https://bloomerang.co/resources/webinars/ Robin L. Cabral, MA, CFRE will lead you through the why and how of creating your own database standards manual and processes to ensure that you are not leading your organization down the path of “Garbage In=Garbage Out.” Consider it your legacy to your organization’s future revenue.

1. Robin L. Cabral, MA, CFRE, MFIA
Development Consulting Solutions, LLC
Garbage In = Garbage Out

2. Robin Cabral
CFRE, MA, MFIA
Contact Me:
● Web: https://www.developmentconsultingsolutions.com
● Email: rcabral@developmentconsultingsolutions.com
● Phone: 508-685-8899
• Owner, Development Consulting Solutions, LLC
• CFRE, MA, MFIA
• 25+ years working for and with nonprofits
• Raised millions in campaigns
• Coach dozens of nonprofits to start their first major gift efforts
• On a mission to transform organizations by effective philanthropy!
Garbage In = Garbage Out
June 16, 2021

3. In this Webinar, you’ll learn…
• The case for consistent clean data in a professional data system
• Understand how to organize your campaigns and appeals, and why
• Understand how to enter data so that you can utilize the information
effectively
• Understand how to maintain clean data
• The case for a data entry manual
GOALS AND OBJECTIVES

4. • TEMPLATE: Donor Management Software Policies and Procedures Template
• ARTICLE: How to create a manual that ensures your database stays clean and up
to date
• Webinar Slides
RESOURCES

5. THE CASE FOR CONSISTENT CLEAN DATA
IN A PROFESSIONAL DATA SYSTEM
Why do I need a fundraising database?

6. What can a Database Do?
• Create reports around campaigns,
appeals and events
• Benchmark results and evaluate
progress toward goals
• Identify loyal donors who may be
prospects for major or planned gifts
• Ensure fast, consistent
acknowledgements that satisfy IRS
requirements
The “Case” for Consistent Clean Data

7. What if a database is too expensive for my budget?
• Fundraising software can be purchased for as little as $400+ or upward of $20K
depending on product
• Quality software lies somewhere in-between
• Products DO exist that will meet the needs of your fundraising program and help
you raise funds more efficiently
• Excel spreadsheets are NOT a database, just as shoebox NOT a filing system!
The “Case” for Consistent Clean Data

8. UNDERSTAND HOW TO ORGANIZE
YOUR CAMPAIGNS, FUNDS, AND APPEALS,
AND WHY

9. Campaigns are broad, general
categories:
• Annual Giving
• Planned Giving
• Capital Campaign
Also consider categories for Fund:
• Restricted
• Unsolicited Gifts
• Scholarship Funds
Organizing Your Campaigns and Appeals

10. Appeals and events - what prompted
this gift?
Categories could include:
• Specific mailings:
o Fall Appeal
o Campaign Mailings
• Events:
o Spring Auction
o Golf Tournament, etc.
Organizing Your Campaigns and Appeals

11. • Where will this fundraising money
be used?
• Funds should be categorized based
on specific use targeted by the gift:
o Scholarship Fund
o Restoration Fund
o Unrestricted
• If event or appeal is recurring,
include fiscal year of each gift
• Individual years can be compared for
goal setting and analysis
Organizing Your Campaigns and Appeals

12. Annual Appeals
Don’t lose your donors before they open
the envelope!
• Regularly run your data through the
National Change of Address
database (NCOA)
• Ensure continuity of contact
• Many data systems /almost all mail
houses provide NCOA for reasonable
fee
• It’s worth it!
Organizing Your Campaigns and Appeals

13. Annual Appeals
Don’t lose your donors before they open
the envelope!
50% of people pay more attention to
direct mail than to any other marketing
channel.
Source: Ritter's Communications Report
Organizing Your Campaigns and Appeals

14. Annual Appeals
Don’t lose your donors before they open
the envelope!
• Nothing is worse than a mailing to a
donor who has passed away
• Social Security Death Index (SSDI)
can be used to clean your list of
deceased donors
Organizing Your Campaigns and Appeals

15. Annual Appeals
Don’t lose your donors before they open the envelope!
• Ancestry:
o https://www.ancestry.com/search/collections/ssdi/
o Genealogy Bank: https://www.genealogybank.com/explore/ssdi
o Family Search: https://www.familysearch.org/search/collection/1202535
Organizing Your Campaigns and Appeals

16. • Other times to remove a donor from
general mailing:
o Immediately following a
significant gift, sometimes!
o Following a large campaign
pledge, sometimes!
o After a “do not mail” or “do not
solicit” request, ALL the time!
Organizing Your Campaigns and Appeals

17. • These donors may be contacted, but
in a very individual way
• Decide with your staff/campaign
cabinet the best approach
Organizing Your Campaigns and Appeals

18. UNDERSTAND HOW TO ENTER DATA SO THAT
YOU CAN UTILIZE THE INFORMATION EFFECTIVELY
What do you want your data to do?

19. You Own Your Data – Protect It!
• Only trained development staff
should enter donor data
• Data must be entered consistently
and properly
• Improperly entered data can cost:
o Wasted time
o Lost efforts
• Take advantage of training offered
by your vendor
Entering Data To Utilize Most Effectively

