This document discusses strategies for tracking, measuring, and organizing fundraising efforts through reporting. It provides examples of different types of reports used by various universities to 1) maintain portfolio vibrancy, 2) organize toward fundraising goals, and 3) assess progress. The panelists then discuss specific portfolio management reports, fundraising activity reports, relationship development reports, gift projection reports, and tips for effective report development.

1. Reporting f S
R ti for Success
Strategies, Examples and
Collaboration
C ll b ti
JAA Conference at Holy Cross
July
J l 2010

2. The Partnership: Prospect
Management and Major Gifts
How d we track, measure and
do k d
organize to :
Maintain portfolio vibrancy
Organize toward idea portfolio structure
Assess progress with p g
p g program g
goals
What are our main:
Strategies
Key collaboration points

3. Panelists: Directors of Research and
Prospect Management
Jennifer Falcon, Saint Joseph’s
f
University
Rita Casey, Boston College
ll
Amy Carrier, Georgetown University
Heather Marzynski, Santa Clara
University

4. Strategic P t
St t i Partnership
hi
Reporting achieves:
Strategy momentum
Accountability
A bili
Gift Projection
Trends i reporting
T d in ti
Key staff members to involve
Analysis to include

5. Portfolio M
P tf li Management Reports
tR t
Prioritizes the pool of prospects
f
Shows lapses in cultivation and
solicitation
Records changes in fundraising cycle
Examples:
Churn (HM)
Saint Joseph s University (list)
Joseph’s
Boston College (list)

6. Reports: F d i
R t Fundraiser A ti it
Activity
Examples of reports that measure
l f h
fundraiser activity
QlikView at Boston College
Georgetown - from ‘numbers’ to
movement
Fundraiser Activity reports strive to:
Evaluate productivity
Measure substantive contacts
Highlight Prospects not y contacted
g g p yet

7. Relationship D
R l ti hi Development
l t
Reports that f
focus on:
Track relationship progress
Enable
E bl VP and other stakeholders to
d h k h ld
share information
Schedule appointments
Examples:
Calendar report (HM)
The Leadership Gifts Meeting at Saint
Joseph’s University
p y

8. Gift Projection
P j ti
Examples:
The Bucket Report (Saint Joseph’s
University)
Proposal Pipeline Report at Boston
College
6 month gift projection at Georgetown
Keeping proposal data current
Responsibilities of the fundraisers
Implementing a data collection p
p g process

9. More R
M Report E
t Examples
l
Portfolio Numbers Report (BC)
f
Prospect Pyramid - campaign
realities and prospect identification
l d d f
(Georgetown)

10. Possible report id
P ibl t ideas
Progress t goal
P to l
Outcomes of Presidential Outreach
(Georgetown)
Number of new donors
Status of gift
Principal Gift Reports ($1M+)
Length of time without movement
Time from first visit to solicitation

11. Report D
R t Development Ti
l t Tips
Keep it simple
Keep it consistent
Change of leadership (Georgetown)
Keep it relevant and informative

12. Final Thoughts
Fi l Th ht
Challenges that rise up
Unique opportunities through
collaboration
ll b
Providing accountability
The Diplomacy Balancing Act
Big picture goal vs. individual
performance