Improved Database Management
University Development: ADVIZOR program implemented for prospect management and evaluation of staff productivity
Problem: University Development needed a robust system for assisting gift officers in the management and review of efforts related to their potential donor pools. A better way of evaluating the efforts of individual and groups of gift officers to identify and communicate best practices and expectations related to productivity was also needed.
Changes: In 2007 we began implementing revisions to our prospect management coding structure. We enhanced coding to describe specific stages of relationship building with potential donors. We identified patterns of activity that lead to success as well as those that require correction. Once we agreed on the new tracking structure, we partnered with ADVIZOR to develop a business intelligence dashboard to be used with individual gift officers and managers. This resulted in a tool that transforms information from our database of record, ADVANCE, into graphs and charts that facilitate donor tracking and reporting. The tool increases productivity by streamlining analyses and automating processes. University Development utilizes ADVIZOR to review portfolios, proposals, and fundraising activity; generate progress reports (ADVIZOR output reports) for the division-wide, central, school and college fundraising units; and prepare activity reports and projections.
Impact: Results included faster, easier, and up-to-date reporting/monitoring of prospect pools; greater opportunity for prospect management staff to assist in the planning and strategies for prospects; and a consistent and timely tool for management use in reviewing performance at the overall, unit and individual level. An unanticipated use has been the preparation of the base annual operating plan for each gift officer using data that have been stored in ADVANCE during the prior year by that individual. This initial document provides each officer with a standard format populated with information that he/she can edit and expand. This has reduced the preparation time in half and allows for an immediate focus on the upcoming year. The College has joined with ADVIZOR to market this implementation of the package to other universities and has created a revenue stream of royalties to the College.
Admission, Registrar's Office, and IT: Determining student domicile as a joint partnership
Problem: The former system required using two forms to determine domicile – the Admission form and a separate form from the Registrar – creating redundancy in process and delay in final domicile decisions.
Change: With inspiration from three individuals in undergraduate admission, IT and the registrar’s office, we realized that the tools needed – Banner, Axiom software, and use of the Common Application – were all in place, and that the new process could be done without developing new software. We added a series of carefully crafted questions to the Common Application and worked out a decision paradigm allowing automatic assignment of residency in the 60 percent of cases where a clear decision could be made.
Impact: Reduced the staff review of applications for in-state tuition from 5,000 to 2,000, saved ½ FTE, slashed paper usage, significantly reduced backlog in domicile processing. The rest of the story: the ½ FTE has been reallocated to improve communication with constituents.
[Highlighted in University Business, November 2010]