Alumni/Development. User Guide

Transcription

1 Alumni/Development User Guide

2 Copyright (c) 2002 Jenzabar, Inc. All rights reserved. You may print any part or the whole of this documentation to support installations of Jenzabar software. Where the documentation is available in an electronic format such as PDF or online help, you may store copies with your Jenzabar software. You may also modify the documentation to reflect your institution's usage and standards. Permission to print, store, or modify copies in no way affects ownership of the documentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make. Filename: ugalumdv Distribution date: 2/28/2002 Contact us at Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc. INFORMIX, PERFORM, and ACE are registered trademarks of the IBM Corporation Impromptu, PowerPlay, Scenario, and Cognos are registered trademarks of the Cognos Corporation UNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company Limited Windows is a registered trademark of the Microsoft Corporation All other brand and product names are trademarks of their respective companies

3 JENZABAR, INC. ALUMNI/DEVELOPMENT USER GUIDE TABLE OF CONTENTS SECTION 1 - GETTING STARTED... 1 Overview... 1 Introduction... 1 Application Differences... 1 Purpose of This Guide... 1 Intended Audience... 1 Learning Objectives... 1 How to Use This Guide... 1 Structure of Jenzabar CX User Guides... 2 Related Documentation... 2 Other Information Resources... 3 Introduction... 3 Resource List... 3 Menus and Menu Options... 3 Before You Begin Alumni/Development... 4 Introduction... 4 Purpose of Alumni/Development... 4 Prerequisite Tasks... 4 Background Knowledge... 4 Reporting Tools... 5 Alumni/Development Process... 6 Conventions Used in This Guide... 7 Introduction... 7 Style Conventions... 7 Jenzabar CX-Specific Terms... 7 Keystrokes... 8 SECTION 2 - USING THE ALUMNI/DEVELOPMENT SCREENS... 9 Overview... 9 Introduction... 9 Organization... 9 Screen Access... 9 Screen Differences... 9 Commands in This Section... 9 General Screen Commands Add New Donor Window Purpose Access Example Fields Commands Address Runcodes Window Purpose Access Example Fields Commands Alumni Screen Purpose Access i

4 Example Fields Commands Business Form Screen Purpose Access Example Fields Commands Campaign/Appeal/Designation (PERFORM) Screen Purpose Access Example Segments Fields on the Campaign Segment Fields on the Appeal Segment Fields on the Designation Segment Commands Change in Status Form Screen Purpose Access Example Fields Commands Church Form Screen Purpose Access Example Fields Commands Constituent Status Window Purpose Access Example Fields Commands Contact Reminder Window Purpose Access Example Fields Commands Contacts Window Purpose Access Example Fields Commands Deferred Giving Entry Window Purpose Access Example Fields Commands Disciplines Window Purpose ii

5 Access Example Fields Commands Donor Accounting Groups (PERFORM) Screen Purpose Access Example Fields Commands Donor Entry Screen Purpose Access Example Fields Commands Donor Totals Screen Purpose Access Example Segments Fields on the Header Segment Fields on the Donor Totals Segment Commands Foundation Form Screen Purpose Access Example Fields Commands Funding Preferences Window Purpose Access Example Fields Commands Funding Types Window Purpose Access Example Fields Commands Geographical Area Window Purpose Access Example Fields Commands Gift Defaults Window Purpose Access Example Fields Commands Gift Entry Window Purpose iii

6 Access Example Fields Commands Gift Memos Window Purpose Access Example Fields Commands Gifts Query Screen Purpose Access Example Segments Fields on the Header Segment Fields on the Pledge Segment Fields on the Gifts Segment Commands Gifts Window Purpose Access Example Fields Commands Giving Club Memberships Window Purpose Access Example Fields Commands Giving Totals Window Purpose Access Example Fields Commands ID/Donor Screen Purpose Access Example Segments Fields on the Header Segment Fields on the ID/Donor Segment Commands Organization Form Screen Purpose Access Example Fields Commands Outright Gift Query Screen Purpose Access Example Segments iv

7 Fields on the Header Segment Fields on the Pledge Segment Fields on the Gifts Segment Commands Pledge Defaults Window Purpose Access Example Fields Commands Pledge Entry Window Purpose Access Example Fields Commands Pledge Memos Window Purpose Access Example Fields Commands Pledge Payment Query Screen Purpose Access Example Segments Fields on the Header Segment Fields on the Pledge Segment Fields on the Gifts Segment Commands Pledge Payment Schedule Window Purpose Access Example Fields Commands Pledge Query Screen Purpose Access Example Segments Fields on the Header Segment Fields on the Pledge Segment Commands Pledges Window Purpose Access Example Fields Commands Post to General Ledger Screen Purpose Access Example Fields v

8 Commands Premium Entry Window Purpose Access Example Fields Commands Print Receipts Screen Purpose Access Example Fields Commands Query Alumni (PERFORM) Screen Purpose Access Example Segments Fields on the ID Entry segment Fields on the Alumni Entry segment Example Segments Fields on the Header segment Fields on the Primary Relation segment Fields on the Secondary Relation segment Fields on the Constituent Entry segment Commands Relationships Window Purpose Access Example Fields Commands Reprint Gift Receipts Screen Purpose Access Example Fields Commands School Form Screen Purpose Access Example Fields Commands Solicitation Contact Entry Screen Purpose Access Example Fields Commands Solicitations Window Purpose Access Example Fields vi

