Training Manual. Gift Acknowledgement Maintenance

Transcription

1 Training Manual Gift Acknowledgement Maintenance

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3 How to use this manual This manual may include the graphics pointing out specific text. Refer to the descriptions below for detailed information about each icon. Be careful: Caution notes indicate that you need to exercise caution when performing an action within or outside of the system. Exercise: Exercise notifications indicate there is a practice task for you to complete to help gain understanding and demonstrate you have learned the concepts associated with the exercise. How To: How To steps are used to provide a step-by-step instruction for completing a task in the system. IMPORTANT! Important notifications are used to indicate that there is something you need to understand before continuing. Note: Note indicates there is something you may encounter within the system given certain circumstances. Reference: Reference notifications refer you to where you can find more information about the topic, whether it is another location in the current manual or outside sources such as site help. Tip: Tip notifications indicate a helpful shortcut or other piece of advice related to a specific topic or process. Try It: Try It notifications appear after How To steps and provide an example for you to try the steps just explained.

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5 Gift Acknowledgement Maintenance Table of Contents Table of Contents Chapter 1: Introduction to Gift Acknowledgement Maintenance... 1 What is a Gift Acknowledgement?... 1 What is the Purpose for Gift Acknowledgement Maintenance?... 1 What is an Acknowledgement Report?... 2 User Requirements for Running an Acknowledgement Report... 2 Chapter 1 Review... 5 Chapter 2: The Exportable Acknowledgement Report... 6 Accessing the Report... 6 Report Output... 9 Saving the Report to Microsoft Excel Chapter 2 Review Chapter 2 Hands-On Exercises Chapter 3: Bulk Acknowledgement Utility Bulk Acknowledgement Utility User Requirements for Running the Acknowledgement Data Extract Report Preparing the Acknowledgement Data to Upload into the Gift Record Running the Bulk Acknowledgements Report Chapter 3 Hands-On Exercises Chapter 4: Viewing the Acknowledgment Record on a Gift or Pledge Record Viewing an Acknowledgement Record Chapter 4 Review Chapter 4 Hands-On Exercises Appendix A: Donor Relations.Exportable Acknowledgement Report Prompts Alumni Relations and Development i The University of Chicago Revised:

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7 Gift Acknowledgement Maintenance Chapter 1 Chapter 1: Introduction to Gift Acknowledgement Maintenance Upon completion of the chapter, you will be able to: Define acknowledgement Define the purpose for gift acknowledgement maintenance Define the purpose for the acknowledgement report Identify the means for extracting gifts your school, unit, or division is responsible for acknowledging Understand the user requirements for performing gift acknowledgement maintenance At the University of Chicago, we acknowledge the receipt of gifts. Therefore, acknowledgement data is stored on the gift record in Griffin. What is a Gift Acknowledgement? A gift acknowledgement is a letter, card, , or other communication sent to a donor in response to (acknowledging) a gift or pledge made to the University. What is the Purpose for Gift Acknowledgement Maintenance? The University of Chicago receives gifts and pledges daily from donors giving to areas all across the University campus. The number of these gifts can range anywhere between dozens and hundreds depending on the time of year, with amounts ranging from one dollar to hundreds of millions of dollars. These gifts are entered into Griffin in a timely manner. When a gift is received, an acknowledgement is sent to one or more of the attributed donors on the gift. Each gift will be acknowledged in at least one method, by a tax receipt. The tax receipt is automatically generated when the gift is entered into Griffin. The primary donor only will receive the tax receipt acknowledgement. Many of these gifts are also acknowledged at multiple levels, such as the University, School or other levels. For example, a donation of $100,000 to the College may be acknowledged not only by the College, but also by the president of the University and by the Prospect Manager of the prospect that made the gift. In the same manner, gifts may have more than one attributed donor. Each donor is linked to the gift using the same gift receipt number and a different sequence number. The primary donor is always sequence number one. Because there may be multiple donors the acknowledgement is stored on the gift record in Griffin. ******************************************************************************** NOTES: Alumni Relations and Development 1 The University of Chicago Revised:

8 Chapter 1 Gift Acknowledgement Maintenance What is an Acknowledgement Report? In order to find the list of gifts that need to be acknowledged, you must first access and run the Exportable Acknowledgement Report. The purpose of this Griffin report is to systematically provide datasets of gift and biographical information to the areas on campus that are the recipients of the gifts so they may send acknowledgement letters to the donors. This report is context-free which provides prompts for you to answer to generate a dataset of gifts. The dataset contains information to be used to generate acknowledgement letters which are customized based on the selections made. The report contains dozens of columns of data for each gift that is returned in the dataset. Once the report has been processed, you will still need to manually analyze the report for accuracy. The Exportable Acknowledgement Report is a report that contains different columns of output and different prompts prior to running the report. Medical Center Development (MCD) has an output format (Acknowledgement Data Extract-MCD) that has been made specifically for their use. This report is automatically generated and saved to their departmental network drive. User Requirements for Running an Acknowledgement Report Before using this report to process gift acknowledgements, you must meet the following requirements: Have access and permissions to view and download Griffin gift and bio data Be able to understand and use the acknowledgement information in a knowledgeable and tactful manner keeping in mind confidentiality issues and sensitivity of data Know how to use a mail merge program Understand the resulting datasets are confidential and are not to be given to another individual to perform the mail merge or other analysis unless that individual also meets these requirements 2 Alumni Relations and Development Revised: The University of Chicago

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11 Gift Acknowledgement Maintenance Chapter 1 Chapter 1 Review Define an acknowledgement. Define the purpose for acknowledgement maintenance. Define the report you will use to identify gifts your school, unit, or division is responsible for acknowledging and the purpose of that report. Alumni Relations and Development 5 The University of Chicago Revised:

12 Chapter 2 Gift Acknowledgement Maintenance Chapter 2: The Exportable Acknowledgement Report Upon completion of the chapter, you will be able to: Demonstrate how to access the Exportable Acknowledgement Report Define the various prompts on the Exportable Acknowledgement Report Process the Exportable Acknowledgement Report Save the report to in a Microsoft Excel format Accessing the Report This report is for non-mcd development staff. You must be logged into Griffin to access the Exportable Acknowledgement Report. This report is a context-free report which means you do not provide a dataset to run the report based upon; rather you select values for a series of prompts in which your dataset will be generated at the time the report is running. In other words, you can think of a context-free report as a report that will perform a GrifFind and run a report in one step based on the values selected for the prompts. Pop-up blocker must be turned off prior to running a report. Access the Report: 1. Click on the Reports icon on the Griffin toolbar. 2. Scroll through the report list and click on the elliptical button next to Donor Relations.Exportable Acknowledgement Report. Business Objects will open in a new browser window or tab. 6 Alumni Relations and Development Revised: The University of Chicago

13 Gift Acknowledgement Maintenance Chapter 2 3. Log into Business Objects using your CNetID and password. 4. Once the report opens you will be provided a list of prompts that you will need to select the desired value for. Answer the prompts to meet the criteria for the group of gifts you want to acknowledge. See Appendix A of this manual for full details of each prompt. All unanswered prompts will be indicated by a red X on that line. A green circle with check mark will appear once a value has been selected. The Run Query button will not be accessible until all prompts have values selected. a. Click on the prompt you want to set a criteria for. b. Select the desired value for the criteria for the selected prompt. Each prompt may have a different method of selecting a valid value: Alumni Relations and Development 7 The University of Chicago Revised:

14 Chapter 2 Gift Acknowledgement Maintenance i. Click on the value that appears in the box on the left, then click on the >> to move the value to the right; or If a value does not appear in the values box, you can type the value in the text box on the right. ii. Type a valid value in the text box; or 8 Alumni Relations and Development Revised: The University of Chicago

15 Gift Acknowledgement Maintenance Chapter 2 iii. Click on the calendar icon and select the appropriate date. c. Repeat steps a and b above until all prompts contain the desired values to meet your requirements. Once all prompts have valid values selected, denoted by a green circle with a check mark inside of it, the Run Query button will become accessible. 5. Click on Run Query, located to the right of the prompts. Report Output The completed report will contain three tabs. The first tab is the output containing the dataset used to complete the acknowledgements. The second tab displays the values selected for each prompt. The third tab contains a hyperlink to the report explanation in Griffin Site Help. Alumni Relations and Development 9 The University of Chicago Revised:

16 Chapter 2 Gift Acknowledgement Maintenance The tabs can also be selected using the Navigation Map located on the left of the report window. To change the view, click on the tab or link for the data you want to view. The dataset output, on the first tab, contains over 200 columns of data for each associated donor for each gift that is returned in the dataset. (Please note all columns may not have data, as the gift and/or entity s record may not contain the values to fill in the column.) There will be several pages of data included in your report output. You can view the data in the Business Objects window using the page navigation tools built into the application or you can export the contents of the report into one of three formats; Microsoft Excel, PDF (Portable Document Format), or CSV (Comma Separated Value). Saving the Report to Microsoft Excel Once the report is saved into a Microsoft Excel format, you can generate a document using mail merge functionality. Griffin Training does not supply training on how to utilize a mail merge application or how to prepare your acknowledgement letters or cards. Alternate training will need to be sought elsewhere. Save the Report: 1. Click on Document > Save to my computer as > Excel. 10 Alumni Relations and Development Revised: The University of Chicago

17 Gift Acknowledgement Maintenance Chapter 2 If you get a message box that appears (as shown below), click on OK in the Information Bar window, and then click on the yellow header bar and click on Download File. If you get the prompt above, the report may need to re-process which means you may need select prompt values and click on Run Query again and then repeat step 1 above. 2. Click on Save. Alumni Relations and Development 11 The University of Chicago Revised:

18 Chapter 2 Gift Acknowledgement Maintenance 3. Select the location on your computer or network drive that you want to save the dataset file, type a name for the file in the text box next to File name, and then click on Save. 4. When prompted, click on Close to close the dialog box OR click on Open to open the Microsoft Excel file now. 12 Alumni Relations and Development Revised: The University of Chicago

19 Gift Acknowledgement Maintenance Chapter 2 Chapter 2 Review What does a value of N denote for the prompt Exclude modified gift? Will modified gifts be included or excluded? Chapter 2 Hands-On Exercises These hands-on exercises must be completed in the standard Griffin database ( Exercise 1: Initiate the Exportable Acknowledgement Report and login to Business Objects when prompted. Exercise 2: Select the appropriate values for the prompts to meet the requirements described here: You want to find a group of gifts and pledges, made by person and/or organizational entities, with no minimum value and a maximum value of $100,000, including both modified gifts and pledges, that were made to your school, unit, or division between June 28, 2010 and July 2, Exercise 3: Process the report. Exercise 4: How many pages of data are included in your report? Exercise 5: Save your report in a Microsoft Excel format to your desktop. Name it yourname _Ack_report_ today sdate. (Replace yourname with your first name and today sdate with today s date in the format mm-dd-yyyy.) Alumni Relations and Development 13 The University of Chicago Revised:

20 Chapter 3 Gift Acknowledgement Maintenance Chapter 3: Bulk Acknowledgement Utility Upon completion of the chapter, you will be able to: Understand the user requirements for performing gift acknowledgement maintenance Prepare a.csv file containing the gifts and attributed donors that were acknowledged Upload the type of acknowledgement sent to the various attributed donors on the appropriate gift record utilizing the Bulk Acknowledgement Utility Bulk Acknowledgement Utility The Bulk Acknowledgement Utility provides the functionality to upload a prepared.csv file containing one or many gift ID s and sequence numbers with a single acknowledgement code simultaneously. User Requirements for Running the Acknowledgement Data Extract Report To use the Bulk Acknowledgement Utility, you must: Have access and permissions to view and download Griffin gift and bio data. Have previously run and processed an Acknowledgement Data Extract report and have the Microsoft Excel file generated from that report. Have sent acknowledgements to those that are on the list to have their records updated. Understand the results from the previously processed datasets are confidential and are not to be given to another individual to perform the mail merge or other analysis unless that individual also meets these requirements. Preparing the Acknowledgement Data to Upload into the Gift Record Prepare the Upload File: 1. Create a.csv file from the acknowledgement report Microsoft Excel file, as instructed in the following steps. a. Open the Microsoft Excel acknowledgement report file. b. Create a filter for the transaction type column. In Office 2007 i. Click on the column letters to highlight the Transaction Type column. 14 Alumni Relations and Development Revised: The University of Chicago

