SCT Banner Advancement Self Service for Advancement Officers Training Workbook January 2005 Release 7.0

Transcription

1 SCT HIGHER EDUCATION SCT Banner Advancement Self Service for Advancement Officers Training Workbook January 2005 Release 7.0

2 Confidential Business Information This documentation is proprietary information of SunGard SCT and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT. Prepared By: SunGard SCT 4 Country View Road Malvern, Pennsylvania United States of America SunGard All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard SCT is not rendering legal, accounting, or other similar professional services. SunGard SCT makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. SunGard, the SunGard logo, SCT, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, SCT fsaatlas, SCT Matrix, SCT Plus, SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders.

3 Table of Contents Section A: Introduction...4 Overview...4 Process Introduction...5 Overview...6 Section B: Set Up...8 Overview...8 Advancement Officer Web Profile Items Validation Form (ATVDOWP)...10 Establish Access to Advancement Officer Self-Service...12 Self Check...16 Answer Key...17 Section C: Day-to-Day Operations...18 Overview...18 Process Introduction...19 Login Process...21 Profile Preferences...23 Search Options...35 Add a Contact for a Prospect...55 Self Check...63 Answer Key...65 Section D: Reference...68 Overview...68 Setup Forms and Where Used...69 Day-to-Day Forms and Setup Needed...70 Forms Job Aid...71

4 Section A: Introduction Overview Workbook goal The goal of this workbook is to provide you with the knowledge and practice to set up and fully access the Advancement Officers Self Service function at your institution. This workbook is divided into four sections: Introduction Set Up Day-to-Day Operations Reference Intended audience Advancement Officers Section contents Overview...4 Process Introduction...5 Overview...6 Page 4

5 Section A: Introduction Process Introduction Introduction Advancement Officer Self-Service is a tool that your advancement staff and development officers can use to access your institution s constituent records through a secured portal on the Web. It provides Web access to a constituent profile, including a constituent s giving information, prospect profiles, and all biographic information. Flow diagram This diagram highlights the overall Advancement Process. Page 5

6 Section A: Introduction Overview Introduction Advancement Officer Self-Service is a subset of Alumni and Friends Self-Service. There are no separate rule forms for this product. Development officers and other members of the advancement staff need to establish their own preferences to begin using this product. Helpful Hints A profile preference does not need to be loaded for each development officer. When development officers access a page to set their preferences, the profile preferences are built for that individual from system defaults. If no profile preference exists for an individual, the default values set on the Development Officer Web Profile Items Validation Form (ATVDOWP) are used. Benefits of Web Products In today s environment, many individuals are very comfortable accessing information via the Web. Advancement Officer Self-Service provides an easy-to-use mechanism for development officers, and other members of the advancement staff, to access and update SCT Banner information. Benefits of Advancement Officer Self-Service While the advancement officer is on the road, meeting with prospects and donors, access to the most current information is critical. Advancement Officer Self-Service provides these individuals with a quick and easy method of reviewing information such as address and phone numbers, employment information, giving history and multiple (hard) and memo (soft) credit for each gift and pledge. Advancement officers can view constituent information from home or the office twenty-four hours a day seven days a week, providing easy access to data critical to fundraising. They can also post contact reports via the Web, allowing them to update prospect information quickly while on the road. Each advancement officer is able to set his or her own preferences for the data they see and the sequence in which they see it from a delivered set of options. This enables them to be able to respond to questions from donors, view current data on the database and determine what new information is needed. They can enter the contact report via the Web immediately after the visit. The Web allows development officers to view up-to-the-minute information wherever they are. Page 6

7 Section A: Introduction Overview (Continued) Benefits of Advancement Officer Self-Service, continued Your advancement office staff benefits from the Web functionality because the information available on the Web eliminates the necessity of their having to provide reports to development officers that quickly become outdated. In short, Advancement Officer Self-Service provides all the necessary tools to expedite all aspects of the fundraiser s job. In a future release, SCT may provide Web functionality for advancement officers to update address, name, biographic, or demographic information. Page 7

8 Section B: Set Up Overview Introduction The purpose of this section is to outline the set-up process and detail the procedures to set-up your SCT Banner system for Advancement Officer Self-Service. Intended audience Advancement Officers Objectives At the end of this section, you will be able to identify and describe banner forms and processes used for setup create rules and set parameters used to process data. Prerequisites To complete this workbook, you should have completed the SCT Education Practices computerbased training (CBT) tutorial SCT Banner 7 Fundamentals, or have equivalent experience navigating in the SCT Banner system. The following forms should be completed within the SCT Banner system: Form Name Employment Status Validation ATVEMPS Frequency Code Validation ATVFREQ Interest Group Code Validation ATVIGRP Job Category Code Validation ATVJOBC Duration Code Validation ATVPDUR Pledge Type Validation ATVPLDG Solicitor Contact Code Validation ATVSCNT Solicitor Contact Result Code Validation ATVSCRS Address Type Validation GTVEMAL Degree Code Validation STVDEGC Major, Minor, Concentration Code Validation STVMAJR Source/Background Institution Code Validation STVSBGI Page 8

