional area. What: Exporting the information from a query makes it available for use outside of BCRM. Queries that return over 5,000 record results require an Export in order to extract all records into a usable format for use outside of BCRM. Why: Some queries will exceed the limitation of 5,000 results and using an Export is the only method to capture all records within the query results for export into Excel or CSV formats. Key points to remember: Exports retain a historical reference that is useful in comparing changes to the information that the query held each time the Export has been executed. Exports that use a query are dynamic if the query is also dynamic allowing you to use the Export as opposed to the query for the results. A new export does not need to be created each time. You can run the export for queries with large results every time. Exports are different than an Export definitions which are used for Custom Correspondence and other BCRM functionality. For more information on how to create and use export processes refer to the BCRM Advanced e-learning course on Output and Blackbaud s Query and Export User Guide. Reports What: There are many canned reports in BCRM. Some are JA Custom reports and many are Standard BCRM reports. You will find the ones that meet your business needs as you become more familiar with BCRM. Reports can be found in each functional area of the system as well as under Analysis or JA Custom Reports functional area. 170

173 Chapter 11 Queries and Output BCRM Reference Guide Why: Formatted reports can be distributed and used at important meetings, such as Board meetings or meeting with Donors. Reports are formatted with columns, headers, and totals so they are ready to print. Most of the reports in BCRM also have the ability to drill into a record for viewing or editing, making updating of data efficient. Key points to remember: Always look for a report before creating your own query. Look at the parameters on each report to filter the data that displays. Look for options, layout, or other tabs to further define how data displays on reports. When there is a parameter for a selection, you can use a query selection to filter the data in your report. Grouping by parameters allow you to choose how your report will be grouped. The grouping will also determine the subtotals when they exist in a report. When a field is grey, it means that it is dependent on another field in the report. Click around on the other fields until the field you want to use becomes enabled. Site will always default to your site. If your office has sub-sites, you can choose a subsite for the report. Post Date refers to a date on the revenue record that gets changed during batch entry or during the posting process. Some reports will have * or ^ at the bottom with more information about data in the report. Many reports will contain a hyperlink on the transaction ID or the Constituent name, this hyperlink will open the record for viewing or editing when viewing the report inside of BCRM. 171

174 BCRM Reference Guide Chapter 11 Queries and Output Top Reports and Queries in BCRM The following table lists the top reports and queries that are most frequently used in BCRM. Table 16: Top Reports and Queries in BCRM Program Management Reports found in Program Management Functional Area JA-Class List JA-Class and Program Status Summary Class details including school information, contact information, and summary of class totals. Program Managers use this report for daily class management and Development Officers use this to present program summary information to potential and active Donors. Versatile, flexible report with selectable columns and rows which builds a custom report summarizing class information. Program Managers and Development Officers use this report to verify end of year class totals and can summarize classes in a variety of combinations. Senior Executives use this report to verify classes for end of year verification sign-off. JA-Classroom Volunteer Retention Report Includes Volunteer involvement by year, with a percentage of Volunteer retention. Education Officers and Program Managers use this report to identify lapsed Volunteers and monitor Volunteer retention. Revenue Reports found in Revenue Functional Area JA-Account Distribution Report JA-Income Report JA-Pledge Receivables Report Detailed or summarized revenue transactions sorted by General Ledger Account Numbers. Revenue Data Entry Staff and Accountants use this report for revenue reconciliation. Revenue in this report is grouped by Appeal and provides summary information. Development Officers, Senior Executives, and Revenue Data Entry Staff use this report daily to view income activities. Includes pledge receivables for multiple years with details and summaries of expected pledge payments. Revenue Data Entry Staff, Accountants, Development Officers, and Senior Executives use this report for future income expectations from outstanding payments on pledges. 172

175 Chapter 11 Queries and Output BCRM Reference Guide Table 16: Top Reports and Queries in BCRM Board Reports found in Board Member Functional Area JA-Board Profile 360 degree view of a specific board member and their primary organization (employees and subsidiary organizations) involvement with JA, to include revenue, event participation, and classroom Volunteer involvement. Senior Executives and Development Managers use this report for Board meetings and Board accountability. JA-Board Members List Contact list for Board Members that has phone numbers, , and household information. Senior Executives and Development Managers use this report as a Contact list for their Board. Constituent Reports found in Constituents Functional Area JA-Firm Classroom Volunteers List of Volunteers for a specific company and their participation in JA classrooms. Program Managers and Development Officers use this to view an organization s classroom Volunteer involvement. JA-Constituent Profile (Organization or Individual) Report Overview of JA involvement for an individual or an organization which includes giving history, event participation, and classroom involvement. All Staff members use this report to provide a full view of a Constituent s involvement with JA. Prospect Management found in Prospects Functional Area My Fundraiser functionality Major Giving Management functionality Although not a report, this functionality provides a complete view and performance information of fundraising efforts, including Donor Prospects, Volunteer Prospects, and Class Management for JA Area Staff. All Staff members use this functionality for task management associated with fundraising efforts and management of class progress. Senior Executives and Development Officers use this functionality to view individual Staff fundraising efforts. Major Giving Management is a high-level management tool used to review Staff fundraising efforts and Class management activities. Senior Executives and Development Managers use this tool to view pipeline of fundraising and class activities. 173

176 BCRM Reference Guide Chapter 11 Queries and Output Table 16: Top Reports and Queries in BCRM Event Reports found in Events Functional Area Event Profile Event Comparison Detailed report which includes event location, financial summary, seating, and registrants. Event Managers use this to show a summary of event activities throughout the management of a particular event. Comparison report of two events that includes registrants, attendees, expenses, and revenue summaries. Event Managers and Senior Executives use this report to analyze and compare event performance. Auction Detail Detailed report of auction items associated with an event that includes the value, purchase price, and gain or loss. Event Managers use this report to view a dynamic auction item list of items available for purchase and items sold. Program Management Queries found in Analysis Functional Area JA-Volunteer Training, Background, Conduct Standards JA-Title One Schools (40%+ Free/Reduced Lunch) JA-Class Registration Checklist Lists classroom Volunteers with name, training information, and conduct standards information. Program Managers use this query for daily Volunteer management. Listing of schools that have the reduced lunch attribute with a value greater than 40. Program Managers and Development Officers use this query to find schools with free or reduced lunch programs. Listing of classes with the status of complete. Program Managers use this list to review completed classes for missing information before they verify the classes. JA-Standard Volunteer Audit Query with Lists Volunteers on verified classes. Program Managers would supply the auditors with this list. 174

177 Chapter 11 Queries and Output BCRM Reference Guide Table 16: Top Reports and Queries in BCRM JA-Requested Classes with Educators on Pending Status JA Class/School Sponsorship Information JA-Requested Classes with Rejected Volunteers JA-Unfulfilled Classes JA-Board Organization Volunteers JA-Class Information Smart Query Listing of classes with Educators that have been added to a class but still have a class commitment status of pending. Program Managers use this list to contact Educators and confirm their commitment to the class. Listing of classes that are connected to an opportunity of either class financial or whole school financial sponsorship. Program Managers and Development Officers would use this query to manage class and school sponsorships. List of classes that had a Volunteer on the class but for whatever reason the Volunteer status is rejected. Program Managers would use this list to find and fill these classes with new Volunteers. Listing of classes with a status of unfulfilled, totals for students and classes by school level and reason code. Program Managers use this list to find all unfulfilled classes to identify patterns by reason code. Listing of Volunteers for Board Organizations. Program Managers and Development Officers use this to view a list of Board Organizations classroom Volunteer involvement. This smart query allows the Program Manager to choose from a varied list of parameters making it flexible. Program Managers use this query to find classes based on specific criteria not currently available in reports such as county. 175

178 BCRM Reference Guide Chapter 12 Communications Chapter 12 Communications Communication encompasses many different processes. Most common are Revenue Acknowledgements, Pledge Reminders, and Custom Correspondence for program related communication. Communication to Donors, Volunteers and Educators is very important. Monitoring what communication constituents receive helps the JA Area Staff to track progress and keep Constituents involved. Trying to keep up with communication is cumbersome, the more automated processes in BCRM add efficiency. Key points to remember: Communication is part of the Marketing and Communications functional area of BCRM. Depending upon what type of communication is being sent, processes are set up in different categories within Marketing and Communications. Export definitions for Acknowledgements and Communication are set up in the Administration functional area. Custom correspondence for program related communication does not require an export definition. 176

179 Chapter 12 Communications BCRM Reference Guide Acknowledgement Letters Please review the e-learning on Acknowledgements What: To thank Donors for gifts donated to your organization, use Acknowledgements in BCRM. Acknowledgement letter templates may also contain information about the revenue to serve as a receipt for the Donor. Why: Non-profit industry standard turnaround time for when an organization receives a donation and the acknowledgement sent is twenty four hours. A Donor expects to be thanked and is more likely to continue to be involved with your JA Area if they receive quick response to their philanthropic gift. Key points to remember: Standard turnaround time for acknowledgements to go out is twenty-four hours after a donation is received. Create an acknowledgement form template in Microsoft Word. The form template contains the text to repeat in each acknowledgement. Acknowledgement letters are linked to the revenue record when revenue is entered into the batch. An Acknowledgement generates for each donation a Constituent makes. The system will mark the revenue record as acknowledged and create a communication record on the Constituent record. Copies of the acknowledgements are stored within the process. Key components of an acknowledgement: Microsoft Word document Export definition Adding the letter to BCRM Adding the acknowledgement process Running the process Scheduling the process Export Definitions What: Export definitions allow the user to determine the fields to extract in order to get the appropriate information out of BCRM so that it can be used in merging information related to Constituents and their donations into a Word document or . Why: Export definitions are the recommended method of extracting related data for Donors and their revenue. They give you control of the data you need in your letter. Key points to remember: 177

