0
Sharing Data Between Development               and Other Areas                Cheri Weissman                   June 5, 201...
Protecting and Preserving the     www.cjwconsulting.com            Institutional Memories of            Nonprofits Since 1...
Affordable collaborative data             management in the cloud.A Service   Of:                     Sponsored by:
Today’s Speaker & Host                                             Cheri Weissman                                         ...
Sharing DataBetween Development and Other         Departments
Development/Finance
Nonprofit Accounting• Because there is no profit motive for nonprofits, accountability is  measured instead of profitabili...
In the beginning…• Accounting Software told the whole story:  – Where gifts were going  – Who gave  – Why they gave  – Whe...
Several dozen decades later…• Fundraising software was invented to track:  – Where gifts were going  – Who gave  – Why the...
So let’s reviewAccounting tracks:              Development tracks:   – Where gifts are going         – Where gifts are goi...
Perhaps it’s time to think about this another way           Who really needs to be tracking what?                        A...
Development Software Tracks– Where gifts are going   • Fund code– Who gave   • Donor name, constituent or similar code– Wh...
Accounting Software tracks– Where gifts are going   • GL account– When the money was given   • Gift/deposit date– When the...
Interface v. Reconcile• Interface  – Export data from one system to import into    another system• Reconcile  – Prepare do...
Can your software interface?If your accounting software tracks:   Can your fundraising software tell it:    – Where gifts ...
The Bare Bones• FUND translates to GL account  – A fund in fundraising software designates the pot    into which the gift ...
The Bare Bones• Gift Date  – Allows for daily reconciliation and easy    comparison between accounting and    development ...
The Bare Bones• Type of Gift  – Accounting systems frequently track cash gifts    separately from in-kind, pledges, stock ...
Ways to Interface• Direct link between fundraising software/GL  – Blackbaud  – Sage  – IRM Systems (association management...
Reconciliation• When electronic interface is not available  – Reconcile gift entry against bank deposits daily  – Keep a d...
Challenges• Our GL has different accounts for individual,  board, foundation, corporate and government  gifts• Our fundrai...
Challenge the challenges• Our GL has different accounts for individual,  board, foundation, corporate and government  gift...
Challenge the challenges• Our fundraising software does not allow us to  specify different GL accounts for different types...
Other Data SharesStudents/Patients/Volunteers/Members              And more…
Linking Records• Types of data to link  – Specific Data Areas     • Students        – Date Entered, Date Graduated, Date L...
Linking Records• How do I do this?  – Ask your software vendors     • What can we export from external system?     • What ...
Learning Limits• Your fundraising software will dictate what  you can import and maintain within it.  – Differing products...
Other Import Examples• Convio/Kintera  – Online Contributions/Event Participation• EventBrite  – Event Registrations• Webs...
Questions?•   Cheri Weissman•   866/598-0430•   cheri@cjwconsulting.com•   @cjwconsult
Find listings for our current season          of webinars and register at:            NonprofitWebinars.comA Service   Of:...
Upcoming SlideShare
Loading in...5
×

Sharing Data Between Development and Other Areas

446

Published on

Sharing data between departments or areas at nonprofit organizations is frequently desirable, yet not always a simple straightforward process. Attend this session to learn about the benefits, pitfalls and best practices to consider when sharing data is needed.

1 Comment
0 Likes
Statistics
Notes
  • Did you find this presentation helpful and would like to see more of our sessions? Feel free to register for any of our upcoming NonprofitWebinars sessions here: http://nonprofitwebinars.com/webinars/

    Also, we invite you to watch the video for this session here:
    http://www.slideshare.net/NonprofitWebinars/sharing-data-between-development-and-other-areas-video
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Be the first to like this

No Downloads
Views
Total Views
446
On Slideshare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
7
Comments
1
Likes
0
Embeds 0
No embeds

No notes for slide

Transcript of "Sharing Data Between Development and Other Areas"

