Managing Constituent Data

This chapter discusses how to:

• Search for records.

• Add people to the system.

• Manage addresses and phone numbers.

• Track external system IDs.

• Manage names.

• Maintain constituent types.

• Track religious preferences.

• Maintain photos.

• Add constituent types to graduates.

• Maintain degree information.

• Maintain work experience information.

• Add organizations.

• Enter location data for organizations.

• Enter department data for organizations.

• Enter contact data for organizations.

• Maintain organization financial information.

• Define an organization’s matching gift rules.

• View an organization’s matching gift rules.

• Review organization data.

• View an organization’s employee list.

• View profiles.

• Update a donor’s record or add a donor.

• View a constituent’s audience history.

• Maintain involvement information.

• Establishing relationships.

See Also

Setting Up Constituent Data

Searching for Records

This section provides an overview of records and discusses how to:

• Use Search/Match functionality.

• Search for people.

• View search results.

Understanding Records

Contributor Relations provides two different mechanisms to search for constituent records:

• The Search/Match page is identical to the one found in Campus Community, and enables you to search for specific people based on basic information such as name and address.

  This page should be used to ensure that a person does not already have an existing record before you add the person to the system.

• The CR Search page enables you to search for people based on more specific criteria such as class year, constituent type, or ethnicity.

  You can search based on any variety of criteria on this page. For example, you can search for all the constituents with a class year of 1990 that reside in Texas.

Pages Used to Search for Records

Using Search/Match Functionality

To avoid entering duplicate personal records, use the Search/Match functionality any time that you are entering a new person in the database. Search/Match criteria is utilized when you save a new person, but if a potential duplicate is detected, use Search/Match anyway to investigate the existing person record(s). Start with Search/Match to look for the person before adding them to the database. Search/Match also is used to search for external organizations.

See Also

Setting Up Search/Match

Searching for People

Access the CR Search page.

Enter information in any field on this page, to search for a constituent based on that value or combination of values.

Viewing Search Results

After entering selection criteria on the CR Search page, access the CR Search Result page.

Carry ID Reset	Click to cancel any selections that you have made by using the Carry ID Set button.
Carry ID Set	Click to set this record as the default when opening pages in Contributor Relations.
L A E F P S I	Indicate the person’s relationship to your institution. Values are: L: Alumni. A: Student applicant. E: Employee. F: Financial aid. P: Prospect. S: Student. I: Student financials.
Details	Click to open the Demographic Data component.

See Also

Searching for People

Adding People to the System

This section discusses how to add people to the system. These pages maintain all biographical information about the constituent.

Note. Contributor Relations uses Campus Community pages to maintain biographical information.

See Adding a Person in PeopleSoft Enterprise Campus Solutions.

Pages Used to Add People to the System

Managing Addresses and Phone Numbers

This section discusses how to:

• Update linked addresses.

• Review address data.

• Enter electronic addresses.

Note. Contributor Relations uses Campus Community pages to maintain addresses and phone numbers. You can use these pages to update linked addresses, track electronic addresses, and view address data.

Pages Used to Manage Addresses and Phone Numbers

Updating Linked Addresses

When you update the address for someone who is linked to an individual, the address for the linked entity is not changed in the database on the Addresses page for the primary individual until you run the Update Linked Addresses process. When you run the process, the system finds the primary individual and updates the address data.

See Also

Updating Linked Addresses

Reviewing Address Data

Access the Addresses page to view information about a constituent who is a person.

See Also

Entering Addresses for an Individual

Entering Electronic Addresses

Access the Electronic Addresses page to maintain information about a constituent's email and URL addresses. You can specify a type for each address, such as work and home.

See Also

Entering Electronic Address Data

Tracking External System IDs

Use the External System IDs page to track constituent IDs by a number other than the Contributor Relations ID.

See Also

Changing Individual IDs

Managing Names

Use the Names page to specify a name type and name part for each full name and name part that an individual may use.

See Also

Managing Names Data

Maintaining Constituent Types

This section provides an overview of constituent types and discusses how to assign constituent types.

Understanding Constituent Types

Constituent types are the relationships that exist between a constituent and your institution. Constituent types are used extensively in reporting and in completing many business processes.

Pages Used to Maintain Constituent Types

Assigning Constituent Types

Access the Constituent Type page.

Your selections on this page indicate the relationships that exist between a constituent who is a person and your institution. An organization can be assigned one constituent type. You can assign an organization's constituent type on the Organization Financial Information page.

