Align Your Workflow in the Raiser's Edge for Maximum Impact
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The document discusses configuring workflows in Raiser's Edge for maximum impact. It recommends focusing on outcomes by understanding stakeholders' objectives and key processes. Intelligently designing workflows involves mapping processes and getting input from stakeholders. Tools like Raiser's Edge can then be configured to support the designed workflows, with batch templates, record hierarchies, and queries to ensure data integrity.
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Align Your Workflow in the Raiser's Edge for Maximum Impact
- 1. Design your Workflow in the Raiser’s Edge for Maximum Impact Presented by Blake Moody YMCA of Middle Tennessee @blakecmoody
- 2. Introductions Blake Moody Director of Philanthropic IT YMCA of Middle Tennessee Working with information systems like Raiser’s Edge for 15+ years • Assess, Configure, Implement, Train and Customize: • Raiser’s Edge for 4+ years • Salesforce.com for 4 years • Custom proprietary systems 15+ years Certified in the Raiser’s Edge bCRE #RE workflow
- 3. YMCA of Middle Tennessee • Corporate Office with 25+ Branches with varying staffing structure Branches • Each with unique annual campaign • Decentralized Gift Entry • Campaigns • Capital, Endowment & Annual YMCA Branch Corporate Headquarters • Centralized Deposits & Accounting • Centralized Financial Development Services YMCA Branch YMCA Branch Corporate Office Introductions Branch Executive Development Director Development Coordinator Human Resource Coordinator #REworkflow x25
- 4. Audience Poll Who’s organization has a similar branch-corporate structure? A) Not Me B) Yes 2-5 branches C) Yes, 6-20 branches D) Yes, 21-500 branches E) Yes, More than Above #REworkflow
- 5. Rules of Technology In Business #1: Automation applied to an efficient operation will magnify the efficiency. #2: Automation applied to an inefficient operation will magnify the inefficiency. - Bill Gates #REworkflow
- 6. Objective of this session • See Why Workflow is Important • Streamlined collaboration • Improved reporting and outcomes • Data integrity • Rethink organization & use of technology • Process and people before software • Align Fundraising Operations by configuring RE • Records, attributes, and categories • Batch Mail • Reports Data integrity checks #REworkflow
- 7. Raiser’s Edge works for me, not vice versa. #REworkflow #bbcon #REworkflow
- 8. Agenda • Objective Perspective Focusing on Outcomes and Impact • Intelligent Design Designing Your Workflow • Sharpen Your Tools Configure and Adapt Your Database #REworkflow
- 9. Objective Perspective (Focusing on Outcomes and Impact) #REworkflow
- 10. “If you don’t know where you are going, than you probably won’t end up there.” - Forrest Gump #REworkflow
- 11. “Begin with The End in Mind” - Stephen R. Covey #REworkflow
- 12. Objective Perspective • What’s important to you for outcomes and reporting? • What strategies do you want to support or enhance? • What processes and tasks are important? • Who do you ask? Ask your Stakeholders #REworkflow
- 13. Objective Perspective Our Stakeholders • Senior Level Team • Branches • Centralized Support • Accounting Senior Team Branches Centralized Support Accounting #REworkflow
- 14. Objective Perspective Stakeholders • Senior Level Needs • Reporting (What to track and analyze) • Entire annual campaign • Success of individual branch campaigns • Success of key strategies • Operations (Scheduled activities or tasks) • Thank you letter to Top Donors to sign Senior Team Branches Centralized Support Accounting #REworkflow
- 15. Objective Perspective Stakeholders • Branches Needs • Reporting • Success of key strategies • Compare themselves to other branches • Detail reporting for specific strategies • Track success of fundraisers • Operations • Receipt gifts for donors • Create “Thank you” letters • Target previous donors • Process credit cards Senior Team Branches Centralized Support Accounting #REworkflow
