Blackbaud Online User Clinics · 2010-06-21 · Blackbaud Online User Clinics Blackbaud Application...

Blackbaud Online User Clinics

The Raiser's Edge Online User Clinics: Action Tracks and Moves Management®

June 17, 2010

Page #2 © 2010 Blackbaud

Host: William Jankins, Solutions Engineer


Q&A and Technical Assistance

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answer if necessary.

For technical assistance connecting:

Intercall: 800.374.1852

Live Meeting: 866.493.2825

Note: These numbers are for technical

assistance. They are not the call-in numbers to

listen to the event.


Agenda

� Welcome and Introductions

� Blackbaud News and Updates

� Action Tracks and Moves Management® Presentation

� Upcoming Web Events

� How Blackbaud Can Help

� Q&A



Blackbaud NetCommunity Spark™

o Blackbaud NetCommunity Spark is a new online

marketing and membership solution that ignites

your website!

o Spark seamlessly integrates with The Raiser’s Edge

o Bring your website to life with:


o Bring your website to life with:

• Unmatched online membership and fundraising tools

• Email marketing to help drive new & renewing support

• Online event management and registrations

o Join us for a free web seminar: Ignite Your Website

with Blackbaud NetCommunity Spark

• June 24th at 2:00 p.m. ET


Blackbaud Learn™

� Blackbaud Learn is an annual training subscription offered in tiered packages to best serve your training needs:

• Learn

• Learn More

• Learn Everything


� Training is available for the following solutions:

• The Raiser’s Edge 7

• The Financial Edge

• The Education Edge

• Blackbaud NetCommunity

• Blackbaud Sphere


Get the most out of your solutions with Blackbaud Learn!

� Live classes on software skills (online and classroom)

� Live lessons on best practices and nonprofit strategies

� Role-based curriculum for specific skill sets

� Exclusive Q&A office hours with experts each month

Blackbaud Learn™


� Exclusive Q&A office hours with experts each month

� Self-paced and on-demand classes available online 24/7

� Constantly evolving curriculum

� No travel costs or hassle for more than 95% of classes

� Monthly training newsletter with new class alerts, tips and tricks

View the course catalog online at www.blackbaud.com/training.


Blackbaud Application Hosting™

� Security: World-class security measures that employ 24/7/365 system monitoring

� Uptime Guarantees: 99.9% or better uptime – applications are always available and designed to perform at the optimal level

� Disaster Recovery: Immediate access to key business applications, even when unforeseen events pose an obstacle or threat


unforeseen events pose an obstacle or threat

� Cost Control and Savings: Subscription-based services make IT costs steady

and predictable

� Remote Access: Access your Blackbaud software anytime, anywhere via a web

browser

� Availability: Host The Raiser’s Edge, The Financial Edge, Blackbaud NetCommunity, The Education Edge, Faculty Access for the Web,

NetClassroom, Student Information System, The Patron Edge Online, Blackbaud Enterprise CRM, Blackbaud Direct Marketing, and The Researcher's Edge


o Blackbaud’s Conference for Nonprofits is the premier


o Blackbaud’s Conference for Nonprofits is the premier nonprofit event of the year. This two-day professional

development and networking event is perfect for anyone who

works in the nonprofit community.

o October 20 – 22, 2010

Gaylord National Hotel and Convention Center

Washington, D.C.


The Raiser's Edge Online User Clinics: Action Tracks and Moves Management®

June 17, 2010


Host: William Jankins, Solutions Engineer


Moves Management® in The Raiser’s Edge

� What is Moves Management® ?

• The actions you take to bring in donors, forge relationships and keep the

contributions coming are known as Moves, and Moves Management is the system of policies, procedures and practices that directs these actions.

� A Successful Moves Management ® Program Enhances:


A Successful Moves Management Program Enhances:

• Constituent relationship management (CRM): Finding, analyzing and tracking

constituent information to form personal relationships with donors.

• Solicitation strategy: Increasing the success of your efforts by targeting prime

donor prospects.

• Strategic analysis and execution: Evaluating your program in light of specific

goals and objectives to ensure optimal results.


Action Tracks & Moves Management


Hosted by: William Jankins

Solutions Engineer/ Product Expert


ACTION TRACKS & MOVES MANAGEMENT TOPICS1. Resources

2. What is an Action?

3. How to Access Actions?

4. Anatomy of an Action Record

5. Action Reminder Panel

6. Action User Options

7. Configuring RE7 to talk to MS Outlook for Action Reminders


8. What is an Action Track?

9. What is Moves Management?

- Discuss Moves Management©

- Review Action Tracks as part of Moves Management©

- Why use Action Tracks

- How to create and use Action Tracks

10. Action Reports

11. How Blackbaud can Help

12. Thank You and Questions!


1. Resources:

1. User Guides are accessed from within the software by selecting Help, User Guides:

� Constituent Data Entry Guide – step by step instructions with real-life examples on how to effectively utilize Actions & Action Tracks. These guides are useful when you need in-depth information about a specific area of the program. You can view guides on your computer, or you can print selected pages or entire guides.

