Dashboard to track when a donor hits a giving milestone

Cate O'Connell

 Hello, I am trying to create a dashboard for our Executive Director that will alert him to when a donor reaches a giving milestone (when their lifetime donations hit $1,000, $5,000 or $10,000) so that he can write them or call them as appropriate.  Does anybody have a dashboard like this who would be willing to share the query used to create it? Note: I anm not looking for one that alerts him to when a major gift is posted, but when lifetime giving hits a certain point.

Thank you,

Cate O'Connell

Development and Communications Coordinator, Actors' Fund of Canada

Melissa Graves 2

Cate O'Connell:

 Hello, I am trying to create a dashboard for our Executive Director that will alert him to when a donor reaches a giving milestone (when their lifetime donations hit $1,000, $5,000 or $10,000) so that he can write them or call them as appropriate.  Does anybody have a dashboard like this who would be willing to share the query used to create it? Note: I anm not looking for one that alerts him to when a major gift is posted, but when lifetime giving hits a certain point.

Thank you,

Cate O'Connell

Development and Communications Coordinator, Actors' Fund of Canada

I think you are going to need to think beyond dashboard for this. Do you have Queue? Do you have the VBA module?

The simplest (but not very time conscious) is that you may need to start to code people as they are already reported as it is going to be difficult to ONLY report to him the ones who just now hit that mark unless you can filter out those who had already been at that point so I think you may need to develop a whole reporting system for this.

There may be a very creative way to use Crystal to sum gifts through yesterday and gifts through today and only report if the first is below 10K and the second is above but it will take some playing around and some work.

Joshua Bekerman bCLO bCRE

Melissa Graves:

I think you are going to need to think beyond dashboard for this. Do you have Queue? Do you have the VBA module?

The simplest (but not very time conscious) is that you may need to start to code people as they are already reported as it is going to be difficult to ONLY report to him the ones who just now hit that mark unless you can filter out those who had already been at that point so I think you may need to develop a whole reporting system for this.

There may be a very creative way to use Crystal to sum gifts through yesterday and gifts through today and only report if the first is below 10K and the second is above but it will take some playing around and some work.

Adding to Melissa's suggestions, since a phone call will be made or email/letter will go out from the ED, and hopefully that will be recorded in Actions, you could include that in your query where:

-Donor's totla giving is greater than...

AND

-Donor does not have an Action indicating that the ED already got in touch (whatever coding you use for the actions, action status, completed, etc.)

This would then only give you constituents who have hit the milestone and have not heard from the ED.  Then you could base the report (dashboard?) on this query.

Stephanie Roland

Cate O'Connell:

 Hello, I am trying to create a dashboard for our Executive Director that will alert him to when a donor reaches a giving milestone (when their lifetime donations hit $1,000, $5,000 or $10,000) so that he can write them or call them as appropriate.  Does anybody have a dashboard like this who would be willing to share the query used to create it? Note: I anm not looking for one that alerts him to when a major gift is posted, but when lifetime giving hits a certain point.

Thank you,

Cate O'Connell

Development and Communications Coordinator, Actors' Fund of Canada

We do something similar, except our threshold is $10,000 and we do calls/cards on an annual basis in January of each year. However, what we created might work for you.

We created a query as follows:

"Gift Total Receipt Amount is greater than or equal to $10,000" Add Gift Criteria of "Gift Date is less than or equal to 12/31/XX"

AND Lifetime Recognition Attribute is Blank

We use Receipt amount because we recognize lifetime giving on actual tax-deductible gifts, and therefore want to exclude anything that was not tax-deductible. Since we do this on an annual basis our date range is all giving up to the most recent calendar year. You might try using "Today" instead of a specific date. We also have an attribute code when someone achieves lifetime status.

You could use the Dashboard called "Recent Gifts List" and use the above Query. We use the Recent Gift List on a daily basis to help track gifts and make sure appropriate actions get assigned. We haven't used it for our Lifetime Donors but you might be able to make it work.

Last but not least, we use the above query to assign the appropriate Action to the donors record.

The above works well for us because it's a reasonably high threshold and we only do it once a year. It could be much more complex for you since you have multiple giving levels and are tracking year long. Hopefully this gives you some new ideas though.