Garbage In = Garbage Out – Keeping Your Donor Database Healthy, Wealth, and Wise
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This document is a comprehensive guide for nonprofits on the importance of maintaining clean data in fundraising databases. It covers best practices for data entry, organizing campaigns and appeals, and the creation of a data entry manual to ensure consistency and avoid errors. The content emphasizes the need for proper training and systems to effectively manage donor information and improve fundraising efforts.
Garbage In = Garbage Out – Keeping Your Donor Database Healthy, Wealth, and Wise
- 1. Robin L. Cabral, MA, CFRE, MFIA Development Consulting Solutions, LLC Garbage In = Garbage Out
- 2. Robin Cabral CFRE, MA, MFIA Contact Me: ● Web: https://www.developmentconsultingsolutions.com ● Email: rcabral@developmentconsultingsolutions.com ● Phone: 508-685-8899 • Owner, Development Consulting Solutions, LLC • CFRE, MA, MFIA • 25+ years working for and with nonprofits • Raised millions in campaigns • Coach dozens of nonprofits to start their first major gift efforts • On a mission to transform organizations by effective philanthropy! Garbage In = Garbage Out June 16, 2021
- 3. In this Webinar, you’ll learn… • The case for consistent clean data in a professional data system • Understand how to organize your campaigns and appeals, and why • Understand how to enter data so that you can utilize the information effectively • Understand how to maintain clean data • The case for a data entry manual GOALS AND OBJECTIVES
- 4. • TEMPLATE: Donor Management Software Policies and Procedures Template • ARTICLE: How to create a manual that ensures your database stays clean and up to date • Webinar Slides RESOURCES
- 5. THE CASE FOR CONSISTENT CLEAN DATA IN A PROFESSIONAL DATA SYSTEM Why do I need a fundraising database?
- 6. What can a Database Do? • Create reports around campaigns, appeals and events • Benchmark results and evaluate progress toward goals • Identify loyal donors who may be prospects for major or planned gifts • Ensure fast, consistent acknowledgements that satisfy IRS requirements The “Case” for Consistent Clean Data
- 7. What if a database is too expensive for my budget? • Fundraising software can be purchased for as little as $400+ or upward of $20K depending on product • Quality software lies somewhere in-between • Products DO exist that will meet the needs of your fundraising program and help you raise funds more efficiently • Excel spreadsheets are NOT a database, just as shoebox NOT a filing system! The “Case” for Consistent Clean Data
- 8. UNDERSTAND HOW TO ORGANIZE YOUR CAMPAIGNS, FUNDS, AND APPEALS, AND WHY
- 9. Campaigns are broad, general categories: • Annual Giving • Planned Giving • Capital Campaign Also consider categories for Fund: • Restricted • Unsolicited Gifts • Scholarship Funds Organizing Your Campaigns and Appeals
- 10. Appeals and events - what prompted this gift? Categories could include: • Specific mailings: o Fall Appeal o Campaign Mailings • Events: o Spring Auction o Golf Tournament, etc. Organizing Your Campaigns and Appeals
- 11. • Where will this fundraising money be used? • Funds should be categorized based on specific use targeted by the gift: o Scholarship Fund o Restoration Fund o Unrestricted • If event or appeal is recurring, include fiscal year of each gift • Individual years can be compared for goal setting and analysis Organizing Your Campaigns and Appeals
- 12. Annual Appeals Don’t lose your donors before they open the envelope! • Regularly run your data through the National Change of Address database (NCOA) • Ensure continuity of contact • Many data systems /almost all mail houses provide NCOA for reasonable fee • It’s worth it! Organizing Your Campaigns and Appeals
- 13. Annual Appeals Don’t lose your donors before they open the envelope! 50% of people pay more attention to direct mail than to any other marketing channel. Source: Ritter's Communications Report Organizing Your Campaigns and Appeals
- 14. Annual Appeals Don’t lose your donors before they open the envelope! • Nothing is worse than a mailing to a donor who has passed away • Social Security Death Index (SSDI) can be used to clean your list of deceased donors Organizing Your Campaigns and Appeals
- 15. Annual Appeals Don’t lose your donors before they open the envelope! • Ancestry: o https://www.ancestry.com/search/collections/ssdi/ o Genealogy Bank: https://www.genealogybank.com/explore/ssdi o Family Search: https://www.familysearch.org/search/collection/1202535 Organizing Your Campaigns and Appeals
- 16. • Other times to remove a donor from general mailing: o Immediately following a significant gift, sometimes! o Following a large campaign pledge, sometimes! o After a “do not mail” or “do not solicit” request, ALL the time! Organizing Your Campaigns and Appeals
- 17. • These donors may be contacted, but in a very individual way • Decide with your staff/campaign cabinet the best approach Organizing Your Campaigns and Appeals
- 18. UNDERSTAND HOW TO ENTER DATA SO THAT YOU CAN UTILIZE THE INFORMATION EFFECTIVELY What do you want your data to do?