180 BCRM Reference Guide Chapter 12 Communications Export definitions for Acknowledgements are found in the Administration functional area. Each site will copy the generic export definition named JA-SA-Acknowledgement Export Definition (Generic) and rename for their specific JA Area. All fields needed for merging into the Word document are included in the definition. Export definitions can be reused. Export definitions can be edited. A header file is created from the export definition and used to provide merge fields in the Word document. Preparing the Merge Fields What: Word documents are the output that is used to send out communications. In BCRM they are referred to as letters. BCRM will populate the fields applicable to the donation and allow the fundraiser to print the Word document to send communication to Donors. Merge fields in the letter are populated from the header file downloaded from the export definition. Why: Word documents generated out of BCRM allow fundraisers to automate the acknowledgement letters while still using a custom letter. Key points to remember: Once you download the CSV file from BCRM, you are no longer in BCRM. Create an acknowledgement form template in Microsoft Word. The form template contains the text to repeat in each acknowledgement. Once you download the Word document from BCRM you are no longer in BCRM, you are working in Microsoft Word. Acknowledgement letter templates must be set up prior to creating the process. Generate the header file from the Acknowledgements page found in the Marketing and Communications functional area. 178

181 Chapter 12 Communications BCRM Reference Guide When the header file is generated in CSV format, save the file in a shared folder on your server or local computer where you will also store your letter. Name the header JA Area-User s initials-acknowledgement Header. Using the Mailing functionality in Word choose the header file as your data source. If a letter is edited and relinked to the process the header file must be attached and match the export definition. Using the Insert field from the Mailing function, insert your merge fields into your Word document. Adding the Acknowledgement Process What: You can manage a process to send acknowledgement letters to Constituents based on revenue transactions such as payments and pledges. When you run the process, you can select whether to mark all included revenue transactions as acknowledged. The acknowledgement process is what ties the letter, the header file, the export definition and the correct Donor records all together so that the letters can be merged. Why: The process puts all of the pieces together so that the manual creation of acknowledgements is taken away giving the Staff more time to generate revenue. Tracking the 179

182 BCRM Reference Guide Chapter 12 Communications communication that was sent to the Donor is also helpful in making sure that Donors are receiving an acknowledgement in a timely manner. Key points to remember: This process can be automated to run on a specific schedule. Letters must be added to the system prior to adding revenue so that the letter can be assigned properly. Select the Letter tab in the Acknowledgements page. Acknowledgements are assigned to the revenue record in revenue batch entry prior to the process running or a letter will not process for that revenue. When you load the letter into the process you cannot make edits in the letter within the process. If you do not rename the latest version of your document when you save it, your changes may not reflect when the document uploads into BCRM. When creating the Acknowledgement process, follow these steps: Add the letter you created in Word with the merge fields to the Letters tab. Name your letter JA Area User s initials Name of letter. Add your Word template. Use a selection from a query for all revenue in your JA Area. Select Export definition for the Output type. Select the definition for your JA Area. 180

183 Chapter 12 Communications BCRM Reference Guide Select the Acknowledgements tab. Add the Acknowledgement process using the Add button. Select the Revenue Acknowledgement Process. Name the process JA Area-User s Initials-Name of process or Name of letter. In the drop down letter arrow next to Acknowledge revenue with letter, select the letter that goes with this process. 181

184 BCRM Reference Guide Chapter 12 Communications Do not select Mark letters Acknowledged at this point, it is important to run the process until you are comfortable with the letters and the data going into the letter. Once you are comfortable, you may select this option and run the process again, this option will write the communication back to the Constituent record and mark the revenue acknowledged. 182

185 Chapter 12 Communications BCRM Reference Guide Running the Acknowledgement Process What: After adding or editing the Acknowledgement process, the process to generate the Acknowledgement for Donors is the task of running the process. An acknowledgement generates for each revenue record. Why: Running the process will generate the merging of the letters and, if the option is chosen, will mark on the revenue record as acknowledged. The system will also write a communication record on the Donor constituent. Merging complicated fields, marking the records, and the ability to do this without having to generate a new header file each time it is run saves time for the user and is more accurate than running processes outside of the system. Key points to remember: This process can be automated to run on a specific schedule. The letter has to have been selected in the revenue batch for each revenue record that should be acknowledged. The letter is accessed from the acknowledgement process after the process runs. Start the process from the Acknowledgements processes page. While the process is running you may work in other areas of the system, you will receive a notification when the process is complete. When the process runs and is complete you will see the process screen. Select the Word icon to retrieve your letters. You may also access your letters in the Review Acknowledgements tab. Selecting Clear results allows you to run the letter multiple times while setting up your process. 183

186 BCRM Reference Guide Chapter 12 Communications Once you are comfortable with your letters you can schedule the letters to run overnight using the Create job schedule option in Tasks on the left of the process screen. To update your letter, make your updates on your computer and replace the letter in the Letters tab. Be sure to change the name of your letter so that the system will recognize it as a new letter. 184

187 Chapter 12 Communications BCRM Reference Guide Pledge Reminders Please review the e-learning on Pledge reminders. What: Reminders to Donors for commitments such as pledges can be set up as a process and run based on the Constituent s revenue commitment. Reminders can be set up to resemble an invoice, however an invoice by definition is a bill to pay for services rendered or a product sold. A pledge reminder is reminding a Donor of an outstanding commitment based on philanthropic interests. Why: To help increase charitable revenue and prevent write-offs, reminders give the JA Area a way to continue to keep the Constituent paying their commitments. This also allows a Donor to pay incrementally which can increase the Constituent s giving. Key points to remember: A reminder generates for each pledge a Constituent makes. Pledge reminders can be set up to serve as an invoice. The system will mark the Constituent record and the Revenue record that a reminder has been processed. Copies of the reminders are stored within the process. Reminders can be set up to serve as past due notifications. Key components of a pledge reminder Microsoft Word document. Export definition. Adding the reminder process to BCRM. Running the process. Creating the Export Definition What: Export definitions allow the user to determine the fields to extract in order to get the appropriate information out of BCRM so that it can be used in merging information related to constituents, pledges, and donations into a Word document or . Why: Export definitions are the recommended method of extracting related data for pledges to create correspondence. They give you control of the data you need in your letter. Key points to remember: Export definitions for Pledge reminders are found in the Administration functional area. 185

188 BCRM Reference Guide Chapter 12 Communications Each site will copy the generic export definition named JA-Pledge Reminder Export Definition (Generic) and rename for their specific JA Area All fields needed for merging into the Word document will be included in the definition. Export definitions can be reused and edited. A header file is created from the export definition and used to provide merge fields in the Word document. Preparing the Merge Fields What: Word documents are the output that is used to send out communications. In BCRM they are referred to as letters. BCRM will populate the fields applicable to the donation and allow the fundraiser to print and or the Word document to send communication to Donors. Why: Word documents generated out of BCRM allow fundraisers to automate the pledge reminders while still using their custom letter. Key points to remember: Create a reminder letter form template in Microsoft Word. The form template contains the text to repeat in each reminder. Reminder letter templates must be set up prior to creating the process Once you download the CSV file from BCRM you are no longer in BCRM. Once you download the Word document from BCRM you are no longer in BCRM, you are working in Microsoft Word. If a letter is edited and relinked to the process the header file must be attached and match the export definition. Reminder letter templates must be set up prior to creating the process. 186

189 Chapter 12 Communications BCRM Reference Guide Generate the header file from the Reminder page found in the Marketing and Communications functional area. When the header file generates in a CSV format, save the file in a shared folder on your server or local computer where you will also house your letter. Name the header JA Area-User s initials-reminder Header. In Word using the Mailing functionality choose the header file as your data source. Using the Insert field from the Mailing function insert your merge fields into your Word document. Adding the Pledge Reminder Process What: The Reminder Process is what ties the letter, the header file, the export definition, and the correct Donor records all together so that the letters can be merged. The process also writes back to both the Constituent and the Revenue record so tracking of communication that has been sent is possible. Why: The process puts all of the pieces together so that the manual creation of reminders is taken out, giving the Staff more time to generate revenue. The tracking of what communication has been sent to the Donor is helpful in making sure that the Donor has received the reminders as promised. 187

190 BCRM Reference Guide Chapter 12 Communications Key points to remember: The process can be automated to run on a specific schedule. The Reminders process is set up in the Reminders tab. When you load the letter into the process you cannot make edits in the letter within the process. A query selection can be used to segment Revenue records for a specific purpose, such as a specific appeal. If you don t rename the latest version of your document when you save it, your changes may not reflect when the document uploads into BCRM. Select the Add button and the Add reminder process form opens. Name the reminder JA Area User initials Name of reminder. Add the letter template from your hard drive. Select Export definition as the Output type. Select your export definition. 188

191 Chapter 12 Communications BCRM Reference Guide Do not select Mark reminders sent when process completes at this point, it is important to run the process until you are comfortable with the letters and the data going into the letter. The simplest option is to send one reminder for all outstanding pledges; however, if you wish to send a different reminder for a specific group of Revenue records you can choose to add another reminder process and choose a custom selection so that the reminder is sent only for revenue that falls into the parameters set in the query. Running the Reminder Process What: After adding or editing the reminder process, the process to generate the reminders for Donors is the task of running the process. A reminder generates for each pledge a Constituent makes. Why: Running the process will generate the merging of the letters and, if the option is chosen, will mark on the revenue record that a reminder was generated. The system will also write a communication record on the Donor Constituent. Merging complicated fields, marking the records, and the ability to do this without having to generate a new header file each time it is run saves time for the user and is more accurate than running processes outside of the system. Key points to remember: This process can be automated to run on a specific schedule. Once you download the Word document from BCRM you are no longer in BCRM, you are working in Microsoft Word. The Word document is referred to as a letter in BCRM. Start the reminder process from the Reminders processes page. Do not mark the Mark reminders sent when process complete until you are comfortable with your reminders and the data in your reminders. While the process is running you may work in other areas of the system, you will receive a notification when the process is complete. When the process runs and is complete you will see the process screen. Select the Word icon to retrieve your letters. You may also select the Review Reminders tab to access your letters. Once you are comfortable you may select the option to mark reminders sent when completes and run the process again, this option will write the communication back to the Constituent record and mark the revenue that a reminder has been sent. Selecting Clear results allows you to run the letter multiple times while setting up your process. You can schedule the letters to run overnight using the Create job schedule option in Tasks on the left of the process screen. To update your letter, make your updates on your computer and replace the letter in the process on the Reminders tab. Be sure to change the name of your letter so that the system will recognize it as a new letter. 189

