Moves Management

This conference will now be recorded. Hello, everyone, welcome to this presentation of Moves Management in DonorPerfect.

Let’s first go over the topics that we’ll be discussing. First, we’ll give Read More

This conference will now be recorded. Hello, everyone, welcome to this presentation of Moves Management in DonorPerfect.

Let’s first go over the topics that we’ll be discussing. First, we’ll give you a definition of moose management. We’ll next look at the workflow that will happen. We’ll then get into the meat of Moves Management. By setting up the plan shall when you help, we go to move the donors along and ending the journey with your donors. And then we’ll look at the reports that are available. So let’s start out with a definition of Moves Management. In the DonorPerfect knowledge base, the definition is that moves management is a module that gives you the ability to design schedule and carry out a set of contact moves for a group of donors. We’ll talk about what those moves entail. In a short while. In addition, each plan includes the specific set of actions, which I would also say are the moves, such as phone calls, emails, and meetings that you use to solicit your donors. Ultimately, we’ll be able to produce a report to see how successful our plan was where you can measure that success in terms of the goals that have been achieved. And you can see which of the moves or actions were used to complete those results. And we can also analyze it by assignee or responsible person who’s carrying out the tasks. And lastly, we can analyze the constituents that helped us meet our goals. So if this is the end result that you’d like to see, let’s see how we can do this. So in terms of Moves Management, what you first want to have would be strategy meetings that would be offline or outside of DonorPerfect. In that step, you’re going to meet with anyone on the development committee, the board or any other interested parties who can help you set the financial goals, lay out the actions, identify the constituents, and also maybe a timeframe for this. Once you’ve held those strategy meetings, then in DonorPerfect, you might need to create additional codes for the by whom, for the activities as well as any mailing this conference will now be recorded. You’ll then in DonorPerfect under Tasks, Moose management, create your plan. That’s where you will define all of the components in your plan. As you define the timeline, the goals and the constituents, you’ll then execute those actions. That will be again whether it’s solicitors, gift officers, your board, whatever the team consists of, in order to execute those actions that were part of your plan. And assuming that you’ll be successful and receiving gifts and pledges, you’ll want to link the actions that are attributed to those gifts and pledges so that you’ll be able to report it So in terms of creating the plan, you want to give it a name to identify what was the particular mission that you’re going to accomplish. Identify the financial goal in terms of gifts and or pledges that you expect to receive. And then you’re going to outline the sequence of actions, you want to pay close attention to that sequence or chronology. And the final step in designing your plan will be to select the constituents that you’re going to use in this plan, who will be taken through the various actions.

So let’s see and DonorPerfect, where we are up to this point. What you’ll want to do before designing your plan is to go to settings, code maintenance, and make sure that you have the proper codes in these fields. So the first field would be the assigned to. And that can be the staff already who have access in DonorPerfect. If it’s board members, or consultants, or anyone who does not already have access to DonorPerfect, then you’ll want to make sure that you have a code and description for them in code maintenance. The next field you may want to look at might be activity. And this is where you’ll want to make sure that you have the activities that you plan to engage in. So I’m going to add an activity called the kick off. mm for Moves Management mailing. And maybe to make this read a little better. I’m going to use those underscores.

I’m going to save that another activity I need is telephone call. And I see that that already exists. Another activity might be meeting I have initial final follow up, I’m just going to go with a generic meeting. So I’m going to add the code of meeting

that could be face to face or it could be a zoom call meeting then we might have an on site visit at your location. So I do have visit here. And last but not least, we recommend having something called a Moves Management opt out activity. More on that later.

But that’s going to represent the donors who have said they no longer want to be taken on the journey. So those are all of the codes that I need at this point. Before adding the plan. We’re now going to go into tasks Moves Management. This would be the list of all previous plans that might exist. If not, then you’ll just want to go right to the add a new plan. You can edit a plan was created. But we’re going to add a new plan. My plan title is going to be my major donor, Steward ship plan. And here I could enter a description for donors whose largest gift is between 5000 to 24 999. So that gives me an idea of who’s going to be targeted. The start date would be when you’re going to kick this off. And let’s say my mailing is going out tomorrow. And the end date could be an optimistic I want to have this done by the end of the year, it can always be adjusted. Or it might be a multi year timeframe. This is where I enter the goals, I can enter any portion that I might want to get in terms of pledges. And if I want the balance to be in gifts, then when I tap through that, that will add the two goals. The next step is to create the actions. If you’re not ready to do that, simply click save and come back in and edit the plan at any time. Now we are going to add the actions. And it’s important to identify the sequence. My first action or move is going to be the kickoff mailing. And the activity