9 Section B: Set Up Overview (Continued) Section contents Overview...8 Advancement Officer Web Profile Items Validation Form (ATVDOWP)...10 Establish Access to Advancement Officer Self-Service...12 Self Check...16 Answer Key...17 Page 9

10 Profile Section B: Set Up Advancement Officer Web Items Validation Form (ATVDOWP) Introduction Use the Advancement Officer Web Profile Items Validation Form (ATVDOWP) to determine which elements are available for the Advancement Officers to view, and the default display sequence used when building a profile preference for an individual Advancement Officer. You should review ATVDOWP prior to implementation of Advancement Officer Self-Service. Records cannot be deleted from this form and new records cannot be added. How to complete Follow these steps to complete this form. 1 Access the Advancement Officer Web Profile Items Validation Form (ATVDOWP). 2 The Code field displays the web profile item code. 3 Include a brief description of the code in the Description field. 4 The Constituent checkbox is checked if this profile item is available for constituent profiles. The sequence number is used to determine the default order in which the information is displayed within a constituent profile for development officers. 5 The Organization checkbox is checked if this profile item is available for constituent profiles. The sequence number is used to determine the default order in which the information is displayed within a constituent profile for development officers. Page 10

11 Section B: Set Up Advancement Officer Web Profile Items Validation Form (ATVDOWP) (Continued) How to complete, continued 6 The Prospect checkbox is checked if this profile item is available for constituent profiles. The sequence number is used to determine the default order in which the information is displayed within a constituent profile for development officers. 7 Check the Display checkbox if the information should appear in any profile. 8 If the Updateable checkbox if checked, the data for this profile item can be updated via the web. 9 Check the Allow Update checkbox if the information is allowed to be updated. 10 The activity date is the date the record was created or last updated. 11 The Title field shows the Web profile item title. 12 Click the Save icon. 13 Click the Exit icon. Page 11

12 Section B: Set Up Establish Access to Advancement Officer Self-Service Introduction The login procedure to access Advancement Officer Self-Service requires a valid User ID and PIN (stored in SCT Banner) as for all of SunGard SCT s Self Service products. The functionality is role-driven. If a development officer or Advancement staff person using the system has multiple roles at the institution, all appropriate access options appear when they login. Once logged in, the system identifies the individual and displays all the capabilities of the individual s different roles. For example, the individual may be a student, an employee, an alumnus, an advancement officer and may have access to Web Tailor functions (i.e., Web page setup/design). Who should have access? Each development officer should have access to the Advancement Officer Self-Service product. Other administrative staff, such as the vice president of advancement, would also benefit from using the information. One of the main advantages of using Advancement Officer Self-Service is its ease of use. This is particularly important for casual users of the SCT Banner database. Casual users are those staff members who need to query Banner data only occasionally. The Web administrator (generally someone on the IT staff) is responsible for providing access for the appropriate staff in the advancement area to Advancement Officer Self-Service. The Advancement Officer Web Profile Items Validation Form (ATVDOWP), is used to determine what items will be available to the Development Officers when they view constituent, organization, or prospect data. Each development officer, based on their needs, should update this default profile for constituents, organizations, and prospects. Access to Advancement Officer Self-Service is controlled in Web Tailor. The menu item Update User Roles allows the WebTailor administrator to assign the role of advancement officer to the appropriate administrative staff members. The name advancement officers is somewhat confusing, because anyone who is assigned this role can access this product. Page 12

13 Section B: Set Up Establish Access to Advancement Officer Self-Service (Continued) Procedure This procedure typically would be completed by a Web administrator, not an advancement officer. 1 Log into Advancement Self-Service using a URL, User ID, and PIN provided by your instructor. 2 Select WebTailor Administration. Note: This is typically only available to those individuals who are responsible for the administration of the Web products. Advancement officers would not be performing this exercise. Page 13

14 Section B: Set Up Establish Access to Advancement Officer Self-Service (Continued) How to complete, continued 3 From the WebTailor Menu, select the User Roles option. 4 In the User ID field, enter the SCT Banner ID number of the individual that needs access to Advancement Officer Self-Service. 5 Click the Submit button. Page 14

15 Section B: Set Up Establish Access to Advancement Officer Self-Service (Continued) How to complete, continued 6 On the Update User Roles page, check the Development Officer checkbox. Note: You have now assigned this individual to the role of development officer, allowing access to the Advancement Officer Self-Service product. 7 Click the Submit Changes button. 8 Select the Advancement Officers link at the top of the page to go to the Development Officers menu page. Page 15

16 Section B: Set Up Self Check Directions Use the information that you have learned in this section to complete this self check activity. Question 1 What form is used to determine what items will be available to the Advancement Officers when they view constituent, organization, or prospect data? Question 2 The login procedure to access Advancement Officer Self Service requires a valid User ID and PIN (stored in Banner) as for all of SCT s Self Service Products. True/False Question 3 What is one of the main advantages of using Advancement Officer Self-Service? Question 4 Who is responsible for providing access for the appropriate staff in the advancement area to Advancement Officer Self-Service? Page 16

