How The QEH Foundation Does Prospect Management In Raiser's Edge
Published
This blog post was originally posted as a response to a question in the Raiser's Edge Community.
Incorporating this Action system helps us track prospects through each stage of the donor cycle. The action always refers to something that is to happen in the future. Each Action stage stays open (completed check box left empty) until the prospect moves from one stage to another. Anyone can easily see what the next step is for each of the prospects at any time.
Stage 1: Identification
When a prospect is suspected to have the capacity to make a gift of $10,000 or more, a prospect is at the initial state of "Identification." If there is no Raiser’s Edge file, one is created. The prospect is then assigned to the MG Officer for follow-up.
When the prospect moves into the Cultivation stage, the MG Identification action is marked complete.
Stage 2: Cultivation
The prospect remains in the Identification stage until the MG Officer and/or team ascertains philanthropic interest and capacity to give. After that is determined, the MG Officer completes a contact report assessing factors such as: attitude toward QEH, areas of interest and evaluation of gift potential.
After the prospect has been qualified as a viable prospect, the MG Officer designs a "strategy" outlining the general plan for cultivating and soliciting the prospect. The length of time that a prospect remains in cultivation for a major gift varies, but should be no longer than 18 months. All prospects should be asked for annual gifts every 12 months.
Add Action Notepad as necessary for each interaction with the prospect.
Notepad type should reflect the type of contact – email, phone, meeting, mailing
When the prospect is moved into the Solicitation stage, the MG Cultivation stage is marked complete.
Stage 3: Solicitation
The prospect is moved into MG solicitation when it is determined that an "ASK" can be made. The steps of the ask, as well as the follow up to determine the answer, are recorded in the Notepad of the action. When the ask is made, a notepad type of “Ask completed” is used. A copy of the written proposal is kept in Media. The proposal includes a request for a specific amount of money to be paid over a specific period of time to be used for a specific purpose. Prospects are in the solicitation stage until an agreement is successfully negotiated or the prospect declines to give. NOTE: If the solicitation is declined, the prospect can be reassigned for Annual Programs and/or placed back in MG cultivation at the discretion of the staff.
Add Action Notepad as necessary for each interaction with the prospect.
Notepad type should reflect the type of contact – “ask completed” is used to record the ask; email, phone, meeting, mailing are other notepad types to use.
When the prospect makes the gift:
Category: Gift Received
Description: $amount
Date: Gift date
Comments: Additional information if necessary (e.g. pledge details)
Stage 4: Stewardship
Once the gift is received, the prospect is moved to the Stewardship stage. The stewardship plan could include visits, invitations, personalized letters and phone calls. Following a period of stewardship, most donors will be cultivated for their next major gift.
When the prospect is considered for cultivation for the next major gift, the Stewardship action is marked complete and a new MG Cultivation (or MG Solicitation) action is created.
Stage 5: Reporting
Dashboard: MG Prospect Status report (left to right, starting top left)
Incorporating this Action system helps us track prospects through each stage of the donor cycle. The action always refers to something that is to happen in the future. Each Action stage stays open (completed check box left empty) until the prospect moves from one stage to another. Anyone can easily see what the next step is for each of the prospects at any time.
Stage 1: Identification
When a prospect is suspected to have the capacity to make a gift of $10,000 or more, a prospect is at the initial state of "Identification." If there is no Raiser’s Edge file, one is created. The prospect is then assigned to the MG Officer for follow-up.
Action Category: Task/Other
Action Type: MG Identification
Action date: is set for next action to take place
Solicitor: assign the staff solicitor, and any other solicitor that may be involved
Notify: is set for the staff person to receive the action reminder
Document: Type in a short description of what the action should be
Add Action Notepad as necessary for each interaction with the prospect.
Notepad type should reflect the type of contact – email, phone, meeting, mailing
Action Type: MG Identification
Action date: is set for next action to take place
Solicitor: assign the staff solicitor, and any other solicitor that may be involved
Notify: is set for the staff person to receive the action reminder
Document: Type in a short description of what the action should be
Add Action Notepad as necessary for each interaction with the prospect.
Notepad type should reflect the type of contact – email, phone, meeting, mailing
When the prospect moves into the Cultivation stage, the MG Identification action is marked complete.
Stage 2: Cultivation
The prospect remains in the Identification stage until the MG Officer and/or team ascertains philanthropic interest and capacity to give. After that is determined, the MG Officer completes a contact report assessing factors such as: attitude toward QEH, areas of interest and evaluation of gift potential.
After the prospect has been qualified as a viable prospect, the MG Officer designs a "strategy" outlining the general plan for cultivating and soliciting the prospect. The length of time that a prospect remains in cultivation for a major gift varies, but should be no longer than 18 months. All prospects should be asked for annual gifts every 12 months.