Note. When constituent types are assigned to a constituent, you cannot delete the last remaining constituent type assignment. For example, if a constituent is assigned values of Alumni and Parent, you can delete one of these constituent types, but one must remain in the system.

Tracking Religious Preferences

Use the Religious Preference page to indicate a constituent's religion, if any. You can view a constituent's religious preference on the Person Profile page.

See Also

Entering Religious Preferences

Maintaining Photos

You can store photographs of your constituents. Photographs are stored the same way they are stored in any Windows application.

See Also

Entering Photographs

Adding Constituent Types to Graduates

This section discusses how to run the Graduates to Alumni Application Engine process (AV_CONF_ALUM).

Contributor Relations provides a job process that searches for a group of graduates and adds to their records a constituent type of Alumni, based on each graduate’s program completion date. Running the process also generates a report that lists the search results and notes any record changes.

Page Used to Add Constituent Types to Graduates

Running the Graduates to Alumni Process

Access the Graduates To Alumni page.

Report Only	Select to generate the Graduates To Alumni report (AV702) without making any changes to the Constituent Type table (PS_AV_CNST_TYP_TBL). Clear to both generate the report and add the graduates to the Constituent Type table with a constituent type of Alumni.
Academic Institution	Enter the associated academic institution for the graduates.
Academic Career	Select the associated academic career for the graduates. These values are defined by the institution.
Completion Term	Enter the term in which the graduates were granted or will be granted their degrees. These values are defined by the institution.
Constituent Type	Note. Displays Alumni, the only constituent type that is assigned by this process.

When users run this process, the system does the following:

1. Gathers all records that meet the institution, academic career, and completion term criteria from the Graduates to Alumni page, where the value in the Degree Confer Date field is not ‘Null’ and the value in the Degree Status field is Active.

2. Determines whether these records already have a constituent type of Alumni.

3. If the Report Only check box is cleared, the system updates the Constituent Type table where required.

   If the person is not already assigned a constituent type of Alumni (type = 1), then a record is inserted for the current date with a constituent type of 1.

4. Regardless of whether the Report Only check box is selected, the system generates the Graduates To Alumni report AV702.

See Also

Defining Constituent Types

Assigning Constituent Types

Graduating Students

Contributor Relations Reports: Selected Reports

Maintaining Degree Information

This section discusses how to:

• Maintain external degree information.

• Set a constituent's preferred year.

• Enter internal legacy degree information.

The system enables you to enter and track external degree information, or information about degrees earned from institutions other than your own. In addition, you can view information about both internal and external degrees.

Pages Used to Maintain Degree Information

Maintaining External Degree Information

Access the External Degrees page.

Org ID	Select the institution from which the constituent earned the external degree.
Degree Nbr (degree number)	This value is automatically calculated by the system. The first record that you enter has a degree number of 1, the next 2, and so on.
Data Source	Select the name of the organization from which you obtained information about the degree. Data source values are delivered with the system as translate values. You can modify these translate values.
Degree	Select the type of external degree received or in progress. Degrees are defined on the Degree Table page. Note. To enter a degree that is not defined in the Degree table, leave the Degree field blank and type the appropriate information in the Description field.
Honors Category	If the person received an honor for this degree, select the appropriate value. Honors categories are delivered with the system as translate values. You can modify these translate values.
Degree Status	Select the current status of the degree. Degree statuses are delivered with the system as translate values. You can modify these translate values.
External Subject Area/Field of Study	If there are subject areas or fields on which the constituent concentrated for this degree, enter them in these fields. You may prompt on these fields to access values from the External Subject table. Or, if you prefer to enter an external subject area that is not defined in the system, leave the field blank, tab to the related description field, and enter any text.
External Career	Select any external careers for the constituent. External careers are delivered with the system as translate values. You can modify these translate values.
Data Nbr (data number)	If this degree information is related to a particular transcript or source of information, enter the data number of the transcript or other source, from the External Data page. You cannot make a link to a data number until the External Data page has been saved.
Org Primary Location	Click to view the primary address of the school to which this degree is related. On that page, click the Detail button to view additional information regarding the school.

Setting a Constituent's Preferred Year

Access the Preferred Class Year page.