20. You Own Your Data – Protect It!
• Train anyone who enters data or
uses the data base
• Remember that donor information is
highly confidential
• The use of board members or other
volunteers to enter data is
inappropriate
• Someone who is not a stakeholder
may take costly shortcuts
Entering Data To Utilize Most Effectively

21. Ensure Consistent Entry of Donor Data
• Set a standard procedure for
entering data
• Make sure that proper salutations
are used
• Use primary addresses, check postal
processing requirements and
standards
Entering Data To Utilize Most Effectively

22. Ensure Consistent Entry of Donor Data
• Regularly update contact
information, email addresses and
telephone numbers
• Avoid nicknames and use full names
whenever possible
• Use fields provided for alternate
names
• Determine what data is useful to you
Entering Data To Utilize Most Effectively

23. Ensure Consistent Entry of Donor Data
• Complete an assessment of your
data
• What would you like to know about
your donors?
o Preferred method of contact?
o Frequency of contact?
o Volunteer history?
o Record these pieces of
information for future use
Entering Data To Utilize Most Effectively

24. Ensure Consistent Entry of Donor Data
To ensure database consistency, we have rules regarding how to abbreviate and enter
addresses:
• Cardinal and ordinal directions should always be abbreviated - i.e. North becomes
N, Soutwest becomes SW.
• Street types should always use postal regulation street abbrevations or can also be
spelt out completely, i.e., Ave, Blvd, St, Avenue, Boulevard, Street, etc.
• Cities and towns should be written out in full i.e. AL, AZ, MA, RI, etc.
• Ensure the postal code includes the zip+4 code as musch as possible i.e. 00850-
6641
• Post office boxes should reas as PO Box 11890 or PO Box G
Entering Data To Utilize Most Effectively

25. Ensure Consistent Entry of Donor Data
To ensure database consistency, we have rules regarding how to abbreviate and enter
addresses:
• Abbreviate apartment, room, or suite numbers on a second line, i.e. Apt, Ste, Rm
• School and business should be written out in full i.e. MSU vs. Montclair State vs.
Montclair State University
• Use common prefixes i.e. Ms., Mrs., Miss, Mr., Rev., Dr., Atty., Prof., Hon., Pres.,
etc.
• Use common suffixes i.e. Esq., CPA, Jr., Sr., II, III, USMC, CSJ, OP, PhD, MD, JD, VM,
DDS, etc.
Entering Data To Utilize Most Effectively

26. Ensure Consistent Entry of Donor Data
• Some databases have a notes field
• Use notes to record things such as:
o Interactions with the donor
(Dates, Times, Type of contact)
o Name of Development Officer
o Any correspondence
Entering Data To Utilize Most Effectively

27. Now that you have your data, maintain
it and keep it clean!
• Run a duplicate check on a regular
basis
• An online gift could trigger a second
donor record
• Accidents happen - don’t send extra
appeals to the same donor
Understand How To Maintain Clean Data

28. • Check your queries and reports on a
regular basis
• Examples of Queries:
o Donors residing in certain zip
codes
o Names of donors who gave to
Annual Appeal last year
Understand How To Maintain Clean Data

29. • Examples of Reports:
o Data quality review monthly of all
accounts created
o Almost expired debit/credit cards
o Duplicate reports
o Monthly LYBUNT/donor retention
report
o Transaction reports monthly to
examine campaigns, funds, and
appeals
o Security and account access yearly
o Relationship reports for accuracy
Understand How To Maintain Clean Data

30. • Remove out of date queries
• Keep UTD with the database training
• Be aware of new features and best
practices
• Subscribe to your provider’s
newsletter or blog (if available)
• This could offer multiple ways to
maximize database potential
Understand How To Maintain Clean Data

31. THE CASE FOR A DATA ENTRY MANUAL

32. Consider A Database Manual
• Create a standard procedure for
data entry
• Reduce mistakes and duplicates
• Organize campaigns, appeals and
events in a consistent manner
• Enable end users to find the
information they need quickly and
efficiently
The Case For A Data Entry Manual

33. Consider A Database Manual
• Provides clear outline for
organization
• Categories include:
o Profile Management
o Transaction Management
o Interaction Management
o Report Management
The Case For A Data Entry Manual

34. Profile Management
• Enter data consistently
• Avoid duplication
• Regulate donor entry
Transaction Management
• Funds
• Campaigns
• Appeals
• Find the information you need –
when you need it!
The Case For A Data Entry Manual

35. Report Management
• Giving history
• Event history
• Donor interactions
• Next steps
Interaction Management
• Gift acknowledgements
• Online gift management
• Letter templates
The Case For A Data Entry Manual

36. Policies and Procedures
• Gift processing policy
• Gift reconciliation procedures
The Case For A Data Entry Manual

37. Conclusion - What Did You Learn?
How to…
… ensure consistent clean data in a
professional data system
… organize your campaigns and appeals,
and why
… Enter data so that you can utilize the
information effectively
… maintain clean data
… craft a data entry manual

38. Title
Retrieved from link
References

39. How will you use this information to ensure
your data systems get and stay clean?

40. Q&A

41. CONTACT ME
Robin L. Cabral, MA, CFRE, MFIA
Development Consulting Solutions, LLC
www.developmentconsultingsolutions.com
Mobile (508) 685-8899
rcabral@developmentconsultingsolutions.com
www.facebook.com/developmentconsultingsolutions
www.linkedin.com/in/robincabral/
https://twitter.com/robincabralcfre/