Why build it when you can utilize e tapestry's standard reports - eTapestry User Group 2013
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Why build it when you can utilize e tapestry's standard reports - eTapestry User Group 2013
- 1. Why Build it When you Can Utilize eTapestry’s Standard Reports? Presented by Mark Scott and Joe Boyle
- 2. Did you know that eTapestry comes with over 40 standard reports? In today’s session we are going to show you how to utilize some of our favorites.
- 3. Agenda • • • • Query vs. Report eTapestry Standard Report Sets What’s in each report? Do you know… Blackbaud Confidential 3
- 4. Query vs. Report Blackbaud Confidential 4
- 5. eTapestry Standard Report Sets • • • • • • Account Reports Recognition Reports Activity Summary Reports Journal Entry Reports Tribute Reports Soft Credit Reports • • • • • • • Executive reports Online Giving Reports eStore (Cart) Reports* Mass Email Reports Fundraiser Reports* Defined Fields Reports Social Networking Reports * You will only see these sets if you have the Cart or Personal Fundraiser Modules
- 6. What’s in each report? • You can quickly view what is in each report by clicking on the report icon to the right of each Standard Report.
- 7. What’s in each report? • This will pull up a description of the report and explanation for the columns.
- 8. What’s in each report? • Hover over an image to enlarge it and see an example of the report.
- 9. Now it’s time for ‘Do You Know…’ Blackbaud Confidential 9
- 10. Do You Know Which 10 constituents have donated the most to your organization so far this year? Or the top 5 constituents to a specific Campaign? Run the Top Donor Report Benefits: Quickly identify the top contributors to your organization or to a specific Fund or Campaign Blackbaud Confidential 10
- 11. Do You Know How many donors you’ve lost over the last 5 years? Run the Recency Report Benefits: Great for donor retention because it easily identifies past donors that have not given yet this year or in recent years. Blackbaud Confidential 11
- 12. Do You Know How to identify the auto processing transactions in your database with credit cards that are about to expire? Run the Almost Expired Auto Process Credit Card Report Benefits: Avoid losing out on donations by proactively updating your donor’s credit card information on their Recurring Gift Schedules or Pledges. You can call them or ask them to go online and submit a new recurring gift. Blackbaud Confidential 12
- 13. Do You Know How to clean up the duplicate accounts in your database? Run the Duplicate Report Benefits: Running the Duplicate Report on a weekly basis will help keep your database clean and your reports accurate. Tip: Make sure each user at your organization has the Duplicate Check on Save option turned on to reduce duplicates when adding accounts manually. Blackbaud Confidential 13
- 14. Do You Know How much money is expected to come in over the next 5 years from pledges and recurring gifts? Run the Cash Projection Report Benefits: This report will allow you to project how much each fund will be making in the future. It can help with budget planning and it allows you to drill into each year for a monthly breakdown. Blackbaud Confidential 14
- 15. Do You Know Which donors have given to your organization consecutively for the last 3 years? Run the Consecutive Years Report Benefits: Identify those donors that have been consistently loyal to your organization. You may want to do some prospect research on these donors and see if you can ask them for a larger donation or to make a larger pledge to your mission Blackbaud Confidential 15
- 16. Do You Know Which approaches have been most successful? Run the Approach Activity Summary Benefits: Identify which approaches have been responsible for brining in the most money to your organization and then strategize on ways to make those approaches even more successful. You can also see which approaches need more work or attention. Blackbaud Confidential 16
- 17. Do You Know Which constituents have increased their donations this year and which ones have decreased their donations? Or how many new donors your organization has obtained this year? Or how many donors your organization has recaptured this year? Run the Giving Dynamics Report Benefits: This report has it all! It allows you to quickly see the health of your organization compared to last year. Blackbaud Confidential 17
- 18. Do You Know How to save time and stay up to date? Schedule Your Reports! Benefits: Most of our eTapestry Standard Reports can be scheduled to run automatically. Scheduling reports saves you time and it keeps you updated on the health of your organization’s fundraising efforts. Blackbaud Confidential 18
