Managing Prospects

This chapter provides an overview of prospect management and discusses how to:

Create resource assignments.
Create prospect strategies.
Track prospect information.
Implement a prospect plan.

See Also

Understanding Prospect Management

This section lists prerequisites and discusses prospect management.

Prerequisites

Before you can assign staff members, volunteers, and business unit resources to manage prospects, you must first set them up and assign them to roles in your institution.

See Adding Resources.

Prospect Management

To effectively manage prospects, you must quickly evaluate constituents, create comprehensive cultivation-activity plans, and constantly monitor and revise those plans. Contributor Relations enables you to do this by maintaining extensive prospect information and providing tools that you can use to effectively implement and manage cultivation plans.

You can assign prospects to the staff members, volunteers, and units that are responsible for prospect management. For each assignment that you create, you can assign an institution-defined role, or reason for the assignment. Roles are the undertakings (such as Prospect Manager, Campaign Manager, Solicitor, and so on) that are assumed by the assigned resources at your institution.

Creating Resource Assignments

There are two ways to assign prospects to resources:

Create mass assignments, where you assign a group of prospects to a particular resource and role.
Create individual assignments, where you assign a single prospect to a resource.

This section lists common elements and discusses how to:

Create mass staff assignments.
Create mass unit assignments.
Create mass volunteer assignments.
Create individual staff assignments.
Create individual volunteer assignments.
Create individual unit assignments.
View prospects assigned to a resource at your institution.
View resource assignments.
Generate the Role Assignments report.

Common Elements Used in This Section

Campaign

Select an organized institutional effort (targeted to a specific constituency) that occurs over a specified period with specific purposes and goals. When you select a campaign, its description appears to the right of this field.

Role

Select the role that the resource plays in the cultivation process. Roles are determined by your institution. Values include PM (Prospect Manager), SOL (Solicitor), and CM (Campaign Manager).

The list of available role values for each assignment is impacted by the selections you made in the Assignment Role Option group box on the CR Installation page.

Note. Each prospect can have only one resource at a time assigned to the PM role.

Pages Used to Create Resource Assignments

Page Name	Object Name	Navigation	Usage
Mass Assign Staff	AV_MASS_PRSN AV_MASS_PRSN_WS	Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Staff Assignments Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Assign Staff - Workset	Assign groups of prospects to a staff member.
Mass Assign Units	AV_MASS_UNIT AV_MASS_UNIT_WS	Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Unit Assignments Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Assign Unit - Workset	Assign groups of prospects to a unit.
Mass Assign Volunteers	AV_MASS_VOL AV_MASS_VOL_WS	Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Volunteer Assignments Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Assign Volunteers - WS	Assign groups of prospects to a volunteer.
Staff Assignment	AV_STAFF_ASGN AV_STAFF_ASGN_E AV_STAFF_ASGN_W	Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources, Staff Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources Org, Staff Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Resources - Workset, Staff Assignment	Assign individual prospects to a staff member.
Volunteer Assignment	AV_VOL_ASGN AV_VOL_ASGN_E AV_VOL_ASGN_W	Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources, Volunteer Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources Org, Volunteer Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Resources - Workset, Volunteer Assignment	Assign individual prospects to a volunteer.
Unit Assignment	AV_UNIT_ASGN AV_UNIT_ASGN_E AV_UNIT_ASGN_W	Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources, Unit Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources Org, Unit Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Resources - Workset, Unit Assignment	Assign individual prospects to a unit.
Resource Filter	AV_RSRC_ASGN_INQ	Contributor Relations, Prospect Management, Prospect Resources, Resource Assignments, Resource Filter	Select the individual resource, or type of resource, for which to view a list of assigned prospects.
Resource Assignments	AV_RSRC_ASGN_INQ2	Contributor Relations, Prospect Management, Prospect Resources, Resource Assignments, Resource Assignments	View a list of the prospects who are assigned to the resource. Prospect assignments that meet the criteria that you selected on the Resource Filter page appear on this page.
Assignment Detail	AV_ASGN_INQ_DTL_SP	You can access the Assignment Detail page through multiple navigation paths. The list below contains the most frequently used paths. Click the Detail button on the Resource Assignments page. Click the Detail button the Prospect Assignments page.	View additional information about an assignment.
Prospect Assignments	AV_PRSP_ASGN_INQ AV_PRSP_ASGN_INQ_E AV_PRSP_ASGN_INQ_W	Contributor Relations, Prospect Management, Prospect Resources, Prospect Assignments Contributor Relations, Prospect Management, Prospect Resources, Prospect Assignments - Org Contributor Relations, Prospect Management, Prospect Resources, Prospect Assignments - Workset	View a list of the resources that are assigned to a prospect for cultivation purposes at your institution. Assigned resources can include staff members, volunteers, and units.
Role Assignments	AV_RUNCTL_ROLE	Contributor Relations, CR Reports, Role Assignments	Set parameters for the assignments to view on the Role Assignments report.

Creating Mass Assignments

Access the Mass Assign Staff, Mass Assign Units, or Mass Assign Volunteers page. Depending on which page you access, it may appear slightly different from the sample below.

This page provides a one-stop process for assigning a group of prospects to a resource for the same reason. When you create mass assignments, the system does the following:

Generates an assignment record for each prospect in the group.
Adds each prospect into the resource's MYPROS workset.

See Creating and Maintaining the My Prospects Workset.