9 Commands Subscriptions Window Purpose Access Example Fields Commands Update Donor Window Purpose Access Example Fields Commands Update Group Statuses (PERFORM) Screen Purpose Access Example Fields Commands Void Gifts Screen Purpose Access Example Fields Commands SECTION 3 - ADDING AND UPDATING CONSTITUENT INFORMATION Overview Introduction Before You Begin Overview of Constituent Profile The Constituent Entry Process Adding Constituent Information How to Add Constituent Information Updating Constituent Status Information How to Update Constituent Status Information SECTION 4 - ADDING AND UPDATING SOLICITATIONS AND RELATED CONTACTS Overview Introduction Before You Begin Overview of Solicitation Contact Entry The Solicitation Contact Entry Process Adding and Updating Solicitation Contact Information How to Enter Solicitation Contact Information How to Update Solicitation Contact Information SECTION 5 - GENERATING SOLICITATION LETTERS Overview Introduction Before You Begin Creating and Printing Solicitation Letters How to Create a Solicitation Letter How to Print a Solicitation Letter SECTION 6 - ADDING AND PROCESSING GIFTS AND PLEDGES vii

10 Overview Introduction Before You Begin Overview of Gift and Pledge Entry Gift Flow Including Development Office and Business Office Organization of Gift and Pledge Entry Procedures Creating a Cash Journal The Gift and Pledge Entry Process Simple Gift and Pledge Entry Procedure Adding a Campaign, Appeal, and Designation How to Add a Campaign, Appeal, and Designation Adding a Donor Accounting Group Introduction How to Add a Donor Accounting Group Entering a Gift How to Set a Gift Default How to Enter a Gift Entering a Pledge How to Set a Pledge Default How to Enter a Pledge Updating a Donor Accounting Group Introduction How to Update a Donor Accounting Group Creating and Printing Pledge Reminders Introduction Before You Begin Determining Who Will Receive a Reminder How to Create Pledge Reminders How to Print Pledge Reminders Printing Gift Receipts How to Print Gift Receipts Reprinting Gift Receipts Introduction Before You Begin Reprinting Gift Receipts With the Same Numbers Additional Steps in Processing Gifts How to Reprint Gift Receipts With Different Numbers SECTION 7 - POSTING GIFTS TO THE GENERAL LEDGER Overview Introduction Before You Begin The Process Creating a Gift Journal How to Create a Gift Journal Posting Gift Journals to the General Ledger How to Post Gift Journals to the General Ledger Voiding a Gift Introduction How to Void a Gift SECTION 8 - MAINTAINING ALUMNI/DEVELOPMENT INFORMATION Overview Introduction Before You Begin Querying and Updating Gift Information viii

11 How to Query and Update Gift Information Querying and Updating Pledge Information How to Query and Update Pledge Information Adding and Updating Premium Information Overview Introduction Premiums Without the Inventory Module Premiums With the Inventory Module Premium Entry and Update How to Enter/Update Premiums from Gift Update Mode How to Enter/Update Premiums from Donor Mode How to Query a Premium How to Create Labels for Premiums Running Donor Accounting Audit Introduction How to Run Donor Accounting Audit Querying Giving History Information How to Query Giving History Information Querying and Updating a Donor Memo How to Query and Update a Donor Memo Adding and Updating Deferred Giving Information How to Add and Update Deferred Giving Information Viewing Relationships How to View Relationships From the ID/Donor screen Adding and Updating Constituent Status Information How to Add and Update Constituent Status Information Moving a Gift Introduction How to Move a Gift SECTION 9 - GENERATING ACKNOWLEDGMENTS Overview Introduction Before You Begin Overview of Generating Acknowledgments Creating and Printing a Gift Acknowledgment How to Create a Gift Acknowledgment How to Print a Gift Acknowledgment Creating a Pledge Acknowledgment How to Create a Pledge Acknowledgment How to Print a Pledge Acknowledgment SECTION 10 - USING THE ALUMNI/DEVELOPMENT REPORTS Overview Introduction How to Generate and Print Reports Reports for Alumni/Development Alumni Association Reports Campaign Reports Cashier Receipts Reports Communications Management Reports Constituent Reports Donor Accounting Reports Donor Analysis Reports Gift Detail Reports Pledge Reports ix

12 Premium Reports Public Relations Reports Student Placement Reports Subscription Reports Tickler Reports SECTION 11 - RESPONDING TO SYSTEM MESSAGES Overview Introduction Four Types of Messages Descriptions of Message Types Electronic Mail Messages Status Messages Messages You Might Receive Warning, Field Error, and Fatal Error Messages Messages You Might Receive INDEX x

13 SECTION 1 - GETTING STARTED Overview Introduction Alumni/Development is an application developed by Jenzabar, Inc. that allows you to enter and maintain donor information and gift and pledge contributions. Application Differences This guide contains information for using all features developed for the Alumni/Development application. Your institution may or may not have all the features discussed in this guide. Purpose of This Guide This guide serves as a learning tool and a reference guide for entering constituent information and for entering and maintaining gift and pledge information. Intended Audience This guide is for use by menu users in the Alumni/Development office who perform data entry operations. In many institutions, the same individual performs many of the Alumni/Development functions. Menu users include the application coordinator, administrative assistants, and operators. Learning Objectives Using this guide, you will be able to: Add and update constituent information Add and update solicitation records and related contacts Create solicitation letters Create a donor accounting group Enter a gift and pledge Enter a premium Create pledge reminders Print and reprint a gift receipt Create and post a gift journal Create a gift and pledge acknowledgment Void a gift Update a constituent status Update deferred giving View relationships Run the Donor Accounting Audit modules How to Use This Guide If you are not familiar with how your institution maintains its Alumni/Development information, read this guide for detailed information about how to use Alumni/Development screens and procedures. If you are familiar with how your institution maintains this information and just need information in a particular area of Jenzabar CX, look through the table of contents or index; then refer to the pages you need. Alumni/Development User Guide 1 Getting Started

