1. CASE 2007 Circle of Excellence Awards
Advancement Services
3. Advancement Services Programs
b. Gift/Bio Administration, Compliance, and Ethics
Staff Involved (7)
Executive Sponsor: VP Development and Information Services
Gifts and Processing Manager
Business Analysts
Training
Programming Engineer
Contact:
Stacey Coseo, Business Analyst, University of Colorado Foundation, 4740 Walnut Street,
Boulder, CO 80301, 303.541.1259, stacey.coseo@cufund.org
Development Services Mission Statement
The Development Services organization exists to enhance the mission of the University
of Colorado by providing support and services to the Foundation’s fundraising staff,
resulting in stronger relationships with donors and increased philanthropic backing for
the University.
Development Services Vision Statement
The vision of the Development Services organization is to:
• Provide accurate information, sound advice and timely services to the Foundation
community
• Seek opportunities to improve services and processes with improved cost
efficiency
• Anticipate Foundation needs to improve fundraising and organizational
effectiveness
Problem Statement
Since 2001 a number of events converged to precipitate an innovative approach to gift
handling at the Foundation. Previously, campus-based Development Officers located in
four cities across Colorado received gift checks and forwarded them with a transmittal
form to a bank lockbox. This had proved to be an inefficient process due to the fact that
donor checks were not being deposited in a timely manner. For 90% of the gifts
received, it took up to 7 days for the gift to be deposited. This decreased the efficiency of
the Processing Department to send out timely receipts and increased the dissatisfaction of
our donors. The ultimate goal was to have Electronic Desktop Deposit made available
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2. for the appropriate University of Colorado sites and the University of Colorado
Foundation with a uniform, efficient, auditable, cash-flow positive process to handle
donor contributions and processing.
Project goals were as follows:
1) Tighten cash management procedures with a standardized process that is
auditable while improving cash flow
2) Continually improve costs with Electronic Desktop Deposit
3) Determine which satellite offices had sufficient volume to justify the purchase of
the hardware unit
4) Create and document all gift logging procedures within the Advance Database
and Electronic Desktop Deposit processes including the check destruction process
and check storage control logging
5) Develop and deliver the Gift Logging and Electronic Desktop Deposit processes
through formal training classes to University and Foundation employees. Every
new staff member goes through intensive training in Advance, Electronic Desktop
Deposit and Electronic Transmittal Logs
6) Create a suite of reports for auditors and Development Officers
7) Develop a standardized method for trouble-shooting and providing feedback for
process improvements
Target Audience
The conversion and implementation of Electronic Desktop Deposit concentrated on
standardizing the electronic transmittal logging and gift handling processes at the four
different University of Colorado campuses and the University of Colorado Foundation.
Electronic Desktop Deposit was intended to enhance the capability of Electronic
Transmittal Logging within the Advance database performed by the campus
Development Assistants to efficiently log gifts electronically and to deposit the gifts
immediately. This new program allowed gifts to be quickly distributed to the proper
allocation providing immediate accessibility to the donations eliminating a 7-10 business
day delay. With this new electronic deposit system it enabled the Development Officers
to track specific allocation codes and the amount of money that was available for use in
real time.
Project Budget
The project was completed with available internal programming, training and project
management expertise. Electronic desktop deposit scanners were $932.00 per unit.
Activity charges increased a total of $459.00 per month for all campuses. The
Foundation purchased check storage bags at a cost of $0.22 each.
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3. Electronic Desktop Deposit
Electronic Desktop Deposit is part of an internet software package titled Wells Fargo
Commercial Electronic Office (CEO) that allows the University of Colorado and the
University of Colorado Foundation to directly deposit checks using a check scanner.
Using the CEO software coupled with the desktop check scanner creates same day
deposits. The software comes with a feature that creates an image of the check that can be
saved electronically. Using this method and new procedures including customized
discretionary fields that are linked to Advance has enabled the Foundation to improve
cash flow, decrease the Advance gift processing time and increase donor satisfaction by
mailing out gift receipts and/or acknowledgements in a timely manner.
Measurements of Success:
• Improved donor satisfaction by sending out thank you letters and receipts within
0-2 business days by 63% compared to 36% prior to implementation
• Deposit checks at any time from the multiple development offices within the
University of Colorado and the University of Colorado Foundation via the
internet
• Tightens up cash management procedures in the area of cash handoff
• Standardized gift handling processes across the University of Colorado and
University of Colorado Foundation
• Manage cash receipts efficiently through immediate logging and deposit
• Enhances security of gift handling
• Improved cash flow with 80% of the gifts deposited within 2 days of receipt as
compared to 80% being deposited within 7 days prior to this project
• Improved internal controls to adhere to audit standards because of the creation of
a secure centralized log of gift transactions received remotely
• Full internal and self auditing capabilities where gift administrators use
standardized reports to view and track the donations received and processed
• Increased number of transactions processed using the new Gift Logging
Transmittal Process in parallel with Electronic Desktop Deposit
• Rate of error reduction achieved due to the elimination of double data entry to
0.38% compared to 0.60% prior to implementation
• Using the Electronic Desktop Deposit extends the deposit windows and improves
our cash flow
• No software requirement, allowing the service or drivers to be delivered directly
by the Wells Fargo CEO portal
• System administration
• Customizable reporting and automated updates to accounts receivable according
to Foundation policies
• Cancelled check management process prevents duplicate checks from re-entering
the payment stream
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4. • Reduced number of calls from donors inquiring about receipt of donation and
their gift acknowledgement
• Reduced number of calls from the Development Assistants to the central
processing office regarding deposits
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