Institution	Select the institution associated with the resource that you are assigning. Note. If your security access limits you to one academic institution, this field does not appear.
Staff ID, Volunteer ID, and Unit ID	Enter the ID of the resource for which you are creating mass assignments. Select a staff ID, volunteer ID, or unit ID, depending on the resource type that you are creating assignments for.
Role	The values selected in the Assignment Role Option portion of the CR Installation page impact the IDs available for this field. If Defined was selected on the CR Installation page, only roles assigned to the selected ID appear here. If Class was selected, only roles for the ID type selected (staff, volunteer, or unit) appear here. If All was selected, all roles defined in the system appear here, regardless of their ID or type.
Workset Code	If you are entering mass assignments for a workset, enter the workset code for the workset to which to apply the assignment. The IDs and names of each constituent in the workset appear in the lower portion of this page.

Persons Assigned

ID and Name

Identify each prospect to be assigned to the resource and role that you selected. When you enter an ID, the name appears.

Organizations Assigned

External Org ID (external organization ID) and Description

Identify each external organization to be assigned to the resource and role that you selected. When you enter an ID, its description appears.

Workset Members

ID and Name

When you select a workset code, the ID or name of each constituent in the workset appears.

Creating Individual Staff Assignments

Access the Staff Assignment page.

Staff ID, Volunteer ID, and Unit

Depending on which page you access, enter the staff ID, volunteer ID, or unit ID for the resource that you are assigning to a prospect.

Spouse Link

Select to indicate that the prospect’s spouse is to receive the same resource assignment. The assignment is made on the corresponding report and display pages, but is not included in the assignment totals of those pages.

Note. If this check box is unavailable for entry, one of the following is true:

The prospect does not have a spousal relationship established in the system.

The prospect or the prospect’s spouse is deceased.

If you select this check box, the application copies the assignment to the spouse’s record. If the assignment already exists on that record, only the link is established. If the assignment is for the role of Prospect Manager, the spouse cannot have another current Prospect Manager assignment. If a current Prospect Manager assignment exists on the spouse’s record, an error message appears and the system will not copy the assignment.

Creating Individual Volunteer Assignments

Access the Volunteer Assignment page.

Although this page contains the same fields as the Staff Assignment page, volunteer assignment differs slightly. Volunteer IDs are not necessarily staff members; they are the IDs of people being assigned to a prospect or action in a role for a specified period of time.

Note. You must set up an ID on the Volunteers page in order for it to appear as a valid Volunteer ID on this page.

See Also

Creating Individual Staff Assignments

Creating Individual Unit Assignments

Access the Unit Assignment page.

Although this page contains the same fields as the Staff Assignment page, unit assignment differs slightly. Unit IDs are groups, not individuals, assigned to a prospect or action in a role for a specified period of time.

Note. You must set up a unit on the Units page in order for it to appear as a valid Unit on this page.

See Also

Creating Individual Staff Assignments

Viewing the Prospects Assigned to a Resource

Access the Resource Filter page.

After you have selected criteria on this page, you can view the list of prospects who are assigned to the resource that you selected on the Resource Assignments page.

Assigned Resource

Select the type of resource to view assignments. Values are Staff, Volunteer, and Unit.

These values are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Staff ID, Volunteer ID, and Unit ID

Select the ID for the resource whose prospect assignments you want to view. The label for this field depends on your selection in the Assigned Resource field. This field lists all of your institution’s resources of the selected type that have prospect assignments.

Search

Click to retrieve a list of the prospects that match the criteria that you selected. The list of prospects matching your criteria appears on the Resource Assignments page.

Note. The Maximum Retrieval value, set on the Institution Installation page, determines the maximum number of results returned per search.

Viewing Resource Assignments

Access the Resource Assignments page.

Assigned Prospect

Displays the name of the donor prospect for which a resource assignment exists.

Assigned Resource

The name of the staff member, volunteer, or unit assigned to the prospect.

Role

The function of the resource assigned such as Prospect Manager or Solicitor.

Active

Indicates that the resource assignment is currently active.

Details

Click this link in any row to view detailed information about the prospect's assignment on the Assignment Detail page.

You can build a workset from this page.

Generating the Role Assignments Report

Access the Role Assignments page.

You can select an institution, assigned resource type, time frame, role, sort order, and type of report.

Institution	Select the institution for which to generate a report. The report contains information about assignments only for the institution that you select.
Assigned Resource	Select the resource type for which to generate a list of assignments. You can select Staff, Volunteer, or Unit. The values in this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.
Sort By	Select the sort order for the list of resources displayed on the report. You can sort by Count, ID, or Name. Sorting by Count means the Role Assignments report will order the staff IDs by the highest number of assignments. Sorting by ID means the report will list the staff by their ID numbers. Sorting by Name means the report will list the staff in alphabetical order. Note. The Sort By and Sort Order field values will appear on the report, so you’ll know how you chose to sort this information. The sort by values are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.
Sort Order	Specify whether to view the information on the report in Ascending or Descending order. Sorting in Descending order means the Sort By field values will appear from highest to lowest. Ascending order means the values will appear from lowest to highest.
Report Type	Select the type of report to generate: Summary: Produces a one-page report that includes the ID and name of the assigned resource and the number of assignments he or she has that meet the parameters that you set for the report. Detail: In addition to the one-page summary, produces a separate page for each resource that includes the ID and name of each prospect assigned, the associated campaign, start date, end date, and whether the spouse’s record is linked.

Creating Prospect Strategies

Strategies are overall plans for the cultivation of a prospect. You can have multiple strategies for each prospect. You use the Prospect Strategy component to create strategies.

You can link strategies to a prospect’s spouse and to the prospect actions that you have created. For example, if the cultivation goal for Shawn Gallegher focuses on board member involvement and cultivation toward a major gift to a campaign, you can link the entire strategy to the record of Shawn’s spouse. Also, if you create an action to invite Shawn Gallegher to an event that promotes the campaign, you can associate that action with his strategy.

This section discusses how to:

Create an overall cultivation strategy for a prospect.
View a summary of the strategies for a prospect.
View additional information about a prospect’s strategy.
View the actions that are linked to a prospect’s strategy.