14 Structure of Jenzabar CX User Guides Jenzabar CX user guides contain the following sections: Section 1 - An overview of general information Section 2 - A reference of the screens, fields, and commands for the product Section 3 (and up) - Detailed procedures for using the product Last Section - A reference of application error and warning messages Index Related Documentation In addition to this user guide, you may want to refer to the following CX documentation for other information about Alumni/Development: Cashier User Guide Communications Management User Guide Getting Started User Guide General Ledger User Guide Getting Started 2 Alumni/Development User Guide

15 Other Information Resources Introduction Resource List This user guide contains information about the screens, options, and procedures that are specific to Alumni/Development. However, some of these may be used in other CX applications. Documentation for these common features appears in the manuals or guides to which they most specifically relate. The following provides references to other CX documentation for certain functions, screens, and options that are not described in this user guide. For more information about: Alumni/Development reports Alumni/Development screen flow diagram Alumni/Development tables and table maintenance CX menus and menu options CX universal commands: Help ID-type Query Scroll Table Lookup Detail windows PERFORM screens: Common commands General description Ring menus Program screens: Common commands General description Toolbars Query tools QuickMate Reporting tools Terminology See: Alumni/Development Technical Manual Alumni/Development Technical Manual Alumni/Development Technical Manual Getting Started User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide Installing QuickMate and QuickMate online help Getting Started User Guide Master Glossary Menus and Menu Options Menus are not illustrated in CX documentation because they may have been modified by your institution. For information about what menus you can access, as well as the menu options available from them, refer to the section Using the Menus in Getting Started User Guide. Alumni/Development User Guide 3 Getting Started

16 Before You Begin Alumni/Development Introduction This section provides the following: A checklist of information you need to know and tasks you need to perform before using Alumni/Development Background knowledge you must possess to use Alumni/Development effectively and efficiently A summary of the Alumni/Development process Purpose of Alumni/Development The two primary purposes of Alumni/Development are to enable you to: Enter biographic and demographic information about a donor or an alumnus Enter and maintain gift and pledge information Prerequisite Tasks Use the following checklist to ensure that you have reviewed all required tasks before you begin using Alumni/Development. If you are going to run the General Ledger and Reporting applications with the Alumni/Development product, ensure the General Ledger and Reporting module is operable before you post a gift. If you are tying a set of gifts to the general ledger, know the reference code and number of the cash journal that is associated with the set of gifts you will enter. You create the cash journal in the Cashier module. For more information, see the Cashier User Guide. Background Knowledge This list describes the necessary background information that you should know. Jenzabar CX Know how to use the following: CX menus CX screen command lines, toolbars, ring menus, and comment lines CX universal commands, including: Help ID-Type Query Detail Table Lookup Authorized personnel Know answers to the following questions: Who is authorized to change Alumni/Development information? Who is authorized to access online Alumni/Development information? Important dates Know when the following occur: The start and end dates of the donor year and fiscal year for your institution The pledge periods used in your institution Alumni/Development policies and procedures Know answers to the following questions: Who enters gift and pledge information? Getting Started 4 Alumni/Development User Guide

17 Reporting Tools How does your institution handle gifts in kind? Who posts gifts to the general ledger? Who voids gifts? Jenzabar, Inc. provides several solutions to serve Alumni/Development reporting needs. In addition to standard reports located on the Reports menu, your institution can choose from a variety of reporting tools. The reporting tools are: ACE Reports The standard reports located in the CX menu system. You can access and run ACE reports from the menus to which they relate. For example, standard reports appear on the Reports menu. Some standard reports are: Campaign by Constituent Constituent Roster CFAE (Council for Aid to Education) Report Current Versus Last Year Giving Gift Income for Period Because CX is table-driven, you can also produce reports that contain the table values that your institution uses. The initial screen that appears when you select a report prompts you to enter any required parameters for producing it. For example, to produce the Campaign by Appeal report, you: Select Campaign from the Reports menu. Select Campaign by Appeal. Enter the campaign. Note: For more information on running ACE reports, see Producing Standard and Customized Reports in Getting Started User Guide. Impromptu A PC/Windows-based reporting tool intended for technical users. Using Impromptu and the CX ODBC driver, you can access CX data to produce reports. Impromptu organizes reporting information in catalogs. Note: For more information on using Impromptu, see the online help provided with the product. PowerPlay A PC/Windows-based executive and management data analysis tool. Using static data files downloaded from CX, you can use PowerPlay to display and analyze data in a graphical, multilevel, drill-down structure. Note: For more information on using PowerPlay, see the online help provided with the product. Prism A PC/Windows-based reporting tool intended for nontechnical users. Using Prism and the CX ODBC driver, you can access CX data to produce reports. Prism contains specific information lookup and retrieval windows for Alumni/Development. Note: For more information on using Prism, see the online help provided with the product. Alumni/Development User Guide 5 Getting Started

