Setting Up Prospects

This chapter lists prerequisites and discusses how to set up prospect identifiers.

Prerequisites

Before you set up Contributor Relations to manage prospects, consider the following questions:

How are setIDs, record groups, and business units set up at your institution?

Define the donor appreciation items by setID.
Do your business rules specify that a contact report is required for each completed action?

Specify this option on the CR Installation page.
Which elements do you want to include in standard biographic (bio bit and bio brief) reports?

Review the standard bio bit and bio brief reports to determine which elements to set up as standard for each report. Each user can define custom bio bit and bio brief reports in addition to the standard reports that you format for your operations as a whole.
How do you plan to assign resources?

Set up parameters for resource assignments using the CR Installation page.

Setting Up Prospect Identifiers

To set up prospect identifiers, use these components: Asset Types (AV_ASSET_TBL), Rating Types (AV_R_TYPE_TBL), Rating Categories (AV_R_CAT_TBL), Rating Indicators (AV_R_IND_TBL), Action Types (AV_ACTN_TYPE_TBL), Action Contact Types (AV_ACTN_CNTC_TBL), Action Status Codes (AV_ACTN_STAT_TBL), Action Results (AV_ACTN_RSLT_TBL), Appreciation Items (AV_ITEM_TBL), Trust Categories (AV_TRUST_C_TBL), Trust Terms (AV_TRUST_R_TBL), Trust Types (AV_TRUST_T_TBL).

This section discusses how to:

Define asset types.
Define rating types.
Define rating origins.
Define rating categories.
Define rating indicators.
Define action types.
Define action contact types.
Define action status codes.
Define action results.
Define donor appreciation items.

Pages Used to Set Up Prospect Identifiers

Page Name	Object Name	Navigation	Usage
Assets	AV_ASSET_TBL	Set Up SACR, Product Related, Contributor Relations, Prospect Management, Asset Types	Define the types of assets that your institution tracks.
Rating Type	AV_R_TYPE_TBL	Set Up SACR, Product Related, Contributor Relations, Prospect Management, Rating Type	Define the valid rating types to track.
Rating Origin	AV_R_ORIGIN_TBL	Set Up SACR, Product Related, Contributor Relations, Prospect Management, Rating Origin	Define where the rating indicator or category was originated.
Rating Categories	AV_R_CAT_TBL	Set Up SACR, Product Related, Contributor Relations, Prospect Management, Rating Categories	Define the types of prospect ratings to track.
Rating Indicators	AV_R_IND_TBL	Set Up SACR, Product Related, Contributor Relations, Prospect Management, Rating Indicators	Define the indicators that you use to measure a constituent's rating.
Action Types	AV_ACTN_TYPE_TBL	Set Up SACR, Product Related, Contributor Relations, CR Common Definitions, Actions, Action Types	Define the action types that your institution uses.
Action Contact Type	AV_ACTN_CNTC_TBL	Set Up SACR, Product Related, Contributor Relations, CR Common Definitions, Actions, Action Contact Types	Define the valid contact types for actions or volunteer assignments.
Action Status Codes	AV_ACTN_STAT_TBL	Set Up SACR, Product Related, Contributor Relations, CR Common Definitions, Actions, Action Status Codes	Define the valid statuses for prospect actions.
Action Results	AV_ACTN_RSLT_TBL	Set Up SACR, Product Related, Contributor Relations, CR Common Definitions, Actions, Action Results	Define the valid results for actions.
Donor Appreciation Items	AV_ITEM_TBL	Set Up SACR, Product Related, Contributor Relations, CR Common Definitions, Appreciation Items Set Up SACR, Product Related, Contributor Relations, Prospect Management, Appreciation Items	Define the various items of appreciation that constituents receive throughout the cultivation and membership process.
Trust Types	AV_TRUST_T_TBL	Set Up SACR, Product Related, Contributor Relations, Prospect Management, Trust Types	Define the valid types of trusts at your institution.
Trust Categories	AV_TRUST_C_TBL	Set Up SACR, Product Related, Contributor Relations, Prospect Management, Trust Categories	Define the valid categories for trusts at your institution.
Trust Terms	AV_TRUST_R_TBL	Set Up SACR, Product Related, Contributor Relations, Prospect Management, Trust Terms	Define the valid terms for trusts at your institution.

Defining Asset Types

Access the Assets page.

Assets are items of value owned by a prospect. Assets that are typically tracked include real estate, fine art, and securities.

Defining Rating Types

Access the Rating Types page.

Rating types indicate the type of entity that is providing a prospect’s rating. Examples of rating types are Peer, Vendor, and Staff. For example, if an institution purchases census information from an outside party, the rating type that is associated with those ratings would probably be Vendor because the information comes from an outside source.

Defining Rating Origins

Access the Rating Origin page.

The Ratings Origin identifies the source of the rating indicator or category. PeopleSoft delivers one rating origin value: Institution. This value indicates that the category or indicator was initiated by the institution using Contributor Relations. Additional rating origins can be created to identify rating indicators and categories originating from external sources that are being used to rate constituents.

Defining Rating Categories

Access the Rating Categories page.

Rating categories are descriptive classifications of a rating and are defined by your institution. They are used in prospect management to qualify prospects for giving. You assign ratings to a constituent on the Ratings page.

Examples of rating categories are Household Income, Gift Capacity, and Overall Readiness.

Valid Indicators	Valid indicators allow the appropriate values to appear for the category when entering a rating on the Ratings Indicator Page. Select the indicators that are applicable to the ratings category. For example, if the Ratings Category is Survey Results, only those ratings indicators pertinent to surveys would be valid indicators.
Create a New Indicator	Click to access the Rating Indicators page, where you can add a new rating indicator code.

Defining Rating Indicators

Access the Rating Indicators page.

Rating indicators are the names and descriptions of a specific screening indicator used by the institution. They are used in prospect management to help qualify a prospect's potential to support the philanthropic organization. Assign ratings to a constituent on the Ratings page.

Examples of rating indicator descriptions are 75,000-100,000 for Household Income, Lifestyle-01B for a vendor rating, and 25,000+ for Giving Capacity.

Valid Values	Select this check box to indicate that the indicator code requires certain values to be returned in the Value field on the Ratings page. If you select this check box, the system displays the Valid Values group box.
Valid Value and Description	Enter a brief description of the valid value for the indicator code. Valid Values allow the indicator to be refined to a more specific level than the indicator itself. For example, the rating indicator may be Self-employed and the valid values may be Owner, Consultant, Proprietor.
Vendor Code	Select this check box to indicate whether the value is supplied by a vendor.

Defining Action Types

Access the Action Types page.

An action type is the form of action that is taken with a particular donor prospect or for a particular initiative. For donor prospects, action types might include an ask, invitation, information gathering, or presentation proposal. For initiatives, action types might include a design session, vendor selection, or layout meeting.

When you create an action, you associate it with an action type. You can then track the information that is specific to that action type. For example, if the action type is Ask, you can enter an ask amount.

Valid Result Codes	Action types have certain expected outcomes. Result codes might be Accepted, Rejected, Submitted, Gift, or Pledge, for example. However, these are not all valid for every action type. Valid Result Codes are linked directly to Action Types.
Add All Result Codes	Select the Add All Result Codes button to add all existing result codes to the action type. Once all are selected, the user may delete rows that are not pertinent. This is useful if more result codes apply than do not.

Action Type Required Values

The following table describes the values that are required in the ACTN_TYPE_CD field that resides in the AV_ACTN_TYP_TBL table:

Code	Value
ASK	Ask

Action Type Code

Displays the code for the action type.

Note. This value comes from the ACTN_TYPE_CD field in the AV_ACTN_TYP_TBL table.

Constituent Action

Select if the action type applies to actions that are associated with prospects or constituents.

Initiative Action

Select if the action type applies to actions that are generated through an initiative.

The selections that you make on this page determine the values in the Action Type field prompt when you create an action.

Defining Action Contact Types

Access the Action Contact Type page.

When you create an action or a volunteer assignment in Contributor Relations, you select a contact type. The contact type determines whether the person performs the action using a telephone call, a letter, an email, a personal visit, or some other method. For the purpose of managing prospects, a contact type could be a personal visit. For the purpose of managing initiatives, a contact type could be a meeting or phone call.

The selections that you make on this page determine the available values in the Contact Type field on the Volunteer Assignments 2 page, which you use when creating an action or a volunteer assignment.

Constituent Action	Select if the contact type applies to prospect actions.
Initiative Action	Select if the contact type applies to actions that are generated through an initiative.
Volunteer	Select if the contact type applies to volunteer assignments.

Defining Action Status Codes

Access the Action Status page.

As you create, schedule, and complete an action, its status changes. This page enables you to define the status codes that appear in the Action Status prompt dialog boxes throughout the system.

The selections that you make on this page determine the values in the Action Status field on the Prospect Action page, which you use when creating an action.

Action Status Codes Required Values

The following values are required in the ACTN_STAT_CD field that resides in the AV_ACTN_STA_TBL table:

Code	Value
CMP	Complete
SCH	Scheduled

Constituent Action	Select if the action status applies to prospect actions.
Initiative Action	Select if the action status applies to actions that are generated through an initiative.

Examples of action status include scheduled, on hold, and suspended.

Defining Action Results

Access the Action Results page.

The selections that you make on this page determine the values in the Result field on the Action Results page (Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Actions-Person (or Actions-Org), Action Results tab, or Self Service, Outreach, My Prospects, My Stewardship Plans, Complete an Action) used when completing a prospect action.

Constituent Action	Select if the action result applies to prospect actions. Examples include accepted, proposal presented, gift, pledge, and declined.
Initiative Action	Select if the action result applies to actions that are generated through an initiative. Examples of action results include confirmed, contract pending, and vendor selected.

Action Results Required Values

The following values are required in the ACTN_RSLT_CD field that resides in the AV_ACTN_RSLT_TBL table:

Code	Value
DECL	Declined
GIFT	Gift
PLEDGE	Pledge

Note. Use the ACTN_RSLT_CD field for reporting action results in the Campaign Progress report.

Defining Donor Appreciation Items

Access the Donor Appreciation Items page.

Donor appreciation items are keyed by setID, so different business units can present different items to donors. A gift from a business unit might differ in look and cost, depending on the location that distributes it.

Examples of appreciation items are key chains, T-shirts, and pens.

Item Category

Select the item category to indicate whether the item is distributed for donor appreciation or as a membership benefit. The item category determines whether the item appears as an available item on the Donor Appreciation page or as a standard benefit on the Member Dues page.

Note. If you use the same item for both purposes, the item should be entered twice with different codes so that it appears correctly as an available option.