Pages Used to Create Prospect Strategies

Page Name	Object Name	Navigation	Usage
Prospect Strategy	AV_PRSP_STRATEGY AV_PRSP_STRATEGY_E AV_PRSP_STRATEGY_W	Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Person, Prospect Strategy Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Organization, Prospect Strategy Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Workset, Prospect Strategy	Create an overall cultivation strategy for a prospect.
Linked Actions	AV_PRSP_STRAT_ACTN AV_PRSP_STRAT_AC_E AV_PRSP_STRAT_AC_W	Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Person, Linked Actions Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Organization, Linked Actions Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Workset, Linked Actions	View the actions that are linked to a prospect’s overall strategy.
Strategy Summary	AV_STRT_SMRY AV_STRT_SMRY_E AV_STRT_SMRY_W	Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy Summary - Person Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy Summary - Organization Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy Summary - Workset	View a summary of the strategies for a prospect.
Prospect Strategy Detail	AV_PRSP_STRAT_SP	Click the Details link on the Strategy Summary page.	View additional information about a particular prospect strategy.

Creating a Strategy

Access the Prospect Strategy page.

Overall Status

Select the status of cultivation in which the prospect is currently involved. Values include Active, In Negotiation, Prospect, Suspect, and Ultimate Gift. Values for this field are delivered with the system as translate values. You can modify these translate values.

Strategy Name

Enter a descriptive title for the strategy that you are creating.

Spouse Link

Click to link the strategy to the prospect’s spouse. When you link a strategy to a spouse’s record, any updates that you make to the strategy on one prospect’s record are automatically updated on the linked record.

If you clear this check box, the strategy is no longer linked to the spouse's record. Clearing the check box creates a disconnect between the two spouse strategies. Changes on one record will no longer change the other.

Note. If a constituent does not have a spousal relationship in the system, this check box is unavailable for selection.

Strategy Status

Select the current state of progression for the strategy. Values for this field are delivered with the system as translate values. You can modify these translate values.

Add Action

Click to access the Actions component, where you can add actions that are related to the strategy that you have created.

Note. You must save the prospect's strategy before this button becomes active.

Description

Describe the strategy.

Initiative Type

Select the type of initiative to relate to the prospect strategy. This selection narrows the choices that appear when you select an initiative.

Initiative

Select an initiative to relate to the prospect strategy. When you select an initiative, its descriptive name appears to the right of this field.

Viewing Actions Linked to a Strategy

Access the Linked Actions page.

Both the actions for the prospect and the actions of the prospect’s spouse appear on this page when the action is linked to the strategy.

The fields on this page also appear on the Prospect Action page.

Add Action	Click to open the Prospect Actions page, where you can add additional actions related to the strategy.
Details	Click to view more information about a specific prospect action on the Action Detail page.

Viewing a Strategy Summary

The fields on this page can also be found on the Prospect Strategy page.

See Also

Creating a Strategy

Viewing Prospect Strategy Details

The fields on this page can also be found on the Prospect Strategy page.

See Also

Creating a Strategy

Tracking Prospect Data

You can maintain information about a prospect’s ratings, personal assets, and philanthropic interests. In addition, you can generate bio bit and bio brief reports that summarize information about a prospect.

This section discusses how to:

Prepare more detailed descriptions about a prospect’s involvement with the institution.
Track information about a prospect’s assets.
View information about a prospect’s assets.
Track information about prospect ratings.
View rating information for a prospect.
View information about a prospect’s philanthropic interests.
Prepare and generate biographic profile reports.

Common Element Used in This Section

Click to access the Display in Other Currency page, where you can view the amount in another currency and obtain exchange rate information.

Pages Used to Track Prospect Data

Page Name	Object Name	Navigation	Usage
Narrative	AV_BIO_BIT_RPT2 AV_BIO_BIT_RPT2_E AV_BIO_BIT_RPT2_W	Contributor Relations, CR Reports, Biographic Reports, Biographic Profile, Narrative Contributor Relations, CR Reports, Biographic Reports, Biographic Profile - Org, Narrative Contributor Relations, CR Reports, Biographic Reports, Biographic Profile - Workset, Narrative	Write a longer description about a prospect’s involvement with the institution for a biographic brief report.
Personal Assets	AV_PRSN_ASSET AV_PRSN_ASSET_W	Contributor Relations, Prospect Management, Prospect Research, Personal Assets Contributor Relations, Prospect Management, Prospect Research, Personal Assets - Workset	Track information about the assets, such as securities, real estate, fine art, automobiles, heirlooms, and so on, that are owned by a prospect. The organizational records that are contained in a workset do not appear on this page because personal asset information pertains only to people.
Display In Other Currency	AV_CURRENCY_OTHER	You can access the Display in Other Currency page through multiple navigation paths. Below is a frequently used path. Click the Display in Other Currency button on the Personal Assets page.	View information about the exchange of a monetary value from one currency to another.
Personal Asset Summary	AV_PASSET_GRID AV_PASSET_GRID_W	Contributor Relations, Prospect Management, Giving Capacity, Personal Asset Summary Contributor Relations, Prospect Management, Giving Capacity, Personal Asset Summ - Workset	View information about the assets, such as securities, real estate, fine art, automobiles, heirlooms, and so on, that are owned by a prospect.
Personal Asset Detail	AV_PRSN_ASSET_SP	Click the Detail link on the Personal Asset Summary page.	View information about a particular asset that is owned by a prospect.
Ratings	AV_PRSN_RATING AV_PRSN_RATING_E AV_PRSN_RATING_W	Contributor Relations, Prospect Management, Prospect Research, Ratings Contributor Relations, Prospect Management, Prospect Research, Ratings - Org Contributor Relations, Prospect Management, Prospect Research, Ratings - Workset	Track information about the ratings that your institution uses to qualify prospects.
Ratings Summary	AV_PRSN_RATE_SMRY AV_PRSN_RATE_SMR_E AV_PRSN_RATE_SMR_W	Contributor Relations, Prospect Management, Giving Capacity, Rating Summary Contributor Relations, Prospect Management, Prospect Research, Rating Summary -Org Contributor Relations, Prospect Management, Giving Capacity, Rating Summary - Workset	View information about the various ratings, such as household income, gift capacity, and so on, for a prospect.
Ratings Detail	AV_PRSN_RATE_SP	Click the Details link on the Ratings Summary page.	Display detailed information about a particular rating.
Philanthropic Interests	AV_PHIL_PNL AV_PHIL_E_PNL AV_PHIL_E_PNL	Contributor Relations, Prospect Management, Giving Interests, Philanthropic Interests Contributor Relations, Prospect Management, Giving Interests, Philanthropic Interests - Org Contributor Relations, Prospect Management, Giving Interests, Philanthropic Interests - WS	View information about a prospect's charitable interests.
Biographic Profile	AV_BIO_BIT_RPT AV_BIO_BIT_RPT_E AV_BIO_BIT_RPT_W	Contributor Relations, CR Reports, Biographic Profile Contributor Relations, CR Reports, Biographic Profile - Org Contributor Relations, CR Reports, Biographic Profile - Workset	Prepare and generate biographic reports. You can generate standard reports or a customized report.