- 16. Objective Perspective • Stakeholders • Centralized Support (Financial Development) • Operations • Pledge reminders each month • Organization wide acknowledgement Senior Team Branches Centralized Support Accounting #REworkflow
- 17. Objective Perspective Stakeholders • Accounting Needs • Reporting • Accounting Roll Up for General Ledger Account codes • Pending Not Posted Gifts • Operations • Consolidate and deposit money (25+ different branches and 50+ unique users each year) • Post to GL software Senior Team Branches Centralized Support Accounting #REworkflow
- 18. Objective Perspective Reviewing the Results • Clear objectives for reporting • Common Reports • Key Indicators • Common themes of what is important • Often mentioned • References to mission critical • Identify the key processes • Most important • Most occurring • Most variations #REworkflow
- 19. Intelligent Design (Design your Workflow) #REworkflow
- 20. The secret of all victory lies in the organization of the non-obvious. - Marcus Aurelius #REworkflow
- 21. Audience Poll Who has been a part of a workflow or business process mapping session? A) Not Me B) Yes, lots. C) Yes, I’ve led them before. #REworkflow
- 22. Receives Thank Reconciliation Intelligent Design With cash? Yes No End Gift Entry and Reconciliation Donor Branch Donor Makes a Gift Accounting Money and/or Pledge Intent Received Write Thank you card & mail Gift is Entered in Database Gifts / Summary Reports Sent to Corporate You Post Gifts into GL Reconcile and Deposit #REworkflow
- 23. Intelligent Design Tips for Mapping your Process • Document regular processes • Gift Entry, Thank You Letters, Reminders, Etc. • Start with a clear start and clear end • Decide on specific process to document • Consider Moving Parts • Who starts the process? • What happens next? Next? Next? • Then what? • Look for exceptions to the rule • What if? #REworkflow
- 24. Intelligent Design Get Key Stakeholders in the process • Who should be involved for the specific process? • Don’t do mapping in a vacuum • Don’t ask down stream #REworkflow
- 25. Intelligent Design After Your Map Is Done • Cause and Effect • How does step 2 affect step 16 • How does each Monday affect end of month • Can you revise your process earlier to assist later steps • Audit key steps on the front end • Make Continuous Incremental Improvements #REworkflow
- 26. Reconciliation Intelligent Design With cash? Yes No End Donor Branch Donor Makes a Gift Accounting Money and/or Pledge Intent Received Development Services Write Thank you card & mail Gift is Entered in Database Gifts / Summary Reports Sent to Association Mail Thank You Post Card Receives Thank You Post Gifts into GL Reconcile and Deposit #REworkflow Gift Entry and Reconciliation
- 27. Sharpen Your Tools (Configure and Adapt Your Database) #REworkflow
- 28. Men have become the tools of their tools. - Henry David Thoreau #REworkflow
- 29. Audience Poll Who has had to tell someone in your company: “We can’t achieve that mission critical task because Raiser’s Edge doesn’t do that.” A) Not me. B) Not me, but I hear that all the time. C) Yes, that’s on my tombstone. #REworkflow
- 30. Batch Reconciliation Intelligent Design With cash? Yes No End Donor Branch Donor Makes a Gift Accounting Money and/or Pledge Intent Received Development Services Write Thank you card & mail Gift is Entered in Database Gifts / Summary Reports Sent to Association Mail Thank You Post Card Receives Thank You Post Gifts into GL Reconcile and Deposit #REworkflow Gift Entry and Reconciliation
- 31. Sharpen Your Tools Batch • Templates for each key scenarios Gift Scenario Entry What to send to Association Office Batch Template Cash/check $$ in hand Branch Cash and/or Stamped Checks in a money bag, Batch Control Report, Calculator Tape Annual- Gift Entry (Check/Cash) Pledge Branch Batch Control Report Annual- New Pledge Employee Payroll Pledge Branch Payroll Deduction Form (sent to People Services) Annual- New Staff Payroll Pledges Enter Credit Card Payment on Open Pledge AO Email asking for specified constituent, pledge, and amount Annual- Gift Entry (Draft) #REworkflow