21 Gift Acknowledgement Maintenance Chapter 3 ii. On the Home tab, in the Editing Group, click Sort & Filter, and then click Filter. iii. Click the drop-down arrow in the column header. iv. Select one type of transaction (gift, pledge payment, bequest, etc.). Only one transaction type can be done at a time. c. Open a second instance of Microsoft Excel (do not open a second instance of the same file, just a blank spreadsheet). d. Copy the cells, not the entire column, pertaining to one gift type from the column labeled Gift ID and paste it into the left most column (column A) in the blank spreadsheet. Make sure there are no column headers. e. Copy the cells, not the entire column, pertaining to the same gift type as in step 1e above from the column labeled Gift Sequence and paste it to the right of the Gift ID in the blank spreadsheet (column B). Make sure there are no column headers. Alumni Relations and Development 15 The University of Chicago Revised:

22 Chapter 3 Gift Acknowledgement Maintenance f. Save the newly created spreadsheet as a.csv file. To change the file type, click on the drop-down arrow next to Save as Type and select CSV (Comma delimited). The name given to the file does not have a bearing on completing these instructions. g. Repeat from step b-iii above for each transaction type. Running the Bulk Acknowledgements Report You must be logged into Griffin to access the Bulk Acknowledgement Utility. Do not complete this process until the acknowldegement letters have been sent. Do not complete with the intent of sending them out today or in upcoming days. Upload the Acknowledgement Records into Griffin: 1. Click on the Reports icon on the Griffin toolbar. 2. Scroll down the report list and click on the elliptical button next to Bulk Acknowledgements. 16 Alumni Relations and Development Revised: The University of Chicago

23 Gift Acknowledgement Maintenance Chapter 3 3. Fill in the prompt screen (shown below). a. Click on Browse and select the file created in the previous section of this Chapter. b. Click on the drop-down arrow next to Acknowledgement for and select the type of transaction the selected upload file contains. c. Click on the drop-down arrow next to Acknowledgement Code and select the acknowledgement that was sent. If a value does not exist for the acknowledgement that was sent, you will need to request a new TMS value be added for this field via Griffin Help. Alumni Relations and Development 17 The University of Chicago Revised:

24 Chapter 3 Gift Acknowledgement Maintenance d. Type the date the acknowledgement was sent in the text box next to Acknowledgement Date (in the format mm/dd/yyyy). e. If one exists, type the Entity ID of the entity that sent the acknowledgement or click on the drop-down arrow next to Acknowledgement Signer and select the entity that sent the acknowledgement. 4. Click on Calculate Counts. 5. If successful, you will see the following: 18 Alumni Relations and Development Revised: The University of Chicago

25 Gift Acknowledgement Maintenance Chapter 3 6. Click on Accept if the number of acknowledgements sent matches the number displayed. 7. If successful, you will see the following: 8. Repeat from step 1 in this section for each transaction type (i.e., gift, pledge, matching gift). You should always view a couple gifts that you added acknowledgement codes to to ensure it was completed successfully. See Chapter 4 for instructions on viewing acknowledgement records. Alumni Relations and Development 19 The University of Chicago Revised:

26 Chapter 3 Gift Acknowledgement Maintenance Chapter 3 Hands-On Exercises These exercises will be completed based on the exercises in Chapter 2. You will need to access the Griffin Training database ( to complete these exercises. These exercises are making the assumption that the acknowledgement letters have already been sent. Exercise 1: Using the Acknowledgement Data Extract file as prepared in Chapter 2, prepare a.csv file containing the gifts and/or pledges that were acknowledged. Exercise 2: Using the Bulk Acknowledgement Utility, upload the acknowledgement code that was sent for gifts only. Exercise 2: Using the Bulk Acknowledgement Utility, upload the acknowledgement code that was sent for pledges only. 20 Alumni Relations and Development Revised: The University of Chicago