Creating a Biographic Narrative

Access the Narrative page.

If you are preparing a biographic profile, enter a narrative about the constituent. The narrative field should contain more descriptive information than might be in the summary area on the Biographic Profile page. This field might be used by a president to detail a personal ask, or to provide a more detailed history of the constituent.

The information that you enter in this field appears on all bio brief reports for all users that choose to include narrative information in the bio bit, bio brief, or custom reports.

The Bio Bit and Bio Brief reports include information about the prospect based on the criteria that are set up for the report.

See Also

Creating a Biographic Profile

Maintaining Personal Assets

Access the Personal Assets page. This page enables you to maintain specific asset information associated with a constituent.

Assets

Asset Category	Select the type of asset that you are entering. Define asset categories using the Asset Types page.
Description	Describe the asset.
Source Description	Enter the name of the publication or person providing information about a prospect’s asset to your institution.
Comment	Enter notes about the asset.

Asset Value

Value Date	Enter the date on which the asset value was determined. The default is today’s date.
Asset Value	Enter the monetary value of the asset. You can add asset values as the monetary value of the asset changes over time. The most recent value for an asset appears on the Personal Asset Summary page.
Base Amount	If the currency for the asset is different from your institution’s base currency, the value of the asset in base currency appears in this field.

Viewing Personal Assets

Access the Personal Asset Summary page.

The most recent monetary value for each asset that is owned by a prospect appears on this page.

Note. The organizational records that are contained in a workset do not appear on this page when accessed from a workset menu, because personal asset information pertains only to people.

See Also

Maintaining Personal Assets

Maintaining Ratings

Access the Ratings page.

Rating Category

Select the type of rating that you are entering. Rating categories are defined on the Rating Categories page.

Rating Type

Indicate the type of source that provided the rating information to your institution. Rating types are defined on the Rating Types page.

Indicator

Select a code that describes the actual rating classification for a particular rating category. Indicators are defined on the Rating Indicators page.

Rating Date

Enter the date on which rating information is provided. The default is today’s date.

Potential Date

Enter the date on which a prospect may be qualified to give to your institution at a specified level.

From Amount and To Amount

Enter the minimum (from) and maximum (to) monetary ranges that specify a prospect’s giving capacity or other rating that is measured in ranges of monetary amounts, like household income. A To Amount is not required.

The monetary values in the From Amount and To Amount fields appear here in base currency if you entered them in a currency other than your institution’s base currency.

Source

Enter the name of the person, vendor, or publication providing rating information to your institution.

Viewing Ratings

Access the Rating Summary page.

Details

Click to view more information about a specific rating. When you click this link, the Ratings Detail page displays the rating category, type, indicator, date, potential date, from and to amounts, source, and comments.

See Also

Maintaining Ratings

Viewing a Prospect's Philanthropic Interests

The Philanthropic Interests page gives a historical view of a constituent’s past philanthropy (whether or not it’s with your institution). It helps your institution to view patterns of philanthropy for this constituent in the past, to better target this person in future efforts.

Philanthropic interests are derived from the charitable involvement and institutional giving that are recorded for a prospect. Involvement records with a category of Charitable and a summary of all the gifts that are made by the prospect appear on this page.

See Also

Adding Involvement Records

Creating a Biographic Profile

Access the Biographic Profile page.

Report Type

Bio Bit	Select to generate a standard bio bit report defined by your institution.
Bio Brief	Select to generate a standard bio brief report defined by your institution.
Custom	Select to use one of the customized reports defined for your user ID on the Operator Defaults page.

Summary

If you are preparing a bio bit, enter a report summary. The information that you enter in this field appears on all printed bio bit reports for all users if they choose to include a summary in the report.

Implementing a Prospect Plan

After you have created an overall strategy, determine the steps or actions that you plan to take toward completing the strategy. You can create multiple actions, such as dinners, phone calls, and solicitations, for a prospect.

There are two ways to create actions: you can create mass actions, where you create one action and assign it to multiple prospects, or you can create individual actions, where you create an action that is associated with only one prospect.

If you bestow a gift on a prospect, use the application to track the gift, its value, and the date that it was given.

After a step in the cultivation process is complete, it is important to document the action taken and its result in a contact report, a written report that details an action and its result.

Because most of your staff members deal with actions for many prospects at one time, they need to keep track of all the actions they’re handling. The system provides a personalized To Do List that displays a list of all the actions on which you are working.

