Prospect Management with "Ratings" Tab

Lizzy MacRae

I am hoping to gain more insight about tracking prospects, without the use of the Prospect Tab/Module. I've heard "Ratings" is an effective alternative. Does anyone use "Ratings" to track prospects? If so, what is your process, what categories do you use, and do you find the Query option gives you all the information you need? I'm looking for your experience with prospect management (in either "ratings" or "attributes") - what worked, what didn't work, and general insight. Thanks in advance for your time!

JoAnn Strommen

Lizzy MacRae:
I am hoping to gain more insight about tracking prospects, without the use of the Prospect Tab/Module. I've heard "Ratings" is an effective alternative. Does anyone use "Ratings" to track prospects? If so, what is your process, what categories do you use, and do you find the Query option gives you all the information you need? I'm looking for your experience with prospect management (in either "ratings" or "attributes") - what worked, what didn't work, and general insight. Thanks in advance for your time!

We do not have the prospect module.  Not sure what you've heard about 'tracking' in Ratings.  As far as I know the Ratings tab basically displays the info from the Giving Score analysis.  What kind of data are you wanting to track? 

Based on BB734894, it doesn't look like one can import data to that tab.  I just created a 'source' entered it on a record.  Entering manually will be time consuming.  Query is doing not finding it on the record when I query for records with that info.  I don't think that's what the tab was designed for and would be cautious about entering lots of data there without verifying that you can query/export/report on it as you will need. 

Before 'ratings' was added with the last RE version, we used attributes to track most all of our needed data on prospects: phase of campaign/type of prospect, total ask amount for that campaign etc. 

Will have to see what possibilities there are with Ratings tab as we getting close to another capital campaign.  I had not heard of utilizing it in that way.

Just my thoughts

Lizzy MacRae

JoAnn Strommen:

We do not have the prospect module.  Not sure what you've heard about 'tracking' in Ratings.  As far as I know the Ratings tab basically displays the info from the Giving Score analysis.  What kind of data are you wanting to track? 

Based on BB734894, it doesn't look like one can import data to that tab.  I just created a 'source' entered it on a record.  Entering manually will be time consuming.  Query is doing not finding it on the record when I query for records with that info.  I don't think that's what the tab was designed for and would be cautious about entering lots of data there without verifying that you can query/export/report on it as you will need. 

Before 'ratings' was added with the last RE version, we used attributes to track most all of our needed data on prospects: phase of campaign/type of prospect, total ask amount for that campaign etc. 

Will have to see what possibilities there are with Ratings tab as we getting close to another capital campaign.  I had not heard of utilizing it in that way.

Just my thoughts

Thank you so much for your response! This was very helpful. We are in the preliminary ("quiet") phase of a capital campaign, so we'll want ways to mark prospects and then move them according to importance (high priority, etc.) or contact order (i.e. the next group we are going to solicit from). I'd love to hear more about how you used "attributes" to track prospect data - what categories and descriptions did you use, how did you mark phases, total ask, etc.? I'm open to chatting on the phone if that is easier for you! Let me know. Thanks again!

Melissa Graves 3

JoAnn Strommen:

We do not have the prospect module.  Not sure what you've heard about 'tracking' in Ratings.  As far as I know the Ratings tab basically displays the info from the Giving Score analysis.  What kind of data are you wanting to track? 

Based on BB734894, it doesn't look like one can import data to that tab.  I just created a 'source' entered it on a record.  Entering manually will be time consuming.  Query is doing not finding it on the record when I query for records with that info.  I don't think that's what the tab was designed for and would be cautious about entering lots of data there without verifying that you can query/export/report on it as you will need. 

Before 'ratings' was added with the last RE version, we used attributes to track most all of our needed data on prospects: phase of campaign/type of prospect, total ask amount for that campaign etc. 

Will have to see what possibilities there are with Ratings tab as we getting close to another capital campaign.  I had not heard of utilizing it in that way.

Just my thoughts

Ratings has been a part of the Prospect Module for many years. It can contain any kinds of ratings you want. It is where RE keeps the Giving Score since it was created but ratings were available long before the Giving Score. I do not know how RE functions if you have the giving score and do not have the RE:Search (prospect) module you can import to the normal ratings section in the Prospect Module.

