Target Users Forum 2009 - Managing Event Data Across Chapters

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This presentation summarizes the Blackbaud Sphere Events technology that enables over 80 multi-chapter event fundraising organization to raise money effectively online. A case study from the Canadian Cancer Society is used to review a typical project plan to help understand better the technology and its benefits.

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  • Target Users Forum 2009 - Managing Event Data Across Chapters

    1. 1. Managing Event Data Across Chapters Mark Davis, Blackbaud - Business Development, Internet Solutions Sarah Hall, Canadian Cancer Society - Online Giving Specialist
    2. 2. <ul><li>Part I – Solutions Overview </li></ul><ul><ul><li>Organizational Challenges and History </li></ul></ul><ul><ul><li>Multi-Chapter Management </li></ul></ul><ul><ul><li>Friends Asking Friends® Templates </li></ul></ul><ul><li>Part 2 – Canadian Cancer Society Case Study by Sarah Hall </li></ul>
    3. 3. <ul><li>Challenges </li></ul><ul><ul><li>Sharing Best Practices </li></ul></ul><ul><ul><li>Consolidating Constituent Data </li></ul></ul><ul><ul><li>Coordinating Events, Communications, & Marketing </li></ul></ul><ul><ul><li>Securing Information </li></ul></ul><ul><ul><li>Distributing Funds </li></ul></ul>
    4. 4. <ul><li>Centralized </li></ul><ul><ul><li>National Branding </li></ul></ul><ul><ul><li>National Communication Plan </li></ul></ul><ul><ul><li>National Fundraising Campaigns </li></ul></ul><ul><ul><li>Sharing of Donor Information </li></ul></ul><ul><ul><li>Revenue Sharing Programs </li></ul></ul><ul><li>Decentralized </li></ul><ul><ul><li>Suggested Branding </li></ul></ul><ul><ul><li>Best Practices on Fundraising </li></ul></ul><ul><ul><li>Individual Campaigns </li></ul></ul><ul><ul><li>Little Donor Information Sharing </li></ul></ul><ul><ul><li>Locally-Focused Revenue Generation </li></ul></ul>
    5. 5. <ul><li>Blackbaud Sphere </li></ul><ul><ul><li>1st Organization in 2002 </li></ul></ul><ul><ul><li>Over 85 Multi-chapter Organizations </li></ul></ul><ul><ul><li>Event > Fundraising > Email > Advocacy > Websites > CRM </li></ul></ul>
    6. 6. <ul><li>Sphere Multi-Chapter Management </li></ul><ul><ul><li>Record Access </li></ul></ul><ul><ul><li>Database Collaboration </li></ul></ul><ul><ul><li>Templates </li></ul></ul><ul><ul><li>Roll-up Reporting </li></ul></ul><ul><ul><li>Funds Distribution </li></ul></ul>
    7. 7. <ul><li>Implementation Options </li></ul><ul><ul><li>Multi-tier Account </li></ul></ul><ul><ul><li>Virtual Account </li></ul></ul><ul><ul><li>Hybrid Structure </li></ul></ul>
    8. 8. <ul><li>Option 1: Multi-tier Account Structure </li></ul><ul><ul><li>Separate Parent and Children Accounts </li></ul></ul>
    9. 9. <ul><li>Pros </li></ul><ul><ul><li>Limited Access to Local Data </li></ul></ul><ul><ul><li>Limited Access to Funds </li></ul></ul><ul><ul><li>Ability to Contract Separately with Each Local </li></ul></ul><ul><li>Cons </li></ul><ul><ul><li>Administration across Multiple Accounts </li></ul></ul><ul><ul><li>No Centralized DB </li></ul></ul><ul><ul><li>Limited Centralized Email Communications </li></ul></ul>
    10. 10. <ul><li>Option 2: Virtual Account Structure </li></ul><ul><ul><li>Single Account Data is Physically Together, Logically Separated </li></ul></ul>National Sphere Account