17 Section B: Set Up Answer Key Question 1 What form is used to determine what items will be available to the Advancement Officers when they view constituent, organization, or prospect data? Advancement Officer Web Profile Items Validation Form (ATVDOWP) Question 2 The login procedure to access Advancement Officer Self Service requires a valid User ID and PIN (stored in Banner) as for all of SCT s Self Service Products. True Question 3 What is one of the main advantages of using Advancement Officer Self-Service? Ease of use Question 4 Who is responsible for providing access for the appropriate staff in the advancement area to Advancement Officer Self-Service? Web Administrator Page 17

18 Overview Introduction In this course, you learn how the Advancement Officer Self-Service product can aid your staff in performing their job functions. Intended audience Advancement office staff Objectives At the end of this course, you will be able to search for a constituent, organization, or prospect via the Web enter contact information and submit call reports via the Web view constituent/organization profiles view prospect profiles view giving history view alternate names/ids customize profile preferences. Prerequisites To complete this workbook, you should have completed the SCT Education Practices computerbased training (CBT) tutorial SCT Banner 7 Fundamentals or have equivalent experience navigating in the SCT Banner system. Section contents Overview...18 Process Introduction...19 Login Process...21 Profile Preferences...23 Search Options...35 Add a Contact for a Prospect...55 Self Check...63 Answer Key...65 Page 18

19 Process Introduction About the process Advancement officers can access information from the SCT Banner Advancement database via the Internet, and can view a constituent profile on the Web, and indicate the format in which they would like to view the information view a prospect profile on the Web, and indicate the format in which they would like to view the information record a contact made with a prospect, including a full call report view a group of prospects and potential prospects, as well as pertinent information about the group (for example, their giving history) view and print a list of constituents broken out by state, zip code range, etc. view and print giving history profiles for selected constituents view profiles on a pre-defined population such as a population of those prospects with a certain rating and staff assignment. Flow diagram Note: These steps can be performed at any time during the process. This is a suggested flow. Page 19

20 Process Introduction (Continued) What happens The stages of the process are described in this table. Stage Description 1 Ensure that prospects are created in the Banner database and assigned to an appropriate staff person. 2 Establish personal profile choices general, constituent, organization and prospect profiles. 3 View existing moves for a prospect 4 Add new moves for a prospect. 5 Enter contact information. 6 Add a call report to a prospect 7 View previously entered call reports. 8 Add contacts for constituents that have not been made prospects. Page 20

21 Login Process Introduction Advancement Officers Self-Service provides an easy way to view information about a constituent from any web browser. It is password secured, so as long as you log off when finished, no unauthorized person can view this information. When you first log on, the system recognizes you, and gives you the appropriate access. In your case, you have been identified as an advancement staff member, and the system will provide you with access to Advancement Officer Self-Service. Note: The system will prompt you for a new pin number upon entry the first time. Once you have clicked on the Advancement Officer Self-Service menu, you will move through a series of menus, allowing you to search for a person or organization by name, ID, or even for groups with similar characteristics (such as members of a certain class or those involved in a certain activity). Procedure Follow these steps to complete the procedure. 1 Access Internet Explorer or Netscape Navigator and enter the URL as provided by your instructor. Page 21

22 Login Process (Continued) Procedure, continued 2 Access the Enter Secure Area option. 3 Enter your User ID in the User ID field. 4 Enter your PIN in the PIN field. 5 Click the Login button. Page 22

23 Profile Preferences Introduction Different profile preferences give each advancement officer the ability to tailor how they look at information. The Profile Preferences page displays a menu specifying the various preferences that can be set. The preferences need to be set only once but you can change these settings at any time. The Profile Preferences menu includes: General Profile Preferences Constituent Profile Preferences Organization Profile Preferences Prospect Profiles Preferences Advancement officers can define both long and short profiles. They identify the sequence they want the items listed in the profile to appear and can uncheck the box next to any item they do not want to appear. Page 23

24 Profile Preferences (Continued) General Profile preferences The General Profile allows advancement officers to set their preferences for: Address Type choices include: Active all active addresses. Preferred the address type listed on the Constituent Information Form, APACONS, as preferred address. ALL all addresses, including inactive addresses. Employment Type choices include: Primary the employment record listed as primary on the Employment History Form, APAEHIS. Active those without ending dates on APAEHIS. All all employment records, including those that are inactive. Contact Months: The timeframe for contact information stored on Prospect Contact Form, AMACONT. Advancement Officer Self-Service displays all contacts on AMACONT that fall within this number of months. Preferred Giving History: The Preferred Giving History Display option is the default but can be changed on the giving history form when viewing detailed information for a particular constituent. The options for giving history are as follows: By Fiscal Year By Campaign and Fiscal Year By Designation and Fiscal Year Combined Giving Gift Detail Pledge Detail Gift and Pledge Detail Overall Giving Page 24