18 Alumni/Development Process The following lists and describes the overall process involved in using Alumni/Development Note: The process shown below is an example and is not intended as policy guidance. Your institution s Alumni/Development process may vary. 1. Enter constituent information. 2. Enter and maintain solicitation records and related contacts. 3. Start a donor accounting group to enter gifts. 4. Enter the verification amount or select a cash journal entry. 5. Select a donor. 6. Display Donor Total records. 7. Add, query, or update gifts. 8. Add, query, or update pledges. 9. Add a premium. 10. Write the gift or pledge to the database. 11. Finish the donor accounting group. 12. Print a receipt. 13. Post the gift to the database. Getting Started 6 Alumni/Development User Guide

19 Conventions Used in This Guide Introduction Jenzabar, Inc. has established a set of conventions to help you use this guide. The conventions presented below are not exhaustive, but they include the more frequently used styles and terms. Style Conventions CX user guides observe the following style conventions. Boldface type Represents text that you type into the system (e.g., Type UNDG.), command names (e.g., Finish), or keys you use to execute a command or function (e.g., <Enter>). Bulleted lists Show items not ranked or without a sequential performance. CAUTION: Indicates a caution or warning of a potential risk or condition. <Enter> Represents the Enter, Return, Line Feed, or key on your keyboard. Italic type Is used in any of these ways: To represent a new or key term To add emphasis to a word To cross-reference a section of text To represent a variable for which you substitute another variable (e.g., substitute filename with an appropriate filename) <Key name> Represents a key that you must press. Note: Indicates a note, tip, hint, or additional information. Numbered lists Show ranking of items or sequence of performance. Parentheses When used around a field name, indicates the field is unlabeled. The field description includes the location of the field. Quotation marks Represent information written in this guide exactly as it appears on the screen (e.g., The message "Now Running..." appears.). Jenzabar CX-Specific Terms Some terms used in this guide may be unfamiliar to you, either because they are terms you have not used before or because Jenzabar, Inc. has assigned a slightly different meaning to a familiar term. The following list identifies and explains the most common CX-specific terms: Application One or more software programs that enable you to perform a particular procedure, such as entering information. Data Alumni/Development User Guide 7 Getting Started

20 Keystrokes Specific information you enter into fields on a particular data entry screen. Enter To type information on a keyboard and execute by doing one of the following actions: Pressing the <Enter> key Clicking on the OK button Selecting Finish F key Any of the function keys located on your keyboard (e.g., <F1>). Hot key The capitalized and highlighted letter of a command on a command line, menu bar, or ring menu. ID Number The number assigned to each student or organization associated with your institution (e.g., 12345). ID record The record identifying an individual. This record provides name, address, and personal information for the individual. Parameter A variable in the system that you can give a constant value for a specific application (e.g., a date can be a parameter for producing a report). Select To execute a command by any of the following actions: Performing the keystrokes Pressing the hot key Highlighting the command or option and pressing <Enter> Clicking on the icon or button with the mouse System The Jenzabar, Inc. product, CX. When you see two keys separated by a dash (e.g., <Ctrl-c>), hold down the first key (<Ctrl>) while pressing the second (<c>). Getting Started 8 Alumni/Development User Guide

21 Overview SECTION 2 - USING THE ALUMNI/DEVELOPMENT SCREENS Introduction Organization This section shows each screen and window you use in Alumni/Development and provides explanations for each of their fields. This section also provides a quick reference of the commands and options you use to perform procedures in Alumni/Development. These include, for example, such major procedures as entering constituent information and donor accounting information. They also include simpler but important procedures such as printing gift receipts and voiding gifts. Refer to this section when you have questions about a specific field or command, or when you are performing procedures associated with Alumni/Development. The screens, windows, field names, and commands are listed by title in alphabetical order (unless otherwise noted) so you can locate the information quickly. Screen Access Unless stated otherwise, access instructions for screens presume you are starting at the Institutional Advancement: Main menu. Screen Differences The screens and windows in this section represent those contained in the CX standard product in GUI format. If your institution changes these screens and windows to meet its specific needs, then your screens and windows will look different from those shown in this section. Your screens and windows will also look different if you use CX in character-based format. Detail Window Features All CX detail windows have a similar design in that they partially overlay the screen from which they are called, and they are set up with rows and columns of data. Since the windows are relatively small, large amounts of data cannot all fit into them. Up and down arrows enable you to scroll through the records; in addition, detail windows maintain record counts (e.g., Record 1 of 4 or Record 12 of 37 ) in the upper right corner. Commands in This Section The toolbars, command lines, and menus on CX screens can change, depending on procedures you perform or commands you select. For example, Query mode and Update mode display different commands. This guide describes all the commands associated with a screen or window. Note: You can use a specific command only when it appears on the current toolbar, command line, or menu, or when it is black (not dimmed) when you select Commands from the menu bar. Also, you must have the necessary database permission to use that command. This section explains the commands associated with Alumni/Development, except for the following universal program commands: ID-Type, Query, and Table Lookup. For complete details about these universal program commands, see the Getting Started User Guide. Alumni/Development User Guide 9 Screens

