Setting Up Constituent Data

This chapter lists prerequisites and discusses how to:

Define constituent types.
Define involvement categories.
Define involvement types.
Define involvement codes.
Define person and organizational relationships.
Define organization reciprocal relationships.
Set up contact types.

Note. This portion of Contributor Relations is intended to expand on the functionality provided in PeopleSoft Enterprise Campus Community to further meet the needs of development officers in accessing information.

Prerequisites

Nothing is more important than knowing who your constituents are. Constituents provide resources, support and promote programs, and advance your institution through their gifts of time, ideas, and financial support.

Before you begin the process of setting up the system for processing people and organization data, consider the following questions:

How do you plan to set up staff members and roles?

Consider creating a spreadsheet that includes staff member names, job titles, and roles.
How does your institution want to assign roles to staff, volunteer, and unit resources for prospect and initiative management?
What relationships between people and organizations does your institution record?
What relationships between organizations does your institution track?
How do you want to use service indicators?

The values that you set up are used for both people and organizations.
What constituent involvement does your institution track?

Consider creating a spreadsheet of involvement categories, types, and codes to refine your scheme before entering it in the system.
What type of contacts does your institution use at organizations?

Defining Constituent Types

To set up constituent types, use the Constituent Types component (AV_CTYP_CD_TBL).

This section provides an overview of constituent types and discusses how to set up constituent data.

Understanding Constituent Types

Constituent types describe the relationships between a constituent and an institution. When you define constituent types, the number you enter in the Constituent Type field defines the order of priority for the type according to CASE.

Constituent types are shipped with the system and should only be changed if CASE codes change because the system uses them to produce the annual CASE gift income report.

Constituent Types Required Values

The following table describes the values that are required in the CNST_TYPE field that resides in the AV_CTYP_CD_TBL table:

Code	Value
1	Alumni
2	Alumni, Non-Degreed
3	Student
4	Parent
5	Friend
6	Faculty
7	Staff
8	Non-Alum Spouse of Alumni
9	Other Person Type
10	Corporation
11	Corporate Foundation
12	Foundation
13	Personal, Family Foundation
14	Fund-Raising Consortia
15	Association
16	Religious Organization
17	Government
18	Government Foundation
19	Other Organization Type

Important! When you define constituent types, the number that you enter in the Constituent Type field defines the priority for the type according to CASE. When people and organizations have multiple constituent types assigned to them, the type with the highest priority (lowest constituent type number) appears throughout the system.

Page Used to Define Constituent Types

Page Name	Object Name	Navigation	Usage
Define Constituent Types	AV_CTYP_CD_TBL	Set Up SACR, Product Related, Contributor Relations, Constituent Information, Constituent Types	Define the valid relationships between a person or organization (a constituent) and an institution.

Setting Constituent Types Values

Access the Define Constituent Types page.

Examples of constituent types are alumni, friend, parent, and faculty.

ID Type

Specify whether this constituent type applies to people or organizations. Available options are Person and Org ID. If a constituent type can apply to both people and organizations, enter the constituent type twice, selecting Person for one ID type, and then selecting Org ID for the other ID type.

Defining Involvement Categories

To set up involvement categories, use the Involvement Categories component (AV_INVLV_C_TBL).

This section discusses how to define involvement categories.

Page Used to Define Involvement Categories

Page Name	Object Name	Navigation	Usage
Involvement Categories	AV_INVLV_C_TBL	Set Up SACR, Product Related, Contributor Relations, Constituent Information, Involvement Categories	Define the various categories used to sort involvement information.

Setting Involvement Category Definitions

Access the Involvement Categories page.

Involvement refers to 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, an institution, and start and end dates. Examples of involvement categories are professional, charitable, academic, social, and religious.

Involvement Categories Required Values

The following values are required in the AV_CTGY_CD field that resides in the AV_INVLV_C_TBL table:

Code	Value
CHAR	Charitable

Defining Involvement Types

To set up involvement types, use the Involvement Types component (AV_INVLV_T_TBL).

This section discusses how to define involvement types.

Page Used to Define Involvement Types

Page Name	Object Name	Navigation	Usage
Involvement Types	AV_INVLV_T_TBL	Set Up SACR, Product Related, Contributor Relations, Constituent Information, Involvement Types	Define the various types of constituent involvement to track.

Setting Involvement Types Values

Access the Involvement Types page.

Examples of involvement types are activities, interests, awards and honors, and affiliations.

Use Date Received	Select if the involvement type is associated with a particular date, rather than a date range. For example, an honor or award is received on one date, and does not involve a date range. If you select this check box, the Date Received field on the Involvement page is available for input and the Start Date and End Date fields are not available for input.
Use Start/End Dates	Select if the involvement type is associated with a date range. For example, an affiliation with a club or other organization can span a date range. If you select this check box, the Start Date and End Date fields on the Involvement page are available for input and the Date Received field is not available for input.

Defining Involvement Codes

To set up involvement codes, use the Involvement Codes component (AV_INVLV_CD_TBL).

This section provides an overview of involvement codes and discusses how to set involvement code values.

Understanding Involvement Codes

Involvement is a constituent's participation tracked as activities, affiliations, interests, and awards and honors. When you create an involvement record, you identify the involvement type, a code for the actual involvement and its related description, a category such as charitable or political, an institution, and start and end dates. For example, you might set up an involvement code called GOLF, for which the related description might read “Avid Golfer.”

Page Used to Define Involvement Codes

Page Name	Object Name	Navigation	Usage
Involvement Codes	AV_INVLV_CD_TBL	Set Up SACR, Product Related, Contributor Relations, Constituent Information, Involvement Codes	Define the different types of involvement to track at the institution.

Setting Involvement Codes Values

Access the Involvement Codes page.

All involvement codes are required to be tied to at least one involvement type and one involvement category. Click the Add all Types or Add all Categories buttons to quickly associate commonly used codes between all types and categories as appropriate.

Valid Involvement Types	Select the involvement types that can use this involvement code. Involvement Types to choose from include Interest, Activity, Affiliation, Award, and Honor, as well as any institution-defined involvement types.
Valid Involvement Categories	Select the involvement categories to which the involvement code applies.

Defining Person and Organization Relationships

To set up person and organization relationships, use the Person/Org Relationships component (AV_PE_RELATION_TBL).

This section discusses how to define person and organization relationships.

Page Used to Define Person and Organization Relationships

Page Name	Object Name	Navigation	Usage
Person/Org Relationships	AV_PE_RELATION_TBL	Set Up SACR, Product Related, Contributor Relations, Constituent Information, Person/Org Relationships	Define the relationships that can exist between people and organizations in the system.

Defining Person/Org Relationships Values

Access the Person/Org Relationships page.

Person Description

Enter the relationship that the person has with the organization. For example, if you are defining a relationship between a trustee and a foundation, the description of the person that you enter is Trustee.

Org Description

Enter the relationship that the organization has with the person. For example, if you are defining a relationship between a trustee and a foundation, the description of the organization that you enter is Trustee.

Note. Because the relationship always depicts the person's role in relation to the organization, the setup values on this page should always reflect the person's relationship type for both person and organization. Using this convention, regardless of whether you are reviewing the person's or the organization's record, you will understand the relationship that the person has to that organization.

Defining Organization Reciprocal Relationships

To set up organization reciprocal relationships, use the Org Reciprocal Relationships component (AV_ORG_RELATE_TBL).

This section discusses how to define organization reciprocal relationships.

Page Used to Define Organization Reciprocal Relationships

Page Name	Object Name	Navigation	Usage
Reciprocal Relationship	AV_ORG_RELATE_TBL	Set Up SACR, Product Related, Contributor Relations, Constituent Information, Org Reciprocal Relationships	Set up the valid reciprocal relationships that you can create when you establish relationships between organizations.

Setting Reciprocal Relationship Values

Access the Reciprocal Relationship page.

Reciprocal Relation

Select the valid relations that can be reciprocal to this relationship.

Default

Select the reciprocal relationship that appears by default on the Organization Relationships page.

Setting Up Contact Types

Use the Contact Type Table page to define the valid contact types at organizations. An example of a contact type is matching gift coordinator.

Person Description	Enter the relationship that the person has with the organization. For example, if you are defining a relationship between a trustee and a foundation, the description of the person that you enter is Trustee.
Org Description	Enter the relationship that the organization has with the person. For example, if you are defining a relationship between a trustee and a foundation, the description of the organization that you enter is Trustee.

Reciprocal Relation	Select the valid relations that can be reciprocal to this relationship.
Default	Select the reciprocal relationship that appears by default on the Organization Relationships page.