The document discusses the organization and management of fundraising back office functions, emphasizing the importance of donor and prospect information management, compliance, and data utilization. It provides insights into fundraising strategies, donor demographics, gift processing, and the use of software tools for effective fundraising operations. Additionally, it highlights the significance of establishing a gift acceptance policy and maintaining data hygiene for successful fundraising efforts.

1. Organizing the Fundraising Back Office March 4, 2011Tim Mills-GroningerSouth Shore Grants

2. Goals and outcomesWho you are and Why you cameGround rules: Interrupt, there are no silly questionsDifficult problem: I have a friend who…Introductions

3. FundraisingSoliciting supportAdvancement ServicesBack office functionalityManaging donor and prospect informationReceiving, Recording, and Receipting giftsAnalysis: explaining the past and predicting the futureInsuring complianceMapping the Universe

4. Why Individual Giving is ImportantMoneyCreates a deep pool for major giftsProof of community support

5. Gifts by SourceScale = billions

6. Gifts by Destination http://www.givingusa2010.org/

7. DonorsPeople who have made a giftProspectsAll carbon-based life forms except for aboveTypes of Individuals – Part One

8. Connection Who they are and how they relate to your organizationCapacityHow much they can giveCommitmentIf not you, who? How they relate to the causeTypes of Individuals – Part Two

9. Warning: Desire ≠ abilityCost of researchCost of data entryYour ability to utilize informationDemographic information

10. Name – easyAddress(s) – kinda easyAge – dependsPhone, email – dependsFamily/Social relationships – surprisingly hardDemographics

11. Ask the donorAsk their friends – peer screeningsParticipation dataList appendsDemographic Resources

12. Will we really use this?Is it legal? (probably) Ethical? (depends)What is the ROI?Demographic Questions

13. Prolific Greek writerKnown to you, but not disclosedMost common processImportance of non-disclosure and confidentialityUnknown to youSmall gifts – not a problemLarger gifts – get your lawyer involvedAnonymous

14. Irrevocable transfer of an asset without reciprocal consideration to the donorKeyword: Quid Pro QuoBenefits broad populationDefining the Gift

15. Last entity to control the resourceName on the accountSoft credit of related partiesThird party processorsUnited WayNetwork for good, etcFor profit v. nonprofitDefining the Donor

16. Publications 526 and 1771Amount received Disclosure of Fair Market Value (FMV) of benefits receivedOptional: Date of ControlAvoid tax adviceKey IRS Issues

17. Sample Receipt

18. A legal and enforceable promise (contract)Hard to enforceDAF problemsWrite down/offPledges

19. Date of controlCash – in handCheck – depositCredit card – transaction clearsFeesProcessing and related are your cost of businessWill confuse some credit card donorsCash Gifts

20. Describe the property receivedDecline to assign valueIf pressed, say “which you assigned a value of $...”Partial interest issuesStock and Other In-Kind

21. Legal, accounting, etcNot a giftWorth a thank youWork around – pay them, and let them write a checkGifts of Service

22. Support for Annie to go to XUse of vacation house for silent auctionDecline of an honorariumGifts to a club on your org’s behalfSilent auction item with no published valueA company’s name and URL in printed programLet’s Play Gift or Not a Gift

23. Three day deadlineThreshold? Try 1₵Include appropriate thank youProcessing and Receipting

24. Memorials/In honor ofConversion to annual giver opportunitySoft creditSpouse, employer, influencerMatchingMainly opportunisticAppends are available, but consider ROIOther Record Keeping

25. OnlineDirect MailIndividual solicitationSpecial Events/AuctionsRaffles Contracts, trusts, etc.Gift Vehicles

26. What you’ll takeWhat you’ll refuseWho decidesGift Acceptance Policy

27. Gift accounting v. financial accountingReconciliation at deposit levelNo need for individual detailBut many accountants insistShared credit for net change of non-gift contributionsAccounting

28. Who will use?ROI?Selecting Fundraising Software

29. BuyBuildRent/SaaSSoftware Options

30. Local installationTendency to over-buyWorthless without trainingLicensing (Buy)

31. Cheaper long-termMature off-the-rack marketUser groups and other support optionsPros of Purchasing

32. Underestimation of upfront costsLack of custom fitOverestimation of product sophisticationCons of Buying

33. Raiser’s Edge/Donor2DonorPerfect/ResultsPlusGiftworks/eTapestryPopular Products

34. Exactly what you needTendency to under-planDevelopment is trainingBuild – Custom Development

35. Custom fitCheapest solution per featureForces complete process analysisPros of Building

36. What you said, not what you meantFeature creep = most expensive solutionFrankenstein-like monster kept alive by moody contractors or staffCons of Building

37. In house: FileMaker/Microsoft Access Consultant: Using above productsBut what do you care?Build Options

38. Software as a Service or “The Cloud”Lowest up-front investmentSame buy/build issuesSaaS

39. Low monthly rate Backup and technical issues outsourcedUse anywherePros of the Cloud

40. Most expensive option over long-termProvider-driven upgrade scheduleBeneath the hype is just softwareCons of SaaS

41. Saleforce.comDonorPerfecteTapestrySaaS Options

42. Constituent Relationship Management – CRMSocial networking and engagementBeyond Fundraising

43. Promote laziness: dupe check earlyAddress correction requestAdhere to standardsEschew secret listsData Hygiene

44. Celebrating uniquenessToo much overlapIdiosyncratic historyConstituency and Other Coding

45. Donor/solicitBoardConnectionCapacityCommitmentGood Codes

46. Former BoardEvent interestToo narrow of a connectionBad Codes

47. Confidentiality StatementPhysical – desktop and filesNetworkApplicationSecurity

48. IRSHIPPA FERPAPCIState RegistrationCompliance

49. Ibid: Gift Acceptance PolicyGift processing guidelinesData governance standardsCross trainingThe Advancement Services Plan

50. Indentify gaps – quality and standardsCommit realistic staff and financial resourcesInvolve the development committeeCheck your work/come up for airHomework

51. Thank You