22 General Screen Commands The commands you can use on many program screens are described below. Note that on the GUI-format screens you can access the commands in the following ways: Pressing the corresponding keys on your keyboard Clicking on the icons or buttons on the toolbar or command line Selecting Commands from the menu bar, then selecting the desired command from the list that appears Cancel Does one or all of the following without saving any of the field entries you have made: Backs out of the current command Returns to the previous command Exits the current screen Finish Saves your field entries when you have completed your data entry or selection and want to continue. Help Displays help information about the associated screen or process. Screens 10 Alumni/Development User Guide

23 Add New Donor Window Purpose Access Example The Add New Donor window enables you to add a Donor record for a constituent who does not have one. Access the Add New Donor window by selecting the following, beginning at the Institutional Advancement: Main menu: 1. Donor Accounting. 2. Enter Gifts and Pledges; then select Finish. 3. Donor; then enter or Query an ID. If the ID number you select does not have a Donor record, the message Last name, first name is not a donor. Would you like to add this donor record? (Y/N) appears. Select Yes. Note: Other access paths can exist. Following is an example of the Add New Donor window. Fields The following is a list of fields that appear on the Add New Donor window and their descriptions. Alumni/Development User Guide 11 Screens

24 Commands Anonymous Required - A code indicating whether the donor is an anonymous giver (Y) or not (N). Constituent Status Required - A code identifying the status of the donor. Use Table Lookup for a list of valid codes. (Constituent Status Effective Date) Optional - This is an unlabeled field located to the right of the Constituent Status field that contains the date (mm/dd/yyyy) the constituent status became effective. Credit Relations Required - A code indicating whether the donor s relation(s) should receive credit for the donor s gifts (Y) or not (N). Default Acknowledgment Optional - A code identifying the acknowledgment (i.e., Contact resource) to be sent to the donor. Use Table Lookup for a list of valid codes. Donor Category Required - A code identifying the type of donor (e.g., IND, FND, CORP, GOVT). The default value is controlled by a macro. Next Eligibility Date Optional - The earliest date (mm/dd/yyyy) your institution can apply to the donor for a gift or pledge. Note: You use this field for donors, such as corporations and foundations, that have formal application times. Next Final Report Date Optional - The date (mm/dd/yyyy) your institution must submit the final report to the donor. Note: You use this field for donors, such as corporations and foundations, that have formal application times. Next Interim Report Date Optional - The date (mm/dd/yyyy) your institution must submit the next status report to the donor. Note: You use this field for donors, such as corporations and foundations, that have formal application times. Relation Optional - A code identifying the primary relationship that appears on the ID/Donor screen for the donor (e.g., HW for Husband/Wife). Use Table Lookup for a list of valid codes. The following is a list of the commands you can execute from this screen and their purposes. Note: You can use a specific command only when that command appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Also, you must have the necessary database permission to use that command. Cancel Does not save any of the field entries you have made and exits the current screen. Finish Saves your field entries when you have completed your data entry or selection and want to continue. Screens 12 Alumni/Development User Guide

25 Address Runcodes Window Purpose Access The Address Runcodes window enables you to view, add, delete, and update a constituent s Run Code records. You use this window to add Run Code records that override the Run Code record that applies to all ID records. Access the Address Runcodes window by selecting the following, beginning at the Institutional Advancement: Main menu: 1. Donor Accounting. 2. Constituent Profile; then select Finish. 3. Select the appropriate form option (e.g., Donors). 4. Query an ID; then select Finish. 5. Detail. 6. Address Runcodes. Note: To be able to add, update, and delete records, the screen must be in Update mode. To put the screen in Update mode, select either Auto-mode before entering an ID number, or Update after entering the ID. Note: Other access paths can exist. Example Following is an example of the Address Runcodes window in Update mode. The example shows it appearing on the Donor Entry screen. Alumni/Development User Guide 13 Screens

26 Fields Commands The following is a list of fields that appear on the Address Runcodes window and their descriptions. Alternate Address Optional - A code identifying the type of address to use (e.g., PERM for permanent). Use Table Lookup for a list of valid codes. The system enters the description of the code to the right. Dup Required - A code indicating whether duplicate letters and labels should be printed if more than one is selected (Y) or not (N). Join Optional - A code identifying the relationship to use when joining the ID number with another ID number. Use Table Lookup for list of valid codes. Lbl Optional - A code identifying the label style. Valid codes are: F (Formal) I (Informal) Line Required - The number of lines (0, 1, or 2) to be used for the name or joined names. The default entry is 0. Pri Required - The priority number for the record. The default entry is 0. Note: The lower the number, the higher the priority for that run code (i.e., 0 is the highest priority). The CX name and address management program (ADR) selects the highest priority for mailings based on several checks. Your institution determines its priority numbering system. Runcode Optional - The ADR run code associated with this record (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones). Use Table Lookup for list of valid codes. Sal Optional - A code identifying the salutation style. Valid codes are: F (Formal) I (Informal) Sfx Required - A code indicating whether the constituent s suffix should be used (Y) or not (N). Ttl Required - A code indicating whether the constituent s title should be used (Y) or not (N). Use Optional - A code identifying the relationship to use instead of the constituent s ID number. Use Table Lookup for list of valid codes. The following is a list of the commands you can execute from this screen and their purposes. Screens 14 Alumni/Development User Guide

