Best Practices for Storing Data to Maximize seamless Data Output/Reports

Stephanie Pagan

I have compiled a list throughout this year of things that I need to think about how to code/track better in terms of the best way to pull the data and would love to find useful answers. The policies and procedures thread is helpful, but my idea is something more specific like examples of custom attributes and use-cases, specific use of subtypes, or the reference field, etc. It would be really helpful to have just a list of examples that other organizations have done to track certain things.

We currently segment our annual Community Celebration & Auction data by having it all go under the overarching campaign, and indicate that its this event in the fund, and then further separate the type of transaction in the appeal i.e. auction winner, paddle raise, and registration. I would like to hear what other organizations are doing to segment this type of data. Also, for things like specific acknowledgement details, things listed in the documents sent with a gift. Whether organizations have made custom attributes to store this or put it in the reference, like we do currently. Also Stock gift details for # of shares, etc. pertaining to the stock gift that will be necessary come audit time. Lastly, Event association. How have people been associating a gift back to a specific event?

To add to that, a checklist of where to start to edit and perfect your current database, to create a more seamless flow of data input/entry and extraction would be helpful. Sometimes we have the right intention but it can be overwhelming and daunting to actually know where to start to change these things.

Dariel Dixon

@Stephanie Pagan I like this idea.

My current organization uses a lot of custom fields/attributes. We use them mostly on gift records and constituent records. Some of our gift attributes are things like Name on Check, DAF Gift, Number of Shares, and things that don't have a specific place in the database.

Stephanie Pagan

@Dariel Dixon
Thank you!

Sunshine Reinken Watson

@Stephanie Pagan
Here is a best practice example for event gifts:

Campaign: Event

Appeal: 2025 Gala

Packages (under the Appeal):

• Platinum Title Sponsor
• Gold Sponsor
• Silver Sponsor
• Bronze Sponsor
• Individual Ticket(s)
• Donation
• Silent Auction

Fund: (This code matches Finance)

Link the gift to the event record as a registration, even for donations, so you can track if commitments are paid easily in the participant list under the event in web view.

Stephanie Pagan

@Sunshine Reinken Watson: Here is a best practice example for event gifts…

@Stephanie Pagan
This was very helpful! Thank YOU!

Stephanie Pagan

@Dariel Dixon: My current organization…

@Stephanie Pagan I am leaning towards creating this type of structure at mine. Thank you! I am not a fan of how some of these things are tracked currently.