Action Category: Task/Other
Action Type: MG Cultivation
Action date: is set for next action to take place
Solicitor: assign the staff solicitor, and any other solicitor that may be involved
Notify: is set for the staff person to receive the action reminder
Document: Type in a short description of what the action should be
Action Type: MG Cultivation
Action date: is set for next action to take place
Solicitor: assign the staff solicitor, and any other solicitor that may be involved
Notify: is set for the staff person to receive the action reminder
Document: Type in a short description of what the action should be
Action Attribute is added to report the valuation:
Category: Valuation
Description: $amount
Date: Date added
Comments: Additional information if necessary
Category: Valuation
Description: $amount
Date: Date added
Comments: Additional information if necessary
Add Action Notepad as necessary for each interaction with the prospect.
Notepad type should reflect the type of contact – email, phone, meeting, mailing
When the prospect is moved into the Solicitation stage, the MG Cultivation stage is marked complete.
Stage 3: Solicitation
The prospect is moved into MG solicitation when it is determined that an "ASK" can be made. The steps of the ask, as well as the follow up to determine the answer, are recorded in the Notepad of the action. When the ask is made, a notepad type of “Ask completed” is used. A copy of the written proposal is kept in Media. The proposal includes a request for a specific amount of money to be paid over a specific period of time to be used for a specific purpose. Prospects are in the solicitation stage until an agreement is successfully negotiated or the prospect declines to give. NOTE: If the solicitation is declined, the prospect can be reassigned for Annual Programs and/or placed back in MG cultivation at the discretion of the staff.
Action Category: Task/Other
Action Type: MG Solicitation
Action date: is set for next action to take place
Solicitor: assign the staff solicitor, and any other solicitor that may be involved
Notify: is set for the staff person to receive the action reminder
Document: Type in a short description of what the action should be
Action Type: MG Solicitation
Action date: is set for next action to take place
Solicitor: assign the staff solicitor, and any other solicitor that may be involved
Notify: is set for the staff person to receive the action reminder
Document: Type in a short description of what the action should be
Action Attribute is added to report the valuation:
Category: Valuation
Description: $amount
Date: Date added
Comments: Additional information if necessary
Category: Valuation
Description: $amount
Date: Date added
Comments: Additional information if necessary
Add Action Notepad as necessary for each interaction with the prospect.
Notepad type should reflect the type of contact – “ask completed” is used to record the ask; email, phone, meeting, mailing are other notepad types to use.
When the prospect makes the gift:
1. The MG Solicitation action is marked complete
2. A second Action Attribute is added to report the gift amount:
Category: Gift Received
Description: $amount
Date: Gift date
Comments: Additional information if necessary (e.g. pledge details)
3. And a new MG Stewardship action is created.
Stage 4: Stewardship
Once the gift is received, the prospect is moved to the Stewardship stage. The stewardship plan could include visits, invitations, personalized letters and phone calls. Following a period of stewardship, most donors will be cultivated for their next major gift.
Action Category: Task/Other
Action Type: MG Stewardship
Action date: is set for next action to take place
Solicitor: assign the staff solicitor, and any other solicitor that may be involved
Notify: is set for the staff person to receive the action reminder
Document: Type in a short description of what the action should be
Add Action Notepad as necessary for each interaction with the prospect.
Notepad type should reflect the type of contact – email, phone, meeting, mailing
Action Type: MG Stewardship
Action date: is set for next action to take place
Solicitor: assign the staff solicitor, and any other solicitor that may be involved
Notify: is set for the staff person to receive the action reminder
Document: Type in a short description of what the action should be
Add Action Notepad as necessary for each interaction with the prospect.
Notepad type should reflect the type of contact – email, phone, meeting, mailing
When the prospect is considered for cultivation for the next major gift, the Stewardship action is marked complete and a new MG Cultivation (or MG Solicitation) action is created.
Stage 5: Reporting
Dashboard: MG Prospect Status report (left to right, starting top left)
1. MG Identification – Action type = MG Identification; Action Not Complete (check box blank)
2. MG Cultivation – Action type = MG Cultivation; Action Not Complete
3. MG Solicitation Stage – Action type = MG Solicitation; Action Not Complete
4. MG Stewardship – Action type = MG Stewardship; Action Not Complete
5. Solicitation done, no answer yet – Action type = MG Solicitation; Action Not Complete; Notepad type = Ask Completed; Attribute Valuation filled in
6. Solicitation done, gift received – Action type = MG Solicitation; Action Completed greater than 7/1/16; Attributes tab (1) Valuation and (2) Gift Received filled in
3. MG Solicitation Stage – Action type = MG Solicitation; Action Not Complete
4. MG Stewardship – Action type = MG Stewardship; Action Not Complete
5. Solicitation done, no answer yet – Action type = MG Solicitation; Action Not Complete; Notepad type = Ask Completed; Attribute Valuation filled in
6. Solicitation done, gift received – Action type = MG Solicitation; Action Completed greater than 7/1/16; Attributes tab (1) Valuation and (2) Gift Received filled in
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Raiser's Edge® Blog
07/31/2017 9:00am EDT
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