27 Note: You can use a specific command only when that command appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Also, you must have the necessary database permission to use that command. Back Enables you to move back one screen of data, if additional screens exist. Cancel Does one or all of the following without saving any of the field entries you have made: Backs out of the current command Returns to the previous command Exits the current screen Del-Line Enables you to delete a record. CAUTION: When you delete a record, you may lose the complete history for it. Detail Displays the Detail windows enabling you to select other multiple-item information, or records, associated with the ID number. Finish Saves your field entries when you have completed your data entry or selection and want to continue. Forward Enables you to move forward one screen of data, if additional screens exist. Insert Opens a blank line in the list and enables you to add a record. Alumni/Development User Guide 15 Screens

28 Alumni Screen Purpose Access Example The Alumni screen enables you to view, add, and update constituent information for an alumnus. Access the Alumni screen by selecting the following, beginning at the Institutional Advancement: Main menu: 1. Donor Accounting. 2. Constituent Profile; then select Finish. 3. Alumni. 4. Query an ID; then select Finish. Note: To be able to add, update, and delete records, the screen must be in Update mode. To put the screen in Update mode, select either Auto-mode before entering an ID number, or Update after entering the ID. Note: Other access paths can exist. Following is an example of the Alumni screen in Update mode. Fields The following is a list of fields that appear on the Alumni screen and their descriptions. Screens 16 Alumni/Development User Guide

29 Add Date Display only - The date the system added the ID record to the CX database. A display-only field, the system enters this information. Address Optional - The alumnus s permanent address appearing in the alumnus s ID record. You can enter up to two lines of address information. Admissions Rep Optional - A code indicating whether the alumnus is an alumni admissions representative (Y) or not (N). Alt Address Code Optional - A code identifying the type of address that appears in the Address field (e.g., PERM for permanent). Use Table Lookup for a list of valid codes. Birthdate Optional - The alumnus s birthday (mm/dd/yyyy). Chapter Optional - A code identifying the alumni chapter to which the alumnus belongs. City Required - The city of the alumnus s permanent address appearing in the alumnus s ID record. Class Year Optional - The year (yyyy) the alumnus graduated. Use Table Lookup for a list of valid years. Comment Optional - Any comments associated with the alumnus. Correct Address Optional - A code indicating whether the alumnus s address is correct (Y) or not (N). Country Optional - The country of the alumnus s permanent address appearing in the alumnus s ID record (e.g., USA for the United States). Use Table Lookup for a list of valid countries. Deceased Optional - A code indicating whether the alumnus is deceased (Y) or not (N). Deceased Date Optional - If deceased, the date (mm/dd/yyyy) the alumnus passed away. Eligible Purge Date Optional - The date (mm/dd/yyyy) the Alumni record can be deleted from the system. Ethnic Optional - A code identifying the alumnus s ethnic origin. Use Table Lookup for a list of valid codes. Final Rpt Optional - The date (mm/dd/yyyy) your institution must submit the final report to the alumnus. Note: You use this field for donors, such as corporations and foundations, that have formal application times. ID No Display only - The system-generated number identifying the alumnus in the CX database. Alumni/Development User Guide 17 Screens

30 Interim Rpt Optional - The date (mm/dd/yyyy) your institution must submit the next status report to the alumnus. Note: You use this field for donors, such as corporations and foundations, that have formal application times. Last Update Display only - The date the ID record was last updated by the system or a user. A display-only field, the system enters this information. Last Updated Display only - The date the Alumni record was last updated by the system or a user. A displayonly field, the system enters this information. Marital Optional - A code identifying the alumnus s marital status. Valid codes are: D (Divorced) M (Married) P (Single parent) S (Single) T (Separated) W (Widowed) Married to Alum Optional - A code indicating whether the alumnus is married to another alumnus (Y) or not (N). Name Required - The alumnus s name in the format: last name, first name middle name (or initial),, family suffix (e.g., Jr., Sr., III, etc.). Note: The two commas separating the middle name (or initial) and family suffix is a flag the system uses so that the name prints correctly in reports, etc. (e.g., Doe, John J.,, Jr. would print as John J. Doe, Jr.). Next Elig Optional - The earliest date (mm/dd/yyyy) your institution can apply to the alumnus for a gift or pledge. Note: You use this field for donors, such as corporations and foundations, that have formal application times. Non Graduate Optional - A code indicating whether the alumnus did not graduate from your institution (Y) or did (N). Privacy Optional - A code identifying which fields are confidential. Confidential fields are highlighted when the screen is accessed. Valid codes are: ADDR (Name and address info) BRTH (Birthday and sex) PHON (Name, address, and phone) Sex Optional - A code indicating whether the alumnus is male (M) or female (F). SS No Optional - The alumnus s social security number appearing in the alumnus s ID record (e.g., ). State/Zip Screens 18 Alumni/Development User Guide

