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Dart update bag_final


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  • DART = Donor and Alumni Relationship ToolReplaces DAC = Donor, Alumni & Constituent system2007 RFP – selected Blackbaud2008 Fit-Gap to assess Blackbaud Enterprise CRM* (BBEC)2009 Funding approved; contract signed2010 Working on implementation
  • Leadership across the university are aligned to support the transition to DART:Governance (includes Executive Officers and Sponsors) The Executive Officers are: Jerry May – VP for Development; Ora Pescovitz – EVP for Medical Affairs; Timothy Slottow – EVP & Chief Financial Officer; Phil Hanlon – Provost & EVP for Academic AffairsDART Project Executive Sponsors are: Rowan Miranda – AVP for Finance; Laura Patterson – AVP & CIO; Jefferson Porter – AVP for DevelopmentThe Consultative Council is a group of development and financial leaders from across the university. They meet with DART project leadership monthly and provide input and feedback on changes to data processes and policies that will affect the entire community. The transition is managed by the Office of University Development and Information and Technology Services. The Project Directors are: Deborah Mero – Director, Financial and Development – ITS;Chrissi Rawak – AVP of Talent Management and Development Operations – Office of University DevelopmentThe project manager is: Larry Chaffee – Assistant Director - ITS There are over 25 staff representing schools, colleges, and units working on the project in addition to the many OUD and ITS staff on design teams (current design team list available on our website:
  • System Design and Development is where many members of the development community will play the greatest role, participating in or consulting with design teams.Throughout the process, training and change management issues will be gathered and rolled into what will be a robust training program for DART, for both the software itself and new business processes or policy changes.
  • First round testing on Revenue functionality is complete. The project team and Blackbaud are evaluating what fixes and improvements are needed. We’ll have another chance to test this functionality at a later date, and have built a 6 month comprehensive testing period into the project schedule before launch.Other design teams have started reviewing requirements and outlining specifications for Blackbaud.The project team is also moving forward with Change Management Planning – that is, the support approach to be provided for units across campus as they transition to DART. This summer, the project team will meet with unit leadership (e.g. Program Managers) to define the structure for a unit liaison program, where each unit will be represented. More information on the program will come as the project team works with unit leadership this summer.An RFP was issued for a third-party consultant to conduct a campus-wide needs analysis for online community. The consultant will interview staff from units across campus, as well as students, donors, alumni and others to make recommendations on a strategic plan for our online services. Once a strategic plan is in place, the project team will outline technical requirements based on results.
  • When there are topics that are pertinent to Development & Financial Unit Liaisons combined meetings will be held.ITS will coordinate the Development UL Program, as it does for Finance, HR, eResearch, and Student Administration. Similarly, ITS will work in close partnership with the Office of University Development to administer the UL Program.
  • Here's a quick overview of what Revenue design teams reviewed:Pledge accrualProcessing of gifts and pledgesMatching GiftsRecurring GiftsBenefits/PremiumsCoding gifts for the General LedgerShort Codes/Designations: Maps to the GL string. Gifts flow naturally to chart fields.Donor intentDonor challenges
  • Gift made to the universityDevelopment solicits giftGift entryFund intake FINOPsGift spent Mpathways/General Ledger Tracks Fund Availability and UtilizationDonor StewardshipSome gift utilization can be captured (e.g. scholarship recipients, named professors, etc.)
  • Currently very difficult to obtain: financial, historical & gift purpose information.Current Risks:-- Manual process increases chance of error-- Current process of utilizing spreadsheets violates “appropriate use of spreadsheets” white paper prepared by auditor & potential future auditsNote: Managing gift restrictions is currently a very manual process. It can currently be found in Excel spreadsheets or paper files. Concerns: Due to difficulty of accessing the purpose – full utilization of gift funds is a concern.Eventually we should talk about --- E.g., Engineering system tracks & links scholarship fund with potential matches. Investigating setting this information for DART system. Desire to implement a tools like this broader than just CoE. -- Scholarship matching – Elaine Nowak Student Financials – feed from PeopleSoft – to engineering tool
  • DART Project Website hosts all of the major communications/updates about the DART Project. We issue a DART Newsletter every 4-6 weeks. We email it to all development contacts, and a select group of financial contacts (ULs, BAG, Internal Control Advisory Group, AVP for Finance Leadership Team). In addition to the Newsletter, we are also providing communication resources to our project team members. We offer 30 second updates on particular topics, e.g. Change Management or UL Program, which are supported by Frequently Asked Questions for more detail. The newsletter, updates, and other resources (e.g. Recorded Demonstration, or Revenue Design Highlights) are all available on the website (next slide).