Hinweis der Redaktion
- The Top Donor Report allows you to report on a top group of donors within a time period, to a specific campaign/fund/approach, etc…Query: Why Build it When you Can Utilize eTapestry's Standard Reports?>New Building CampaignIf wanted to see top 5 donors to a campaign, first we’d have to query on transactions just for that Campaign. Within the query, we’ll use the Campaign field and check off the box next to our New Building Campaign. We also need to make sure the query is set to Journal Entries, that way the query is returning the specific group of transactions we want to query on so the results in the report are calculated just based off of giving to this campaign. If our query instead had a Data Return Type of Accounts, and some of the accounts that gave to the New Building Campaign also gave other donations to other Campaigns, the results of the top donor report would be based on all of their giving.On the Launch page, first we need to key in the number of top donors we want to view. There are several different types of totals you can choose between when determining how the report should sort for top donors:PledgedReceived (which we will use in this example)Raised (Gifts + pledges, excluding pledge payments)Gifted (only gifts, excluding pledge payments, pledges, etc…)Once the report displays, you’ll see a rank column which displays the rank assigned to each donor (with the top donor be given a 1 and listed at the top). WE can also see columns for Pledged, Received, Gifted and Raised, though it’s important to remember that in this case, the donors are ranked according to the Received field.At the bottom of the report, we also have options for creating a custom account query. Let’s say you run this report to find your top 5 donors to this campaign, and you then want to send those donors a mass email within eTapestry. First we’d need a query of the accounts you wanted to email, so just those top 5 donors. After this report runs, we can use the custom account query options in the lower right hand corner to create a query that contains just these accounts (create the query and assign a name). Once the query is created, you could then use it to send a mass emai from your correspondence section.
- This report allows you to see lapsed donors over a number of years. We can see for each year, how many donors gave their last gift within that year, and we can also drill down into each year to see the names of each donor and the amount they gave that year.Query>Base All Constituents*Important Note: this report can also be used to focus only on giving to a specific campaign/approach/fund. So if you wanted to see last donations by year for a specific campaign, we would first need to query on all transactions to the Campaign, and then use that to run the report. Choose Calendar Year or Fiscal YearCan key in a year range using the ‘Starting’ and ‘Ending’ fields, or choose one of the standard options in the drop down menu (no limit on how many years can be reported on).Once report is run, click on number of donors in any given year to open a detailed report of that year. Within the detailed report, we can see name of each donor, date of donation and received amount. Clicking on the donation amount or the date will open the transaction, while clicking on a name will open that account.Pros:Helps you find donors who have not given yet this year who have given in the past, in case you’d like to reach out to them.
- This report will show constituents that have an auto-processing schedule (pledge or recurring gift) with an expiration date in the month you run the report and the month after. So if the report is run in November, it will show auto processing schedules with cc’s that have exp. dates in November and December.Query: Base>All ConstituentsWhen the report generated, you’ll see each donor’s name, and some basic info about them including phone number, so that you could contact the donor and obtain the new card information. The CC number and Expiration date can also be clicked on to open the schedule, where you can insert the new credit card information. Auto processing schedules will still continue to charge expired cards (resulting in failure), at which point your organization would receive an auto process report email with the reason for the failure. The card information can then be obtained and updated, but this would mean at least one donation was missed and would need to be re-entered. This report can help you stay on top of the situation and update the schedule before any failures occur.