is going to be that the mailing code if I had something already in code maintenance and in this case, I do have an intro mailing for the moves management plan. So that that will work very nicely for me. I’m going to add another action

no mailing code is needed. My third step is going to be while the first might just be a telephone call, the second might be a more intimate call or in person meeting, if that’s possible. And let’s just go with that code that I created of meeting. And depending on whether this is relevant to your organization, this could be a visit it could be a small parlor meeting, a special event such as a cocktail party, whatever is possible, I’m just going to right now have an on site visit. And last but not least, I want to have as the final action.

an opt out this will signify that a donor has requested to be out of the plan

at this point, I can save and then come back and select my constituents later. Or I can continue and save and select constituents I would probably want to start with the first action. And then I’m going to build a filter or choose from a saved filter I’m going to add a new filter in terms of who gets the mailing. And you might want to review your filters in the listings to get a feel for the numbers. And that would be helpful so that you can save that filter from the listings area. But in any case, I’ve done some research and here I’m going to use my filter as the maximum gift amount is between 5024 999 We need to save the filter

if you’d like to add a folder called Moves Management

and click done. So this would be the filter that represents everyone who will receive the kickoff mailing.

Here everyone is selected. If there are any organizations or donors or entities who should not be taken through this, meaning the filter either does not apply or there are extenuating circumstances, you can deselect any of the names on the list.

All right, so if I deselect them then here I am going to fill in the data that will be on the contact screen. So each of these constituents will have a contact record globally created for them. So I’m going to be optimistic and say that it’s due on September 1. I’ll assign this to me. And pretty sure this is going to go out. It’s a small mailing. And I’m going to fill in the completed date. When I click create action that will create a contact record for all of the constituents. And we see a confirmation that 28 contacts were created. To show you what has happened. If I look up a constituent

who was part of that filter, I can go to the contact screen. See that the kickoff Moves Management mailing is listed here with a completed date. And I see the plan name has been filled out as the major donor stewardship plan. The plan action is a kickoff mailing. There you have it. So now let’s go back to our presentation and see what happens in order to move the atoms and the other donors selected with that filter. What happens to move them through our plan?

So first, what we’ll want to do is create that initial action globally. You then can create subsequent action. So what do we do with steps two through five for instance? Well, you can globally do that by editing the plan, setting the filter

and choosing the appropriate action. You also have the option for any of those subsequent actions to do them individually. The way you’ll do that is by going to eat each donor, editing the contact record, click Save, which will then prompt you for the next action. And you’ll select that next action that will follow the one that has just been completed. Let’s see how that would be done. For that, I’m going to use a filter because I want to assign my next activity of phone call to two or more individuals. So I’m going to go to tasks and moves management again. I’m going to edit the plan

now I’m going to go to save and select constituents. For my second step, I’m going to do the telephone call. But I want to share that with my fellow gift officer.

And for that, I’m going to need two filters. And what I’ve done is just divided the group more or less in half, and said that one tear is going to be the 5000 to 9009 99 Maximum Gift Amount.

Putting that in my Moves Management folder

and click Done. And I’m going to see who the constituents are for that activity. And this would be my list.

I’m going to say that these phone calls need to be completed by September 18. I’m not going to fill in a completed date. I do want to assign this to myself. But the completed date will be filled in as those phone calls are completed. And then this additional comment, I might just want to clarify that this is donors whose largest gift is between 5000 to 999. That comment will be in the contact record. I’m going to click Create Action. And that tells me that that group has 15 contacts come back to tasks moves management in terms of the remaining group, I’m going to save and select constituents finding that telephone call action. I’m going to use this filter conveniently. Actually, I’m going to build a new filter instead of editing a save filter let’s look for that maximum Gift Amount and this group is going to be the between 10,024 999.

Putting that also in my first of two moves management folders and clicked on preview those constituents And here we have another list. These, however, will be completed by my fellow gift officer.

