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Bbcon etapestry preconference session impact your datbase

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  • Section header
  • Defined Fields cannot be deleted. Once a defined field or a defined field value has been created, it cannot be deleted. You can disable them later, which will keep them from showing up on screen on any accounts that do not already have data in the disabled field or do not already have the disabled value selected, but you cannot delete them. Some of the defined field's setup cannot be edited after the field has been saved. Once a defined field has been saved, you can continue to edit things like the field name and value names, as well as adding more values to the field. However, after the field has been saved, there are some setup options that you can no longer edit. You cannot edit the Data Type, and you cannot change the Display Type from a free-form field to a field that has set values. If data has been entered into the field, you also cannot easily move the field from one location in the database to another. Defined Fields should not be set up to appear in more than one area of the database. When creating a defined field, you should not apply it to multiple screens in the database. There are very few exceptions to this rule. In most cases, the data really belongs only in one area of the database. Additionally, when a field is set up to appear in multiple areas, updating the field in one location does NOT update it in any other location.It's more difficult to query on a field that has been set up as a free-form text field. When creating user defined fields, you have the option of choosing whether the field will have a defined list of values that users can choose from or if it will be a free-form text box or note box. Due to variations in data entry, free-form fields that are set up to allow the user to enter any type of text are more difficult to query on than fields that have set values. To a lesser degree, the same is true for free-form fields that only allow the user to enter date, number, or currency data.
  • Transcript

    • 1.
    • 2. WELCOME! Breakfast & networking topic:“How can or how has etapestry positively impacting your fundraising?
    • 3. This morning’s agenda – making an impact
      8 – 9:30 Realities & Best Practices: Database Setup & Configuration
      9:30 – 9:45 Break (blackberry check!)
      9:45- 10:30 Realties & Best Practices: Funds, Campaigns, Approaches
      11:00 – 11:40 Realities & Best Practices: Output/Queries & Reports
      11:40 – NOON Q & A
    • 4. Realities & Best Practices: Database Setup & Configuration
      Audit and Common Issues of Database Setup & Configuration
      • General Setup
      • 5. User Preferences
      • 6. Dashboards
      • 7. Account Entry
      • 8. Adding Accounts: Names & Sort Names
      • 9. Salutations & Personas
      • 10. Households
      • 11. User Defined Fields
      • 12. Understanding Usage and Placement
      • 13. Required Fields
    • Preferences and dashboard
    • 14. Account entry
      • Adding Accounts
      • 15. Names & Sort Names
      • 16. Salutations & Personas
      • 17. Households & Relationships
    • Exercise 1: add the following account(s)
      • Add an Individual at a Non Business Address i.e.
      Pam Dechert at her home
      • Add an Individual at a Business Address i.e.
      Pam Dechert at Blackbaud
      • Add a Business with No Contact i.e. Blackbaud
      Blackbaud
      • Add a Business with a Contact i.e. Blackbaud, Contact Melissa Allen, Manager of Professional Services
    • Best practices & discussion
    • 18. Best practices & discussion
    • 19. Best practices & discussion
    • 20. Best practices & discussion
    • 21. Mail merge – greeting setup
    • 22. Mail merge – greetings setup
    • 23. Exercise 2: add a couple
      1. Add Pam and Derek Dechert
      Pam and Derek make gifts every year, attend the gala, but not involved otherwise
      2. Add Pam and Derek Dechert
      Pam and Derek make gifts every year, Pam is on the development committee, Derek golf's the golf outing, both are volunteer tutors
      3. Add Pam and Derek Dechert
      Pam and Derek make gifts every year, Pam is on the development committee and is a volunteer tutor
      4. Add Pam and Derek Dechert
      Pam and Derek make gifts every year. Derek owns a small business and also donates items to your auction through the business
    • 24. Couples, households, relationships
    • 25. Realities & Best Practices: user defined fields
      • In too many places
      • 26. In the wrong places
      • 27. Too many people can make them
      • 28. Account Type, Account Type, Account Type
      • 29. Not using General Defined Field sets
    • User defined fields - exercises
      Create User Defined Fields
      • What categories will I put it in?
