Managing Event Data Across Chapters Mark Davis, Blackbaud - Business Development, Internet Solutions Sarah Hall, Canadian Cancer Society - Online Giving Specialist

Part I – Solutions Overview Organizational Challenges and History Multi-Chapter Management Friends Asking Friends® Templates Part 2 – Canadian Cancer Society Case Study by Sarah Hall

Part I – Solutions Overview

Organizational Challenges and History

Multi-Chapter Management

Friends Asking Friends® Templates

Part 2 – Canadian Cancer Society Case Study by Sarah Hall

Challenges Sharing Best Practices Consolidating Constituent Data Coordinating Events, Communications, & Marketing Securing Information Distributing Funds

Challenges

Sharing Best Practices

Consolidating Constituent Data

Coordinating Events, Communications, & Marketing

Securing Information

Distributing Funds

Centralized National Branding National Communication Plan National Fundraising Campaigns Sharing of Donor Information Revenue Sharing Programs Decentralized Suggested Branding Best Practices on Fundraising Individual Campaigns Little Donor Information Sharing Locally-Focused Revenue Generation

Centralized

National Branding

National Communication Plan

National Fundraising Campaigns

Sharing of Donor Information

Revenue Sharing Programs

Decentralized

Suggested Branding

Best Practices on Fundraising

Individual Campaigns

Little Donor Information Sharing

Locally-Focused Revenue Generation

Blackbaud Sphere 1st Organization in 2002 Over 85 Multi-chapter Organizations Event > Fundraising > Email > Advocacy > Websites > CRM

Blackbaud Sphere

1st Organization in 2002

Over 85 Multi-chapter Organizations

Event > Fundraising > Email > Advocacy > Websites > CRM

Sphere Multi-Chapter Management Record Access Database Collaboration Templates Roll-up Reporting Funds Distribution

Sphere Multi-Chapter Management

Record Access

Database Collaboration

Templates

Roll-up Reporting

Funds Distribution

Implementation Options Multi-tier Account Virtual Account Hybrid Structure

Implementation Options

Multi-tier Account

Virtual Account

Hybrid Structure

Option 1: Multi-tier Account Structure Separate Parent and Children Accounts

Option 1: Multi-tier Account Structure

Separate Parent and Children Accounts

Pros Limited Access to Local Data Limited Access to Funds Ability to Contract Separately with Each Local Cons Administration across Multiple Accounts No Centralized DB Limited Centralized Email Communications

Pros

Limited Access to Local Data

Limited Access to Funds

Ability to Contract Separately with Each Local

Cons

Administration across Multiple Accounts

No Centralized DB

Limited Centralized Email Communications

Option 2: Virtual Account Structure Single Account Data is Physically Together, Logically Separated National Sphere Account

Option 2: Virtual Account Structure

Single Account Data is Physically Together, Logically Separated

How It Works Every Record is Assigned to VA(s) Users Assigned Access to VA(s) VA Admin Users have Full VA Access Super Admin Users have Full Access Forms/Emails/Templates/Websites in One Account Collected Funds are Assigned to VA

How It Works

Every Record is Assigned to VA(s)

Users Assigned Access to VA(s)

VA Admin Users have Full VA Access

Super Admin Users have Full Access

Forms/Emails/Templates/Websites in One Account

Collected Funds are Assigned to VA

How Records are Assigned to VAs Online Forms Import Tools Admin Entry Dynamic Segments

How Records are Assigned to VAs

User Assigned Access

User Assigned Access

Duplicate Management

Duplicate Management

Template Libraries

Template Libraries

Pros Single Account Administration Single e-Marketing Database Better Duplicate Management Expanded Reporting Cons Access to Local Constituent Data Access to Local Funds

Pros

Single Account Administration

Single e-Marketing Database

Better Duplicate Management

Expanded Reporting

Cons

Access to Local Constituent Data

Access to Local Funds

Option 3: Hybrid Model Virtual Accounts can be Activated within Multi-tier Structure Use Case: National Organization with Decentralized Regional Entities

Option 3: Hybrid Model

Virtual Accounts can be Activated within Multi-tier Structure

Use Case: National Organization with Decentralized Regional Entities

Friends Asking Friends® Templates Distribute an Event Website Template to All Local Offices

Friends Asking Friends® Templates

Distribute an Event Website Template to All Local Offices

Friends Asking Friends® Templates Control Over 350 Website Attributes

Friends Asking Friends® Templates

Control Over 350 Website Attributes

Friends Asking Friends® Templates National Branding and Deployment

Friends Asking Friends® Templates

National Branding and Deployment

Friends Asking Friends® Templates Event Roll-up Reporting

Friends Asking Friends® Templates

Event Roll-up Reporting

Friends Asking Friends® Templates Management Reports by Affiliate/Event/Division Team Captain Average % of TCs with $ Walkers per TC # of Walkers Event Goal # of Walkers Company Goal # of Walkers Recruited # of Walkers with $ Total Walker Income Walker Average % of Walkers with $ Top Walker Gen Company/Team $ Employee Walker $ Vendor Sponsorship Team Income Total Independent Walkers Income Event Date Event Goal Total Event Income Total # of Companies Recruited Total # of Companies with $ Company $ Goal Total Company Income Online $ Raised % of Online $ # of TCs Event Goal # of TCs Company Goal # of TCs Recruited # of TCs with $