- 32. Sharpen Your Tools Batch • Batch design choose fields that relate to that scenario • Set Defaults for 80%-20% rule • Batch & Control Report’s Multiuse • Batch # for Thank You’s • Coversheet for sending to centralized accounting • Batch # for Posting Using Export #REworkflow
- 33. Sharpen Your Tools Campaign Annual Branch Strategy Type Strategy Drill down Campaign North Rutherford YMCA Events 5k Sponsors Registrants Staff Golf Tournament Sponsors Teams Area Record Type Campaign Fund Appeal Category Appeal Package Annual2014 NRAnnual2014 #REworkflow
- 34. Sharpen Your Tools Record Types, Fields and Attributes • Hierarchy of Campaigns, Funds, Appeals and Packages • “Limit Data Entry To Only…” Checkbox • Horizontal Grouping Using Code Tables • Categories and Attributes Campaign #REworkflow Fund Appeal Package Appeal Fund Appeal Appeal Appeal Package Package
- 35. Sharpen Your Tools Checking for Data Integrity • Query • Gifts Entered Outside of Batch • Gifts without an appeal • Gifts date added less Last Week Where Acknowledgement = Not Acknowledged • Gifts date added less than this month where GL Post Status = Not Posted • Constituents with Reminder Pledge with Balance but no address • Appeals without a category • RE:Queue #REworkflow
- 36. Sharpen Your Tools Query • Ask Parameter • Standardize for mass re-use • For Reports and Lists Using Funds ID Description Category Attributes NRAnnual2012 North Rutherford Family YMCA 2012 Annual North Rutherford Family YMCA (Branch) DTAnnual2014 Downtown District YMCA 2014 Annual Downtown District YMCA (Branch) NRAnnual2013 North Rutherford Family YMCA 2013 Annual North Rutherford Family YMCA (Branch) NRAnnual2014 North Rutherford Family YMCA 2014 Annual North Rutherford Family YMCA (Branch) NorthRuthExpan North Rutherford Expansion Capital North Rutherford Family YMCA (Branch) #REworkflow
- 37. Sharpen Your Tools Query • Fund -> Attributes: Specific Attributes: Branch -> Description = <Ask> Fund -> Category: Annual Layer on Date Added or Gift Amount Size or Acknowledged #REworkflow
- 38. Sharpen Your Tools Query • For reports and lists using Appeals ID Description Category Staff-NR2014 Staff Gifts (NR 2014) Staff Board-NR2014 Board Gifts (NR 2014) Board 5K-NR2014 Lambert-Dillard Memorial 5k (NR 2014) Events Board-DT2014 Board Gifts (DT 2014) Board Golf-NR2014 Golf Tournament (NR 2014) Events • Appeals -> Category = <Ask> Appeals -> Associations Fund -> Fund ID = <Ask> Layer on Campaign Id or Gift Date, etc. #REworkflow
- 39. Mail Mail Reconciliation Intelligent Design With cash? Yes No End Donor Branch Donor Makes a Gift Accounting Money and/or Pledge Intent Received Development Services Write Thank you card & mail Gift is Entered in Database Gifts / Summary Reports Sent to Association Mail Thank You Post Card Receives Thank You Post Gifts into GL Reconcile and Deposit #REworkflow Gift Entry and Reconciliation
- 40. Sharpen Your Tools Mail • For creating thank you letters from Batch # #REworkflow
- 41. Sharpen Your Tools Mail • For creating post cards for association wide thank you #REworkflow
- 42. Sharpen Your Tools Reports • Pivot on Categories and Attributes #REworkflow
- 43. Agenda Rewind • Objective Perspective Focusing on Outcomes and Impact • Intelligent Design Designing Your Workflow • Sharpen Your Tools Configure and Adapt Your Database #REworkflow
- 45. Feeling powered on for your mission? Don’t forget to complete a session survey! Each completed survey enters you into a drawing to win a complimentary registration to bbcon 2015 in Austin, Texas*. *Blackbaud reserves the right to change or withdraw this promotion at any time, without advance notice. Promotion has no cash value and may not be exchanged, applied to, or combined with any other offer. #REworkflow