  • Questions about what you have seen so far?
  • Transcript

    • 1. BAGDART Project Update
      Update July 2010
    • 2. Project Organization Overview
    • 3. Timeline
      Design, data conversion and programming will occur through end of 2010
      6-months extensive testing, final data verification, system tweaks, training, and unit readiness preparations
      Go Live scheduled for Summer 2011
    • 4. DART – Current Activities
      Software 1st Round Testing – Revenue
      DesignTeams Underway– Prospect Management, Planned Giving, Stewardship, Events
      Change Management Planning –Collaborating with unit leadership on a Unit Liaison program for Development
      Online Community – Consultant conducting campus-wide needs analysisResults to inform strategic planProject team will outline technical requirements based on results
    • 5. Development Unit Liaison Program
      Support model to help campus through the DART transition
      Each S/C/U will have representation to help prepare their unit for DART launch
      Over the summer, the project team, Program Managers and other unit leaders will determine the appropriate structure and representation for the UL program
      FAQ has more details:
    • 6. Revenue Design Highlights
      Revenue Design teams reviewed:
      Pledge accrual
      Processing of gifts and pledges
      Matching Gifts
      Recurring Gifts
      Coding gifts for the General Ledger
      Short Codes/Designations/Allocations
      Donor intent
      Donor challenges
    • 7. Life Cycle of the Gift
      Development Enters Gift
      Mpathways/General Ledger Tracks Fund Availability and Utilization
    • 8. Highlighted Revenue Capabilities
      Better tracking of Donor Intent
      Current State:
      Unspent gifts due to difficulty in tracking specific purposes
      Difficulty identifying donor intent (spreadsheets or imaging)
      Supporting documents found in imaging
      Future state in DART: Assign attributes to each gift fund
      Standards & free form attributes will be available.
      Will be able to query attributes, e.g., merit based or need based scholarships.
      Big Win – DART users get at the core intent of the gift quickly
      Financial users will have access to revenue information
    • 9. Revenue Design Team Members
      Jarrod Van Kirk – FinOps (Co-Lead)
      Cathy Spickard – OUD (Co-Lead)
      Patrick Franklin – OUD
      Sharon Geva – ITS
      Barb Gomez – OUD
      Larry Jonas – Michigan Radio
      Linda Kline – OUD
      Darwin Matthews – OUD
      Kim McDade – Cancer Center
      Julie Niedbala – OUD
      Chris Ososki – ITS
      Carson Rizor – Michigan Radio
      Bobbie Simson – Engineering
      Sheryl Szady - OUD
      Thomas Madden – ITS (Co-Lead)
      Jean Rauchholz - FinOps (Co-Lead)
      Jennifer Barnett – Treasurer’s Office
      Shelly Crundwell - Engineering
      Lisa Harris - ITS
      Christina Luo – Law
      Lori Maddix de Hernandez - SNRE
      Darwin Matthews - OUD
      Ken Witherspoon - ITS
    • 10. Questions?
    • 11. Recent Activities
      June Project UpdatePowerPoint contains project status information as of June 2010
      DART Newsletter: (June issue)Emailed to the community and posted on the website
      Change Management Plan - Overview30 second overview, slidecast, and FAQ
      Unit Liaison Program - Overview30 second overview and FAQ
      Revenue Design HighlightsAn overview of what the revenue design team covered and a glimpse at some screenshot comparisons between EIS and DART.
      Recorded Demonstration15 minute recording divided into three short segments
      DART FAQNew resource where we’ll post responses to common questions
    • 12. Keeping Informed / Providing Input
      Input opportunities
      E-mail a question to
      DART Project Web Site