JoAnn Strommen

Lizzy MacRae:
Thank you so much for your response! This was very helpful. We are in the preliminary ("quiet") phase of a capital campaign, so we'll want ways to mark prospects and then move them according to importance (high priority, etc.) or contact order (i.e. the next group we are going to solicit from). I'd love to hear more about how you used "attributes" to track prospect data - what categories and descriptions did you use, how did you mark phases, total ask, etc.? I'm open to chatting on the phone if that is easier for you! Let me know. Thanks again!

Lizzy, Was reading your post when Melissa's came through.  That makes sense then that ratings as part of prospect module could be used for tracking.  It only appeared on my screen with 7.92 and the giving scores. 

At some point I'll probably check with support to verify its limitations without the prospect module. 

We converted to RE just prior to a 2006 capital campaign.  Not having prospect module and basing decisions on how our previous capital campaigns had run, constituent attributes seemed to be the best fit with our campaign structure.  It wasn't anything elaborate but it worked.  Will probably use similar process unless there are more options with ratings. 

We used an attribute of "XXX Capital Campaign Phase" with a table for descriptions of the differing phases (such as Pacesetting I, Pacesetting II, Board, Staff, Special Gifts, Community, Staff, Non-prospect...).  For the comment field we put the total amount we were seeking on a 5-year pledge.  I could run reports/queries/exports based on these attributes and then set  formula to divide total by 5 for amount to merge in presentation packets/letters.  It did work fine for being a RE rookie.  Not sure I've figured out a better option.

 We also utilized solicitor assignments, but not like every fund raising org would. Our prospect lists and amounts are set prior to the prosepects being assigned to a campaign volunteer.  If I knew every volunteer assignment, I could consider putting the goal amount in on the solicitor relationship.  It hasn't been an option when campaign committee wants list of all prospects and ask amounts to figure potential dollars/donors/priorities.  They don't want only those assigned so I haven't bothered to even add amount in on relationship after assignment is made.  This is also due to fact that we work with volunteer campaigners not MGO's who's performance is based on those stats.

If you have other questions, let me know.  This is just what worked for us as a smaller community, volunteer based org.

Lizzy MacRae

JoAnn Strommen:

Lizzy, Was reading your post when Melissa's came through.  That makes sense then that ratings as part of prospect module could be used for tracking.  It only appeared on my screen with 7.92 and the giving scores. 

At some point I'll probably check with support to verify its limitations without the prospect module. 

We converted to RE just prior to a 2006 capital campaign.  Not having prospect module and basing decisions on how our previous capital campaigns had run, constituent attributes seemed to be the best fit with our campaign structure.  It wasn't anything elaborate but it worked.  Will probably use similar process unless there are more options with ratings. 

We used an attribute of "XXX Capital Campaign Phase" with a table for descriptions of the differing phases (such as Pacesetting I, Pacesetting II, Board, Staff, Special Gifts, Community, Staff, Non-prospect...).  For the comment field we put the total amount we were seeking on a 5-year pledge.  I could run reports/queries/exports based on these attributes and then set  formula to divide total by 5 for amount to merge in presentation packets/letters.  It did work fine for being a RE rookie.  Not sure I've figured out a better option.

 We also utilized solicitor assignments, but not like every fund raising org would. Our prospect lists and amounts are set prior to the prosepects being assigned to a campaign volunteer.  If I knew every volunteer assignment, I could consider putting the goal amount in on the solicitor relationship.  It hasn't been an option when campaign committee wants list of all prospects and ask amounts to figure potential dollars/donors/priorities.  They don't want only those assigned so I haven't bothered to even add amount in on relationship after assignment is made.  This is also due to fact that we work with volunteer campaigners not MGO's who's performance is based on those stats.

If you have other questions, let me know.  This is just what worked for us as a smaller community, volunteer based org.

Thanks again, JoAnn. It seems attributes will definitely be the best for us as well. I appreciate knowing what worked for your organization.

Lizzy MacRae

Melissa Graves:
Ratings has been a part of the Prospect Module for many years. It can contain any kinds of ratings you want. It is where RE keeps the Giving Score since it was created but ratings were available long before the Giving Score. I do not know how RE functions if you have the giving score and do not have the RE:Search (prospect) module you can import to the normal ratings section in the Prospect Module.

That is very helpful, thank you!