- Query: Base>All ConstituentsOn the Launch page, a View Existing Copy link will appear at the top to allow you to view the most recent copy of the duplicate report that was run. Once you run the report, instead of rerunning it each time you need to see the results, you can click on the View Existing Copy link to re-open it.When clicking Submit to run the report, a message will appear on screen informing you that you are about to begin an intensive process that could take several hours. You can either choose to run it now or schedule the report to run overnight. How long the report takes to run will depend on the number of accounts in your query and the number of accounts in your database. In this case, since the database we are using is small, the report shouldn’t take more than a moment or so to run. The report calculates possible matches based off of the following fields: Name, Address, City, Postal Code, Email and Phone NumbersUsing all of these fields, the system will calculate a closeness score for each pair of accounts to determine whether they are possible duplicates or not. If it determines that a pair of accounts are possible the same individual based off of this score, it will list the pair on the results page and provide the options for marking them as Not Duplicate Accounts or merging them together. If Not Duplicate Accounts is selected, the system will no longer recognize those accounts as duplicates going forward. If Merge These Accounts is clicked, you will be brought to the Account Merge screen where the two accounts can be merged together.
- This report allows to project income for funds in future years for your pledges and recurring gifts. Query: Base>All ConstituentsFirst we enter a Calculate Payments As Of date, which means you can show balances on existing pledges or recurring gift schedules based on a past date. For example, if we were to set this field to 8/1/2013, any pledge payments and recurring gifts from 8/2/2013-present would be considered projected income for 2013, instead of income that’s already been received.When report is displayed, each fund will be displayed and each year will be its own column. Within each column, you will see the projected income for each fund, and you can click on a total received for any given year to see a monthly breakdown of projected income. This can help greatly with budget planning, allowing you to plan ahead. The graph can also be adjusted as well. So instead of viewing by time, we can choose to view by fund instead, with each year having its own assigned color. The graphs themselves will not be included in any export you perform of the report, but if needed a screenshot could always be taken of the graph and then saved as an image, which means it could be uploaded later to an outside file.There is also a Donor Cash Projection Report which breaks down projected income for future years by donor instead of by fund. This report will also show some additional details about each individual pledge, including the current balance, outstanding balance, arrears amount ,etc….
- Approaches are defined as the means you use to raise money for your organization. They normally track the sources your organization uses to generate gifts. Common examples inlcude a direct mailing, a phonathon, or a dinner party.This report shows a snapshot comparison of your different approaches so you can determine which ones have been the most successful.Query: Constituent Journal Entry Date>This YearLet’s say you want to do a comparison just on 2013, to see how all of your approaches have been performing just within this year. First we would need to build a query of just the 2013 transactions we want to focus on (explain process of creating the query).On Launch page, select what types of approaches you want to view (all approaches, those with a pledged amount, those with a received amount, etc…) Can also choose whether or not you want to include disabled approaches, as well as transactions with no approach selected. In this report, we can see that the Personal Ask approach has been the most successful in 2013, followed by the Spring Email. For each approach, the Pledge Balance field will also show us how much income is still to be expected. Go through each of the graph options.You can drill down into an approach by clicking on the # of transactions, pledged, received or pledge balance totals. This opens a more detailed report for the specific approach you selected which will show you name of donor, date of each transaction, etc…Just as with the other standard reports, in this detailed report we can also create a custom account query at the very bottom.
- Query: Base>All ConstituentsThis report will show a myriad of data about two periods of time you’re comparing. On the launch page, the start and end date for both time periods are inserted, and we have to selec the Type. The Type determines what journal entries the report will consider transactions when determining which group a donor falls into. For example, if you select Raised, the Giving Dynamics report will consider a pledge a transaction, but a pledge payment would not be. If you select Received, every entry with a Received amount is considered a transaction. You can also choose to include in kind gifts as transactions, even though those don’t usually have Received amounts.The report will display 6 groups of donors, and a key is at the bottom of the report explaining what each group constitutes (give brief explanation of each group).Each of the groups can be clicked on to drill into a more detailed report, which will show the name of each donor within that group and what that donor gave in both years. This report can only be calculated with all giving from the accounts within your query.
- Show how to schedule the Duplicate Report once each week, as performing a duplicate check on the database can help keep the database clean. Re-iterate how to use the ‘View Existing Report’ link each week to view the most recently run copy of the report.