192 BCRM Reference Guide Chapter 12 Communications Custom (Program) Correspondence Please review the e-learning for Custom Correspondence. What: Custom Correspondence is the functionality used by Program Staff to set up communications to be sent to Educators and Volunteers. This includes assignment letters and year-end thank you letters. Why: Sending correspondence is vitally important for the Program Staff. Keeping Volunteers and Educators informed and involved helps to increase retention. Following up through letters helps the Program Staff to monitor how the classes are progressing and can also help to identify issues early in the class cycle. Key points to remember: Custom Correspondence is the functionality used for program correspondence and is found in the Marketing and Communications functional area of BCRM Custom Correspondence requires specific templates provided by JA USA, found on the JA Intranet here: Custom Correspondence Templates. The merge fields in Custom Correspondence are provided through a specific set of queries provided by JA USA. Custom Correspondence processes are specific to your site. Correspondence in BCRM utilizes Word documents, in BCRM these are called letters, even if the finished products are sent via . Adding the Template to BCRM What: Microsoft Word document templates for Custom Correspondence are added to the BCRM system in the Letter template library. Why: In order for the correspondence process to merge the fields, the Word document must be added to the system. This storage for the letter allows the process to find the correct letter to be merged. Key points to remember: Use a template provided by JA USA, found on the JA Intranet here: Custom Correspondence Templates. The merge fields in the templates can be copied into other letters. Merge fields can be taken out of the template. Adding a merge field to a template will require a help desk ticket. The text in a template can be edited. Word templates used in Custom Correspondence must be added to the Letter template library prior to setting up the correspondence process. 190

193 Chapter 12 Communications BCRM Reference Guide After securing the Word template from the JA Intranet, add the document to the Letter template library in Marketing and Communications functional area. Name the process JA Area User initials Name of letter (same as the template). In the Letter type, choose Correspondence. Leave other fields as populated. Add the letter you previously added to the Letter template library. Your site will populate. Copy the Query for the Letter What: There are a specific set of queries in BCRM that provide the filter and output fields required for each custom correspondence template. The queries must be used with the templates provided for custom correspondence. Why: The query output fields correlate with the merge fields in the templates. The data will not merge correctly if the query does not match the template. The queries also contain filter fields that will exclude a Constituent who has already received that specific letter. All of this is already built into the query so the user does not have to write the query. 191

194 BCRM Reference Guide Chapter 12 Communications Key points to remember: The query output fields should not be edited. While adding and editing filters can be done, do not delete the Correspondence code filter, or the Comments filter. There is a query to go with each template provided, it s important to copy the correct query for the template you will be using. Not all output fields in the query have to appear in the template. From the Analysis functional area Click Information Library and search for the query (the name will match the letter template name and be housed in JA Standard Queries Program Management). Click the double down arrow next to the query. Click Copy. When the query opens click the Set save options tab. Save the query with the name JA Area User initials Name of letter. o Name the query the same as the letter template for ease of use later. Save in the appropriate folder as with all queries. Adding the Custom Correspondence Process What: The custom correspondence process is what ties the query, the template, and the data together so that the end result will be a letter that contains the correct data for the correct constituents. Why: The merging function takes place inside BCRM. This adds functionality such as the ability for the process to write back to the Constituent record a communication was sent. Because the process is running from a query, most queries are written to exclude those who previously received the communication for the class. This provides efficiencies lost in tracking communications through spreadsheets. Key points to remember: The process must be set up with the matching template and query. The process should be run a few times manually and the letter checked to ensure that the date is correct before selecting the Send correspondence option. Do not use the Group by field to group the letters, the field is not intended to group letters. Navigate to the Custom correspondence area in Marketing and Communications. In Manage correspondence, click Add to create a new correspondence process. After selecting Add click Ad-hoc query, the Add form will open. 192

195 Chapter 12 Communications BCRM Reference Guide Name the process JA Area User s initials Name of Process (name it the same or similar to the query and letter template). Search for and select the query that goes with the letter. Do NOT use the Group field to group letters. Select your site. In Output type select Correspondence. Select your letter. Do NOT check the checkbox for Send correspondence at this time, this will allow you to run the process multiple times until you are comfortable with them. Save the process. Running the Custom Correspondence Process What: The process, when run, takes the query and the Word template and merges the data for the Constituents who exist in the selection from the query. The process can be run manually or scheduled to run at a specific day and time. Why: The process allows specific data within a specific time period to be merged using query output fields. This process provides accurate data in the letter as well as time efficiency for the Staff. Key points to remember: The process can be automated to run on a specific schedule. All processes are site specific. Multiple processes can be set up to accommodate the need for varying business processes. Open the process by clicking the double down arrow. Click Go to process. On the top left under Tasks click Start process. Note: You can also edit the process and edit your query from the Tasks pane. While the process runs you can work in other areas of the system, you will get a notice when the process is complete. Once the process has run click the History tab. The list shows each time the process runs, most recent at the top. Click the Top process selecting the double arrow. 193

196 BCRM Reference Guide Chapter 12 Communications Click the Word icon to open and print the letters. The process can be edited to use a CSV file for ing. Edit the process in the Tasks pane and select from Output type CSV. Run the process again. In the history you will see the Output type, open the History line. Use the CSV file for Word merge . When you are comfortable with the letters, select in your process the Send correspondence option. 194

197 Chapter 12 Communications BCRM Reference Guide In the Constituent ID field select ConsID. In the Correspondence Comment field, select ClassNum. Choose the appropriate correspondence code for this letter. Save and run the process again. This will write a communication record on the Constituent showing that they received the letter for the specific class. In the next run of the correspondence process, the Constituent will be excluded unless they require a letter for a new class. You may schedule the process to run overnight by using the Job Schedules tab. If you edit your letter, replace it in the Letter template Library in Marketing and Communications. If you wish to add fields to the letter template, create a help desk ticket for assistance. ing Communications BCRM currently does not allow for ing communications directly from within the system. A workaround has been devised to allow for creating and tracking communications in BCRM that have been sent via . When creating a custom correspondence the output type of csv can be selected. Running the process with this output type selected will allow the user to download a csv spreadsheet that can then be used to create an mail merge to be sent from the user s account. The 195

198 BCRM Reference Guide Chapter 12 Communications rest of the creation process for the custom correspondence will remain the same for the letter. Running the process first to create the csv document allows for tracking and history to be maintained in BCRM. When running either pledge reminders or acknowledgement letters, instead of clicking merge to the return the merged letters from BCRM, Download output will allow the user the download to either csv or xlsx which will provide a spreadsheet that can then be used to create an mail merge to be sent from the user s account. The rest of the letter creation process will remain the same. Running the process first to create the csv or xlsx document allows for tracking and history to be maintained in BCRM. For assistance completing an mail merge, please contact the JA USA Help Desk. 196

199 Chapter 13 Grants BCRM Reference Guide Chapter 13 Grants In the BCRM Foundations functional area, records are created for organizations that fund Grant Programs. Those Grant Programs are entered into the system when your JA Area Staff identifies potential funding sources. When a need for funding is identified, you can create a Funding Plan that identifies an overall funding goal and enter each funding request your area will pursue to meet this goal. For example, the JA Area identifies a need for a million dollars to support a Capstone facility. While Fundraising efforts will account for a portion of the funding required, you have been asked to locate Grant Programs to cover half of the total cost. You can create a Funding Plan for Capstone Facility Capital, then identify specific programs that require funds so that you can refine your search for Grant Programs for which the plan qualifies. The next step is to create a funding request for each Grant Program with funding interests that match your funding needs. For example, if you create a Funding Plan to support capital expense for Educational Programs, you can link each funding request in the plan to a Grant Program that specifically supports this type of research. The funding request defines the details of the request and the steps required to complete the process. When you receive notification of a grant award, you can enter this information then apply revenue from each grant award payment to the corresponding Grant Award. 197

200 BCRM Reference Guide Chapter 13 Grants As part of managing your Grantor you will use a Stewardship plan, and the My fundraiser page. For details on setting up a Stewardship plan and using the My fundraiser page please refer to Prospect Management. Using Grant Management instead of Prospect Management allows for collecting information from Foundations/Grantors, such as the Grant Programs they provide. These types of grants are often not organizations that the JA Area has a relationship with but instead provide Grant Programs the office wishes to apply to, and are typically a one-time grant rather than ongoing. That allows information to be collected in BCRM so you can apply for a Grant Program. Additionally Grant Management can have its own outline of steps and the revenue is tagged as a Grant Award for more accurate reporting. Key points to remember: The Fundraiser constituency must exist on all Constituents that you might want to assign a task in a Grant Funding Request. Funding Request Outlines are similar to the outlines used in Prospect Plans, and are specific to the JA Area. The Grant management functional area is not used for those major donors that you apply to for gifts year to year. Grantor Records What: A grantor is the organization that funds a Grant Program and is often a private or community foundation. Why: Maintaining Grantor records in BCRM is the first step in managing grant requests. Until an Organization record has been assigned the constituency of Grantor, you cannot add a plan or manage the Grant Program. Key points to remember: Organization records must be added as a Grantor before you can add a funding plan. Grantor records must be a Constituent record in BCRM. Grantor Constituent record should have accurate Address, Phone and contact information in BCRM. 198