      • 30. What to name them?
      • 31. What kind of data types?
      • 32. What kind of field choices?
      • 33. Where will you apply them? (field application)
      Dates, locations, and volunteer assignments for a mission trip
      When a grant application is due? How much did we ask for? What is it for?
      What sponsorship level for the gala did the XYZ Corporation buy? How many tickets did they get?
      What year did a students graduate from your high school? What activities were they involved at in your school? What college did they attend?
    • 34. Realities & Best Practices – UDF 101
    • 35. System defined fields and user defined fields (UDF’s)
    • 36. Realities & Best Practices – field application
    • 37. Realities & Best Practices – group exercises
      • Pick a UDF category or field you’ve created from your UDF report. How should it change?
    • Realities & Best Practices: funds, campaigns and approaches
      • Fund, Campaign Approach problem or Query/Report problem
      • 38. Not requiring Campaigns & Approaches
      • 39. Misusing Funds, Campaigns, Approaches
      • 40. Cleaning up OLD Funds, Campaigns, Approaches
      • 41. Mass Update & Data Service Options
    • Funds, campaigns, approaches
      Funds are used to flag donations and gifts in kind for different purposes within your organization. By defining funds and allocating gifts to a fund upon entry, you can ensure that a constituent's contribution is used for the purpose for which it was given. Defining funds allows you to report on fund activity. For example, the Fund Activity Summary report details.
      Campaigns are large-scale efforts organized to acquire gifts from your constituents. One campaign may include multiple approaches. For example, to raise money for your Annual Fund, you might organize an auction and a golf outing in addition to numerous different mailings. Depending on the size of your organization, you may plan and execute many campaigns each year. You can define campaigns continuously as you use eTapestry.
      Approaches include any method your organization employs to solicit gifts from accounts. Examples of approaches include:
      • Events such as auctions, dinners, or golf outings
      • 42. Mailings via letter or email
      • 43. Telethons
      • 44. Personal solicitations
      It is recommended to add the Cash, Revenue and Receivable Account Numbers to each Fund and use a standard or custom export for accounting integration to eliminate duplicate gift entry. The Finance Department should provide a listing of all General Ledger Codes that are related to development monies and should be made Funds in eTapestry.
    • 45. Exercise: fund, campaign, approach discussion
      • Do my funds match the Funds in my accounting system?
      • 46. Are my Campaigns and Approaches required?
      • 47. Are they old? Are they consistent? Are they relevant?
      • 48. Do I disable campaigns and approaches that are no longer relevant?
      • 49. Do I have gifts missing campaign and approaches?
      • 50. Do I have too many? Too few?
      • 51. Do I use the Campaign and Activity Analysis reports?
      • 52. Do I use the Fund, Campaign and Activity Summary reports?
      • 53. Do I know how to query on Funds, Campaigns and approaches?
    • Realities & Best Practices: Output/Queries & Reports and more
      • Everything we just worked on had issues
      • 54. Not understanding difference between query & report
      • 55. Too much on a query, not enough on a report
      • 56. Not using what’s in there
      • 57. Too much old stuff, hard to find stuff, not consistent stuff
      • 58. Training and strategy
    • Realities & Best Practices: Output/Queries & Reports and more
    • 59. Realities & Best Practices: Output/Queries & Reports and more
    • 60. Putting it all together
      What can I do in these areas to IMPACT my database and
      ultimately my fundraising?
      What can I do on my own? What do I need to talk to etapestry about?
      Cleanup
      Implementation
      Data Services
      Training
      Setup/Consulting
      Immediately?
      In the next 6 months?
      In the next 6-18 months?
      What do I need Pam/Melissa’s advice about?