Preferred Class Yr (preferred class year)	Enter the year that the constituent wants to use as class year. For example, a constituent with both an undergraduate and graduate degree may prefer to use the graduate degree as the preferred year. This year displays on many pages throughout the system.
Alumnus Type	Select the constituent's alumnus type. This field supports Part IV of the CAE report. The values for this field are shipped with the system. Values are: G: Graduate. N: Non-degree. U: Undergraduate.

Additional information about the constituent's academic career at your institution displays on this page.

Entering Internal Legacy Degree Information

Access the Internal Legacy Degrees page.

Enter the Class Year, Attended From and To dates, Degree, Major, Major 2, Minor, Minor 2, Campus, Academic Organization, and any Distinction earned with the degree.

Note. The information on this page is stored in the PeopleSoft Enterprise Student Records system.

Maintaining Work Experience Information

This section discusses how to maintain a constituent’s work experience information.

Pages Used to Maintain Work Experience Information

Adding Organizations

Use the Organization Table component to add external organizations to the system.

See Also

Adding Organizations to Your Database

Entering Location Data for Organizations

Use the Organization Locations component to enter information regarding the addresses and phone numbers of the organizations in the system. Organization locations should be entered before organization departments and organization contacts.

See Also

Entering Organization Location Data

Entering Department Data for Organizations

Use the Organization Departments component to record information at the department level for an organization. Organization departments should be entered after organization locations and before organization contacts.

See Also

Entering Organization Department Data

Entering Contact Data for Organizations

Use the Organization Contacts component to maintain information about the contacts that your institution uses at a particular organization. You may have several contacts at one organization that are used for specific purposes, such as a Matching Gift contact and a Community Relations contact.

See Also

Entering Organization Contact Data

Maintaining Organization Financial Information

This section discusses how to enter organization financial information.

Page Used to Maintain Organization Financial Information

Entering Organization Financial Information

Access the Organization Financial Info page.

Employee Count	Enter the number of people currently employed at the organization.
Alumni Count	Displays the total number of alumni who are employees of the organization.
Stck Exch (stock exchange)	Select the name of the stock exchange in which the organization's stock trades, if applicable. Values are: AMEX, NASDAQ, and NYSE.
Symbol	Enter the stock exchange symbol under which the organization's stock trades, if applicable. You can enter up to 10 characters.
Description	Enter a description of the organization and the type of business it runs. You can enter up to 30 characters.
SIC	Select the Standard Industrial Code for the organization.
Fiscal Year	Enter the four-digit fiscal year for which you are recording financial information.
From Date, To Date	Select the From Date and To Date that define the fiscal year that you selected. The fiscal year should reflect the organization's fiscal year and not necessarily that of your institution. If information on this page is entered in a currency other than base currency, the system calculates conversion based on the exchange rates on the date in the To Date field.
Revenue Amount	Enter the total amount that the organization received in revenues during the fiscal year.
Base	Click to convert the amounts on this page to your institution’s base currency. The system converts the values by using the exchange rate that is in effect on the date that you selected. The button label changes to Entry. Click the button again to toggle back to entry mode, where you can change the values.
Expenses Amount	Enter the total amount that the organization incurred as expenses during the fiscal year.
Profit/Loss Amount	Displays the organization's profit or loss for the fiscal year that you selected, based on revenue minus expenses.
Assets Amount	Enter the total worth of all assets held by the organization during the fiscal year.
Liability Amount	Enter the total amount of all liabilities owed by the organization during the fiscal year.
Equity Amount	Displays the organization's total equity for the fiscal year that you entered, based on assets minus liability.
Source Description and Date	Enter the person or publication that provides organization financial information to your institution, and the date on which organization financial information was obtained.
Contributions Total	Enter the total amount of all contributions made by the organization to your institution and other entities during the fiscal year.

Defining an Organization’s Matching Gift Rules

Use the Matching Rules component to define the matching gift rules for an organization. You can maintain information about minimum match amounts and match ratios, the designations for which gifts can be matched, the annual matching gift budget, required information and contacts, and any matching gift restrictions that the organization has.

See Also

Defining an Organization’s Matching Gift Rules

Viewing an Organization’s Matching Gift Rules

Use the Matching Rules inquiry component to view the matching gift rules for an organization. You can view information about minimum match amounts and match ratios, the designations for which gifts can be matched, the annual matching gift budget, required information and contacts, and any matching gift restrictions that the organization has.

See Also

Viewing an Organization’s Matching Gift Rules

Reviewing Organization Data

When you have entered the organization, location, department, and contact information for an organization, you can review that information quickly and easily through Campus Community pages.