- 19. You Own Your Data – Protect It! • Only trained development staff should enter donor data • Data must be entered consistently and properly • Improperly entered data can cost: o Wasted time o Lost efforts • Take advantage of training offered by your vendor Entering Data To Utilize Most Effectively
- 20. You Own Your Data – Protect It! • Train anyone who enters data or uses the data base • Remember that donor information is highly confidential • The use of board members or other volunteers to enter data is inappropriate • Someone who is not a stakeholder may take costly shortcuts Entering Data To Utilize Most Effectively
- 21. Ensure Consistent Entry of Donor Data • Set a standard procedure for entering data • Make sure that proper salutations are used • Use primary addresses, check postal processing requirements and standards Entering Data To Utilize Most Effectively
- 22. Ensure Consistent Entry of Donor Data • Regularly update contact information, email addresses and telephone numbers • Avoid nicknames and use full names whenever possible • Use fields provided for alternate names • Determine what data is useful to you Entering Data To Utilize Most Effectively
- 23. Ensure Consistent Entry of Donor Data • Complete an assessment of your data • What would you like to know about your donors? o Preferred method of contact? o Frequency of contact? o Volunteer history? o Record these pieces of information for future use Entering Data To Utilize Most Effectively
- 24. Ensure Consistent Entry of Donor Data To ensure database consistency, we have rules regarding how to abbreviate and enter addresses: • Cardinal and ordinal directions should always be abbreviated - i.e. North becomes N, Soutwest becomes SW. • Street types should always use postal regulation street abbrevations or can also be spelt out completely, i.e., Ave, Blvd, St, Avenue, Boulevard, Street, etc. • Cities and towns should be written out in full i.e. AL, AZ, MA, RI, etc. • Ensure the postal code includes the zip+4 code as musch as possible i.e. 00850- 6641 • Post office boxes should reas as PO Box 11890 or PO Box G Entering Data To Utilize Most Effectively
- 25. Ensure Consistent Entry of Donor Data To ensure database consistency, we have rules regarding how to abbreviate and enter addresses: • Abbreviate apartment, room, or suite numbers on a second line, i.e. Apt, Ste, Rm • School and business should be written out in full i.e. MSU vs. Montclair State vs. Montclair State University • Use common prefixes i.e. Ms., Mrs., Miss, Mr., Rev., Dr., Atty., Prof., Hon., Pres., etc. • Use common suffixes i.e. Esq., CPA, Jr., Sr., II, III, USMC, CSJ, OP, PhD, MD, JD, VM, DDS, etc. Entering Data To Utilize Most Effectively
- 26. Ensure Consistent Entry of Donor Data • Some databases have a notes field • Use notes to record things such as: o Interactions with the donor (Dates, Times, Type of contact) o Name of Development Officer o Any correspondence Entering Data To Utilize Most Effectively
- 27. Now that you have your data, maintain it and keep it clean! • Run a duplicate check on a regular basis • An online gift could trigger a second donor record • Accidents happen - don’t send extra appeals to the same donor Understand How To Maintain Clean Data
- 28. • Check your queries and reports on a regular basis • Examples of Queries: o Donors residing in certain zip codes o Names of donors who gave to Annual Appeal last year Understand How To Maintain Clean Data
- 29. • Examples of Reports: o Data quality review monthly of all accounts created o Almost expired debit/credit cards o Duplicate reports o Monthly LYBUNT/donor retention report o Transaction reports monthly to examine campaigns, funds, and appeals o Security and account access yearly o Relationship reports for accuracy Understand How To Maintain Clean Data
- 30. • Remove out of date queries • Keep UTD with the database training • Be aware of new features and best practices • Subscribe to your provider’s newsletter or blog (if available) • This could offer multiple ways to maximize database potential Understand How To Maintain Clean Data
- 31. THE CASE FOR A DATA ENTRY MANUAL
- 32. Consider A Database Manual • Create a standard procedure for data entry • Reduce mistakes and duplicates • Organize campaigns, appeals and events in a consistent manner • Enable end users to find the information they need quickly and efficiently The Case For A Data Entry Manual
- 33. Consider A Database Manual • Provides clear outline for organization • Categories include: o Profile Management o Transaction Management o Interaction Management o Report Management The Case For A Data Entry Manual
- 34. Profile Management • Enter data consistently • Avoid duplication • Regulate donor entry Transaction Management • Funds • Campaigns • Appeals • Find the information you need – when you need it! The Case For A Data Entry Manual
- 35. Report Management • Giving history • Event history • Donor interactions • Next steps Interaction Management • Gift acknowledgements • Online gift management • Letter templates The Case For A Data Entry Manual
- 36. Policies and Procedures • Gift processing policy • Gift reconciliation procedures The Case For A Data Entry Manual
- 37. Conclusion - What Did You Learn? How to… … ensure consistent clean data in a professional data system … organize your campaigns and appeals, and why … Enter data so that you can utilize the information effectively … maintain clean data … craft a data entry manual
- 39. How will you use this information to ensure your data systems get and stay clean?
- 40. Q&A
- 41. CONTACT ME Robin L. Cabral, MA, CFRE, MFIA Development Consulting Solutions, LLC www.developmentconsultingsolutions.com Mobile (508) 685-8899 rcabral@developmentconsultingsolutions.com www.facebook.com/developmentconsultingsolutions www.linkedin.com/in/robincabral/ https://twitter.com/robincabralcfre/