201 Chapter 13 Grants BCRM Reference Guide Grant Programs What: From the record of a Grantor, you can add the grant programs the Grantor issues as a part of their philanthropic goals. Why: When you add a Grant Program, you can enter its eligibility requirements, minimum and maximum award amounts, and the type of programs or projects it funds. This allows the Staff to determine which programs are a good fit for the goals and initiatives of their JA Area. Key points to remember: Grantor must be in the system as a Grantor before the program can be added. Grant Programs added to the system will be programs the foundation issues. Funding Plans Who: Any Staff responsible for managing Grant Funding Plans in the JA Area. What: A Funding Plan record contains information about a specific, overall need within your organization. Fundraisers can be assigned to the plan so that they can add funding requests for each Grant Program you want to pursue to meet the total funding amount needed. Why: A Funding Plan contains information for a specific need at JA and could be one plan per Grantor or a generic need that you are requesting funds from multiple Grantors. Using a Funding Plan helps to organize deadlines, asks, communication, and deliverables for the grant programs. Key points to remember: The Grant plan must already exist on the Grantor in order to apply a Funding Plan to the Grantor. 199

202 BCRM Reference Guide Lab 33 Grantors Lab 33 Grantors Prerequisite Basic Navigation Do NOT use the Production Environment to conduct this lab. For more information, refer to Adding Grantors e-learning module. Lab 33 Grantors Task Add a Grantor Click the Foundations functional area link. From the Grantors section click Grantor search. In the Name field type the name of the Grantor. Click Search. This search is looking for a Constituent with the Grantor constituency. If the organization is in the system as a Grantor the record will be returned, if it is not then the constituency of Grantor will need to be added to the organization. Navigate to the organization s BCRM Constituent page. Click the Grantor tab. Click Edit. From the Contact field select the drop down arrow. All contacts for the organization are listed. All Grantors should have a contact with whom you will communicate. Click Cancel. For purposes of this lab we will add a new Grantor. From the Foundations functional area click Grantor search again. In the Organization name field enter the name of the foundation. Click Search. This search is looking for the organization with the constituency of Grantor. Click Add. Using the Magnifying glass icon search for the foundation. This search is looking for the Constituent without the Grantor constituency. If the Constituent existed in the database you would select the Constituent here and the Grantor constituency would be added. Click Add to view the Add an organization screen. 200

203 Lab 33 Grantors BCRM Reference Guide Lab 33 Grantors Task In the Name field enter the name of the foundation. Add the Address and Phone. Click Save. The Add a Grantor form will populate with the constituent name. From the Type field select the drop down menu. The type of Foundation is required. Select Corporate Foundation from the list. All contacts linked to the organization will be listed in the Contact field. Click Save. The Grantor s record opens. The next step is to add a Grant Program to the Grantor s record. 201

204 BCRM Reference Guide Lab 34 Grant Programs Lab 34 Grant Programs Prerequisites Basic Navigation Grantors Do NOT use the Production Environment to conduct this lab. For more information, refer to Adding Grant Programs e-learning module. Lab 34 Grant Programs Task From the Foundations functional area click Grantor Search. In Organization name, type the name of the foundation. Click Search. Click the record. The record will open to the Grantor tab highlighted. In the Grant programs section, click Add. In the Title field enter the name of the Grant program following the standard naming convention Name of Grant Program This is the Grant program the foundation issues. The Description field for this Grant program can be more descriptive. Enter Min and Max Grant Award amounts listed by the foundation. From the Funding types section, click the drop down arrow. Select the Funding type. Click Save. The Grant program has been added to the Grantor. 202

205 Lab 35 Funding Plans BCRM Reference Guide Lab 35 Funding Plans Prerequisites Basic Navigation Grantors Grant Program Do NOT use the Production Environment to conduct this lab. For more information, refer to Adding Funding Plans e-learning module. Lab 35 Funding Plans Task From the Foundations functional click select the drop down menu. Click Funding plan search. In the Name field type the name of the Funding Plan. If a Funding Plan is already in the system, it can be chosen here. For purposes of this demonstration there are no plans available. Click the Add button. In the Name field type the name of your plan. In the Description field type a more detailed description. In the Funding need field, add the total funding amount needed. The funding need is the amount you need for your program. In the Date field add the current date. In the Program field click the drop down arrow and select the funding program type. In the Funding Plan manager, enter the Staff responsible for managing the plan. The Funding Plan Manager is responsible for the plan and must have the Fundraiser constituency. The site will populate with your site. Click Save. You have now set up the Funding Plan that defines the need at JA. Next we will add the funding request to our plan. 203

206 BCRM Reference Guide Lab 36 Funding Requests Lab 36 Funding Requests Prerequisites Basic Navigation Grantors Grant Programs Funding Plans Do NOT use the Production Environment to conduct this lab. For more information, refer to Adding Funding Requests e-learning module. Lab 36 Funding Requests Task From the Foundations functional area click the drop down menu. Click Funding plan search. In the Funding Plan manager field type the name of the Plan Manager. Click Search. Click the Funding plan. The plan will open. Click Add under Funding requests. In the Grant program field click the Magnifying glass icon. In the Funding type field click on the drop down menu and select the Funding type. Click Search. From the list click the foundation with whom you are applying. A Grantor can have multiple Grant Programs. Click Select. In the Status field click the drop down menu. Status allows you to manage the request through its life cycle. Select Drafting proposal from the drop down menu. In the Amount field, type the amount you are requesting. Because the Proposal has not yet been submitted the date submitted is left blank. In the Primary manager field search and select the Plan manager. You can also search and select Secondary Managers and Secondary Solicitors if others are assisting with this plan. Remember they must have the Fundraiser constituency on their record before they will appear in your search. Click the Steps tab. 204

207 Lab 36 Funding Requests BCRM Reference Guide Lab 36 Funding Requests Task From the Outlines field, using the drop down arrow choose Solicitation plan (corporate/foundation). Click Add steps from Outline. The steps in the outline will populate the form. The Dates, Owner, Stage, and status fields can be adjusted. Each field can be modified to represent the flow of tasks. Change the owner of the first step by clicking the Owner. Using the Magnifying glass icon open the Search field. In the Last name field type the last name of the owner. In the First name field select the first name of the owner. Click search. Click the record. From the Status field, click on the drop down arrow select Pending. The status of a step has to be pending before the step appears in the My fundraiser page. They may be changed here, or as you are working the plan, mark the ones pending as you complete some of the others. Mark the next task as pending as well. Click Save. The Funding request record displays. Click the Designations tab. Click Edit All. Using the Magnifying glass icon to search, type %foundation. Click Search. Highlight the appropriate designation. Click Save. This allows the designation to flow automatically to the Award when it is entered. Click the Grant Awards tab. Grant Awards is where you add the award to the system once the Grantor has sent you the documentation to tell you how much you have been awarded. This is what sets up the commitment in BCRM and assigns GL distributions. This is different from adding an opportunity on the prospect plan and some discussion in the JA Area should be has to determine who can add the Grant award. Click Add. Enter the amount awarded. The designation should populate. In the Revenue category field select unrestricted andclick Save. When the money for the grant award is received the revenue data entry person will add that revenue and attribute it to this grant award. 205

208 BCRM Reference Guide Chapter 14 Major Giving Chapter 14 Major Giving Major giving management in the Prospects functional area allows the executive and Supervisory Staff to manage progress of the fundraisers for which they are responsible. This functionality is built upon the organizational hierarchy of the JA Area Staff. 206

209 Chapter 14 Major Giving BCRM Reference Guide Monitoring the progress of Prospects the Staff is working, tasks or steps that are assigned, and classes that are to be complete allows the Supervisor to identify gaps in fundraising and program progress toward goals. Key points to remember: The JA Area must have their organizational hierarchy set up and maintained in order for this functionality to work correctly. All Staff are Fundraisers in BCRM, including Program Staff. Understanding Prospect Management for both the Development Staff and the Program Staff is key to managing in the Major Giving Management page. Helps to eliminate writing queries to monitor Staff progress. Blue text is a link to another view. This functionality is driven from the Prospects functional area of BCRM. To View Staff Progress on a Prospect Plan: In the Prospects functional area, select Major Giving Management. Select Fundraisers and steps to manage fundraisers, overdue steps, planned steps, completed steps, and classes by specific Program Managers can be monitored. Prospects progress and Pipeline information for Staff is found in the Major Giving Management Prospects page. Grant pipeline information is included. Opportunities and asks are managed in the Opportunities page. Filters for Direct reports or Team are included on each page. 207

210 BCRM Reference Guide Chapter 15 Copy Campaigns Chapter 15 Copy Campaigns From the Fundraising functional area, you can copy an existing campaign. Copying a campaign before you enter revenue will ensure that your records are accurately reflected at the campaign level and ultimately save you time. Key points to remember: Create future year campaigns before entering revenue received for that fiscal year. Follow the appropriate naming convention: FY## (Example: FY16). Always copy the public campaign. 208

211 Lab 37 Copy Campaigns BCRM Reference Guide Lab 37 Copy Campaigns Prerequisite Basic Navigation Do NOT use the Production Environment to conduct this lab. For more information, refer to Copying Existing Campaigns e-learning module. Lab 37 Copy Campaigns Task From the Fundraising functional area click Copy a campaign under Fundraising. Select the Campaign you want to copy from the drop down menu. (Remember, copy the public campaign). Enter the new Fiscal year. Ensure Copy designation information and Copy fundraiser information are clicked. Click Save. The new public campaign will open. Add your new Goals under the Goals tab by clicking Add. Enter the name of the goal. Enter the amount. Enter the Start date and End date fields. These should be the same date range as the fiscal year. Select Campaign hierarchy to ensure all records are accurate. 209

