PLEDGE REMINDER PROCESS -TABLE OF CONTENTS

Transcription

1 PLEDGE REMINDER PROCESS -TABLE OF CONTENTS... 2 Process Run the Preliminary Process Review Pledges to Identify being sent a Reminder (This process is completed outside of Cannon) Mark Reminders Sent... 7 Last Revised: July 14,

2 PLEDGE REMINDERS Process A Pledge is any gift commitment with multiple payments. are sent to constituents who have an overdue or outstanding balance on a Pledge. Based on departmental processes to review pledge reminder lists prior to being sent, the University of Guelph uses two versions of the Pledge Reminder Process in Cannon to identify and mark the reminders as sent. (This is opposed to relying on the output of the Pledge Reminder process itself) They are distinguished as: Preliminary XXXX Reminders Sent XXXX This University of Guelph specific process entails three general steps: 1. Run Preliminary Process (to generate potential list of pledges to send reminders) 2. Review Pledges to identify those being sent a Reminder (manual review outside of Cannon) and process Reminders 3. Mark records for actual Reminders sent. 1. Run the Preliminary Process 1. Navigate to the Revenue Functional Area and go to Reminders under Donor Relations sections 2. On the Review Reminders tab, ensure that all past Preliminary XXXX process results have been cleared. This will be noted by the red X and the status says results cleared. (If there are Preliminary processes that are not cleared, you can expand the chevron to clear results) 2 Last Revised: July 14, 2017

3 Note: If results are not cleared on these processes, the output of the process may not include the appropriate next installment date 3. Once all previous Preliminary XXXX process results have been cleared, go to the Reminders tab and select the appropriate reminder process to be run. The following are the 2 Preliminary processes that are edited: Preliminary Over $25K and over $5K assigned This process picks up Pledges and Recurring Gifts where the value of the Pledge/Recurring Gift is $25K or more (regardless if they are Assigned), OR is $5K or more and the Donor is Assigned Preliminary Under $5K and Under $25K unassigned This process picks up Pledges/Recurring Gifts where the value of the Pledge/Recurring Gift is $5K and the Donor is Assigned OR is under $5K (regardless if they are Assigned) Click the chevron to Edit the process 4. In the Edit Reminder Process window, choose the Calculate amounts as of a specific date to run reminders for. Last Revised: July 14,

4 Example: on Mar 1, 2017 if the intent was is to find Pledges/Recurring Gifts with installments due ON or BEFORE the end of June, 2017, you would select June 30, Leave the other sections as default and SAVE 5. Go back to the Process that has been edited and Start Process which will then take you to the Run Reminder Process confirmation window 4 Last Revised: July 14, 2017

5 6. Verify the date is correct for the Pledge reminders and ensure all exclusions are met (if applicable) and Start the process. 7. Once the process is started, you will be taken to the status. Once the status says Complete you can Download output to review all the records Last Revised: July 14,

6 2. Review Pledges to Identify being sent a Reminder (This process is completed outside of Cannon) ** The individual who initiates the Reminder Process in this document will be called the Reminder Coordinator. Under $5K and Under $25K unassigned Reminder Coordinator from Annual Fund Over $25K and $5K assigned Reminder Coordinator from Major Gift The output from the Previous Process is reviewed by the Reminder Coordinator to identify Pledges to be reviewed based on Next Installment Date (ie. Those overdue, those due next month, those due in 3 months) Table 1.1 for a checklist of what to look for in each record 1. Once the output file has been modified and saved, The Reminder Coordinator from Major Gift submits a request to the Cannon IS Team to return associated Prospect Managers. IS will provide a list of donor Constituent IDs along with this request where Cannon IS Team will then in turn append the Prospect Manager column to the output. The Reminder Coordinator from Annual Fund will manually add the Prospect Manager to the output. 2. This list will then be disseminated to the wider team (Develop Assistants, Prospect Managers) to allow them to identify which reminders should be sent. 3. Outside of Cannon the Reminder letters are created and Sent to the constituent (For Reminders Over $25K and $5K assigned, an additional interaction is filed on the record of the actual letter and/or method of contact of the Reminder) Table 1.1 Pledge Review Checklist Checklist will be provided at a later date A B C 6 Last Revised: July 14, 2017

7 3. Mark Reminders Sent Note: To stamp the record in a timely manner, this process can be done multiple times over the duration of a month depending on when Reminders are sent (outside of Cannon). Any method of contact is considered a reminder sent. Eg. Phone call, , hard mail. 1. The Reminder Coordinator compiles the list of reminders actually sent, and submits a Request for CannonCRM Data Selection Import form for the Cannon IS Team to import into Cannon. ** This import selection is to modified to the already existing Selection called Reminders SENT Over $25K and $5K Assigned 2. Once the Reminder Coordinator receives confirmation that the selection has been updated, ensure all the previous Preliminary XXXX process results are cleared (See the Run Preliminary Process above) 3. Once all previous Preliminary XXXX process results have been cleared, go to the Reminders tab and select the appropriate reminder process to be run. The following are the 2 Reminders Sent processes that are edited: Reminders Sent Over $25K and over $5K assigned This process picks up Pledges and Recurring Gifts where the value of the Pledge/Recurring Gift is $25K or more (regardless if they are Assigned), OR is $5K or more and the Donor is Assigned Reminders Sent Under $5K and Under $25K unassigned This process picks up Pledges/Recurring Gifts where the value of the Pledge/Recurring Gift is $5K and the Donor is Assigned OR is under $5K (regardless if they are Assigned) Click the chevron to Edit the process 4. From the Edit Reminder Process window, find and select the recently created Selection for the Custom Selection ** In most cases, the Selection should already be selected Last Revised: July 14,

8 5. Change the calculated amounts as of the date to match the date that was used in the original preliminary process and Save Example: on Mar 1, 2017 if the intent was is to find Pledges/Recurring Gifts with installments due ON or BEFORE the end of June, 2017, you would select June 30, Last Revised: July 14, 2017

9 6. Go back to the Process that has been edited and Start Process which will then take you to the Run Reminder Process confirmation window Last Revised: July 14,

10 7. Verify the date is correct for the Pledge reminders and ensure all exclusions are met (if applicable) and Start the process. 8. Once the process is started, you will be taken to the status. Once the status says Complete, verify the number of records processed matches the expectation 9. Click Mark Sent. This will now mark on the constituent record under the Communication tab that a Reminder was sent and updates the reminder history on the revenue record itself. 10 Last Revised: July 14, 2017

11 Note: Reminder Sent XXXX processes should never have results cleared in a regular course of business (as this will remove a record of a Reminder being sent on the record. Clearing results for these processes would only be used when errors have occurred from the process. Last Revised: July 14,