Friends Asking Friends® Templates

Management Reports by Affiliate/Event/Division

Team Captain Average

% of TCs with $

Walkers per TC

# of Walkers Event Goal

# of Walkers Company Goal

# of Walkers Recruited

# of Walkers with $

Total Walker Income

Walker Average

% of Walkers with $

Top Walker

Gen Company/Team $

Employee Walker $

Vendor Sponsorship

Team Income

Total Independent Walkers Income

Event Date

Event Goal

Total Event Income

Total # of Companies Recruited

Total # of Companies with $

Company $ Goal

Total Company Income

Online $ Raised

% of Online $

# of TCs Event Goal

# of TCs Company Goal

# of TCs Recruited

# of TCs with $

Friends Asking Friends® Templates Email Campaign Templates

Friends Asking Friends® Templates

Email Campaign Templates

Friends Asking Friends® Templates Corporate and National Teams Pages

Friends Asking Friends® Templates

Corporate and National Teams Pages

Summary Different Organizations have Different Needs Options for Multi-Chapter Organizations

Summary

Different Organizations have Different Needs

Options for Multi-Chapter Organizations

Case Study Sarah Hall – Canadian Cancer Society

Part 2 Agenda - Case Study of Moving from Multi-tier to Virtual Accounts History and making the decision Implementation plan and timelines Account access and staffing models Data integration, cleanliness and contact records Reporting and analytics Resource creation E-communications Precautions

Part 2 Agenda - Case Study of Moving from Multi-tier to Virtual Accounts

History and making the decision

Implementation plan and timelines

Account access and staffing models

Data integration, cleanliness and contact records

Reporting and analytics

Resource creation

E-communications

Precautions

1. History and making the decision. CCS launched Sphere in September 2003 2 general single step donation forms 38 Relay For Life thons

1. History and making the decision.

CCS launched Sphere in September 2003

2 general single step donation forms

38 Relay For Life thons

2. Implementation plan and timelines. Internal communications plan developed with the help of regional stakeholders Identified shared goal of increased efficiency and consistency Developed a timeline

2. Implementation plan and timelines.

Internal communications plan developed with the help of regional stakeholders

Identified shared goal of increased efficiency and consistency

Developed a timeline

3. Account access and staffing models. Virtual Account Access Staffing Structure

3. Account access and staffing models.

Virtual Account Access

Staffing Structure

Centralized donor services: 1 phone number 1 email address

Centralized donor services:

1 phone number

1 email address

4. Data integration, cleanliness and contact records.

4. Data integration, cleanliness and contact records.

Monthly Data Transfer Database of record Raiser’s Edge All financial transactions exported monthly from Sphere Old system reliant on Blackbaud to perform the export Now self reliant 

Monthly Data Transfer

Database of record Raiser’s Edge

All financial transactions exported monthly from Sphere

Old system reliant on Blackbaud to perform the export

Now self reliant 

Clean Up: Pre Clean Up – 500,000 Records Post Clean Up – 350,000 Records

Clean Up:

Pre Clean Up – 500,000 Records

Post Clean Up – 350,000 Records

5. Reporting and Analytics.

5. Reporting and Analytics.

Other benefits: Efficient monitoring of data entry Ability to monitor progress Report sharing Reduced training needs

Other benefits:

Efficient monitoring of data entry

Ability to monitor progress

Report sharing

Reduced training needs

6. Resource Creation.

6. Resource Creation.

Relay For Life Site Creation Thons Survivor form Luminary form Batch Templates

Relay For Life Site Creation

Thons

Survivor form

Luminary form

Batch Templates

New stuff: Independent Fundraising Events Custom FAF Daffodil Tribute Sites Revamped Donate Online

New stuff:

Independent Fundraising Events

Custom FAF Daffodil Tribute Sites

Revamped Donate Online

7. E-communications

7. E-communications

New opportunities: E-newsletter Advocacy Executive office communications General asks

New opportunities:

E-newsletter

Advocacy

Executive office communications

General asks

9. Precautions Involve the Entire Organization Plan Ahead Review Email Communication Strategy Leave Time for Q&A Expect Clean-up

9. Precautions

Involve the Entire Organization

Plan Ahead

Review Email Communication Strategy

Leave Time for Q&A

Expect Clean-up

In Summary Saved Time Broadened Online Presence Strengthened Online Relationships

In Summary

Saved Time

Broadened Online Presence

Strengthened Online Relationships

Questions?

Questions?