212 BCRM Reference Guide Chapter 16 Importing Constituents Chapter 16 Importing Constituents The ability to Import CSV files with constituent data is available to certain staff in the local JA Areas. These staff will need the role of Local Admin as part of their BCRM roles in order to use the import functionality of BCRM. Requests for the role of Local Admin must be approved by Senior Staff of that JA Area. A ticket request through the Help Desk must be submitted to make the role changes. 210

213 Chapter 16 Importing Constituents BCRM Reference Guide Process The import process generates a batch for the review of the local JA Area. Once the batch is committed the constituent records are written to BCRM. There are many factors that can cause the import to fail or create a batch with errors. It is important that the JA Area reviews the batch created by imports prior to committing these batches. Any errors after committing the batches will be fixed manually by the JA Area. Generate the import file (CSV) from your selected source. Create your import process. Import the file to BCRM. Review and fix any errors reported by the import process. Validate the batch, then review and fix any errors reported by the batch. Commit the batch. You may repeat Step 4 as many times as needed. The import process creates a batch which can be deleted as long as it has not been committed. Generating the Import File Currently only constituent data will be supported through import. Revenue, classes, or other data will not be supported as an import. Traditionally, your constituent data will originate from outside sources like VolunteerNow, signup forms, or purchased constituent lists. The source information will need to be reformatted into the standard BCRM import templates. There are four templates: Organization, Individual, Volunteer, and Educator templates. It is best to process the Organization import first before processing Individuals, Volunteers, or Educators. The templates are illustrated in the following sections. 211

214 BCRM Reference Guide Chapter 16 Importing Constituents A note about formatting zip and phone number fields Specific formatting has been applied to the zip code and phone number fields in the templates. Copy/pasting data into the template will be overwrite the format and the data will go into BCRM as it is shown on the template. For example: zip codes with a leading zero will only go into the template with the leading zero if the format for the field is set to Zip Code, otherwise the leading zero will not be included on the constituent records. Likewise phone numbers will only go into BCRM with the USA phone number formatting if the field is set for Phone Number. To reset the special formatting, highlight the column in Excel, click on the drop down in the number formatting section of the ribbon, and choose More number formats. Then select the Special category, and choose Zip Code (or Phone Number). Do NOT use Zip + 4. Click OK to apply the format to the column. Data that is written into the template (not copied) retains the special formatting and no special action is required. The templates will need to be in Coma Separated Values (CSV) format. The following are stepby-step instructions for creating the import file from Excel: 1. Click on the File tab in Excel. 212

215 Chapter 16 Importing Constituents BCRM Reference Guide 2. Click on Save As from the side bar menu. 3. Click Browse to select the location save the file. Name the file and under Save as type: select CSV (Comma delimited) (*.csv). 213

216 BCRM Reference Guide Chapter 16 Importing Constituents Organization Import Template Use this template to import Organizations to BCRM. This template can be downloaded by clicking here. Organization Import Template Description of fields and their accepted values. Field Purpose Accepted Values Constituent site Constituent type Last/org/group/household name Address type Country Address This indicates the site for the constituent; this defaults to the top level site (JA of ); change this value to a subsite if needed; required. Indicates if the constituent is an Individual or Organization; this field is defaulted to Organization by the import template; required. Name of the organization; required. Indicate the type of address, required if an address is entered. Name of the country for the address, not required; default value is United States. All address lines should be entered under this field; required if address type is entered. Valid site name Organization Legal name of the organization Business Former Address Home Alternate Shipping Residential Shipping Business Country name Any value City Name of the city. Any value State Acronym of the state. Any valid state acronym Zip Zip Code for the address. Any Zip Code numerical value, includes Zip+4 County Name of the county for the address. County name 214

217 Chapter 16 Importing Constituents BCRM Reference Guide Organization Import Template Description of fields and their accepted values. Field Purpose Accepted Values Phone type Phone number Phone primary? type address primary? This is the type of phone; required if a phone is entered; if multiple phone numbers are entered, the fields must be labeled Phone type 1, 2, 3, etc. This is the phone number; required if a phone type is entered; if multiple phone numbers are entered, then the fields must be labeled Phone number 1, 2, 3, etc. This indicates if the phone number is the primary phone for that constituent; only one number can be primary per constituent; at least one number must be primary; if multiple phone numbers are entered, then the fields must be labeled Phone primary? 1, 2, 3, etc. This is the type of ; required if an is entered; if multiple s are entered, then the fields must be labeled type 1, 2, 3, etc. This is the address; required if an type is entered; if multiple s are entered, then the fields must be labeled address 1, 2, 3, etc. This indicates if the address is the primary for that constituent; only one address can be primary per constituent; at least one address must be primary; if multiple s are entered, then the fields must Fax Home Mobile Not Available Organization-Direct Organization-Main Any phone value (###) ###-#### Yes No Organization Personal Any valid address Text@text.ext Text.text@text.ext Yes No 215

218 BCRM Reference Guide Chapter 16 Importing Constituents Organization Import Template Description of fields and their accepted values. Field Purpose Accepted Values Web site address Alt Lookup ID Type Alt Lookup ID Constituency be labeled primary? 1, 2, 3, etc. The link or URL of the organization s website. This field is only used when the constituent is a school; the field indicates that the Alternate Lookup ID is of type School ID #. This field contains the actual School ID or PIN. The name of any constituency given to the constituent; only valid constituencies can be used; if multiple constituencies are entered, then the fields must be labeled Constituency 1, 2, 3, etc. Any valid web site URL School ID # Or blank Valid School ID/PIN Board member Board Organization Bowling Center Business Civic/Association Event Venue Foundation Fundraiser Government JA Advocate JA Alumni JA Area Laureate Media Partner Online Visitor Prospect School Suspect Suspect - Board Suspect - Donor Suspect - Event 216

219 Chapter 16 Importing Constituents BCRM Reference Guide Individual Template Use this template to import Individuals to BCRM. This template can be downloaded by clicking here. Individual Import Template Description of fields and their accepted values. Field Purpose Accepted Values Constituent site Constituent type Title This indicates the site for the constituent; this defaults to the top level site (JA of ); change this value to a subsite if needed; required. Indicates if the constituent is an Individual or Organization; this field is defaulted to Individual by the import template; required. This will be the title or prefix for the individual; strongly recommended for correspondence. Valid site name Individual Admiral Ambassador Brother Captain Chief Cmdr. Col. Congressman Dr. Drs. Father General Governor Judge Lt. Madam Major Master Miss Mr. Mrs. Ms. Pastor Prof. Rabbi Representative Reverend 217

220 BCRM Reference Guide Chapter 16 Importing Constituents Individual Import Template Description of fields and their accepted values. Field Purpose Accepted Values First name Last/org/group/household name Address type Country Address 218 First name of the individual; required. Last name of the individual; required. Indicate the type of address; required if an address is entered. Name of the country for the address, not required; default value is United States. All address lines should be entered under this field; required if address type is entered. Senator Sergeant Sir Sir/Madam Sister The Honorable Any value Any value Business Former Address Home Alternate Shipping Residential Shipping Business Country name Any value City Name of the city. Any value State Acronym of the state. Any valid state acronym Zip Zip Code for the address. Any Zip Code numerical value, includes Zip+4 County Phone type Phone number Name of the county for the address. This is the type of phone; required if a phone is entered; if multiple phone numbers are entered, then the fields must be labeled Phone type 1, 2, 3, etc. This is the phone number; required if a phone type is entered; if multiple phone County name Fax Home Mobile Not Available Organization-Direct Organization-Main Any phone value (###) ###-####

221 Chapter 16 Importing Constituents BCRM Reference Guide Individual Import Template Description of fields and their accepted values. Field Purpose Accepted Values Phone primary? type address primary? Gender numbers are entered, then the fields must be labeled Phone number 1, 2, 3, etc. This indicates if the phone number is the primary phone for that constituent; only one number can be primary per constituent; at least one number must be primary; if multiple phone numbers are entered, then the fields must be labeled Phone primary? 1, 2, 3, etc. This is the type of ; required if an is entered; if multiple s are entered, then the fields must be labeled type 1, 2, 3, etc. This is the address; required if an type is entered; if multiple s are entered, then the fields must be labeled address 1, 2, 3, etc. This indicates if the address is the primary for that constituent; only one address can be primary per constituent; at least one address must be primary; if multiple s are entered, then the fields must be labeled primary? 1, 2, 3, etc. One of the required demographic values for volunteers and educators; default value is unknown; indicates the gender of the individual. Yes No Organization Personal Any valid address Yes No Unknown Male Female 219

222 BCRM Reference Guide Chapter 16 Importing Constituents Individual Import Template Description of fields and their accepted values. Field Purpose Accepted Values Ethnicity Business Business relationship type Business reciprocal type Constituency One of the required demographic values for volunteers and educators; default value is unknown; indicates the ethnicity of the individual. This indicates the LookupID of the business for that individual; the business must exist in BCRM as an Organization; this is the reason why Organization imports are completed first. This is what the Individual is in relation to the Organization; default value is employee. This is what the Organization is in relation to the Individual; default value is employer. The name of any constituency given to the constituent; only valid constituencies can be used; if multiple constituencies are entered, then the fields must be labeled Constituency 1, 2, 3, etc. Black (not Hispanic origin) Hispanic Unknown Asian Multi-Racial American Indian / Alaskan Native Hawaiian/Pacific Islander White (not-hispanic origin) Valid LookupID Employee Employer Board member Educator Fundraiser JA Advocate JA Alumni Laureate Media Partner Online Visitor Prospect Staff Suspect Suspect - Board Suspect - Donor Suspect - Event Suspect - Teacher Suspect - Volunteer Volunteer 220