25 Profile Preferences (Continued) How to use general profile preferences Use the general preferences to indicate the address information you wish to see (all, only active addresses or only the preferred address) which employment information you wish to see (all, only active employment or only the primary employment) the number of months of prospect contacts you wish to view the way you would like to initially view gift and pledge history (you will be able to view gifts and pledges in any of these ways, but this dictates the preferred setting). When you are finished, click the Update Preferences button to save your preferences. Use the back button of the browser to return to the profile preferences menu. Constituent profile Constituent Profile Preferences control the information related to person records. Organization profile The Organization Profile allows development officers to set their display preference controls for information related to organization records. Prospect profile preferences The Prospect Profile Preferences settings control the information related to records flagged as prospects on the Prospect Information Form (AMAINFO). Using constituent, organization, and prospect profiles preferences Use these preferences to determine your long and short profile settings. You may want to include all options in the long profile, and only those items you wish to have for a snapshot of the constituent in your short profile. You can also re-sort the items to your preference. Note: Click the Advancement Officers link at the top of the page to return to the main menu at any time. Page 25

26 Profile Preferences (Continued) Procedures The following are the procedures to update your general, constituent, organization and prospect profiles. General profile Update your General Profile 1 From the Advancement Officers menu, select the Profile Preferences option. 2 Select the General Profile option. Page 26

27 Profile Preferences (Continued) Procedure, continued 3 Select the down arrow in the Address Type field and select the addresses you want to display in the profiles. Page 27

28 Profile Preferences (Continued) Procedure, continued 4 Select the down arrow in the Employment Type field and select the employment records you want to display in the profiles. 5 In the Contact Display Months field, enter the number of months of previous prospect contacts you want to see in the prospect profile. 6 Select the radio button for By Campaign and Fiscal Year under the Preferred Giving History Display heading. 7 Select the Update Preferences option. Result: The message Your changes have been successfully processed displays under the General Profile Preferences page heading. 8 Select the Back arrow or Menu icon to return to the Profile Preferences menu. Page 28

29 Profile Preferences (Continued) Constituent Profile Update your Constituent Short Profile and Constituent Long Profile. 1 From the Profile Preferences menu, select the Constituent Profile option. Page 29

30 Profile Preferences (Continued) Procedure, continued 2 Select your preferences for a long profile, as well as a short profile, by placing a checkmark next to the items you would like to include in the respective profiles. Each development officer may choose their own preferences. Note: You can change the order in which these options list by changing the sequence number. 3 Click the Update Preferences button. Result: The message Your changes have been successfully processed displays under the Constituent Profile Preferences page heading. 4 Select the Back arrow or Menu icon to return to the Profile Preferences menu. Page 30

31 Profile Preferences (Continued) Organization Profile Update your Organization Short Profile and Constituent Long Profile. 1 From the Profile Preferences menu, select the Organization Profile option. Page 31

32 Profile Preferences (Continued) Procedure, continued 2 Select your preferences for a long profile, as well as a short profile, by placing a checkmark in the items you would like to include in the respective profiles. Each advancement officers may choose their own preferences. Note: You can change the order in which these options list by changing the sequence number. 3 Click the Update Preferences button. Result: The message Your changes have been successfully processed displays under the Constituent Profile Preferences page heading. 4 Select the Back arrow or Menu icon to return to the Profile Preferences menu. Page 32

33 Profile Preferences (Continued) Prospect Profile Update your Prospect Profile Preferences. Procedure Follow these steps to 1 From the Profile Preferences menu, select the Prospect Profile option. 2 Select your preferences for a long profile, as well as a short profile, by placing a checkmark in the items you would like to include in the respective profiles. Each advancement officer may choose their own preferences. Note: Change the sequence number to change the order in which these options list. Page 33

34 Profile Preferences (Continued) Procedure, continued 3 Click the Update Preferences button. Result: The message Your changes have been successfully processed displays under the Prospect Profile Preferences page heading. 4 Select the Back arrow or Menu icon to return to the Profile Preferences menu. Page 34

35 Search Options Introduction The Advancement Officer Self-Service functionality includes the following search capabilities: ID Number Search (% allowed). Name Search (% allowed). Constituent/Organization Search. Prospect Search. Population Selection Search. These options give development officers considerable flexibility in determining how to process a search most efficiently. Note: If there is not a link displayed that means the record does not have that information in their Banner record. Links display on the search results that offer further detail on: Constituent Profiles (long and short) Organization Profiles (long and short) Prospect Profiles (long and short) Giving History Add a Contact Alternate Names/IDs Moves Detail The Giving History link is present only if the person/organization is a donor. Giving information includes hard (multiple) and soft (memo) credits. Giving transactions are shown in reverse chronological order and indicate whether the person/organization is: The donor. A recipient of hard credit. A recipient of soft credit. Links on dollar amount give more detail on the transaction (e.g., the campaign(s)/designation(s), who the multiple/memo credit recipients are, etc). Pledge information displayed on a constituent record includes the outstanding balance, upcoming installments and all payments. Page 35

36 Search Options (Continued) Introduction Continued These navigation links provide quick access to the selected area of information. As an advancement officer, you can make use of the following options to search for constituents and organizations. ID Number Search The ID Number Search allows the Advancement Officer to search for a record when the ID is known. Links are displayed on the search results that offer further detail on: Constituent Profiles (long and short). Prospect Profiles (long and short). Alternate Names/IDs (if the individual has had any name changes or ID changes). Giving History Add a Contact Moves Detail Procedure ID Number Search 1 From the Advancement Officers menu, select the ID Number Search option. Page 36