2. Help Files are designed to give you quick answers; it contains a table of


2. Help Files are designed to give you quick answers; it contains a table of contents, index, and search features that enable you to find information about all areas of The Raiser’s Edge from a single location. To access the help file:

� Select Help, The Raiser’s Edge Help Topics from the menu bar

� You can also access the most recent pdfs of the user guides from www.blackbaud.com . Click Support, User Guides or Help, User Guides from within the software.

3. Knowledgebase (helpful tips)

� BB134342 – What is an Action?

� BB18724 – What are Action Tracks and how to create them?

� BB386506 – How to add independent actions to an action track


2. What is an Action?In The Raiser’s Edge, actions are specific steps you take toward securing a donation from a constituent. Actions can include meetings, mailings, telephone calls, email messages, and advocacy. Using actions, you can build a history of contacts and communication involved in creating a successful relationship with a constituent. In addition to tracking meetings, phone calls, and mailings, The Raiser’s Edge can automatically remind you days, weeks, or months before an action is scheduled to occur. You can also link action records together into an action track, which is a sequence of related actions. Action tracks help you with your moves management strategies.

Why use Actions?


Why use Actions?

Action Types� Constituent

� Event

� Appeal

• Establish “To-Do” Lists

• Delegate tasks to staff members

• Set up automatic reminders in RE7 and MS Outlook

• Run detailed reports on all activity!


3. How to Access Action Records

� Home Page

� Records Section



4. Anatomy of an Action Record


Let’s take a look!


5. Action Reminder Panel (Home Page)

� Home Tab (Tools, User Options)

� When you open The Raiser’s Edge, you are automatically reminded of your

actions on the Home page.

� Action Reminders can also be configured to appear in MS Outlook!



6. Action User OptionsOn the Records tab of User Options, for Action records, you can mark the Prompt for follow-up checkbox. The program will then ask if you want to add a follow-up action when you mark an action as completed. On the Home tab of User Options, we recommend you set up a panel to show constituent, event, and appeal action reminders on your Home page.



7. Configuring RE7 to talk to MS Outlook for reminders

� Select Admin, Security, Users

� In the “Outlook User” field, enter the name as it appears in MS Outlook



8. What is an Action Track?

� An action track is a predefined sequence or series of actions assigned to a constituent, event, or appeal record.

� Tracks are usually a combination of independent and dependent actions.

� The creation of dependent actions is based on the completion of a previous

independent action.

� Tracks simulate a hierarchal process or checklist for a constituent, event, or appeal.


appeal.

� You can effectively use action tracks as part of your moves management

strategies.


9. What is Moves Management?

Do you visit prospects, create gift proposals, solicit individuals or organizations for donations, and cultivate and steward donors? The actions you take to bring

in donors, forge relationships and keep the contributions coming are known as

Moves, and Moves Management, simply put, is the system of policies, procedures and practices that directs these actions.

In essence Moves = Actions.


In essence Moves = Actions.

An effective Moves Management program will improve your bottom line and

facilitate a number of internal processes.

Moves Management White Paper


Moves Management© Defined

� System of monitoring, developing, and continuing relationships with

� donors

Move person from suspect to prospect to donor:

Identification

Qualification

What is Moves Management?


Qualification

Cultivation

Solicitation

Stewardship


Effective Moves Management©

� Improve bottom line and facilitate a number of internal processes

� Can increase success rate of every solicitor action

� Remains flexible and dynamic

� Enhancement of:

– Constituent relationship management (CRM)

– Solicitation strategy


– Solicitation strategy

– Program and Pipeline management

– Strategic analysis and execution


Action Tracks as part of Moves Management©

� Streamline cultivation of new donors

� Keep up with current donors

� Consistent fundraising approach for common segments

� Manage communication

� Eliminate manpower of creating individual actions



Action Tracks Defined

� Predefined set of actions assigned to constituent, event, or appeal record

� “Check list”

� Composed of independent and dependent actions

– Independent added individually to record

– Dependent added by change in previous action



Advantages and Limitations of Action Tracks

Advantages:

– Useful for stewardship

– Can set up for main components of any prospect pipeline

– Best for structured processes: lower and mid-level donors

Limitations:


Limitations:

– Major donors are more individualized

– Based off of specific Action fields in The Raiser’s Edge


Examples of Action Tracks

Stewardship: Constituent makes a major gift, therefore…

1. Send thank you letter from assigned solicitor

2. One week following thank you letter, phone call

3. Call or visit six months after thank you letter

Volunteer Coordination: Constituent expresses interest in volunteering,


therefore…

1. Information packet sent to prospective volunteer

2. One week following, phone call to schedule training

3. Training for volunteer


ABC’s of Constituent Action Tracks

� Action Queries for dependent actions

� Build the Track

� Constituent assignment



Action Queries

� Before we begin, we want to create Action Queries for our dependent actions

– Ex: Action Query that only looks at completed actions


Criteria: Action Information

> Completed equals Yes


Build the Track

� Access Action Tracks from the main Raiser’s Edge shell

� Tools > Action Tracks > Define Action Tracks



Build the Track

� Select to Show tracks for Constituents, Events, or Appeals

� Select New

� Enter Track name



Build the Track: Define Constituent Action Track

� To add a new action to the track, select “New”