223 Chapter 16 Importing Constituents BCRM Reference Guide Volunteer Template Use this template to import Volunteers to BCRM. This template can be downloaded by clicking here. Volunteer Import Template Description of fields and their accepted values. Field Purpose Accepted Values Constituent site Constituent type Title This indicates the site for the constituent; this defaults to the top level site (JA of ); change this value to a subsite if needed; required. Indicates if the constituent is an Individual or Organization; this field is defaulted to Individual by the import template; required. This will be the title or prefix for the individual; strongly recommended for correspondence. Valid site name Individual Admiral Ambassador Brother Captain Chief Cmdr. Col. Congressman Dr. Drs. Father General Governor Judge Lt. Madam Major Master Miss Mr. Mrs. Ms. Pastor Prof. Rabbi Representative Reverend 221

224 BCRM Reference Guide Chapter 16 Importing Constituents Volunteer Import Template Description of fields and their accepted values. Field Purpose Accepted Values First name Last/org/group/household name Address type Country Address First name of the individual; required. Last name of the individual; required. Indicate the type of address; required. Name of the country for the address, not required. All address lines should be entered under this field; required. Senator Sergeant Sir Sir/Madam Sister The Honorable Any value Any value Business Former Address Home Alternate Shipping Residential Shipping Business Country name Any value City Name of the city; required. Any value State Zip County Phone type Acronym of the state; required. Zip Code for the address; required. Name of the county for the address; default value is United States. This is the type of phone; required if a phone is entered; if multiple phone numbers are entered, then the fields must be labeled Phone type 1, 2, 3, etc.; at least one phone type is required. Any valid state acronym Any Zip Code numerical value, includes Zip+4 County name Fax Home Mobile Not Available Organization-Direct Organization-Main 222

225 Chapter 16 Importing Constituents BCRM Reference Guide Volunteer Import Template Description of fields and their accepted values. Field Purpose Accepted Values Phone number Phone primary? type address primary? Gender This is the phone number; required if a phone type is entered; if multiple phone numbers are entered, then the fields must be labeled Phone number 1, 2, 3, etc.; at least one phone number is required. This indicates if the phone number is the primary phone for that constituent; only one number can be primary per constituent; at least one number must be primary; if multiple phone numbers are entered, then the fields must be labeled Phone primary? 1, 2, 3, etc. This is the type of ; required if an is entered; if multiple s are entered, then the fields must be labeled type 1, 2, 3, etc. This is the address; required if an type is entered; if multiple s are entered, then the fields must be labeled address 1, 2, 3, etc. This indicates if the address is the primary for that constituent; only one address can be primary per constituent; at least one address must be primary; if multiple s are entered, then the fields must be labeled primary? 1, 2, 3, etc. One of the required demographic values for Any phone value (###) ###-#### Yes No Organization Personal Any valid address Text@text.ext Text.text@text.ext Yes No Unknown Male 223

226 BCRM Reference Guide Chapter 16 Importing Constituents Volunteer Import Template Description of fields and their accepted values. Field Purpose Accepted Values Ethnicity Business Business relationship type Business reciprocal type Constituency 224 volunteers and educators; default value is unknown; indicates the gender of the individual. One of the required demographic values for volunteers and educators; default value is unknown; indicates the ethnicity of the individual. This indicates the LookupID of the business for that individual; the business must exist in BCRM as an Organization; this is the reason why Organization imports are completed first. This is what the Individual is in relation to the Organization; default value is employee. This is what the Organization is in relation to the Individual; default value is employer. The name of any constituency given to the constituent; only valid constituencies can be used; multiple constituencies are entered, then the fields must be labeled Constituency 1, 2, 3, etc.; the Volunteer constituency is required. Female Black (not Hispanic origin) Hispanic Unknown Asian Multi-Racial American Indian / Alaskan Native Hawaiian/Pacific Islander White (not-hispanic origin) Valid LookupID Employee Employer Board member Educator Fundraiser Government JA Advocate JA Alumni Laureate Media Partner Online Visitor Prospect Staff Suspect Suspect - Board Suspect - Donor Suspect - Event

227 Chapter 16 Importing Constituents BCRM Reference Guide Volunteer Import Template Description of fields and their accepted values. Field Purpose Accepted Values Volunteer type Volunteer type status Volunteer status Volunteer initial years of service Volunteer administrative Volunteer administrative date completed Volunteer administrative expiration The type of volunteer; for most volunteers this will be Classroom volunteer; required. The status of that type of volunteer. The status of the volunteer in regards to participation with the JA Area; required. Represents the number of years that the volunteer participated with the JA Area prior to entering the data into BCRM; the default value is 0. This field sets the administrative tasks of a completed background check; a delivered Volunteer conduct standards form or a signed social media policy; if multiple administrative values are entered, then the fields must be labeled Volunteer administrative 1, 2, 3, etc. The date in which the administrative item was completed; if multiple administrative values are entered, then the fields must be labeled Volunteer administrative date completed 1, 2, 3, etc. The date in which the administrative item expires; all Volunteer administrative Suspect - Teacher Suspect - Volunteer Volunteer Classroom volunteer Event volunteer Office volunteer Pending Active Inactive Unapproved Lapsed Current Past Prospect Numerical value Background check Conduct and Social Media Policies Volunteer conduct standards form Valid date Valid date 225

228 BCRM Reference Guide Chapter 16 Importing Constituents Volunteer Import Template Description of fields and their accepted values. Field Purpose Accepted Values Volunteer administrative verified forms expire on June 30 of the current program year; if multiple administrative values are entered, then the fields must be labeled Volunteer administrative expiration 1, 2, 3, etc. Indicates if the administrative item was verified by a JA Area Staff; if multiple administrative values are entered, then the fields must be labeled Volunteer administrative verified 1, 2, 3, etc. Yes No 226

229 Chapter 16 Importing Constituents BCRM Reference Guide Educator Template Use this template to import Educators to BCRM. The template can be downloaded by clicking here. Educator Import Template Description of fields and their accepted values. Field Purpose Accepted Values Constituent site Constituent site Constituent type Title This indicates the site for the constituent; this defaults to the top level site (JA of ); change this value to a subsite if needed; required. This indicates the site for the constituent; this defaults to the top level site (JA of ); change this value to a subsite if needed; required. Indicates if the constituent is an Individual or Organization; this field is defaulted to Individual by the import template; required. This will be the title of prefix for the individual; strongly recommended for correspondence. Valid site name Valid site name Individual Admiral Ambassador Brother Captain Chief Cmdr. Col. Congressman Dr. Drs. Father General Governor Judge Lt. Madam Major Master Miss Mr. Mrs. Ms. 227

230 BCRM Reference Guide Chapter 16 Importing Constituents Educator Import Template Description of fields and their accepted values. Field Purpose Accepted Values First name Last/org/group/household name Address type Country Address First name of the individual; required. Last name of the individual; required. Indicate the type of address; required. Name of the country for the address, not required; default value is United States. All address lines should be entered under this field; required. Pastor Prof. Rabbi Representative Reverend Senator Sergeant Sir Sir/Madam Sister The Honorable Any value Any value Business Former Address Home Alternate Shipping Residential Shipping Business Country name Any value City Name of the city; required. Any value State Zip County Acronym of the state; required. Zip Code for the address; required. Name of the county for the address. Any valid state acronym Any Zip Code numerical value, includes Zip+4 County name 228

231 Chapter 16 Importing Constituents BCRM Reference Guide Educator Import Template Description of fields and their accepted values. Field Purpose Accepted Values Phone type Phone number Phone primary? type address This is the type of phone; required if a phone is entered; if multiple phone numbers are entered, then the fields must be labeled Phone type 1, 2, 3, etc.; at least one phone type is required. This is the phone number; required if a phone type is entered; if multiple phone numbers are entered, then the fields must be labeled Phone number 1, 2, 3, etc.; at least one phone number is required. This indicates if the phone number is the primary phone for that constituent; only one number can be primary per constituent; at least one number must be primary; if multiple phone numbers are entered, then the fields must be labeled Phone primary? 1, 2, 3, etc. This is the type of ; required if an is entered; if multiple s are entered, then the fields must be labeled type 1, 2, 3, etc. This is the address; required if an type is entered; if multiple s are entered, then the fields must be labeled address 1, 2, 3, etc. Fax Home Mobile Not Available Organization-Direct Organization-Main Any phone value (###) ###-#### Yes No Organization Personal Any valid address Text@text.ext Text.text@text.ext 229

232 BCRM Reference Guide Chapter 16 Importing Constituents Educator Import Template Description of fields and their accepted values. Field Purpose Accepted Values primary? Gender Ethnicity Business Business relationship type Business reciprocal type This indicates if the address is the primary for that constituent; only one address can be primary per constituent; at least one address must be primary; if multiple s are entered, then the fields must be labeled primary? 1, 2, 3, etc. One of the required demographic values for volunteers and educators; default value is unknown; indicates the gender of the individual. One of the required demographic values for volunteers and educators; default value is unknown; indicates the ethnicity of the individual. This indicates the LookupID of the business for that individual; the business must exist in BCRM as an Organization; this is the reason why we run Organization imports first This is what the Individual is in relation to the Organization; default value is Employee This is what the Organization is in relation to the Individual; default value is Employer Yes No Unknown Male Female Black (not Hispanic origin) Hispanic Unknown Asian Multi-Racial American Indian / Alaskan Native Hawaiian/Pacific Islander White (not-hispanic origin) Valid LookupID Employee Employer 230