    11. 11. <ul><li>How It Works </li></ul><ul><ul><li>Every Record is Assigned to VA(s) </li></ul></ul><ul><ul><li>Users Assigned Access to VA(s) </li></ul></ul><ul><ul><li>VA Admin Users have Full VA Access </li></ul></ul><ul><ul><li>Super Admin Users have Full Access </li></ul></ul><ul><ul><li>Forms/Emails/Templates/Websites in One Account </li></ul></ul><ul><ul><li>Collected Funds are Assigned to VA </li></ul></ul>
    12. 12. <ul><li>How Records are Assigned to VAs </li></ul>Online Forms Import Tools Admin Entry Dynamic Segments
    13. 13. <ul><li>User Assigned Access </li></ul>
    14. 14. <ul><li>Duplicate Management </li></ul>
    15. 15. <ul><li>Template Libraries </li></ul>
    16. 16. <ul><li>Pros </li></ul><ul><ul><li>Single Account Administration </li></ul></ul><ul><ul><li>Single e-Marketing Database </li></ul></ul><ul><ul><li>Better Duplicate Management </li></ul></ul><ul><ul><li>Expanded Reporting </li></ul></ul><ul><li>Cons </li></ul><ul><ul><li>Access to Local Constituent Data </li></ul></ul><ul><ul><li>Access to Local Funds </li></ul></ul>
    17. 17. <ul><li>Option 3: Hybrid Model </li></ul><ul><ul><li>Virtual Accounts can be Activated within Multi-tier Structure </li></ul></ul><ul><ul><li>Use Case: National Organization with Decentralized Regional Entities </li></ul></ul>
    18. 18. <ul><li>Friends Asking Friends® Templates </li></ul><ul><ul><li>Distribute an Event Website Template to All Local Offices </li></ul></ul>
    19. 19. <ul><li>Friends Asking Friends® Templates </li></ul><ul><ul><li>Control Over 350 Website Attributes </li></ul></ul>
    20. 20. <ul><li>Friends Asking Friends® Templates </li></ul><ul><ul><li>National Branding and Deployment </li></ul></ul>
    21. 21. <ul><li>Friends Asking Friends® Templates </li></ul><ul><ul><li>Event Roll-up Reporting </li></ul></ul>
    22. 22. <ul><li>Friends Asking Friends® Templates </li></ul><ul><ul><li>Management Reports by Affiliate/Event/Division </li></ul></ul><ul><li>Team Captain Average </li></ul><ul><li>% of TCs with $ </li></ul><ul><li>Walkers per TC </li></ul><ul><li># of Walkers Event Goal </li></ul><ul><li># of Walkers Company Goal </li></ul><ul><li># of Walkers Recruited </li></ul><ul><li># of Walkers with $ </li></ul><ul><li>Total Walker Income </li></ul><ul><li>Walker Average </li></ul><ul><li>% of Walkers with $ </li></ul><ul><li>Top Walker </li></ul><ul><li>Gen Company/Team $ </li></ul><ul><li>Employee Walker $ </li></ul><ul><li>Vendor Sponsorship </li></ul><ul><li>Team Income </li></ul><ul><li>Total Independent Walkers Income </li></ul><ul><li>Event Date </li></ul><ul><li>Event Goal </li></ul><ul><li>Total Event Income </li></ul><ul><li>Total # of Companies Recruited </li></ul><ul><li>Total # of Companies with $ </li></ul><ul><li>Company $ Goal </li></ul><ul><li>Total Company Income </li></ul><ul><li>Online $ Raised </li></ul><ul><li>% of Online $ </li></ul><ul><li># of TCs Event Goal </li></ul><ul><li># of TCs Company Goal </li></ul><ul><li># of TCs Recruited </li></ul><ul><li># of TCs with $ </li></ul>
    23. 23. <ul><li>Friends Asking Friends® Templates </li></ul><ul><ul><li>Email Campaign Templates </li></ul></ul>
    24. 24. <ul><li>Friends Asking Friends® Templates </li></ul><ul><ul><li>Corporate and National Teams Pages </li></ul></ul>
    25. 25. <ul><li>Summary </li></ul><ul><ul><li>Different Organizations have Different Needs </li></ul></ul><ul><ul><li>Options for Multi-Chapter Organizations </li></ul></ul>
    26. 26. Case Study Sarah Hall – Canadian Cancer Society