31 Commands Optional - These are two fields. The first field is the two-letter state abbreviation and the second field is the Zip code of the alumnus s permanent address appearing in the alumnus s ID record. Use Table Lookup for a list of valid states and Zip codes. Suffix Optional - A letter or sequence of letters at the end of the alumnus s name representing a professional title (e.g., MD for a Doctor of Medicine). Use Table Lookup for a list of valid codes. Note: CX name and address management program (ADR) uses the Suffix field to format a name. ADR distinguishes between a professional suffix (e.g., M.D.) and a family suffix (e.g., Jr.). The family suffix remains a part of the Name field. Telephone Optional - The alumnus s permanent telephone number appearing in the alumnus s ID record (e.g., ). Title Optional - A code identifying the alumnus s title appearing in the alumnus s ID record (e.g., MR). Use Table Lookup for a list of valid codes. The system enters the description of the code to the right. The following is a list of the commands you can execute from this screen and their purposes. Note: You can use a specific command only when that command appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Also, you must have the necessary database permission to use that command. Auto-Mode Bypasses the Display mode and automatically puts the screen into Query mode, then Update or Insert mode. Cancel In Insert, Query, and Update modes, does one or all of the following without saving any of the field entries you have made: Backs out of the current command Returns to the previous command Exits the current screen Close Enables you to close the ID Types/Associated Records window. Detail In Display, Insert, and Update modes, displays the Detail windows enabling you to select multiple-item information, or records, associated with the ID number. Display ID In Query mode, enters information into the fields for the ID being queried. Enables you to select it or query on another. Exit Enables you to quit the program and return to the menu. Find ID In Query mode, accesses the ID Query screen. Enables you to enter additional search criteria (e.g., name, social security number, etc.) and narrow the search for an ID record. Finish Alumni/Development User Guide 19 Screens

32 In Insert and Update modes, saves your field entries when you have completed your data entry or selection and want to continue. Finished Enables you to close the ID Types/Associated Records window. ID-Type In Display, Insert, Query, and Update modes, displays the view-only ID Type/Associated Records window containing information about the alumnus. The window contains a variety of logical (Y/N) fields; the codes in the fields vary, depending on the types of records that exist in CX for the alumnus. For example: If the alumnus has a Student Enrollment record, the Student field contains Y If the alumnus has a Donor record, the Donor field contains Y Insert Puts the screen into Insert mode. Enables you to add a new record. Note: This command appears after you select Query, then Find ID. At the ID Query screen, select Cancel to return to the Alumni screen. Menu Returns you to the initial Forms menu. Enables you to select another form. Query Puts the screen into Query mode. Enables you to query on an ID or social security number. Select In Query mode, enables you to select the ID or social security number entered and searches for the associated ID record. Update In Display mode, puts the screen into Update mode. Enables you to update the record(s). Screens 20 Alumni/Development User Guide

33 Business Form Screen Purpose Access Example The Business Form screen enables you to view, add, and update constituent information for a business. Access the Business Form screen by selecting the following, beginning at the Institutional Advancement: Main menu: 1. Donor Accounting. 2. Constituent Profile; then select Finish. 3. Businesses. 4. Query an ID; then select Finish. Note: To be able to add, update, and delete records, the screen must be in Update mode. To put the screen in Update mode, select either Auto-mode before entering an ID number, or Update after entering the ID. Note: Other access paths can exist. Following is an example of the Business Form screen in Update mode. Fields The following is a list of fields that appear on the Business Form screen and their descriptions. Address Alumni/Development User Guide 21 Screens

34 Required - The business s permanent address appearing in the business s ID record. You can enter up to two lines of address information. The first line is required. Annual Sales (Millions) Optional - The business s annual sales amount in millions of dollars (e.g., 2 for $2 million). City Required - The city of the business s permanent address appearing in the business s ID record. Contact Optional - The ID number of the contact person at the business. Press <F6> to perform a query. The system enters the name to the right. Country Optional - The country of the business s permanent address appearing in the business s ID record (e.g., USA for the United States). Use Table Lookup for a list of valid countries. Date Added Display only - The date the system added the ID record to the CX database. A display-only field, the system enters this information. Fed. ID No Optional - The business s federal ID or social security number appearing in the business s ID record (e.g., J-98765). Final Rpt Date Optional - The date (mm/dd/yyyy) your institution must submit the final report to the business. Note: You use this field for donors, such as corporations and foundations, that have formal application times. Foundation ID Optional - The ID number of a matching gift foundation or individual who matches the business s gifts. Press <F6> to perform a query. The system enters the foundation s name below. Note: A business can designate a foundation to handle all of the matching gifts and pledges generated from that business. The foundation then becomes the matching gift company instead of the business. The ID number identifying the foundation must be in the Foundation ID field. The system will then automatically generate the matching gifts and pledges and apply them to the foundation. See also Foundation Form Screen in this section. Headquarters Optional - A code indicating whether the address is the business s headquarters (Y) or not (N). ID No Display only - The system-generated number identifying the business in the CX database. Interim Rpt Date Optional - The date (mm/dd/yyyy) your institution must submit the next status report to the business. Note: You use this field for donors, such as corporations and foundations, that have formal application times. Last Contact Optional - The date (mm/dd/yyyy) the business was last contacted. Screens 22 Alumni/Development User Guide