37 Search Options (Continued) Procedure, continued 2 Enter the ID number in the ID field. 3 Select the Go Find It! option. 4 A general profile for the individual appears. Page 37

38 Search Options (Continued) Procedure, continued 5 From this profile you are able to navigate to: Short Constituent Profile Long Constituent Profile Short Prospect Profile (if the individual is a prospect) Long Prospect Profile (if the individual is a prospect) Alternate Names/IDs (if the individual has had any name changes or ID changes) Giving History Add a Contact Moves Detail 6 Select the Short Constituent option. Note: Notice that the information that displays for this individual is the information requested by the Constituent Profile Preferences that were set previously. 7 Navigate to any other information and note the data that displays. 8 Return to the Advancement Officers menu. Page 38

39 Search Options (Continued) Name Search The Name Search allows the advancement officer to search the SCT Banner database for the name of a constituent or organization. If the wildcard (%) is used, multiple names are displayed depending on the search criteria used. For example, if the search criterion is B%, then all names beginning with B display. The search may be restricted to just constituents, persons or just organizations. Searches can optionally use a Sounds Like feature that captures all names that sound like the name you are searching for. This eliminates the need for exact spelling, capitalization or punctuation. If the search is for an organization, enter the organization name into the Last Name field. Links display on the search results that offer further detail on: Constituent Profiles (long and short). Prospect Profiles (long and short). Alternate Names/IDs (if the individual has had any name changes or ID changes). Giving History Add a Contact Moves Detail Page 39

40 Search Options (Continued) Procedure Follow these steps to conduct a name Search. 1 From the Advancement Officers menu, select the Name Search option. 2 In the First Name and Last Name fields, enter the names provided by your instructor. 3 Select the Go Find It! option. Page 40

41 Search Options (Continued) Procedure, continued 4 A general profile for the individual appears. From this profile, you are able to navigate to: Short Constituent Profile Long Constituent Profile Short Prospect Profile (if the individual is a prospect) Long Prospect Profile (if the individual is a prospect) Alternate Names/IDs (if the individual has had any name changes or ID changes). Giving History Add a Contact Moves Detail 5 Select the Short Constituent Profile option. Note: Notice that the information that displays for this individual is the information requested by the Constituent Profile Preferences that were set previously. 6 Navigate to any other information and note the data that displays. 7 Return to the Development Officers menu. Page 41

42 Search Options (Continued) Procedure Follow these steps to conduct a name search using wildcard (%). 1 From the Advancement Officers menu, select the Name Search option. 2 In the First Name and Last Name fields, enter the first initial followed by a % and last name of a constituent as provided by the instructor. Note: Capitalization is not important. The % serves as the wildcard character, replacing any string of characters. 3 Select the Go Find It! option. Result: A general profile for all individuals having the same last name and first initial will appear. From these profiles, you will be able to navigate to: Short Constituent Profile Long Constituent Profile Short Prospect Profile (if the individual is a prospect) Long Prospect Profile (if the individual is a prospect) Alternate Names/IDs (if the individual has had any name changes or ID changes). Giving History Add a Contact Moves Detail 4 Select the Short Constituent Profile option. Note: Notice that the information that displays for this individual is the information requested by the Constituent Profile Preferences that were set previously. 5 Navigate to any other information and note the data that displays. 6 Return to the Advancement Officers menu. Page 42

43 Search Options (Continued) Constituent / Organization Search A Constituent/Organization Search allows the Advancement Officer to search by various kinds of criteria other than name and ID to find constituents/organizations. The criteria can include one or more of these categories: State/Province or Zip/Postal Code Range. Class Years (up to 3). Preferred College (up to 3). Donor Category (up to 3). Income (up to 3). Job Category (up to 3). Activities (up to 3). Special Purpose (up to 3). Variable Purpose (up to 3). For each constituent and/or organization that meets the search criteria, some key information displays (i.e., ID, name, class, donor category, preferred college, and whether they are specified as confidential or deceased). Similar information is listed for a person s spouse or an organization s parent company. Links display on the search results that offer further detail on: Constituent Profiles (long and short). Prospect Profiles (long and short). Alternate Names/IDs (if the individual has had any name changes or ID changes). Giving History Add a Contact Moves Detail Page 43

44 Search Options (Continued) Procedure Follow these steps to conduct a Constituent/Organization Search, searching for individuals that meet certain criteria. 1 From the Advancement Officers menu, select Constituent or Organization Search option. Page 44

45 Search Options (Continued) Procedure, continued 2 Choose the correct drop-down boxes to select all constituents that fit the criteria that you are looking for. 3 Select the Go Find It! option. 4 A list of the constituents that meet the criteria display. From this list, you may choose the profile that you are looking for. 5 You may conduct other searches using differing criteria. Note: The data we are accessing in training is limited and may produce no results for certain search combinations. Page 45

46 Search Options (Continued) Organization search Follow these steps to search for an Organization. 1 From the Advancement Officers menu, select the Name Search option. 2 Enter the name of the organization or company In the Last Name field. 3 From the Records to Include drop-down menu, select Organizations. 4 Select the Go Find It! option. Page 46

