Publication Listing Preferences...where to put this data

Julie Hiland

Our org just finished a major capital campaign, and it's GO time in terms of running lists for recognition, etc. It's brought to surface a lot of uglies about our database, including soft credit and recognition issues, and I feel like I'm churning all day long trying to figure it all out. Since a good chunk of our donors give through their personal/family foundations or donor-advised funds, and since we have multiple campaigns going on where it happens, for example, that a donor wants to be listed personally for annual and his foundation for capital, we have decided to move away from using the Add/Sal to record publication listing preference. Instead, we are moving to the Gift Attribute, since this will tie any special request made directly to the gift. Any disadvantages you can think of in doing it this way? Does anyone have a documented policy they could share on how they record publication listing preference in their database? Thanks!

JoAnn Strommen

Julie Hiland:
Our org just finished a major capital campaign, and it's GO time in terms of running lists for recognition, etc. It's brought to surface a lot of uglies about our database, including soft credit and recognition issues, and I feel like I'm churning all day long trying to figure it all out. Since a good chunk of our donors give through their personal/family foundations or donor-advised funds, and since we have multiple campaigns going on where it happens, for example, that a donor wants to be listed personally for annual and his foundation for capital, we have decided to move away from using the Add/Sal to record publication listing preference. Instead, we are moving to the Gift Attribute, since this will tie any special request made directly to the gift. Any disadvantages you can think of in doing it this way? Does anyone have a documented policy they could share on how they record publication listing preference in their database? Thanks!

Julie,

We have often run into different prefered listings for different campaigns.  For individuals I'm still a fan of using add/sal.  Field is easy to pull. I just find the chance for typo's/misentry is so minimized.  To me that's the createst advantage over using other options; second advantage is easy to access. 

For gift attributes to me it would just be more work.  Where are you going to record it?  On pledge, first installment, when they turn in desired listing with fourth installment?  We record date donors got plaque/year bar as gift attribute and those questions can be an issue even for that very small use.

We actually have a number of  different add/sal for recognition.  We have Recognition Annual Campaign, Recognition for a monthly recurring gift program, Recognition for Endowment and a Recognition listing for each of the capital campaigns since was started using RE. 

Melissa Graves 3

Julie Hiland:
Our org just finished a major capital campaign, and it's GO time in terms of running lists for recognition, etc. It's brought to surface a lot of uglies about our database, including soft credit and recognition issues, and I feel like I'm churning all day long trying to figure it all out. Since a good chunk of our donors give through their personal/family foundations or donor-advised funds, and since we have multiple campaigns going on where it happens, for example, that a donor wants to be listed personally for annual and his foundation for capital, we have decided to move away from using the Add/Sal to record publication listing preference. Instead, we are moving to the Gift Attribute, since this will tie any special request made directly to the gift. Any disadvantages you can think of in doing it this way? Does anyone have a documented policy they could share on how they record publication listing preference in their database? Thanks!

I do not think it solves any problems and possibly introduces new ones to use gift attributes. a) as others have said - for individuals, you can't beat the accuracy of add/sals - spelling mistakes go away b) if someone gives multiple gifts with multiple recognitions you still have a problem - no matter which system you use. If you use attributes would you simply put all of the gifts with one recognition together and the others together and list that way? So possibly someone who gives $500 total using one recognition and $2000 using another possibly winds up in two separate categories and not in the $2,500 giving category where they belong? Most likely not so you still have to decide what listing to put on the $2,500 listing. What I recommend when someone specifies a giving recognition that is different from what is on file: a) if they are an assigned/major/vip prospect -forward to the MGO or DOD to get clarification from the donor - it is an easy touchpoint for an MGO b) if they are not assigned/major/vip - go with the most recent one they gave. You have backup to explain the reason if they have a problem with it. As Joann said - have multiple listing preferences, if needed. I have used legacy society listings and campaign listings separate from the general recognition listing. Don't panic if a donor uses different ones in different situations.

Julie Hiland

Melissa Graves:
I do not think it solves any problems and possibly introduces new ones to use gift attributes. a) as others have said - for individuals, you can't beat the accuracy of add/sals - spelling mistakes go away b) if someone gives multiple gifts with multiple recognitions you still have a problem - no matter which system you use. If you use attributes would you simply put all of the gifts with one recognition together and the others together and list that way? So possibly someone who gives $500 total using one recognition and $2000 using another possibly winds up in two separate categories and not in the $2,500 giving category where they belong? Most likely not so you still have to decide what listing to put on the $2,500 listing. What I recommend when someone specifies a giving recognition that is different from what is on file: a) if they are an assigned/major/vip prospect -forward to the MGO or DOD to get clarification from the donor - it is an easy touchpoint for an MGO b) if they are not assigned/major/vip - go with the most recent one they gave. You have backup to explain the reason if they have a problem with it. As Joann said - have multiple listing preferences, if needed. I have used legacy society listings and campaign listings separate from the general recognition listing. Don't panic if a donor uses different ones in different situations.