This section discusses how to:

Clear a prospect for cultivation.
Define mass action parameters.
Define additional mass action parameters.
Create actions for individual prospects.
Enter action information.
Complete actions.
Write a contact report.
Maintain donor appreciation items.
View a list of appreciation items given.
View donor appreciation details.
View clearances for a prospect.
Filter prospect actions.
View existing actions for a prospect.
View action details.
View contact reports.
View contact report details.
View to do lists.

Pages Used to Implement a Prospect Plan

Page Name	Object Name	Navigation	Usage
Clearance	AV_CLEARANCE_P AV_CLEARANCE_E	Contributor Relations, Prospect Management, Stewardship Plans, Clearances, Clearance Contributor Relations, Prospect Management, Stewardship Plans, Clearances, Clearance - Organization	Approve a prospect for cultivation related to an initiative or prospect strategy.
Mass Actions 1	AV_MASS_ACTN	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Mass Actions, Mass Actions 1 Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Mass Actions - Workset, Mass Actions 1	To create an action for multiple prospects at one time.
Mass Actions 2	AV_MASS_ACTN2	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Mass Actions, Mass Actions 2 Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Mass Actions - Workset, Mass Actions 2	Assign constituents to a mass action.
Mass Action Completion	AV_MASS_ACTN_CMPSP	Click the Complete action link on the Mass Action 1 page.	Create a completed mass action.
Prospect Action	AV_CNST_ACTN AV_CNST_ACTN_E	Contributor Relations, Prospect Management, Constituent Actions, Actions - Person, Prospect Action Contributor Relations, Prospect Management, Constituent Actions, Actions - Org, Prospect Action	Begin the process of creating an action.
Action Info (action information)	AV_CNST_ACTN2 AV_CNST_ACTN2_E	Contributor Relations, Prospect Management, Constituent Actions, Actions - Person, Action Info Contributor Relations, Prospect Management, Constituent Actions, Actions - Org, Action Info	Enter additional information about the action that you are creating.
Action Results	AV_CNST_ACTN3 AV_CNST_ACTN3_E	Contributor Relations, Prospect Management, Constituent Actions, Actions - Person, Action Results Contributor Relations, Prospect Management, Constituent Actions, Actions - Org, Action Results	Complete an action and record its result.
Contact Report	AV_CNTC_RPT AV_CNTC_RPT_E	Contributor Relations, Prospect Management, Constituent Actions, Actions - Person, Contact Report Contributor Relations, Prospect Management, Constituent Actions, Actions - Org, Contact Report	Enter a contact report or a report detailing the results of a particular action.
Donor Appreciation	AV_DONR_APPR AV_DONR_APPR_E AV_DONR_APPR_W	Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation - Org Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation - Workset	Maintain information about the gifts that you bestow on prospects throughout the cultivation process.
Donor Appreciation Summary	AV_DONR_APPR_INQ AV_DONR_APPR_INQ_E AV_DONR_APPR_INQ_W	Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation Summary Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation Summ - Org Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation Summ - WS	View a list of the items that have been given to a prospect as tokens of appreciation.
Donor Appreciation Detail	AV_DONR_APPR_SP	Click the Details link on the Donor Appreciation Summary page.	View additional information about a specific token of appreciation.
Clearance	AV_CLEARANCE_P_INQ AV_CLEARANCE_E_INQ	Contributor Relations, Prospect Management, Stewardship Plans, Clearances, View Clearances Contributor Relations, Prospect Management, Stewardship Plans, Clearances, View Clearance - Organization	View information about the clearances for a prospect. Determine whether clearance is required and examine a constituent's involvement to prevent staff from overloading the constituent with demands that take time and effort.
Action Filter	AV_ACTN_FLTR AV_ACTN_FLTR_E AV_ACTN_FLTR_W	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Person, Action Filter Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Org, Action Filter Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Workset, Action Filter	Narrow the list of a prospect’s actions that appear on the Action Summary page.
Action Summary	AV_ACTN_SMRY AV_ACTN_SMRY_E AV_ACTN_SMRY_W	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Person, Action Summary Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Org, Action Summary Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Workset, Action Summary	View lists of existing actions for a prospect.
Action Detail	AV_ACTN_DTL_SP AV_ACTN_DTL2_SP AV_ACTN_DTL3_SP	You can access the Action Detail page through multiple navigation paths. Below is a frequently used path. Click the Detail link on the Action Summary page.	View additional information about an existing action.
Ask Detail	AV_ACTN_ASK_SP	Click the Ask Information button on the Action Detail page.	View specifics about the ask.
Resource Assignment Detail	AV_ACTN_ASGN_SP	Click the Resource Assignments button on the Action Detail page.	View information about the resources assigned to this action.
Initiative Detail	AV_ACTN_INTV_SP	Click the Initiatives button on the Action Detail page.	View information about the initiatives linked to this action.
Contact Report Summary	AV_CNTC_RPT_SMRY AV_CNTC_RPT_SMRY_E AV_CNTC_RPT_SMRY_W	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Contact Reports - Person Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Contact Reports - Organization Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Contact Report Summ - Workset	View lists of contact reports for a prospect. View contact reports for other prospects that link to this prospect.
Contact Report Detail	AV_CNTC_RPT_SP AV_CNTC_RPT2_SP	Click the Contact Report button on the Contact Report Summary page.	View additional information about a specific contact report.
To Do List − Staff, To Do List − Volunteer, To Do List - Unit	AV_TODO_LIST AV_TODO_LIST_UNT	Contributor Relations, Prospect Management, To Do Lists, To Do List - Staff or To Do List - Volunteer or To Do List - Unit Contributor Relations, Initiatives, Initiative Actions, To Do List - Staff or To Do List - Volunteer or To Do List - Unit	View lists of the actions for which a resource is responsible during a particular time frame or for a particular initiative prospect.