And also, we’ll leave the completed date empty

this just gives us an idea of what that filter represented. If there were a donor who fell into both groups, if your filters were not mutually exclusive note that the donor would not get a second contact activity, it will not create duplicate actions, I’m going to create the action for this group of 17. Now. So what happens when we want to reflect that that phone call has been made. I’m going to go back to James Adams. I’m going to go to the contact screen. And I’m going to fast forward and pretend that I’m already in the month of September. And I’m going to say that the phone call has happened needs to be September sorry, that will be let’s say September the 15th. And I might want to update the notes is very responsive to our appeal, and once to discuss further. All right, that’s a thumbs up. So I’m going to save this update as I’ve completed it. And now it prompts me for the next step. Usually you would go in sequence to that third step, but you could skip if the donor wanted to skip that meeting and go, let’s say directly to the visit, but I’ll go to that meeting. The due date I want to set that for is after that phone call took place and let’s set that for October the second assigned to our lien, and it’s not going to be completed yet. So I’m going to click in this case create new action

and we see on James Adams contact screen the next activity of meeting with a completed date that’s not filled in yet. Let’s look at Mr. Edward Hobart.

will complete this telephone call for him as well. Fast forwarding to September and say that that took place on September nine

extremely excited about the new plans for our organization. Great. We filled him in on things that we want to do. And we can’t complete those goals without financial support. So I’m going to save that and what am I going to do with him? I’m also going to schedule a follow up meeting that he is really excited he He’s just ready to give a gift. But he wants to have one more meeting. And let’s say that’s going to be on September 28 assigned to Arlene and maybe in here I’m going to put a little note make the ask, since he is ready. With that I’m going to create a new action for Mr. Hobart. Let’s say that we have another individual

Mr. Robert Smith

and on the contact screen, here’s the phone call. In this case, we’re going to complete this sometime in September and

okay, this call unfortunately did not go well, he has been having some financial issues, and he has told us that he is not able to contribute, he is very excited, he may still be a donor and sent him gifts when he is able, but he cannot be part of this plan. I’m documenting that in the contact notes here. And I’m going to click Save. In this instance, we want to indicate that the donor himself is opting out. To which I would use the same date that that call to place

and fill in the completed date with that same date. And I’m going to create that new action which is the end of his journey. All right. Now fast forward a few more weeks. And let’s go back to James Adams. That visit was extremely successful. Or that meeting was extremely successful. And let’s say that that did take place. Again, I’m fast forwarding or condensing a timeline here. Let’s say that meeting did take place. And we actually got a check from this in person meeting.

So I’m going to save that. At this point, if I feel that I do not need to further solicit this donor, then I might say that this is the end of his journey. In that case, there’s nothing left to continue, I don’t need to have the visit. So I’m just going to proceed without creating a no action. What will happen either that day or the following day, is that a gift may come in or that check is actually going to be handed over to our development team. And that date might have to be forwarded sometime in October. Let’s say they get it on Monday the fifth. A very nice donation of $5,000. That may be for a specific building fund. I might Let’s say that that’s a personal solicitation. And I probably would want a major donor thank you letter to be used. I’m going to click Save. At this point, though, I would want to know that this gift we see some smart actions taking place there, we would want to know that this gift was connected to that specific action. So what we do is we go to the contact record responsible for that now that’s more action, hopefully went to the gift officer alerting him or her that that check was actually entered in the system that would then signal that the gift officer or someone else needs to connect the gift to the contact record. So here is the statement that we received the check, I want to link this contact record to that specific gift.

And now we see the hyperlink that says that this contact record is linked to this gift ID for our other donor Mr. Edward Hobart.

That meeting was also successful.

But he’s not ready to write that check today, he would like to make a pledge instead.

So let’s say on the 28th, we had that meeting. And we want to complete that. And at that point, I’m also deciding to proceed without creating a new action that would be as far as we’re going to go with Mr. Hobart.

We either send him the link to an online form, or we have a card that we send out to him.

And on the pledge screen, we’re going to add a pledge

and let’s say that that commitment comes in, if I have my date straight, October 1, his first payment he is able to do on or about December 1, the total will be $10,000. He is able to make $2,500 payments every six months. That’s wonderful. The general ledger for that pledge, the solicitation and the thank you is going to be a pledge. Thank you. Fantastic. So I have one donor who opted out I have two donors who responded different ways. If I want to connect that pledge to the contact record, I edit that I click on link contact to gift pledge. Here I noticed there is a pledge of 10,000 that I select and I apply the contact record to this gift or pledge I’ll go back to the contact screen. And notice that this contact record is in fact linked to that plot. Ah ID

so let’s go back to our slides.