  1. 1. Sharing Data Between Development and Other Areas Cheri Weissman June 5, 2012A Service Of: Sponsored by:
  2. 2. Protecting and Preserving the www.cjwconsulting.com Institutional Memories of Nonprofits Since 1993 (866) 598-0430 info@cjwconsulting.comA Service Of: Sponsored by:
  3. 3. Affordable collaborative data management in the cloud.A Service Of: Sponsored by:
  4. 4. Today’s Speaker & Host Cheri Weissman President CJW Consulting & Services, Inc.Assisting with chat questions:Jamie Maloney, Nonprofit WebinarsA Service Of: Sponsored by:
  5. 5. Sharing DataBetween Development and Other Departments
  6. 6. Development/Finance
  7. 7. Nonprofit Accounting• Because there is no profit motive for nonprofits, accountability is measured instead of profitability.• The main purpose is stewardship of financial resources received and expended in compliance with legal or other requirements.• Financial reporting is directed at the public, fund contributors, or to private members, who are concerned with adequate fund balances or net financial assets to provide future programs and services, rather than investors, who seek a profit or return on investment.• Funds (a self-balancing set of accounts) may be established to provide reporting of expenditure for designated purposes depending on the needs of financial statement users.• Fund accounting serves any nonprofit organization or the public sector. These organizations have a need for special reporting to show how money is spent, rather than how much profit was earned.
  8. 8. In the beginning…• Accounting Software told the whole story: – Where gifts were going – Who gave – Why they gave – When the money was given – When the money could be spent – What was given – How gifts were made/paid – Expenses
  9. 9. Several dozen decades later…• Fundraising software was invented to track: – Where gifts were going – Who gave – Why they gave – When the money was given – When the money could be spent – What was given – How gifts were made/paid
  10. 10. So let’s reviewAccounting tracks: Development tracks: – Where gifts are going – Where gifts are going – Who gave – Who gave – Why they gave – Why they gave – When the money was given – When the money was given – When the money can be – When the money can be spent spent – What was given – What was given – How gifts were made/paid – How gifts were made/paid
  11. 11. Perhaps it’s time to think about this another way Who really needs to be tracking what? And how? How/when/why do you reconcile?
  12. 12. Development Software Tracks– Where gifts are going • Fund code– Who gave • Donor name, constituent or similar code– Why they gave • Appeal/response– When the money was given • Gift date– When the money can be spent • Campaign or similar code– What was given • Gift type (in-kind, cash, pledge, stock, etc.)– How gifts were made/paid • Payment method
  13. 13. Accounting Software tracks– Where gifts are going • GL account– When the money was given • Gift/deposit date– When the money can be spent • GL account– What was given • GL account
  14. 14. Interface v. Reconcile• Interface – Export data from one system to import into another system• Reconcile – Prepare documentation for gifts entered in one system to be compared against receivables entered in another system
  15. 15. Can your software interface?If your accounting software tracks: Can your fundraising software tell it: – Where gifts are going – Where gifts are going • GL account • Fund code – When the money was given – When the money was given • Gift date • Gift date – When the money can be – When the money can be spent spent • GL account • This is often a challenge – What was given – What was given • GL account • Gift type
  16. 16. The Bare Bones• FUND translates to GL account – A fund in fundraising software designates the pot into which the gift is going
  17. 17. The Bare Bones• Gift Date – Allows for daily reconciliation and easy comparison between accounting and development – Keep in mind that the date a gift is received is not necessarily the same as the date on which a gift is posted/deposited
  18. 18. The Bare Bones• Type of Gift – Accounting systems frequently track cash gifts separately from in-kind, pledges, stock – Accounting systems usually track non-contributed income separately from contributed income
  19. 19. Ways to Interface• Direct link between fundraising software/GL – Blackbaud – Sage – IRM Systems (association management) – Fast Fundraising (Araize Software) – Kintera• Export/Import – Export from fundraising software/import into GL
  20. 20. Reconciliation• When electronic interface is not available – Reconcile gift entry against bank deposits daily – Keep a daily log of deposits/gift entry – Prepare month-end report and compare against GL totals
  21. 21. Challenges• Our GL has different accounts for individual, board, foundation, corporate and government gifts• Our fundraising software does not allow us to link GL numbers to funds• Our fundraising software does not allow us to specify different GL accounts for different types of gifts• Our GL tracks credit card gifts in a different account than cash gifts
  22. 22. Challenge the challenges• Our GL has different accounts for individual, board, foundation, corporate and government gifts – Why does GL need this information?• Our fundraising software does not allow us to link GL numbers to funds – Is there a user field/attribute that can store this information? – Can GL codes be used for fund codes?
  23. 23. Challenge the challenges• Our fundraising software does not allow us to specify different GL accounts for different types of gifts – Is there a user field or attribute that can be used for a GL code?• Our GL tracks credit card gifts in a different account than cash gifts – Do you have a report that will summarize giving by payment method? – Is there a user field or attribute that can be used for a GL code?
  24. 24. Other Data SharesStudents/Patients/Volunteers/Members And more…
  25. 25. Linking Records• Types of data to link – Specific Data Areas • Students – Date Entered, Date Graduated, Date Left, GPA, Major – Parents, Siblings • Patients – Admit Date, Release Date • Volunteers – Start Date, Interests, Job Assignments, Skills • Members – Join Date, Membership Level, Benefits
  26. 26. Linking Records• How do I do this? – Ask your software vendors • What can we export from external system? • What can we import into fundraising system? • What do I need to know to do this right? – Learn how your data sets are structured • Flat file • Relational data • Required fields
  27. 27. Learning Limits• Your fundraising software will dictate what you can import and maintain within it. – Differing products have differing capabilities• Avoid polluting your fundraising data with additional data that isn’t really needed• You may be better off importing minimal information from outside databases that will allow you access to data in other applications
  28. 28. Other Import Examples• Convio/Kintera – Online Contributions/Event Participation• EventBrite – Event Registrations• Website activity – Gifts, Registrations, etc.
  29. 29. Questions?• Cheri Weissman• 866/598-0430• cheri@cjwconsulting.com• @cjwconsult
  30. 30. Find listings for our current season of webinars and register at: NonprofitWebinars.comA Service Of: Sponsored by:
  1. A particular slide catching your eye?

    Clipping is a handy way to collect important slides you want to go back to later.

×