See Also

Reviewing Organization Data

Viewing an Organization's Employee List

This section discusses how to view employee lists.

Page Used to View an Organization’s Employee List

Viewing Employee Lists

Click the Details button to view detailed information about a specific employment record on the Employment History Detail page.

You can build a workset from this page.

See Also

Building a Workset From a Page in the System

Viewing Profiles

Profiles for people and organizations enable you to view a summary of information in the system about a particular constituent. The system includes both a Person Profile and an Organization Profile page.

This section provides an overview of person profile views and discusses how to:

• View general person profile information.

• View a biographic profile.

• View a commitment profile.

• View a participation profile.

• View an organizational profile.

Understanding Person Profile Views

Each profile view contains several data regions with summary information. This table lists each data region and the profile view that contains it:

As you collapse and expand each profile view, the system populates the data regions within the view.

Pages Used to View Profiles

Viewing General Person Profile Information

Access the Person Profile page.

The default settings that determine what you see—which profile views expand, as well as the address, phone, and email views that appear—are defined on the Operator Defaults page.

Common Fields

Some fields on this page are not dependent on which profile view is expanded. The system always displays the following information at the top of the page: constituent name, ID, constituent type, class year, institution, spouse button (if a spousal relationship exists), and 3Cs buttons.

Additional Information

The system displays messages at the bottom of the page based on the following conditions.

Note. Where no data exists, the system hides the data region.

The system also displays messages in this area related to the following information:

See Also

Managing FERPA Privacy Control

Viewing a Biographic Profile

Access the Person Profile page, Biographic Profile view.

This table lists the information sections in this view and the pages from which the system derives the information:

Address

Phone / E-mail

Biographic Information

This data region displays compiled biographical data, including date of death.

Work Experience

Relationships

Note. If an existing relationship is a Joint relationship, it is noted next to the Relationship link.

See Also

Maintaining Work Experience Information

Establishing Relationships

Viewing a Commitment Profile

Access the Person Profile page, Commitment Profile view.

The system derives information for the Commitment Profile view from the Giving Profile page.

Lifetime Giving

Historical Giving

See Also

Analyzing Donor History

Viewing a Participation Profile

Access the Person Profile page, Participation Profile view.

This table lists the information sections in this view and the pages from which the system derives the information:

Involvement

Volunteer Activities

Memberships

See Also

Maintaining Involvement Information

Reviewing Volunteer History

Viewing Membership History

Viewing an Organizational Profile

Access the Organization Profile page.

Assigned	If selected, indicates that the organization is assigned to one or more staff members, volunteers, or units.
Donor	If selected, indicates that the organization has made at least one monetary donation to the institution.
Matching Gift	If selected, indicates that the organization matches gifts.
Subsidiaries	If selected, indicates that the organization has subsidiaries.
Relationships	If selected, indicates that the organization has relationships established with other constituents in the system.
Involvement	If selected, indicates that information exists in the system about the organization’s interests, activities, affiliations, and awards and honors.
Ratings	If selected, indicates that information exists in the system about prospect ratings of the organization.

See Also

Maintaining Organization Financial Information

Updating a Donor’s Record or Adding a Donor

Use the Update Information pages to either update an existing donor’s record or add a new donor to the system.

See Also

Updating or Adding a Constituent Who is a Person

Updating or Adding a Constituent Who is an Organization

Viewing a Constituent's Audience History

This section discusses how to review audience history.

Note. Separate Update Information pages exist for donors who are people and donors that are organizations.

Page Used to View a Constituent’s Audience History

Reviewing Audience History

Access the Audience History page.

Audience	Lists the name of the initiative audience to which the constituent belongs.
Audience Type	Indicates whether the audience is for the purpose of Administration, Segmentation, or Reporting.
Initiative	Lists the name of the initiative to which the audience is associated.
Initiative Type	Indicates whether the initiative is a campaign, volunteer effort, event, membership effort, or other type.

Maintaining Involvement Information

This section provides an overview of involvement and discusses how to:

• Add involvement records.

• Filter involvement records.

• Create an involvement roster.

Understanding Involvement

The Involvement component of Contributor Relations enables you to maintain information about a constituent’s activities, affiliations, interests, and awards and honors. When you create an involvement record, you identify the involvement type, a description of the involvement, a category such as charitable or political, an institution, and start and end dates.