So we saw how the first action was done globally. The second action was done globally, but with a slightly modified filter. And then after that we chose to use individual actions to change based on the completed dates and donors own schedules.

So when you want to connect a gift or a pledge to the specific contact that was responsible for that, you’re going to edit the contact record. Click on the link contact to gift pledge. Find the specific gift or pledge that was responsible for that or attributed to the plan. Then you’ll click Apply to give pledge. And be it hopefully good or maybe not good news, we will then end the journey. If it’s your decision to no longer work with the donor, hopefully, because you’ve already received a gift or a promise to pay in the future, then you can proceed without creating a new action. If you’re deciding also to end the road, and the journey for someone, not because of the donors own wishes, you could also receive without creating a new action as long as it was documented. If the donor makes the decision, then you’ll want to edit the contact record, but choose as the next activity, that final activity which is a mmm or Moves Management opt out. So what can we do in terms of reporting on the success of the plan? Well, at any point, we can run two reports based on the contact screen. That might be the open actions so that I and my fellow gift officers know what phone calls or meetings will be held. And in terms of reporting on how successful we were in making these phone calls and having these visits, you might want to run the closed action report. In the financial folder, we have three reports. One is your comp campaign analysis that shows you as we started out this webinar with where you are visa vie the goal, the progress of these solicitors or assignees, the progress of the different actions and the progress of the constituents. Then you can narrow down and if you want to see all of the actions per constituent we have a campaign details by individual and should you have two or more moves management plans. You can run a campaign comparison report that would allow you for instance, if you had an initial phase, a second phase and a third phase of a plan, you could compare those different phases. Or if you wanted to have completely independent plans for each gift officer, you could compare one versus the other. So let’s take a look and DonorPerfect at our report offerings. From reports Report Center. In the other reports folder, you’ll find two reports on Moves Management, you can run them at any time. So if we want to see the closed actions, meaning what has taken place, find the appropriate plan.

And my most recent plan is at the bottom. If I want to see what our lien has done

this would be the mailings. These are the phone calls that have been completed. Notice I’ve fast forwarded. And we’ve even gone so far as to having zoom or Zoom calls or meetings. And there is one individual who opted out in terms of what is left for our lean to do, back in the Report Center, under other reports, Moves Management open actions.

And let’s see what Janet needs to do. So I’m going to look at her open actions.

And she needs to make these phone calls. So I’ll want to print this list and provide that to Janet. In terms of how’re we doing visa vie our goal, we go to Reports and Report Center. In the financial report folder, you can search for the word moves. If I want to go to my campaign analysis, I find the plan I’m not going to put any filter on it.

It starts out with my goal to say here’s my goal. This is what I’ve brought in or received as pledges the breakdown per action of which action brought in how much in terms of gifts and pledges? assignees Well, I better get that report to Janet so that she can start to make some of those calls and play in those meetings. And here’s our analysis per constituent that was selected to show where or from whom the gift came, and in this case, the pledge.

Back to my other reports if I want more detailed analysis. I’m fast forwarding here because I have some items that happened in October. And I’m going to in this case, just look for the major donor stewardship plan. I’m just going to check one and send that to the screen. So here we have our analysis per donor in terms of each of the steps or contact records that are in those donors records. So we would see for instance that we might need to go a little further and have the next step.

And if your plans were either in subsequent phases, or perhaps divided On a gift officer basis then you could use the campaign comparison. So I’m definitely going to look at the major donor stewardship. And we’ll see how that fares from our Lane’s major donor campaign. So here we have the pledge goals. One pledge in each, how much came in as pledges, the gift goal, how much came in and gifts and the total overall. So it’s looking from a financial standpoint, how did those two or more moves mentioned plans stack up. So right now, then we will wrap up. And we saw how moves management requires you to plan all the aspects with your stakeholders, whether it’s your Board consultant, as well as development committee, determine who was going to be selected from your database of donors, what those actions are going to be, what your financial goals are going to be, and who is going to help in carrying out these actions. You’ll want to outline those actions in the desired sequence. Then you’ll want to get started and move those donors along as you complete those actions. So make sure that you’re on top of the open actions and completing those that have taken place. And we saw how you can run reports at any point during the plan, or when the plan has finally come to an end. You’ll want to report on your success. So I’d like to thank you so much for viewing this webinar. And I hope this has helped you use the moves management tool in DonorPerfect take care