47 Search Options (Continued) Procedure, continued 5 A general profile for all individuals having the same last name and first initial will appear. From these profiles, you are able to navigate to: Short Organization Profile. Long Organization Profile. Short Prospect Profile (if the organization is a prospect). Long Prospect Profile (if the organization is a prospect). Add a Contact. Alternate Names/IDs (if the individual has had any name changes or ID changes). Moves Detail 6 Select the Short Organization option. Note: Notice that the information that displays for this organization is the information requested by the Organization Profile Preferences that were set previously. 7 Navigate to any other information and note the data that displays. 8 Return to the Advancement Officers menu. Prospect Search This search allows the Advancement Officer to search for records that have been flagged as Prospects via the Advancement Prospect Information Form, AMAINFO. Search criteria includes: Geographic Region and Division. Prospect Status (up to 3). Rating (up to 3). Project (up to 3). Staff Assignments (up to 3). Links display on the search results that offer further detail on: Constituent or Organization Profiles (long and short). Prospect Profiles (long and short). Alternate Names/IDs (if the individual has had any name changes or ID changes). Giving History Add a Contact Moves Detail Page 47

48 Search Options (Continued) Procedure Follow these steps to conduct a Prospect Search and review the giving history of one prospect. This search is searching only for Prospects as defined by having a record on AMAINFO. 1 From the Advancement Officers menu, select Prospect Search option. 2 Enter the appropriate criteria to select active prospects. 3 Select the Go Find It! option. 4 A list of the prospects that meet the criteria display. From this list, you may choose the profiles as outlined in the previous lessons. Notes: You may conduct other searches using differing criteria. The data we are accessing in training is limited and may produce no results for certain search combinations. If the search finds no matching records, the message Search returned no records displays. Page 48

49 Search Options (Continued) Procedure, continued 5 Navigate to the Link column and select the Giving History link of a prospect. 6 From the drop-down menu, select All Existing Gifts. 7 Navigate to the Amount column and select the hypertext for any amount. Note: The Gift Detail page displays, including information on the allocation of the funds. If this amount is being applied to a pledge, you may obtain further details about the pledge by selecting the hypertext in the Pledge Number column. 8 Select the Return to Giving History link at the bottom of the chart. Page 49

50 Search Options (Continued) Population selection search Population Selection Definition Rules Form (GLRSLCT) GLRSLCT defines the rules for selecting a group of IDs from the database. Rules can be created using any criteria in the database. A selection ID is the name associated with the rules and the IDs that meet the rules. The IDs are extracted by running the Population Selection Extract Process (GLBDATA), and the user ID becomes part of the key to identify the group of IDs that meet the rules established on GLRSLCT. A Population Selection search must be created and executed in SCT Banner and requires that the selection ID has been established in SCT Banner using GLRSLCT and GLBDATA. This search does not execute the running of the population selection. Search criteria include: Application Selection ID Creator User From the search results that display, you can view data that are more detailed by selecting any links available. Links display on the search results that offer further detail on: Constituent or Organization Profiles (long and short). Prospect Profiles (long and short). Alternate Names/IDs (if the individual has had any name changes or ID changes). Giving History Add a Contact Moves Detail Page 50

51 Search Options (Continued) Procedure, continued 1 In SCT Banner, select the Population Selection Rules Form (GLRSLCT). 2 Double-click in the Application field and select ALUMNI from the drop-down menu. 3 In the Selection ID field, enter the code of your selection. 4 Perform a Next Block function. 5 In the Description field, enter the description of your selection. 6 Click the Save icon. 7 Click the Exit icon. Page 51

52 Search Options (Continued) Procedure, continued 8 Access the Population Selection Extract Data Form (GLAEXTR). 9 Perform a Next Block function. 10 In the ID field, enter the names/ids of those individuals that should be in this population as provided by your instructor. Note: This listing of names is meant to represent the list of individuals that a Development Officer will meet during an upcoming visit. Page 52

53 Search Options (Continued) Procedure, continued 11 In Advancement Officer Self-Service, select Population Selection Search from the Development Officers menu. 12 In the Application field, enter Alumni. 13 In the Selection ID field, enter your selection ID. 14 In the Creator field, enter your User ID (that created the name of the population on GLRSLCT). 15 In the User field, enter your User ID (that entered the ID numbers on GLAEXTR). Page 53

54 Search Options (Continued) Procedure, continued 16 Select the Go Find It! option. 17 The general profiles for everyone in your population selection now appear. 18 Return to the Advancement Officers menu. Page 54

55 Add a Contact for a Prospect Introduction The Advancement Officer Self-Service product includes the functionality that allows a development officer to submit contact reports via the Web. These contact reports directly update SCT Banner. Supporting forms Supporting Forms include: Prospect Contact Form (AMACONT) Contact Form (APACONT) Prospect Information Form (AMAINFO) Prospect Contact Form (AMACONT) AMACONT records contacts made with prospects. Note: The Strategy field was added to AMACONT with this release. It directly relates to the detail seen on AMCSTGY. This field is optional but will be populated automatically if an existing move record is selected to link the contact record to. The strategy and project are details used when assigning a move plan to a prospect. Page 55