Thank you, JoAnn and Melissa. I like the idea of having multiple Add/Sals (Annual Fund, Capital IV, etc.). For Orgs, do you prefer Alias, Cons Attribute, or Notes? Also, do you only add the Add/Sal if a special request is made, or do you add it for ALL donors? The one drawback I have found with Add/Sal is that you cannot date/comment on it, and we often want to know, "when was that request made?" Maybe a reason to also add requested listings as a Gift Attribute? Our problem is that it's been done so many different ways in our database. So we want one easy process. Did I say we're at the end of a campaign, and my head is spinning!!?

Melissa Graves 3

Julie Hiland:
Thank you, JoAnn and Melissa. I like the idea of having multiple Add/Sals (Annual Fund, Capital IV, etc.). For Orgs, do you prefer Alias, Cons Attribute, or Notes? Also, do you only add the Add/Sal if a special request is made, or do you add it for ALL donors? The one drawback I have found with Add/Sal is that you cannot date/comment on it, and we often want to know, "when was that request made?" Maybe a reason to also add requested listings as a Gift Attribute? Our problem is that it's been done so many different ways in our database. So we want one easy process. Did I say we're at the end of a campaign, and my head is spinning!!?

I have worked at different places that do different things and honestly it depends on what the format is for your standard (I.e. when a donor does not specify a preference how do you list them).

If your standard is the same as your preferred addressee or another existing addressee (like Mr. and Mrs. Bob Adams), then I would only add a special one to those who ask for something different. 

If your standard is different  (Bob and Sally Adams vs. Mr. and Mrs. Bob Adams) then I would recommend having two extra add sals. One for when you are entering the standard and one for if you are entering a custom or requested format. This way you can easily identify which ones were requested to be that way and should not touch or change it. (Helpful in 2 years when a new Director comes in and wants to change the standard - you know which you can and which you can not change).

For orgs - I have always preferred to use notes. I use the note description as the actual listing so I can pull it as is and use the notes to document how it was requested (if applicable). 

Melissa Graves 3

Melissa Graves:

I have worked at different places that do different things and honestly it depends on what the format is for your standard (I.e. when a donor does not specify a preference how do you list them).

If your standard is the same as your preferred addressee or another existing addressee (like Mr. and Mrs. Bob Adams), then I would only add a special one to those who ask for something different. 

If your standard is different  (Bob and Sally Adams vs. Mr. and Mrs. Bob Adams) then I would recommend having two extra add sals. One for when you are entering the standard and one for if you are entering a custom or requested format. This way you can easily identify which ones were requested to be that way and should not touch or change it. (Helpful in 2 years when a new Director comes in and wants to change the standard - you know which you can and which you can not change).

For orgs - I have always preferred to use notes. I use the note description as the actual listing so I can pull it as is and use the notes to document how it was requested (if applicable). 

 Oh and Ideally there should be documentation somewhere if someone has a custom format. Preferably documented as well in a note.

JoAnn Strommen

Julie Hiland:
Thank you, JoAnn and Melissa. I like the idea of having multiple Add/Sals (Annual Fund, Capital IV, etc.). For Orgs, do you prefer Alias, Cons Attribute, or Notes? Also, do you only add the Add/Sal if a special request is made, or do you add it for ALL donors? The one drawback I have found with Add/Sal is that you cannot date/comment on it, and we often want to know, "when was that request made?" Maybe a reason to also add requested listings as a Gift Attribute? Our problem is that it's been done so many different ways in our database. So we want one easy process. Did I say we're at the end of a campaign, and my head is spinning!!?

For orgs, we use Alias.  Obviously, wish there were a better option that was a simple as Add/Sal can be.  May have to look into using Notes as with time and name changes at businesses some are getting more Alias info.

As to entering the Add/Sal, I enter it when pledge card received if it's a specific request. Our pledge card is where donors have option to specify their listing.  On my task list I have task to check for recognition listings every two months. I found it's much easier to do periodically than all at year end.   My query pulls any with gift to that fund but blank recognition add/sal listing.  For me, it works to just do a global add of recognition add/sal  for those with our recognition format, joint informal listing.  I know that wouldn't work for all orgs.  But as I'm the database entry person, only RE user who inputs the listings and the one who pulls lists for publication, it works for us. 

Yes, I at times have wished there were a date field.  Since there's not I just wait until I've pulled the donor listing for the year (usually first part of Feb) before I worry about entry of any gifts received for new annual campaign.  When I do pull my list I print a draft, I just take my stack of alphabetical pledge cards and do a quick look throught for any with special listing or anonymous indicated to be sure none were missed. 

I know gift attribute would be an option, but I love the accuracy using add/sal provides.  I've pulled lists for several capital and 6 annual campaigns for 3 Y branches since we started with RE and I don't think I've had a single complaint of a name misspelled.  That's important to me.