� New Action appears



Build the Track: Create Action

� Choose the appropriate Category

� Complete the individual Action



Build the Track: Add Independent Action to Track

� Save the Action – adds to Track



Build the Track: Setting Conditions

Each subsequent action is dependent upon specified conditions

– For example: Completing the prior action



Build the Track: Setting Conditions

Prior action

automatically

populates in the

Based On field


Generic Action

query selected

3 Options for the date of the action


Build the Track: Action Date

� Use date action is created

� Use ___ from date action is created

– Define a specific period of time in days, weeks, or months following the date

action is created

� Use ___ from date of [prior action]


– Define a specific period of time in days, weeks, or months following the

preceding action


Build the Track: Additional Options

• Attributes

– Qualities, characteristics, and

preferences associated with the

action


• Notes

– Records to remind you of specifics

about action


Build the Track: Subsequent Actions

� Note: “Based on” action defaults to prior action, but can be changed



Subsequent Actions (cont’d)

� Ex: 3rd action should occur 6 months after 1st action



Subsequent Actions (cont’d)

� Click binoculars to choose correct action



Build the Track: Saving the Finished Track


New Action Track is now

listed with other available

tracks of that type


Constituent Assignment

� To assign Action Track to records:

– Select Tools > Action Tracks > Assign [Constituent / Event / Appeal] Action

Tracks



Assign Track Wizard: Step 1

� Select the track to be assigned

� Can assign to one or group of constituents

– Based on constituent, individual, or organization query




� Choose starting action and date




� Final Options:

– Preview list of actions

– Assign track to same constituent(s)

– Link to proposal


Link to Proposal: Use binoculars to

search for existing proposal


Assign Track Wizard: Complete!

� After selecting parameters, click “Assign Now”

� If assigned successfully, confirmation message appears

� Option to preview Control Report



The Track in Action

� Open constituent record > Select Actions tab

� First action appears on constituent record



The Track in Action (cont’d)

� Mark “Action completed on” and enter date



The Track in Action (cont’d)

� This causes the subsequent action(s) to appear on record



10. Action Reports

� Action Detail Report – generates detailed information about selected or all actions in your database. This report is a great tool for tracking the

effectiveness of your actions.

� Action Summary Report – generates a list of action categories entered

in your database along with a count of constituents associated with each

action category. Because this report is a summary, constituent names do not

appear. The report simply lists all your action categories with the total


number of constituents associated with each.

� Tickler Report – helps you keep track of the individuals responsible for the

actions in your database. This report can be arranged based on solicitors or

other users notified about an action. This report can include constituent or contact names, action start and end times, action types, the status of each

action type, action priorities, action progress, and proposal information.

� Proposal Follow-Up Report - tracks actions taken after you present a proposal. The report can include the status and priority of the proposal. (only available

with RE: Search module)


The Raiser’s Edge Online User Clinics

Topic Date

Homepage and Dashboards 1/21/10

Database Cleanup 2/18/10

Batching and PCI Compliance 3/18/10

Querying 4/15/10

Mail Merging 5/20/10


Mail Merging 5/20/10

Action Tracks and Moves Management 6/17/10

Reporting 7/15/10

Database Cleanup 8/19/10

Tracking Solicitors and Appeals 9/16/10

Importing 10/21/10

Split Gifts and Soft Credits 11/18/10

Security and PCI Compliance 12/16/10


Upcoming Web Seminars

� Activate Online Marketing & Engagement: An Overview of BBNC Grow

• July 22nd at 1:00 p.m. ET

� Get Engaged: Donor Engagement Through Social Media

• August 4th at 1:00 p.m. ET

� Keeping Them: Stewarding One-Time Donors for Lasting Support


� Keeping Them: Stewarding One-Time Donors for Lasting Support


� The Financial Edge for Raiser’s Edge Customers


� Getting to Know AuctionMaestro Pro

• June 30th at 2:00 p.m. ET

� For a schedule of all upcoming web seminars or to register, go to

www.blackbaud.com/webinars.


How Blackbaud Can Help

Contact Blackbaud Support for more information on:

� Additional Modules: Multiple module purchases and bundled training

� Training Services: Blackbaud Learn™

� Hosting Services: Blackbaud Application Hosting™

� Consulting Services: Conversions, customizations


� Consulting Services: Conversions, customizations

� Data Enrichment Services: Identify, rate, and qualify your best prospects

Email [email protected] or call 800.468.8996 for assistance.


Questions?

Phone: 800.443.9441

Email: [email protected]


Email: [email protected]

Thank you for joining us!

Blackbaud Online User Clinics · 2010-06-21 · Blackbaud Online User Clinics Blackbaud Application...

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Transcript of Blackbaud Online User Clinics · 2010-06-21 · Blackbaud Online User Clinics Blackbaud Application...