56 Add a Contact for a Prospect (Continued) Contact Form (APACONT) The Contact Form (APACONT) records contacts made with constituents. Note: General contacts can be seen on AMACONT in addition to the prospect contacts. Only general contacts can be seen on APACONT (this is for security). All contacts, including full call reports, can be stored and accessed via Advancement Officer Self-Service. Advancement officers may submit contacts and call reports via Advancement Officer Self- Service. This information immediately updates AMACONT (or APACONT, depending on if it is a constituent contact or a prospect contact) and displays on the Web. Page 56

57 Add a Contact for a Prospect (Continued) Prospect Information Form (AMAINFO) The Prospect Information Form (AMAINFO) identifies a constituent/organization as a prospect. Only constituents and organizations can be prospects. Prospects are excluded from making pledges or gifts via the Web unless the indicators on AMAINFO have been checked. Page 57

58 Add a Contact for a Prospect (Continued) Procedures Follow these steps to conduct a Prospect Search and to submit a contact report for a Prospect. 1 From the Advancement Officers menu, select the Prospect Search option. 2 Enter the criteria as provided by your instructor. 3 Select the Go Find It! option. A general profile for the individual will appear. From this profile, you will be able to navigate to: Short Constituent Profile. Long Constituent Profile. Short Prospect Profile (if the constituent/organization is a prospect). Long Prospect Profile (if the constituent/organization is a prospect). Add a Contact Alternate Names/IDs (if the individual has had any name changes or ID changes. Moves details Page 58

59 Add a Contact for a Prospect (Continued) Procedure, continued 4 Select the Add a Contact option. 5 The Add a Contact page displays with the name and ID of the prospect. Note: This page handles both prospect and general contacts. There is logic behind the form to present the options. If the ID is not a prospect, then it automatically defaults to the general contact information. If the ID is a prospect, you are given the option to create a general, proposal, or non-proposal contact. If creating a contact directly related to a move record (where the contact completes the move), the page opens with the move detail defaulting in as appropriate. 6 Select a Prospect from the Name drop down menu. 7 Select the appropriate radio button: General Contact Proposal Contact Non-Proposal Contact Page 59

60 Add a Contact for a Prospect (Continued) Procedure, continued 8 Click the Go button. Result: More fields will appear on the screen. 9 Select an originator from the drop-down menu to populate the Originator field. Note: The originator identifies the development officer that has just contacted the prospect. 10 Enter today s date in the Contact Date field. 11 Select a project from the drop-down menu to populate the Project 1 field. Note: This is a required field and is used to specify the development project or interest that the prospect has been identified with. Page 60

61 Add a Contact for a Prospect (Continued) Procedure, continued 12 Enter a dollar amount in the Ask Amount field if the development officer has made an ask during this contact. Note: This is not a required field and not all contacts have asks associated with them. 13 Select a contact type from the drop-down menu to populate the Contact Type field. Note: This specifies the method of contact and is required for all entries. 14 Add further comments in the Call Report field. Note: This space is limited to 2000 characters in length and it is meant for brief description of the contact. 15 Select an appropriate code from the drop-down menu to populate the Move Code field. Note: In Self-service, the existing moves are listed via the moves query pages. If the contact is created from the link associated with a move, the detail will default in as appropriate. If creating a contact directly, you are presented with the validation list for move code selection. Creating the contact this way does not complete the existing move but does create a contact with a move code associated. 16 Select a staff member assigned to follow up with this prospect from the drop down menu to populate the Assignee field. 17 Enter comments to describe the necessary follow up action in the field. 18 Enter a date for future activity in the Date field. 19 Click the Confidential checkbox if the message you can optionally create is to be kept confidential. 20 Select Pending from the Status drop-down list. 21 Click in the Create Message checkbox if you require SCT Banner messages to be sent to the Assignee regarding the follow-up action. 22 Select the Submit Contact button. 23 The Add a Prospect Contact page displays with the new message, Your contact has been successfully processed. Your contact is now recorded in the system. 24 Return to the Advancement Officers menu. Page 61

62 Add a Contact for a Prospect (Continued) Procedure Follow these steps to verify that the contact has been recorded in SCT Banner. 1 In SCT Banner, access the Prospect Contact Form (AMACONT). 2 Enter the ID number of the prospect in the ID field, or click the Search icon to find the record of the prospect. 3 Perform a Next Block function. Note: The contact submitted via the Web should appear. This form sorts on contact date, with the most recent contact appearing first. All contacts are accessible using the scroll bar or the next record function. 4 The Call Report associated with this contact can be found using the Options list. 5 Click the Exit icon. Page 62

63 Self Check Directions Use the information that you have learned in this workbook to complete this self check activity. Question 1 What profile preference categories are available to advancement officers to use to set up the information that is displayed? Question 2 Which profile category controls the information related to person records? Question 3 What SCT Banner form flags constituents/organizations as prospects? Question 4 If an advancement officer wants to look up information on an organization, what profile should be selected? Question 5 Once set, how many times can profile preferences be updated? Question 6 Name the five search methods available in Advancement Officer Self-Service. Question 7 When an advancement officer views the result of a search and sees a link to the constituent s Giving History, what does that indicate? Page 63