233 Chapter 16 Importing Constituents BCRM Reference Guide Educator Import Template Description of fields and their accepted values. Field Purpose Accepted Values Constituency Educator status The name of any constituency given to the constituent; only valid constituencies can be used; if you wish to enter multiple constituencies you must then label the fields Constituency 1, 2, 3, etc.; the Educator constituency is required The status of the educator in regards to participation with the JA Area; required Board member Educator Fundraiser JA Advocate JA Alumni JA Area Laureate Media Partner Online Visitor Prospect Staff Suspect Suspect - Board Suspect - Donor Suspect - Event Suspect - Teacher Suspect - Volunteer Volunteer Current Past Prospect 231

234 BCRM Reference Guide Chapter 16 Importing Constituents Creating the Import Process In order to import your information, you must create an Import Process that maps to the proper template. JA USA requires reusing your import processes, keeping one for Organizations and one for Individuals. The files can be changed any time you need to process a new import. The following are step-by-step instructions for creating the Import Process. 1. Navigate to the Administration area of BCRM by selecting the Administration functional area in the navigation bar. 2. Select Import under the Tools section of the Administration area. 3. If the Import Process exists from a previous import, select the Import Process name and continue to step #6. 4. If you need to create a new Import Process, select the Add button at the top of the Import Process table. 5. Select either the Standard New Individual or Organization Constituent Batch Template and click OK. Your template will have the acronym for your JA Area appended to the name. 6. Add the name to your new Import Process. The name should be formatted JAXX New Individual/Organization Import Process. 7. Your JA Area name will display under the Site drop down. 8. Set yourself as the Batch owner. Select the green arrow next to the File field. 9. A document selection window will open. Find your import file and select Open. The window will close and the file name will display in the File field. Click Next. 10. Under Map fields, select Auto-map over the table of fields to map. This will automatically map your import file fields to those of the template. Note: you will need to review to ensure these are mapped correctly. 11. Collection fields like phones, constituencies and addresses will need to be mapped separately. Click on either Phone, or Constituencies and select the Map collection field link. 12. Enter the number of Phones, s, or Constituencies then click Auto-map. The system will map each field accordingly. Then click OK to close the dialog box. 13. Click on the Set options tab. Under Batch commit options ensure you have Validate new batches but do not commit any records selected. 14. Select the Other tab under the Set options and click Quick find under Search list fields. Click Save to save your process. 232

235 Chapter 16 Importing Constituents BCRM Reference Guide Running the Import Process 1. The Import process detail page should open, if not, click on the link of your process. On that page click on Start process on the sidebar. 2. The process will run, updating the status, until complete. Once completed, the process will display the total records processed and if any records were rejected. The process will also display if any batch errors occurred. To verify and commit the batch, click on the batch number next to Batch created. 3. The system will open the batch to fix any errors and commit. Once committed the records will be stored as constituents in BCRM. 233

236 BCRM Reference Guide Chapter 16 Importing Constituents Import Usage Agreement By using the Import functionality of BCRM you and your JA Area agree to the following terms: 1. Only import constituent data including Individuals or Organizations 2. Thoroughly review ALL batches prior to committing 3. Resolve any errors in your data prior to committing batches 4. Manually resolve any errors in your data after committing batches 234

237 Chapter 17 Events BCRM Reference Guide Chapter 17 Events Events are often fundraising opportunities. However, the Event Management functionality of BCRM can be used for other purposes, such as Capstone planning, Board meetings, Training Events, etc. anything that brings groups of people together for a shared experience. 235

238 BCRM Reference Guide Chapter 17 Events Event Management Within the Events Module, staff users can: Plan Funding Manage Venues Plan Staff Tasks Track Event Logistics Register Attendees Manage Attendee Logistics Manage Speaker Requirements Manage Event Volunteers Set Up Seating/Lanes/Teams Track Fundraising Efforts And Activity Manage Auction Items And Activity Funds received from participating constituents are linked to constituent records, enabling users to see a more complete view of a constituent s involvement with Junior Achievement. Attendance at Board Meetings, or other events, can also be viewed on constituent records. Many components of events, and entire events, can be copied as desired. Event Planning Preparing for an event involves multiple aspects and staff. These initial activities must be completed prior to entering the Event in BCRM. Controllers and Development staff provide direction on the financial path for the event; this includes the appeals, campaigns, and designations. Special Event staff and Development staff work with communications to be sent regarding the event. Special Event staff manage the Event logistics, including registration management. In the Event module: The Tasks/Coordinators tab lists the Event Coordinators and tasks. For example, the task Obtain venue would be set up and assigned to the person responsible for this. Committees may be set up as event coordinators (e.g., the Board), when you add a committee, all the committee members are included, though their names are not listed individually. People must be constituents in BCRM before you can assign tasks to them. Tasks for volunteers at the event are Jobs and are on the Job Occurrences tab. Controller Involvement and Financial Planning for Events Where do you want the registration fees to apply? Where do you want the donations to be applied? 236

239 Chapter 17 Events BCRM Reference Guide Where do you want the costs for the event to be applied? o Costs associated with the event are mapped to the GL through appeals. o Registration fees are mapped through Designations. Are the correct GL Account(s) set up in BCRM? Development Staff Involvement for Events Set up Appeal(s); you will need appeals for sponsorships, donations not associated to registration fees, and specifically for registration fees. o Map to the Designation(s) Set up sub-campaign for event. o Will not need unless this is a new type of event for which the designation has not been set up. Set up Pledge reminders. o Most likely, this will have already been done. Existing Pledge reminder letters will pick up the pledge and process the reminders. Logistics Planning and Setup for the Event Set up Invitation letter(s) Set up Invitation package(s) o Mail o ( processes are set up as a Word merge done outside of BCRM.) Set up Event record o Set up any supporting/sub events, if applicable. Set up Coordinators must be staff or group Set up Tasks for event staff (volunteers are handled differently) Set up event location need not be a constituent in BCRM o Locations are not site-specific. Search existing locations by city, state. Set up lodging o Location(s) need not be a constituent in BCRM Locations are not site-specific. Search existing locations by city, state. o Options (e.g., King, Queen, non-smoking, etc.) Set up Registration Types (Adult, child, birdie sponsor, corporate sponsor, couple, table, etc.) Attach Designation(s) for fees Attach Appeal(s) for sponsors, donations, etc. o Any materials to be sent to participants (e.g., Bowling packets) should be included with the appeal. This allows tracking of responses and returns. Set up Expenses. These are expected expenditures. Payments are not made through BCRM; this is for event staff tracking purposes. Set up Registration Options (the fees associated with the various registration types. Also includes the costs incurred for that registrant to participate.) o Note: Registrants can only register for one option. When multiple options are desired/needed, for example multiple table sponsorships, use Appeals instead. If tables are associated with the sponsorship, be sure to include a corresponding registration. Be careful not to charge the sponsor company multiple times for the same registrations in these registrations, the fee is waived. Set up Registration Packages (groups of registrations: for example: a Golfer's Breakfast, Golf team, Auction, Golfer Dinner may all be part of the overall event. Set up a separate 237

240 BCRM Reference Guide Chapter 17 Events registration option for each, and include all of them in one package so the registrant can choose which portions of the overall event he/she wishes to attend.) This can only be done in multi-level events and is done at the top level of the event. Set up Registration Preferences (courses, handicaps) Set up Event Preferences (example: meal options) Set up Event seating Set up Benefits (t-shirts, signage, etc.) Attach invitation packages(s) to event Attach documentation to event Set up Invitees o Selection Queries for multiple invitees o Single invitees Set up Auction items Set up (Volunteer) Jobs and schedule Set up Fundraising Teams (coordinate with fundraising staff) Configure Seating Layout Attach Campaign Expenses The expenses for the event can be tracked on the Expenses tab. These are the expenses you incur to run the event. This can include printing costs, greens fees, floral arrangements, catering, rental, signage, photography, etc. This allows you to monitor the event s budget. Expenses in BCRM are included so you may view the entire event s activity in one location. The information is included on event-related reports. BCRM is not an accounts payable database; these expenses should also be added to an accounts payable software. Set up each category of expense, and the budget allocated for that expense. The categories will be listed on your event. Include a comment to help remind you of the purpose of the expense. When you know the vendor, edit the expense category, and add the vendor (which must be a constituent in BCRM) and the agreed on amount. Expenses will be grouped by the vendor for easy tracking. When you have paid the vendor through your accounts payable software, enter the amount paid and date into BCRM. Important: this is the only way to track the expenses paid on the event, and only the amounts that have been entered here will show on the Event reports and goal graphic. Event Options These are the types of registrations that are available for the event. BCRM has been configured with a number of standard available options (e.g., Adult, Board Member, Bowler, Corporate Sponsor, Foursome, Table, Twosome, etc.). An event may have multiple of the same type of registration with different names. For example, there may be a Gold Table, a Silver Table, etc.; these probably have different fees and/or benefits. Registration Receipt amounts are the fees minus the costs minus the benefits. At this time, we are not tracking costs on individual registrations. 238