Pages Used to Maintain Involvement Information

Adding Involvement Records

Access the Involvement page.

Involvement Type	Select an involvement type: Interest: Areas in which the constituent has expressed an interest, but has not necessarily been an active participant. Activity: Specific events or occurrences in which the constituent has participated. Affiliation: The relationship between the constituent and a club. For example, the constituent is President of the Kiwanis Club. Award and Honor: Specific instances in which the constituent has been awarded or honored.
Involvement Category	Select a category of involvement information such as professional, charitable, academic, social, religious, and so on.
Involvement	Select an involvement description from the available options, which are defined by your institution.
Institution	Indicate with which institution the involvement is associated.
Rcvd Dt (received date)	If the involvement type is Award and Honor or another type that requires a received date rather than a date range, enter the date in the Rcvd Dt field. Make this determination when defining involvement types.
Source Description	The person or publication that alerted you to the constituent's involvement.
Last Mod Dt (last modified date)	The date on which this information was most recently updated.

Filtering Involvement Records

Access the Involvement Filter page.

Institution	Select the institution for which you want to view involvement information.
Involvement Type	Select the involvement types about which you want to view information on the Involvement Summary page.
Involvement Category	Select the involvement categories about which you want to view information on the Involvement Summary page. Involvement categories describe the nature of the involvement.
Search	Click to retrieve a list of the involvement records that match the criteria that you selected on the Involvement Summary page.

Creating an Involvement Roster

Access the Roster Filter page.

Involvement Type	Select the involvement type for which you want to create a roster. Valid involvement types are Interest, Activity, Affiliation, and Award and Honor.
Involvement Category	Select the involvement category for which you want to create a roster. Involvement categories describe the nature of the involvement, such as Professional, Political, Charitable, and so on.
Involvement Code	Select the involvement code for which you want to create a roster. Involvement codes describe the specific involvement, such as Golf, Hunting, Dancing, Kiwanis Club, and so on.
Search	Click to retrieve a list of involvement records that make up your roster on the Roster List page. Note. The maximum retrieval value, set on the Institution Installation page, determines the maximum number of results returned per search.

You can build a workset from the records that you retrieve on the Roster List page.

See Also

Building a Workset From a Page in the System

Establishing Relationships

This section provides an overview of relationships and discusses how to:

• Establish a person to person relationship.

• Establish an organization to organization relationship.

• Establish a person to organization relationship.

• Establish an organization to person relationship.

Understanding Relationships

You can establish relationships between two people, two organizations, or a person and an organization.

The relationships that you establish can be reciprocal—that is, when you indicate a relationship in one record, the system creates the relationship in the corresponding record. For example, if you are working with Shawn Gallegher and you create a relationship for him as a trustee of Ford Motor Foundation, the system automatically creates the corresponding relationship in Ford Motor Company's record.

Common Elements Used in This Section

Pages Used to Establish Relationships

Establishing a Person to Person Relationship

Access the Relationships page.

Use the Relationships page to record information about relationships between two people.

See Also

Managing Relationships Data

Establishing an Organization to Organization Relationship

Access the Relationships page.

Reciprocal Relation	Select the corresponding relationship. For example, if an organization is a parent company, the reciprocal relation might be Subsidiary. You define reciprocal relations using the Reciprocal Relationship page.
Description	If you do not select a related ID, enter the name of the related organization. If you select a related ID, the name of the organization appears.
Address	If the related organization does not have an ID in the system, click to enter address information on the Address Detail page.

See Also

Managing Addresses and Phone Data

Establishing a Person to Organization Relationship

Access the Person/Org Relationships page.

Relationship	Enter the relationship that the person has with the organization. For example, if you are defining a trustee/foundation relationship, the person relationship is Trustee or Officer.
Description	Displays the name of the related organization.

Establishing an Organization to Person Relationship

Access the Org/Person Relationships page.

Relationship	Enter the relationship that the organization has with the person. For example, if you are defining a trustee/foundation relationship, the person's relationship to the organization is Trustee.
Related ID	Select the name of the related person.
Prefix	If you do not select an ID, select a name prefix. If you select an ID, the person’s name prefix appears.
Suffix	If you do not select an ID, select a name suffix. If you select an ID, the person’s name suffix appears.
SSN (social security number)	If you do not select an ID, enter the person’s SSN. If you select an ID, the person’s SSN appears.