64 Self Check (Continued) Question 8 What search criteria can be used to implement a Constituent/Organization Search? Question 9 Describe a situation where a Population Selection Search would be useful. Question 10 What SCT Banner form(s) are used to enter and maintain contact information? Question 11 Can contacts be entered on all constituents and all organizations? Question 12 Name some benefits of using Advancement Officer Self-Service to enter contacts. Question 13 How many contacts can be entered for each prospect? Page 64

65 Answer Key Question 1 What profile preference categories are available to advancement officers to use to set up the information that is displayed? General Profile Constituent Profile Organization Profile Prospect Profile Preferences Question 2 Which profile category controls the information related to person records? Constituent Profile Question 3 What SCT Banner form flags constituents as prospects? Prospect Information Form (AMAINFO) Question 4 If an advancement officer wants to look up information on an organization, what profile should be selected? Organization Profile Question 5 Once set, how many times can profile preferences be updated? As many times as the development officer requires. Question 6 Name the five search methods available in Self-Service for Advancement Officers. ID Number Search (% allowed) Name Search (% allowed) Constituent/Organization Search Prospect Search Population Selection Search Page 65

66 Answer Key (Continued) Question 7 When an advancement officer views the result of a search and sees a link to the Giving History, what does that indicate? It indicates that this constituent/organization is a donor because the link appears only if the constituent/organization has made a donation. Question 8 Name three of the search criteria that can be used to implement a Constituent/Organization Search? State/Province or Zip/Postal Code Range Class Years (up to 3) Preferred College (up to 3) Donor Category (up to 3) Income (up to 3) Job Category (up to 3) Activities (up to 3) Special Purpose (up to 3) Variable Purpose (up to 3) Question 9 Describe a situation where a Population Selection Search would be useful. A population selection search is very useful when the development officer has a list of individuals that he/she will be meeting with during a scheduled visit. That list can be created as a population selection, allowing the advancement officer to easily access the profiles for the entire list while on the road. Question 10 What SCT Banner forms are used to enter and maintain contact information? AMACONT and APACONT Question 11 Can contacts be entered on all individuals and all organizations? Yes, you can enter contacts on constituents/organization or on prospects. These can be any type of contact with and individual or organization either planned or unplanned. Page 66

67 Answer Key (Continued) Question 12 Name some benefits of using Self-Service for Advancement Officers to enter contacts. Information is immediately updated. Call reports are entered when the information is fresh and not several days or weeks later. Not typing a call report in a word processor and then entering the same data into SCT Banner saves administrative staff time. Development officers take ownership of the data entering the database and more clearly understand its importance. Question 13 How many contacts can be entered for each prospect? As many as necessary. There is no limit prescribed by SCT Banner or Self-Service for Advancement Officers. Page 67

68 Section D: Reference Overview Introduction The purpose of this section is to provide reference materials related to the workbook. Section contents Overview...68 Setup Forms and Where Used...69 Day-to-Day Forms and Setup Needed...70 Forms Job Aid...71 Page 68

69 Section D: Reference Setup Forms and Where Used Guide Use this table as a guide to the setup forms and the day-to-day forms that use them. Setup Form Day-to-Day Form(s) Form Name Code Form Name Code Advancement Officer Web Profile Items Validation Form ATVDOWP Page 69

70 Section D: Reference Day-to-Day Forms and Setup Needed Guide Use this table as a guide to the day-to-day forms and the setup forms needed for each. Day-to-Day Form Setup Forms Needed Prospect Contact Form Proposal Codes Validation (ATVPROP) (AMACONT) User Identification Control (GUAIDEN) Strategy Plan List (AMCSTGY) Project/Interest Code Validation (ATVPROJ) Solicitor Contact Code Validation (ATVSCNT) Move Type Code Validation (ATVMOVE) Contact Form (APACONT) Solicitor Contact Code Validation (ATVSCNT) User Identification Control (GUAIDEN) Prospect Information Form Reference Code Validation (ATVREFR) (AMAINFO) Prospect/Project Status Code Validation (ATVPRST) Rating Type Validation (ATVRTGT) Rating Code Validation (ATVRATE) Ratings Screen Code Validation (ATVRSCR) User Identification Control (GUAIDEN) Staff Assignment type Validation (ATVSTFT) Project/Interest Code Validation (ATVPROJ) Giving Vehicle Code Validation (ATVGIVH) Prospect/Project Status Code Validation (ATVPRST) External Rating Code Validation (ATVEXRS) Sollicitation Type Code Validation (ATVSOLC) Page 70

71 Section D: Reference Forms Job Aid Guide Use this table as a guide to the forms used in this workbook. The Owner column may be used as a way to designate the individual(s) responsible for maintaining a form. Form Name Form Description Owner ATVDOWP Advancement Officer Web Profile Items Validation Form AMACONT Prospect Contact Form APACONT Contact Form AMAINFO Prospect Information Form Page 71

72 Release Date This workbook was last updated on 11/8/2005.