Clearing a Prospect for Cultivation

Access the Clearance page.

Clearance Required

Select to indicate that the constituent must be cleared before he or she can be selected as a volunteer or prospect for any initiative.

Prospect Manager

Displays the name of the person who is responsible for managing the institution contacts with this major prospect. Contact this person if clearance is required.

Intv Type (initiative type)

If clearance is approved, enter the initiative type for which clearance is requested. Initiative types are Campaign, Volunteer, Membership, Event, and Other.

Initiative

Enter the initiative for which clearance is approved. This field displays the initiatives that match the initiative type that you selected.

Course of Action

Enter a description (up to 30 characters) of the course of action that you plan to take with the constituent.

Strategy

If the clearance is related to a prospect strategy, select the appropriate strategy from the list of strategies that exists for the constituent.

Defining Mass Action Parameters

Access the Mass Actions 1 page.

To associate a group of prospects with one action, such as a fundraising dinner or other event, the Mass Actions 1 and 2 pages provide a one-stop process for setting up the action.

Institution	Enter an institution. Note. If your security access limits you to one academic institution, this field does not appear.
Action	Enter a descriptive title (up to 100 characters) for the action.
Action Type	Select a classification for the action. Action types are defined on the Action Types page.
Contact Type	Enter the method of contact for the action.
Ask From and Ask To	If the action type that you selected is Ask, you are required to enter an Ask From amount.
Status	Select the overall state of an action at a particular time. Action status codes are defined on the Action Status page.
Complete action	Click this link to access the Mass Action Completion page, where you can create and complete actions at one time.
Plan Dt (planned date)	Enter the date when the action is planned to take place. The default is today’s date.
Solicitor and Solicitor ID	If the action type you selected is Ask, you must select the type of resource that carries out the task; then select the solicitor's ID. Options include all the resources that are assigned the role of solicitor.
Resp Person (responsible person)	Select the type of resource and ID of the person who is overseeing the action. The values for ID types are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Others Assigned

Assignment Type

Select the resource type, Staff, Unit, or Volunteer, that is being assigned to the action. The values in this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

The resource type you select determines the list of available options in the Resource Assigned field below.

Resource Assigned

Enter the ID number of the resource that is assigned to carry out an assignment. When you select an ID or unit code, the person or unit’s name appears to the right of this field.

Completing a Mass Action

Development officers and other users can use the functionality of the Mass Actions component (AV_MASS_ACTN) to capture unscheduled actions or enter and complete an action for a group of constituents.

To create a completed mass action:

Set the Status to Complete.
Click the Complete action link.

Note. If you attempt to save the page before you click the link, the system displays a reminder message.

The Mass Action Completion page appears.
Enter any information that you want to capture about the completed action. The result code is a required field. The Author ID defaults to the user’s ID. The Complete Date and Report Date default to today’s date.

The common contact report information that you enter appears on all of the selected donors’ records. If the Require Contact Report check box is selected on the CR Installation page, the system notifies you that you must enter some information in the Contact Report field.
Click OK.
Save the page.
On the Mass Actions 2 page, assign the action to a list of constituents or to a workset.

Completed actions that you create here appear on the To Do List page. However, since they are complete, you can only view them in the All or Historical time frames. You can add or personalize donor-specific contact report information individually through your To Do List (To Do List, Details, Edit Action) or through the constituent’s action summary (in Contributor Relations or in Outreach).

Defining Additional Mass Action Parameters

Access the Mass Actions 2 page.

ID Type and ID

Select the ID type and ID of each prospect to associate with the action. When you select an ID, the prospect's name appears to the right. The values in the ID Type field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Creating Actions for Individual Prospects

Access the Prospect Action page.

Actions are the individual contacts that you have with a prospect throughout the cultivation process.

Action	Enter a description (up to 100 characters) of the action.
Planned Date	Enter the date on which the action is scheduled to take place. The default is today’s date.
Expiration Date	Enter the date on which the action is no longer valid, regardless of whether it is complete. If the expiration date has passed, the action does not appear in the current view of the To Do list.
Complete Date	If the action is complete, enter the completion date or the date on which the action occurred. Setting an action to Complete requires that you enter an action result code before the action can be saved. If the Require Contact Report check box is selected on the CR Installation page, when an action is complete you are required to enter information on the Contact Report page.
Strategy	Select a prospect strategy to associate with the action. Selecting a strategy ties this action to a particular prospect strategy.
Description	Enter descriptive information (up to 254 characters) about the purpose and goal of the action.
Action Type	Select the classification, such as Ask, Dinner, or Phone Call, for the action. Action types are defined on the Action Types page.
Contact Type	Select the value that determines how the action is made; for example, by Telephone Call, Letter, Email, or Personal Visit. Contact types are defined on the Action Contact Type page.
Status	Select the overall state, such as Scheduled, In Process, or Complete, of an action at a particular time. Status values are defined on the Action Status page.
Responsible Person	Select the type of resource that carries out the task, then enter the ID of the person who is overseeing the action. When you select an ID, the person's name appears to the right of this field.

See Also

Creating Prospect Strategies

Implementing a Prospect Plan

Entering Action Information

Access the Action Info page.

Actions are the individual contacts that you have with a prospect throughout the cultivation process.

Ask From and Ask To	If the action type that you selected on the Prospect Action page is Ask, enter an ask amount range in these fields. The currency for these fields appears in the default currency for the institution. If the ask amount is not a range, enter only the ask from amount.
Solicitor	If the action type that you selected on the Prospect Action page is Ask, you must select the type of resource that carries out the task, then enter the solicitor's ID. Values include the resources that are assigned to the role of solicitor.