    27. 27. <ul><li>Part 2 Agenda - Case Study of Moving from Multi-tier to Virtual Accounts </li></ul><ul><ul><li>History and making the decision </li></ul></ul><ul><ul><li>Implementation plan and timelines </li></ul></ul><ul><ul><li>Account access and staffing models </li></ul></ul><ul><ul><li>Data integration, cleanliness and contact records </li></ul></ul><ul><ul><li>Reporting and analytics </li></ul></ul><ul><ul><li>Resource creation </li></ul></ul><ul><ul><li>E-communications </li></ul></ul><ul><ul><li>Precautions </li></ul></ul>
    28. 28. <ul><li>1. History and making the decision. </li></ul><ul><ul><li>CCS launched Sphere in September 2003 </li></ul></ul><ul><ul><ul><li>2 general single step donation forms </li></ul></ul></ul><ul><ul><ul><li>38 Relay For Life thons </li></ul></ul></ul>
    29. 32. <ul><li>2. Implementation plan and timelines. </li></ul><ul><ul><ul><li>Internal communications plan developed with the help of regional stakeholders </li></ul></ul></ul><ul><ul><ul><li>Identified shared goal of increased efficiency and consistency </li></ul></ul></ul><ul><ul><ul><li>Developed a timeline </li></ul></ul></ul>
    30. 34. <ul><li>3. Account access and staffing models. </li></ul><ul><ul><ul><li>Virtual Account Access </li></ul></ul></ul><ul><ul><ul><li>Staffing Structure </li></ul></ul></ul>
    31. 46. <ul><li>Centralized donor services: </li></ul><ul><li>1 phone number </li></ul><ul><li>1 email address </li></ul>
    32. 47. <ul><li>4. Data integration, cleanliness and contact records. </li></ul>
    33. 48. <ul><li>Monthly Data Transfer </li></ul><ul><ul><ul><li>Database of record Raiser’s Edge </li></ul></ul></ul><ul><ul><ul><li>All financial transactions exported monthly from Sphere </li></ul></ul></ul><ul><ul><ul><li>Old system reliant on Blackbaud to perform the export </li></ul></ul></ul><ul><ul><ul><li>Now self reliant  </li></ul></ul></ul>
    34. 49. <ul><li>Clean Up: </li></ul><ul><li>Pre Clean Up – 500,000 Records </li></ul><ul><li>Post Clean Up – 350,000 Records </li></ul>
    35. 53. <ul><li>5. Reporting and Analytics. </li></ul>
    36. 56. <ul><li>Other benefits: </li></ul><ul><ul><li>Efficient monitoring of data entry </li></ul></ul><ul><ul><li>Ability to monitor progress </li></ul></ul><ul><ul><li>Report sharing </li></ul></ul><ul><ul><li>Reduced training needs </li></ul></ul>
    37. 57. <ul><li>6. Resource Creation. </li></ul>
    38. 58. <ul><li>Relay For Life Site Creation </li></ul><ul><ul><li>Thons </li></ul></ul><ul><ul><li>Survivor form </li></ul></ul><ul><ul><li>Luminary form </li></ul></ul><ul><ul><li>Batch Templates </li></ul></ul>
    39. 61. <ul><li>New stuff: </li></ul><ul><ul><li>Independent Fundraising Events </li></ul></ul><ul><ul><li>Custom FAF Daffodil Tribute Sites </li></ul></ul><ul><ul><li>Revamped Donate Online </li></ul></ul>
    40. 64. <ul><li>7. E-communications </li></ul>
    41. 66. <ul><li>New opportunities: </li></ul><ul><ul><li>E-newsletter </li></ul></ul><ul><ul><li>Advocacy </li></ul></ul><ul><ul><li>Executive office communications </li></ul></ul><ul><ul><li>General asks </li></ul></ul>
    42. 70. <ul><li>9. Precautions </li></ul><ul><li>Involve the Entire Organization </li></ul><ul><li>Plan Ahead </li></ul><ul><li>Review Email Communication Strategy </li></ul><ul><li>Leave Time for Q&A </li></ul><ul><li>Expect Clean-up </li></ul>
    43. 71. <ul><li>In Summary </li></ul><ul><ul><li>Saved Time </li></ul></ul><ul><ul><li>Broadened Online Presence </li></ul></ul><ul><ul><li>Strengthened Online Relationships </li></ul></ul>
    44. 72. <ul><li>Questions? </li></ul>

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