241 Chapter 17 Events BCRM Reference Guide Fees may be monies used to help defray the cost of the event. Although they do go to the General Ledger, they do not directly offset a cost account in the General Ledger. These are examples of costs to be considered in setting registration fees: Greens fees Lane fees Luncheon payments The benefit portion on registration fees will map to the Event Benefits account in the General Ledger. If the entire amount of the registration fee should go to the Event s designation, the benefit should not be included on the registration fee. The recognition amount can be adjusted when the registration fee payment is made. Attributes and Preferences There are various items to help identify the needs and concerns for a particular registrant. Attributes Attributes are bits of information about the constituent. These options cannot be customized, although comments are text boxes where appropriate notes can be made. Attributes can be added by clicking on the double arrows next to the registrant and selecting Attributes, or Go to Registrant and then on the Attributes tab. Standard attributes include Meal preferences, Event awards/ribbons, shoe/shirt sizes, and handicap. Attributes will appear on the Event s Registrations tab. Meal preference attributes are tallied on the Event Summary tab. Preferences Preferences are customizable and can be set up for the specific event. BCRM has many items for which options have already been specified, though they can be customized locally. New items do not show on the Event s registration screen columns. Preferences selections are shown on the Registration screen at the time the registration is entered. There is no automatic tally of this information. Preferences can be added or edited by clicking on the double arrow next to the registrant and selecting Go to Registrant. Click on the Registrant s registrations tab. This screen shows a summary of all the guests for the registration including any selected preferences. Click edit to modify the registrant information to add the preference. Save and close the registration screen. Add the preference options under Preferences on the Event s Options tab. Add the preference, such as Flower, and enter the options, such as Rose and Carnation, available for the user s preference. Preferences can be copied between events. 239

242 BCRM Reference Guide Chapter 17 Events Team Fundraising Sometimes Events include team fundraising. An example of this is a Calling for Kids event. Fundraising teams are groups of people who work together toward a common monetary goal. Each of these people is a Team Fundraiser; fundraisers are not required to be a part of a team, though will likely have a similar goal. If the fundraisers are not already registered for the event, you will be prompted to add a registration. Adding Team Fundraising on an event allows staff to manage and monitor the fundraising activities without leaving the Event s record to go to the appeal s record. Two special Team Fundraising reports are available to track revenue to goals for the event, each team and each fundraiser. An appeal must be set up specifically for the event s team fundraising activity. All revenue must be allocated to this appeal and assigned to a solicitor (team fundraiser) for the revenue to apply to a fundraiser s goal. Note that BCRM s Team Fundraising by Event and Team Fundraising by Team reports show percent to goal for teams or fundraisers, whereas the appeal related reports do not. Teams can be copied from another event, and the performance of the team and its members can be compared with the special team fundraising reports. For example, the Board members may be generating revenue for several events; setting them up (individually) on one event allows the Board team to be copied to other events, thus simplifying team setup and data entry. Team setup is done on either the Appeal or in the Event, and can be managed within either location. Although the tab is Team Setup it is ONLY for fundraising purposes, not for setting up golf or bowling (or other) teams participants. Participant teams are handled through seating. Click on the team to add team members, captains, and/or goals. Team members do not need to be a member of a specific fundraising team. Managing Registrants Invitations First identify who should receive invitations. o Copying a previous event can also include the registrants of that event. o The maximum number of constituents that can be included in an invitation is 10,000. o Set up selection queries to pull in invitees as desired. Note that these are Selection Queries. Use only the constituent name and record number. This will return more actual invitees in your query by returning only one record for each invitee. Use the constituency attribute of Suspect Constituency Sub-Type to help identify invitees that may not fit in another group (such as donor, volunteer, board member). When a response is received, open the Invitations screen on the Event and click on Go to Invitee List. Highlight the constituent, and click Register or Declined. 240

243 Chapter 17 Events BCRM Reference Guide If registering, select the registration option and complete the requested information. The drop down for Registrant includes all the relationships for that constituent; additional constituents can be added. Registrations Tab Registrants who receive invitations show the event on their constituent record. All events to which the constituent registered are listed whether or not he/she actually attended the event. Registered participants are listed on the Registrations tab. The Registrant list can be sorted as desired. Click on the appropriate column header to sort by that field. Sorting by Host will group the guests under the host name. Use the filter functionality to reduce the list. The names listed on the registration will be used to set up seating. Note that when a registration is entered, the host is listed on the top line of registrants: In the above example, the host is a company; a company cannot be seated at the table as an individual. This top line must be changed to (unknown guest) or a guest s name). Click in the Registrant field and use the drop down to choose (or search) for a guest name. Any individuals related to the host will be listed, however, non-related individuals can be added by using the search feature. If guest meal preferences are known at the time of registration, that can be noted here. This information, and other preferences, can be noted later by clicking the double down arrow next to the registrants name and selecting edit registrations. Registrant Attributes On the registrations tab, click on the registrant name and choose Attributes to include attribute information (like T-Shirt size or Golf Handicap). Registrant Attributes are specific to the event, and do not carry from one event to another. Seating Notes A seating note can be added by selecting Edit and then selecting Edit Registrant or by using the drop down arrow next to the registrant name. Quickly see a count for meal preferences or online registrations on the Registration Summary tab. 241

244 BCRM Reference Guide Chapter 17 Events Editing Event Registrants Sometimes guest names are not known at the time the host registers for the event. Names can be added as they are known by right-clicking on the Guest of participant and selecting Edit Guest. Go to Registrant will provide information about the specific guest s participation, such as any benefits he/she receives, lodging and travel needs, restriction needs and attributes (Golf Handicap, t-shirt / shoe sizes, etc.). Only the constituent s default restrictions will carry across events; all other notes here are event-specific. Registration Fees Registration Fees are the monies received from the registrant at the time of the registration. Monies to be paid at a future date are considered Pledges. Pledges and fees to be paid in the future should not be entered as registration fees. The recommended practice is to set up registration options for pledges where the fees are equal to zero. See above section for additional information. The receipt amount shown on the registration fee screen is the tax-deductible portion of the registrant's payment: the fee less any benefit and cost amounts. This may be helpful to track Lunch payments for a Board lunch meeting, for example. Total Registration fees received are included on the Event Profile and Event Revenue reports; neither report lists who paid. Preparation for payments received with the registration The event set up screen must have Event allows Designations on fees checked. On the event s designation tab, enter the appropriate designation. This allows the registration fees received at the time of registration to flow where appropriate. Preparation for payments to be paid at a later date An appeal should be set up to handle pledges and other donations. The report code should be set as Event Donation. Attach the appeal to the event on the event s appeal tab. Any registration fee to be paid in the future is considered a pledge and must be set up as a pledge applied to this appeal. Registration Fees paid at time of registration Add the registration to the event. This can be done on the Registrations tab, or can be part of the invitation process. The registration must be on the event prior to entering the payment. Payments for registration fees are entered with the cash/credit revenue batch; it is important that the registrant already be included in the event prior to entering the payment. This allows staff to apply the payment to the registration fee commitment (using the batch s Application 242

245 Chapter 17 Events BCRM Reference Guide field); the Event s registration commitment will be shown on the Application field drop down in the batch. Amounts paid beyond the registration fee paid at the same time as the registration fee are considered 'extra donation'. These should be applied to appropriate Appeals.. These items WILL show on Accounts Receivables reports. Registration Fees to be Paid at a Future Date These fees are set up as pledges and handled as all other pledges within BCRM. Apply the pledge to the appeal specifically set up for this in the event. The outstanding balance on registration fees does not show on the constituent's revenue history (it is not yet paid and is not considered revenue). This will not show on any account receivable output. It does show as a commitment toward which a payment can be applied. Any registration fees not paid at the time of the registration, but not set up as pledges through appeals, will not show on Account Receivables reports, and are not shown to the Controllers. It is up to the Event staff to manage these commitments. Seating and Configuration The Seating component can be used for several purposes: examples include Tracking Foursomes in Golf events Lane/team assignments in Bowling events Table seating in luncheons or dinners Bidder numbers for auctions Teams for student competitions Golfers Configure seating using the Configure seating layout task on the task panel. Seating configurations can be copied between events. The actual number of tables/seats can be modified separately. You can rename each section, table or seat as desired. These can be lanes, foursomes, teams, or whatever small grouping you need for your event. Example Seating Configuration The example in this section is for a dinner event. For bowling events use Rows rather than the tables layout shown here. 243

246 BCRM Reference Guide Chapter 17 Events In the above example configuration, each of the four sections will contain 10 tables of 8. In the following screens, you can see where this is modified as needed for the event. Some events may only require one section. Golfing events on two courses at the same time may have the courses as sections. 244

247 Chapter 17 Events BCRM Reference Guide In the above example, three sections have been renamed and the number of tables in the sections has been modified. Use continuous numbering has been checked; if left unchecked seat numbers begin at 1 for each section. 245

248 BCRM Reference Guide Chapter 17 Events The above example shows the tables in the VIP section, renamed for this event. Table names may be company names. Use the Sections drop down at the top to configure the tables in the other sections independently. The seating tab is similar. Seats may be renamed as desired, for example table captain is always seat #1. Assigning Seating Once the seating configuration is ready, registrants can be assigned seating individually or as groups. Use Assign Seats on the task panel. The names shown in the Assign Seats section are only those listed as registrants. Any seating notes made on the registrants records are shown on the assignment screen to aide in placing the registrant. The color icons in the right panel indicate when a table is completely available (green), partially filled (yellow), or filled (red). The registrants can be filtered as desired to help staff review and seat registrants. In this screenshot, all the Chevron Phillips guests are grouped together. They will move as a group to the table (Table 5 in this example). 246

249 Chapter 17 Events BCRM Reference Guide KPIs Key Performance Indicators (KPIs) can be set up for the event and included on a user-defined dashboard. These are found on Manage KPIs under More Information on the task panel. Use KPIs to monitor: Fundraising Event capacity KPIs can include sub-events on a multi-level event. After setting up the goals and milestones you want to track, generate the values you will need for the KPI instance. Go to the KPI instance management page. Click Update KPI Value o The first time you run the KPI, select to Back-date the values. This is not needed for future runs. Backdating will overwrite all previous information stored for that KPI instance. Set a schedule for updating the value regularly throughout the course of the event. Auctions Auctions should be set up when the event is set up. Auctions cannot be added to an event after the event has been set up. If an auction needs to be added after the event set up, or if the event has an auction as a side event, an auction can be added as a sub-event. Auctions can 247