35 Last Update Display only - The date the ID record was last updated by the system or a user. A display-only field, the system enters this information. Match Gift/Ratio Optional - These are two fields. The first field is the code indicating whether the business is a matching gift employer (Y) or not (N). The second field is the proportion of a gift or pledge that the business matches (e.g., 2.0 if the business matches $2 for every $1 gift made by an employee). Match Spouse Optional - A code indicating whether the business matches the gifts made by the employee s spouse as well as the employee (Y) or not (N). Maximum Amount Optional - The maximum dollar amount for gifts the company will match (e.g., $100). Name Required - The business s name. Nature Optional - The nature of the work in which the business is involved. Next Eligibility Optional - The earliest date (mm/dd/yyyy) your institution can apply to the business for a gift or pledge. Note: You use this field for donors, such as corporations and foundations, that have formal application times. Number Alumni Employed Optional - The number of alumni the business employs. Number of Employees Optional - The total number of people the business employs. Offer Internship Optional - A code indicating whether the business offers internships (Y) or not (N). Position Optional - The contact person s position at the business. Recruit on Campus Optional - A code indicating whether the business recruits on campus (Y) or not (N). Regional Offices Optional - The city(ies) of the business s regional office(s). You can enter up to two regional offices. State/Zip Optional - These are two fields. The first field is the two-letter state abbreviation and the second field is the Zip code of the business s permanent address appearing in the business s ID record. Use Table Lookup for a list of valid states and Zip codes. Telephone Optional - These are two fields. The first field is the business s permanent telephone number appearing in the business s ID record (e.g., ). The second field is the business s extension number, if necessary. Alumni/Development User Guide 23 Screens

36 Commands Type of Business Optional - A code identifying the type of company (e.g., CORP for a corporation). Use Table Lookup for a list of valid codes. The following is a list of the commands you can execute from this screen and their purposes. Note: You can use a specific command only when that command appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Also, you must have the necessary database permission to use that command. Auto-Mode Bypasses the Display mode and automatically puts the screen into Query mode, then Update or Insert mode. Cancel In Insert, Query, and Update modes, does one or all of the following without saving any of the field entries you have made: Backs out of the current command Returns to the previous command Exits the current screen Close Enables you to close the ID Types/Associated Records window. Detail In Display, Insert, and Update modes, displays the Detail windows enabling you to select multiple-item information, or records, associated with the ID number. Display ID In Query mode, enters information into the fields for the ID being queried. Enables you to select it or query on another. Exit Enables you to quit the program and return to the menu. Find ID In Query mode, accesses the ID Query screen. Enables you to enter additional search criteria (e.g., name, social security number, etc.) and narrow the search for an ID record. Finish In Insert and Update modes, saves your field entries when you have completed your data entry or selection and want to continue. Finished Enables you to close the ID Types/Associated Records window. ID-Type In Display, Insert, Query, and Update modes, displays the view-only ID Type/Associated Records window containing information about the business. The window contains a variety of logical (Y/N) fields; the codes in the fields vary, depending on the types of records that exist in CX for the business. For example: If the business has a Donor record, the Donor field contains Y If the business has a Business record, the Business field contains Y Screens 24 Alumni/Development User Guide

37 Insert Puts the screen into Insert mode. Enables you to add a new record. Note: This command appears after you select Query, then Find ID. At the ID Query screen, select Cancel to return to the Business Form screen. Menu Returns you to the initial Forms menu. Enables you to select another form. Query Puts the screen into Query mode. Enables you to query on an ID or social security number. Select In Query mode, enables you to select the ID or social security number entered and searches for the associated ID record. Update In Display mode, puts the screen into Update mode. Enables you to update the record(s). Alumni/Development User Guide 25 Screens

38 Campaign/Appeal/Designation (PERFORM) Screen Purpose Access Example The Campaign/Appeal/Designation screen enables you to view, add, delete, and update Campaign records as well as all Appeal records and Designation records associated with the campaign. The system creates Designation records through the gift entry process as they are needed based on the information in the Designation table. Access the Campaign/Appeal/Designation screen by selecting the following, beginning at the Institutional Advancement: Main menu: 1. Donor Accounting. 2. Table Maintenance; then enter password. 3. Campaign/Appeal/Desg; then select Finish. Note: You can also access the Campaign/Appeal/Designation screen from the Institutional Advancement: Main menu by selecting the menu option Development, then selecting Table Maintenance. At the Development: Table Maintenance menu, select the menu option Campaign/Appeal/Desg. Following is an example of the Campaign/Appeal/Designation screen. Screens 26 Alumni/Development User Guide

39 Segments The Campaign/Appeal/Designation screen is divided into three segments. The Campaign segment at the top identifies the specific campaign. A campaign is a major fundraising effort, which incorporates many appeals. The Appeal segment in the middle identifies each appeal associated with the campaign. You can create appeals for a campaign and track gifts, pledges, and pledge payments made during the appeal. The Designation segment at the bottom identifies the codes corresponding to a donor s purpose for a gift (e.g., the Athletic Department and the Chapel Building). Multiple designations can be associated with a gift (e.g., a gift of $ could be designated as two $50.00 gifts: one for the Athletic Department and the other for the Chapel Building). Fields on the Campaign Segment The following is a list of fields that appear on the Campaign segment of the Campaign/Appeal/Designation screen and their descriptions. Acknowledgement Optional - A code identifying the default acknowledgement (i.e., Contact resource) for pledges and gifts made to the campaign (e.g., HERITAGE). Begin/End Required - These are two fields. The first field is the official begin date (mm/dd/yyyy) and the second field is the end date (mm/dd/yyyy) of the campaign. If you are adding a campaign, the begin date defaults to the current date. Campaign Required - A code identifying the campaign (e.g. AF01). (Campaign Description) Required - This is an unlabeled field located to the right of the Campaign field that contains a description of the code appearing in the Campaign field. If a campaign code exists, the system enters this information. Chair Person Optional - The campaign chairperson s ID number. The system enters the name to the right. Consstat Alumni/Development User Guide 27 Screens