Donor Segmentation Form

Bonita, can you say a little bit about the form you are looking for?  Are you hoping to see examples of a Data Request Form?

I built a detailed form, but the trouble is that the more things I added to meet more of the needs of the fundraisers, the more complicated the form became and the less the fundraisers used it - they would just bypass most of it and only fill in what they knew for sure they wanted, or would call me and explain it to me while I filled it in.


Instead, I set up defaults for the most common requests, sometimes based on specific fundraiser roles/departments. The form I provide them only includes decisions that have to be made before building queries or setting up parameters, since any changes could mean starting from scratch when checking the data or doing additional processing/clean-up. The most important thing is the first section - knowing who is requesting the information, what they're using it for, and getting some freeform explanations of what they're trying to do often is more helpful than my checklist. But the checklists can help the fundraisers think about what they need, and different orgs will of course have different processes or divisions of responsibility that could mean a different set of checklist questions are needed.


For a university, you may also want to include a section for alumni with questions about degrees, majors, etc.or ask for mailing lists if they want to mail only once per physical address.


GENERAL

1. Purpose for this list: [ ] Event Invitations [ ] Stewardship [ ] Solicitation [ ] Reporting (Please explain what your report goal is/who you're reporting to: ______________)

* Please note that we will automatically use solicit codes, Do Not Contact, Gift is Anonymous, etc., according to your list purpose.

2. Who MUST be included in the list?

-- Constituencies:

-- Individuals:

-- Specific gifts:

-- Descriptive qualifiers: eg. attended Event X and gave at least $50 since January 1 2018

3. Who should NOT be included in the list?

-- Constituencies:

-- Individuals:

-- Specific gifts:

-- Descriptive qualifiers:

4. Other information about your request, such as what kind of output you want, whether you want to do segmentation yourself, where the need for this list came from, etc.:


CONSTITUENT INFORMATION

1. If you are not contacting constituents or limiting your list by constituent qualities, skip to the next section.

2. If you are contacting constituents, how do you want to contact them? [ ] Email [ ] Both donor + spouse email [ ] Phone [ ] Mail

3. Do you want to include organizations if they do not have a contact? [ ] Yes [ ] No

3A. What contacts do you want? [ ] VIPs only [ ] Receipt/Pledge Contacts only [ ] Any Primary contact [ ] Do not include contacts, only use org name

3B. Do you want 1 contact or any/all? [ ] Only 1 [ ] Any/all matching contacts

3C. If a contact also has the qualities to be listed individually, do you want them to represent the organization? [ ] Only 1 time, individually [ ] Only 1 time, organizationally [ ] Both as an individual and as a contact

4. Do you want to limit constituents geographically? If so, what geographic region?

5. Do you want to limit by constituency? If so, what constituencies?

6. Other constituent qualities, such as rating, proposal status, memberships, etc., to include or exclude:


GIFT QUALIFICATIONS

1. What is the date range for gifts that should be counted? Earliest gift: _________ Latest gift: ____________ (leave blank for "until now")

2. Do you want to limit gifts to specific funds? If so, which funds?

3. Do you want to limit gifts to specific appeals? If so, which appeals?

4. Do you want to include pledges or only pledge payments?

4A. If reporting on pledges, do you want to see [ ] the full amount (no pledge payments included in report) [ ] only the balance (pledge payments listed separately)

5. Do you want to exclude any gift types? mark all that you do NOT want to see: [ ] Cash [ ] GIK [ ] Stock/Property [ ] Planned Gifts  [ ] Recurring Gifts (All) [ ] Recurring Gifts (Payroll deductions)

6. If reporting donor names, do you want to see [ ] the DAF/individual or [ ] the host foundation/IRS donor?

7. Other gift information to include or exclude:

Attached is the form I created for data request.