Initiatives

Initiative Type and Initiative Code

Enter the type of initiative and initiative code to relate to the action.

Others Assigned

If you assign a staff resource in this area, the system adds the action to the staff member's to do list.

Type and Resource Assigned

Select the type of resource that is assigned to the action and enter the ID of the resource assigned.

The values for resource types are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Role

Select the role or capacity of the resource that is assigned to the prospect for this action.

Completing Actions

Access the Actions Results page.

Before you can access the fields on this page, you must change the action’s status to Complete on the Prospect Action page.

Result Code	You must select the result of the action, such as Gift, Pledge, Ask Again, Accepted, and Negotiate. These codes are defined on the Action Results page. Note. This field is required for a Complete action.
Expected Commitment	If the ask resulted in a commitment, enter the monetary amount that you expect to receive from the donor because of this action, if known.
Actual Commitment	Displays the sum of gifts and pledges resulting from this action. If a gift is a pledge payment toward a pledge that is associated with the ask, it is not included in this total, because that would be counting it twice.
Pledge Number	If the action that you are completing resulted in a pledge, enter the pledge number that is associated with the pledge that the prospect has made. If you enter a pledge number, the amount that is associated with the commitment appears in the Commitment Amount field. This amount is derived from the gift entry component in the system. Important! You can retrieve information about the pledges that were made and recorded in the past 60 days.
Gift Number	Enter the gift number for any gifts the prospect made that are associated with the action. Important! The Gift Amount field displays the entire amount of the gift, regardless of any recognition or soft credit allocations. In the Gift Nbr field, you can retrieve information about all gifts that have been given and recorded in the past 60 days.
Detail	If you selected a pledge, click to view detailed information about the pledge on the Pledge Detail page. If you selected a gift, click to view detailed information about the gift on the Gift Detail page.

See Also

Viewing Pledge Details

Viewing Gift Details

Writing a Contact Report

Access the Contact Report page.

Author ID

Enter the name of the contact report author. This field populates by default to your user ID.

Report Date

Enter the date on which the contact report is created. This field populates by default to today’s date.

Report

Describe the outcome of the action, including any biographic or demographic changes that you have learned about the action. This is a free-text field, and is required.

Link Report

ID Type	Select ID types of any additional prospects to link to this contact report.
ID	Enter the IDs of any additional prospects to link to this contact report. When a contact report is linked to a prospect, it appears in the Linked Reports group box on the Contact Report Summary page for that prospect.
Link	Click this button to link the contact report to the prospect’s spouse. The system adds a record in the Link Report group box with the spouse’s ID.

Technical Information

If your institution requires a contact report, and has selected the Require Contact Report check box on the CR Installation page, then you cannot save a completed action without at least beginning a contact report.

See Also

Implementing a Prospect Plan

Viewing Contact Reports

Maintaining Donor Appreciation Items

Access the Donor Appreciation page.

Business Unit

Enter the business unit bestowing the item that you are giving the donor. The items that are associated with the setID for the business unit that you select appear in the Item field.

Item

Describe the item that you’re giving to the prospect. Appreciation items are defined on the Appreciation Items page. Donor appreciation gifts might include items such as pens, artwork, and books.

Date Given

Enter the date on which you gave the appreciation item. The default is today’s date.

Given By

Type

Select the type of resource—Staff, Volunteer, or Unit—that is giving the gift.

The values in this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

The resource type you select determines the list of choices available in the Resource field below.

Resource

Enter the ID of the resource that is giving the gift.

Comments

Enter any descriptive text about the token of appreciation or the reason for giving it.

Viewing a List of Appreciation Items Given

Access the Donor Appreciation Summary page.

See Also

Maintaining Donor Appreciation Items

Viewing Donor Appreciation Details

Access the Donor Appreciation Detail page.

See Also

Maintaining Donor Appreciation Items

Viewing Clearances for a Prospect

Access the Clearance inquiry page.

See Also

Clearing a Prospect for Cultivation

Filtering Prospect Actions

Access the Action Filter page.

You can select values from any of the fields on this page to narrow the number of actions that you view. Only actions meeting the criteria that you select appear on the Action Summary page. Selection of multiple criteria implies an “AND,” requiring the action to meet all criteria to be selected.

Action Type Code	Enter an action type code. The action type is a classification for the action. Values are items such as Ask, Invitation, and Phone Call.
Action Status	Enter an action status. Action status is the overall state of an action, Scheduled, In Process, or Complete, at a particular time.
Responsible Person	Enter the person who is overseeing the action to see only actions involving this resource.
Solicitor and Solicitor ID	Select a solicitor type and enter an ID to see actions for a particular solicitor. The solicitor type indicates whether the resource is a staff member, a unit, or a volunteer. The solicitor is the resource who makes the actual ask to the prospect. Important! Solicitors apply only to actions with the type Ask. If you select a solicitor, the Action Type Code field changes to Ask.
Search	Click to retrieve a list of the actions matching the criteria that you selected. The Action Summary page displays the list of actions meeting your criteria.

Item

Ask About From and Ask Amount To	Enter a range for the ask amount. The From field contains the lowest amount in the range of actions to view; and the To field contains the highest amount. Ask amounts apply only to actions with the type Ask. If you enter an ask amount range, the Action Type Code field value changes to Ask.
Commitment Amount From and Commitment Amount To	Enter a range for the commitment amount. The from field contains the lowest amount in the range of actions to view, and the to field contains the highest amount. Commitment amounts apply only to actions that have the type Ask. If you enter a commitment amount range, the Action Type Code field value changes to Ask. This filter value returns only actions that have commitment information on the Results page and that fall into the range that you entered.
Planned Date From and Planned Date To	Enter a planned from and to date range. The planned date is the date on which the action is tentatively scheduled to occur.
Complete Date From and Complete Date To	Enter a complete from and to date range. The complete date is the date on which the action is actually complete.

Viewing Existing Actions for a Prospect

Access the Action Summary page.

The fields on this page also appear on the Prospect Action page.

Contact Report

Click this link to view contact report information that is associated with this action on the Contact Report Detail page.

Viewing Action Details

Access the Action Detail page.

The fields on this page also appear on the Prospect Actions and Action Results pages.

Edit Action	Click to edit the action. The Prospect Action page appears in Update mode.
Ask Information	If the action that you are viewing is an Ask action type, click to view specifics about the ask on the Ask Info page.
Resource Assignments	Click to view information about the resources that are assigned to this action. The Resource Assignment Detail page appears.
Initiatives	Click to view information about the initiatives that are linked to this action. The Initiative Detail Page appears.

See Also

Entering Action Information

Completing Actions

Viewing Contact Reports

Access the Contact Report Summary page.

Constituent Contact Reports

Details

Click to view detailed information about a specific contact report on the Contact Report Detail page.

Linked Contact Reports

This section of the page includes contact reports that contain further information about the prospect.

See Also

Writing a Contact Report

Viewing Contact Report Details

The Link Report group box displays the ID and name of other prospects to whom this contact report pertains, and who are linked to the contact report for the original prospect.

See Also

Writing a Contact Report

Viewing To Do Lists

Access the To Do List - Staff page.

The actions that appear on this page are either manually generated as prospect or initiative actions or generated by running the Build Actions process when defining a public relations plan for an initiative.

Institution	Enter the institution. Note. If your security access limits you to one academic institution, this field does not appear.
Resource Assigned	Enter the resource for which to view actions.
Designee Type	Select a designee type, the category of constituents or initiatives that is affected by the action. Values are Constituents Only, Initiatives Only, and All. The values for this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.
Refresh	Click to retrieve a new list of actions meeting the criteria that you selected earlier on this page.

Assigned Prospect	Displays the name of the donor prospect for which a resource assignment exists.
Assigned Resource	The name of the staff member, volunteer, or unit assigned to the prospect.
Role	The function of the resource assigned such as Prospect Manager or Solicitor.
Active	Indicates that the resource assignment is currently active.
Details	Click this link in any row to view detailed information about the prospect's assignment on the Assignment Detail page.

Overall Status	Select the status of cultivation in which the prospect is currently involved. Values include Active, In Negotiation, Prospect, Suspect, and Ultimate Gift. Values for this field are delivered with the system as translate values. You can modify these translate values.
Strategy Name	Enter a descriptive title for the strategy that you are creating.
Spouse Link	Click to link the strategy to the prospect’s spouse. When you link a strategy to a spouse’s record, any updates that you make to the strategy on one prospect’s record are automatically updated on the linked record. If you clear this check box, the strategy is no longer linked to the spouse's record. Clearing the check box creates a disconnect between the two spouse strategies. Changes on one record will no longer change the other. Note. If a constituent does not have a spousal relationship in the system, this check box is unavailable for selection.
Strategy Status	Select the current state of progression for the strategy. Values for this field are delivered with the system as translate values. You can modify these translate values.
Add Action	Click to access the Actions component, where you can add actions that are related to the strategy that you have created. Note. You must save the prospect's strategy before this button becomes active.
Description	Describe the strategy.
Initiative Type	Select the type of initiative to relate to the prospect strategy. This selection narrows the choices that appear when you select an initiative.
Initiative	Select an initiative to relate to the prospect strategy. When you select an initiative, its descriptive name appears to the right of this field.

Rating Category	Select the type of rating that you are entering. Rating categories are defined on the Rating Categories page.
Rating Type	Indicate the type of source that provided the rating information to your institution. Rating types are defined on the Rating Types page.
Indicator	Select a code that describes the actual rating classification for a particular rating category. Indicators are defined on the Rating Indicators page.
Rating Date	Enter the date on which rating information is provided. The default is today’s date.
Potential Date	Enter the date on which a prospect may be qualified to give to your institution at a specified level.
From Amount and To Amount	Enter the minimum (from) and maximum (to) monetary ranges that specify a prospect’s giving capacity or other rating that is measured in ranges of monetary amounts, like household income. A To Amount is not required. The monetary values in the From Amount and To Amount fields appear here in base currency if you entered them in a currency other than your institution’s base currency.
Source	Enter the name of the person, vendor, or publication providing rating information to your institution.

Clearance Required	Select to indicate that the constituent must be cleared before he or she can be selected as a volunteer or prospect for any initiative.
Prospect Manager	Displays the name of the person who is responsible for managing the institution contacts with this major prospect. Contact this person if clearance is required.
Intv Type (initiative type)	If clearance is approved, enter the initiative type for which clearance is requested. Initiative types are Campaign, Volunteer, Membership, Event, and Other.
Initiative	Enter the initiative for which clearance is approved. This field displays the initiatives that match the initiative type that you selected.
Course of Action	Enter a description (up to 30 characters) of the course of action that you plan to take with the constituent.
Strategy	If the clearance is related to a prospect strategy, select the appropriate strategy from the list of strategies that exists for the constituent.

Author ID	Enter the name of the contact report author. This field populates by default to your user ID.
Report Date	Enter the date on which the contact report is created. This field populates by default to today’s date.
Report	Describe the outcome of the action, including any biographic or demographic changes that you have learned about the action. This is a free-text field, and is required.

Business Unit	Enter the business unit bestowing the item that you are giving the donor. The items that are associated with the setID for the business unit that you select appear in the Item field.
Item	Describe the item that you’re giving to the prospect. Appreciation items are defined on the Appreciation Items page. Donor appreciation gifts might include items such as pens, artwork, and books.
Date Given	Enter the date on which you gave the appreciation item. The default is today’s date.