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Tracking Asks vs. Commitments w/in RE - NOT in the NXT

Denise Miller

I'm curious as to how other organizations are tracking their solicitor/gift officers asks vs. commitments with RE. I am currently utilizing it in the Actions tab but this has become so cumbersome, and since the gift/commitment does not come in until after the ask, we don't add a gift record until. Any comments/insight most appreciated! Denise

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Comments

Faith Murray

Do you have the Prospect module? That is exactly what it is made for. You can track a Proposal ask amount, and then mark it completed when the actual commitment comes in.

Denise Miller

Unfortunately, we do NOT have that. It would
make my world so much easier in tracking this data. I spent most of
my morning trying to see if utilizing attributes would be more
efficient than how we currently are doing it, but honestly, there
just are not enough fields across to be able to pull if it was an
ask or commitment, the solicitor, the type of ask, the amount and
date. I wish there were a magic button! J

Thanks for reaching out and sharing that
screen. This would be FABULOUS if we did have it.

Have a great afternoon!

Denise

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Faith Murray

Then Action is probably your best bet. The only other conceivable place I could think to record it aside from Actions would be under Appeal. You could create an "Major Gifts" Appeal with a Package for each Solicitor; then in the donor record include the Date the appeal was made, use the Comments section for the ask information: "$10,000 to campaign", and the Response section for their intended commitment. "Assigned Appeal" info is somewhat easier to pull in a Query than action info, and can be bulk added. And, you can make the case that a major gift ask is a type of appeal solicitation. However, this is wrangling things a bit and you would lose the greater number of data fields that an Action contains. Neither one is optimal.

Denise Miller

They don’t understand that there’s just not a
button to click and cleanly show the data real-time in seconds.
There’s a lot with the querying/exporting and then cleaning it up a
bit. That’s the hard part of getting those that do not prepare and
run the info to grasp. Oh well, we’ll make it work as we’ve
been.

Thanks again for taking time to share your
insight!

Denise

Denise Miller

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Faith Murray

The eternal joys of being the DBM! ? But maybe you can show them the Prospect Module pic and convince them to invest in the software you need to give them what they want.

Good luck!

Elaine Tucker

Denise, can you create a Crystal Report that can be saved on the reports menu in Database view and then run as needed?

Crystal Bruce

Discussion moved to Raiser's Edge forums. Thanks!

Kathleen Eastman

Hi Denise,

We do have the Prospect module, but you can track within actions. I don't know if you already do this, but you can have different action types for Proposal in Progress(while it is being prepared, then Proposal Sent and Proposal On Hold. You can add to the Action Status drop down menu types that are specific to tracking a proposal such as Pending, Denied, Cancelled, Awarded or Funded, Partially Funded and then the Action Completed on date would match the gift date if is was awarded, or the date it was denied. You can use the Action Attributes to set up Ask Amount and Amount Awarded. The Action date would be the date the Proposal was sent. You can track the Campaign and Fund and Solicitor. The actual proposal document can be attached to the action so you have all of the info you need in that one action. Then you can set up action reports to track based on the Action status, and narrow it down to run by solicitor, campaign and fund. You can also include those Action Attributes in the report too. One thing to remember if you also use NXT, is to attach the document according to where folks will want to access it from since docs added in one are not accessible in the other.

I hope this helps. Feel free to contact me for additional help if you like. keastman@ias.edu

Kathy