Tracking Changes

Sandy Loberstein

Hello! We are working with our Finance team to figure out how to report on changes made to Pledges and Installments.  Does anyone have a good way they track this in Raisers Edge?  

Karen Diener

What kinds of changes do you need to report?

Sandy Loberstein

We're mainly looking at how we track changes to pledge amounts and installments, when they are updated manually. Right now, we can update the field, but looking for a way to note/track (and ultimately report on) when those specific fields get updated.

Alex Wong

currently there is no way to track specific changes in pledge/installment. The "tracking" is more general such as when gift is created, when gift is changed and by who, and when gift is deleted.

This level of tracking requires the webhook API or you can look into a 3rd party app such as Audit Trail

Rachel Cavalier

Could making this changes using Adjustments work?

Karen Diener

Changes to pledge amounts should probably be done via Adjustments. You should always provide a reason for the adjustment, and it is possible to run an Adjustment Report and to query on them. I rarely use standard reports so am not sure if the Adjustment Report is in webview yet, but I know it is in database view.

Installment changes don'tleave any sort of audit trail, so I would recommend a policy where this information is tracked as a Gift Note with a specific notepad type. There is plenty of room to include details about the former installment schedule and the new one. Using a specific notepad type - like "Installment schedule change" - will allow you to query that specific gift note.

It relies on users intentionally leaving these tracks, but I don't think that is unusual or forcing them to do a lot of extra work. If there is any pushback, I would also ask why so many pledges and installment schedules need to be changed, because that seems to be the primary issue.