27 Gift Acknowledgement Maintenance Chapter 4 Chapter 4: Viewing the Acknowledgment Record on a Gift or Pledge Record Upon completion of the chapter, you will be able to: Identify where the acknowledgement record is stored within the gift record Select and view an acknowledgement record for a primary or attributed donor on a gift Viewing an Acknowledgement Record To view an acknowledgement record, you must first navigate to the gift or pledge record that contains the acknowledgement. This can be done via GrifFind by searching for the receipt or pledge number or the entity record by navigating to the Giving > Transactions application, then selecting the appropriate gift or pledge. You will only see the search types that correspond to the permissions you have in Griffin. For example, if you cannot see gift information in Griffin, you will not be able to search on giving information, including acknowledgements. View an Acknowledgement Records in Griffin: 1. Once the gift or pledge record is displayed, select the Acknowledgements hyperlink in the navigation tree. 2. Select the row, not the hyperlink, which contains the donor that you want to view the acknowledgement for on the Associated Donors form. Do not select the hyperlink for the donor s name; select the row to highlight it as the actively selected row. If you do select the hyperlink, the Entity Overview for that donor will open in a separate tab in Griffin. Alumni Relations and Development 21 The University of Chicago Revised:

28 Chapter 4 Gift Acknowledgement Maintenance 3. Click on the row which contains the acknowledgement code that you want to view on the Acknowledgements form. 22 Alumni Relations and Development Revised: The University of Chicago

29 Gift Acknowledgement Maintenance Chapter 4 Chapter 4 Review Where is the acknowledgement record stored in Griffin? Chapter 4 Hands-On Exercises These exercises will be completed based on the exercises in Chapter 3. You will need to access the Griffin Training database ( to complete these exercises. Exercise 1: Search for and retreive one gift record that is in your resust set that was used in the Chapter 3 hands-on exercises. Exercise 2: Navigate to the acknowledgement records. Select the acknowledgement record you created in Chapter 3. Alumni Relations and Development 23 The University of Chicago Revised:

30 Appendix A Gift Acknowledgement Maintenance Appendix A: Donor Relations.Exportable Acknowledgement Report Prompts Display Label Field Description Required (Y/N) Default Value Comment Enter Begin Date Select the begin date for the report Y BLANK The report will display Giving Transactions with an Original Date Added or Date Modified equal to or greater than the date entered in this prompt (that also meets all other prompt criteria). Enter End Date Select the end date for the report Y BLANK The report will display Giving Transactions with an Original Date Added or Date Modified equal to or less than the date entered in this prompt (that also meets all other prompt criteria). Display Transactions $ Greater Than Select minimum legal dollar amount of gifts inclusive of amount entered. Y BLANK The report will display Giving Transactions with a Split Transaction/Master Receipt Total Amount equal to or greater than the value entered in this prompt (that also meets all other prompt criteria). Display Transactions $ Less Than Select maximum dollar amount of gifts inclusive of amount entered Y BLANK The report will display Giving Transactions with a Split Transaction/Master Receipt Total Amount less than the value entered in this prompt (that also meets all other prompt criteria). Select Salutation Signer Select the signer salutation that should be used for this report Y BLANK The report will display the salutation from the selected Signer for donors that have a Salutation record from that Signer. All other donors who do not have a Salutation record from the selected Signer will have their Default Joint or Individual Salutation Displayed. 24 Alumni Relations and Development Revised: The University of Chicago

31 Gift Acknowledgement Maintenance Appendix A Display Label Field Description Required (Y/N) Default Value Comment Select Division for Last Gift and Donor Totals Select division to be used for these fields Y BLANK The report will display Divisional Lifetime Cash + Match Paid Donor Totals for all donors who have given to the selected Division. All other donors who have not given to the selected Division will appear in the report, but the Divisional Donor Totals fields will be blank or display $0.00. Select Entity Record Type Select they entity type(s) that should be included in this report Y BLANK The report will display all Giving Transactions from the selected Entity Record Types (that also meets all other prompt criteria). Select Entity Record Type Group Select the entity record type group(s) that should be included in this report Y BLANK The report will display all Giving Transactions from the selected Entity Record Type Group (that also meets all other prompt criteria). Select Transaction Types Select the type(s) of transactions to be included in this report Y BLANK The report will display all Giving Transactions of the Types selected (that also meet all other prompt criteria). Select Unit for Giving Transactions Select the unit that should be included in this report BLANK The report will display all Giving Transactions from the selected Unit (that also meet all other prompt criteria). Select Unit for Special Handling Select the unit that should have their special handling codes applied BLANK The report will properly exclude the Preferred Address Information of all Entities that have a Global or Unit-specific Special Handling Code of No Contact or No Contact via Mail so that the Entity s privacy wishes are followed. Alumni Relations and Development 25 The University of Chicago Revised: