Snazzy and Fun II

Data Visualization of
Colleague Advancement
Reminders
Presented by: CAPT Mark Ellis
Whitworth University
April 07, 2014
Session ID 1576

Snazzy and Fun II - Introduction

This presentation will go over innovative
ways to use the Colleague Advancement
system in conjunction with a data
visualization tool.
This presentation will also review a great
data visualization tool Tableau which is
easy to use with data from Colleague
Advancement
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Snazzy and Fun II - Agenda Slide

I will show you the expansion of Snazzy
and Fun I project with the new Reminders
visualization system
I will then review the two case studies
from Snazzy and Fun I which I presented
last year with Ken Brown.

About Us
Consider using the title slide as you
transition from one topic/agenda item
to the next.

Whitworth University - About Us

Christian Liberal Arts, 3000 Students, Spokane,
WA, Advancement Team of 22
One IT Systems/Analyst Supporting
Colleague 20 years UniData 20 years
Benefactor 17 years, conversion to CA 2010
Colleague Advancement 3 years
Reporting CA, Custom Web Tools, Informer
Data Visualization Tableau
Mobile Platform - iPad
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Snazzy and Fun II

The Reminders Visualization

Reminders Visualization - Background

After our BEN2CA Conversion our Associate Vice
President for Major Gifts agreed to try to use the
Colleague Advancement Reminders System
Stacey Kamm-Smith, Associate VP
SWKC, SDCA, CASM, APPT
One year later she said it just was not working for
her team. A new tool was needed for the MGOs.
My desire was to keep CA as our central data
repository, but allow different user interfaces as
needed. Since we had already done some similar
work in Tableau it was natural to give it a try
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Reminders Visualization - CAIQ

Reminders Visualization CA to Tableau

The Colleague Advancement Reminders are
downloaded nightly along with other associated
donor information
The data is pulled into Tableau and displayed in a
manner that works well for the MGO team
Each team member can see all the reminders or
just their own for any chapter or time period
We also added the ability for them to see the Call
Reports all of them or just their own or by donor

Reminders Visualization in Tableau

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Reminders Visualization in Tableau

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Reminders Visualization in Tableau

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Reminders Visualization Summary

Adding and consolidating data in one spot
makes the Tableau Reminders view useful
for the MGOs.
The date range tools are very popular
The ability to see other staff reminders is
very useful, especially for VP
Tableau allows easy export to Excel and
or linkage to mapping tools
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Snazzy and Fun I

Case 1 The Presidents Club
(For those that did not see
Snazzy and Fun I
I will show you the other
CA to Tableau work
we have set up so far.)

Case 1: The Presidents Club - Background

The Presidents Club changed from a fairly static
list of individuals giving over $1,000 to a more
dynamic group with a general goal of $1,500 but
different individual goals and different stewardship
plans for each individual
Major Gift Officers were assigned to donors to
manage the Presidents Club involvement and
goals for each
A new method was needed to handle these
changes
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Case 1: The Presidents Club

The CA Recognition Program is a reactive system
that can tell you who has reached the Presidents
Club Level, but we were looking for a proactive
system that would help us promote and sustain
donors at this level instead
The Major Donor Tracks were adopted to manage
the Presidents Club candidates
Start with the MDSM form -

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Case 1: The Presidents Club

There were concerns from the MGOs about the
use of the Major Donor System to track Presidents
Club Candidates:
Major Donor Report(s) impact
Too many records/tracks in the MD system
Confusion of MD Tracks with PC Tracks

Use of codes alleviates many of the concerns

Re-use of PC Tracks alleviates the too many
tracks concern

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The Presidents Club Using MDSO

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The Presidents Club Using MDSO

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Case 1: The Presidents Club

I added a local Co-File or Co-Entity for SOLICIT.TRACK
called WU.SOLICIT.TRACK
It has the same TRACK ID
It has two simple fields:
Solicit Plan
Priority

Note that Solicit Strategy is a free form text field. Rather

than modify it, I added a valcode limited version of my own
to allow query
XMDSO16 is a custom MSDO that uses these two new
custom fields
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Case 1: The Presidents Club

Colleague Studio Customization

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Case 1: The Presidents Club

Nightly Download Program
:AE VOC W14.PRES.CLUB.DOWNLOAD
Top of "W14.PRES.CLUB.DOWNLOAD" in "VOC", 36 lines, 888 characters.
001: PA
002: UDT.OPTIONS 91 ON
003: SELECT CN W W14.MAJDON.STATUS = PC OR WITH W14.MD.AF.TRACK.ID NE ""
004: LIST CONSTITUENT SELECT.ONLY \
005: BY CN.LAST.NAME BY CN.FIRST.NAME \
006: BY W14.MAJDON.PRI.TRACKER.INIT BY W14.TFY.AF.AMT BY CN.LAST.NAME \
007: W14.PREF.NAME \
008: W14.PRI.REUNION.CLASS \
009: W14.PMS \
010: W14.PREF.CITY \
011: W14.THIS.FY.AMT \
012: W14.LAST.FY.AMT \
013: W14.TFY.AF.AMT \
014: W14.AF.AMT.FYM1 \
015: W14.LAST.CONTRIB.DATE \
016: W14.LAST.CONTRIB.AMOUNT \
017: W14.LAST.CONTRIB.DESIG.DESC \
018: W14.LAST.CONTACT.DATE \
019: W14.MD.AF.ASK \
020: W14.MAJDON.PRI.TRACKER.INIT \
021: CN.FIRST.NAME \
022: CN.LAST.NAME \
023: W14.PREF.ADDR.1 \
024: W14.PREF.ADDR.2 \
025: W14.PREF.CITY \
026: W14.PREF.STATE \
027: W14.PREF.ZIP.FIRST.5 \
028: W14.PREF.COUNTRY \
029: W14.PRI.CHAPTER \
030: W14.BEST.PHONE \
031: W14.PREF.EMAIL.HIER \
032: CN.SPOUSE.FIRST.NAME \
033: W14.SOL.TRACK.PLAN \
034: W14.JOINT.PREF.MAIL.LABEL \
035: W14.RELATION.JOINT.SAL \
036: TO DELIM " " /datatel/coll18/production/apphome/_HOLD_/SHARED/IA/PresidentsClub.txt
Bottom.

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Case 1: The Presidents Club:

Data Visualization Setup

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Case 1: The Presidents Club:

Data Visualization The Summary Screen

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Case 1: The Presidents Club:

Data Visualization Detail Example

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Snazzy and Fun I

Case 2:
The Campaign Giving Report
Visualization

Case 2: The Campaign Giving Report

Our Campaign Director, Tad Wisenor,

wanted the following template used for our
new campaigns Campaign Gift Report

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Campaign Giving Report Tabular View

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Case 2: The Campaign Giving Report

He did not want to use the multi-form
approach of the campaign forms in CA
In general, our senior staff do not log
directly into CA, everything is provided to
them via a visualization or web-tool
We did not want to change our current
campaign structure in CA as we use it for
year to year comparisons and goal setting
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Case 2: The Campaign Giving Report

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Case 2: The Campaign Giving Report

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Case 2: The Campaign Giving Report

Data is downloaded nightly from the

CONTRIBUTION file and its associated file
CONTRIB.DONOR.DESIG and the
DESIGNATION file.
The results for each category are added
and placed into buckets for example the
CP MUS would have a bucket for cash in
the door and a bucket for outstanding
pledges
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Case 2: The Campaign Giving Report

Download Logic

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Case 2: The Campaign Giving Report

Download Logic

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Case 2: The Campaign Giving Report

Download Logic

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Case 2: The Campaign Giving Report

Download Logic

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Case 2: The Campaign Giving Report

Note that for each NP the pledge amount

outstanding is just the pledge amount
minus the amount paid so far which is
available via the Ellucian subroutine
S.CALC.RECEIVED.AMT
The results for each category placed into a
simple text file
Tableau imports this text file each morning
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Campaign Giving Report Tabular View

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Campaign Giving Report Graphical View

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Snazzy and Fun I

Executive Dashboard Advancement

Advancement Executive Dashboard

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Strategic Plan Tracking

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Summary
The Major Donor Tracking System can be
used for more than just the traditional
major donors.
Tableau is an easy and effective way to
visualize both summary and individual
data from Colleague Advancement
Tableau is an alternative way to set up
executive dashboards
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Questions & Answers

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Thank You!
CAPT Mark Ellis
mellis@whitworth.edu

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Session ID 1576
.
2014 Ellucian. All rights reserved.

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