Daily Gift Reporting

Kristine Darling

What are your Best Practices relating to Daily Gift Reporting?  Currently, after our daily gift batch is committed, we export the data into a Crystal Report.  This report contains a laundry list of fields that have been requested by the Development Officers as to what they want to see.  They also will mark off any stewardship moves they make that are then entered by an office assistant in the donor's action tab.  I am curious as to how others handle daily gift reporting.  Do you route a paper report?  Electronic?  Something that can be accessed on the homepage?  Do your DO's feel the need to see every gift entered or are they only interested in those they are Solicitor for?  I appreciate your thoughts.  Thanks!

Angie Stumpo

We export a basic spreadsheet of the gifts and then scan and save it on a shared drive, along with a scan of all the checks and any info that came with them. We also started doing a basic check log before gifts are even processed in RE that just shows donor name, amount and the campaign that it came in under. This check log is on a Google spreadsheet and the link is sent out each day when the logging is complete. On this sheet, each gift is assigned an officer to do a thank you call or other stewardship. We recently implemented the check log and it has been going great because we see gifts the day they come in instead of the next day after it is processed. Each officer is responsible for updating the action in RE. Everyone likes seeing all of the gifts especially because not everyone is assigned and it gives the whole team a chance to see and start to recognize donor names and find those that perhaps should be assigned.

Aldera Chisholm

This is an interesting post for me - my gift officers are only interested in 'their' gifts, or if a particularly large major gift comes in. So, all the regular annual/holiday/unsolicited gifts, they don't see. I share a totals report with them every month, but I will be following this to see if I get any good ideas. I do think that seeing a more comprehensive list of gifts may help folks recognize what the whole team is doing. 

Kristine Darling

Angie Stumpo:

We export a basic spreadsheet of the gifts and then scan and save it on a shared drive, along with a scan of all the checks and any info that came with them. We also started doing a basic check log before gifts are even processed in RE that just shows donor name, amount and the campaign that it came in under. This check log is on a Google spreadsheet and the link is sent out each day when the logging is complete. On this sheet, each gift is assigned an officer to do a thank you call or other stewardship. We recently implemented the check log and it has been going great because we see gifts the day they come in instead of the next day after it is processed. Each officer is responsible for updating the action in RE. Everyone likes seeing all of the gifts especially because not everyone is assigned and it gives the whole team a chance to see and start to recognize donor names and find those that perhaps should be assigned.

Hi Angie, thank you for your answer!  I am wondering if you can tell me the approximate number of gifts you post each day on average?  Thanks so much!

Kristine Darling

Aldera Chisholm:

This is an interesting post for me - my gift officers are only interested in 'their' gifts, or if a particularly large major gift comes in. So, all the regular annual/holiday/unsolicited gifts, they don't see. I share a totals report with them every month, but I will be following this to see if I get any good ideas. I do think that seeing a more comprehensive list of gifts may help folks recognize what the whole team is doing. 

Hi Aldera, thanks for the response!  Can I ask, when you do notify your gift officers of 'their' gifts, how do you go about doing that?  What is your process?  Is this something elecronic?  Paper?  Also, how many gifts on average do you post each day?  Thank you!

Debra King

We have a "recent gifts" query on the Dashboard of each gift officer that lists the gifts from their prospects. This way, they can click into each record to get any information they want.



Gifts that come in from unassigned donors are accessed by the Development Director on her dashboard so she is aware of them, and can then assign the donors as she sees fit.

Barbara Schlichter

We use the simple Gift Detail and Summary Report.  It shows name, date, fund, gift type, appeal and solicitor.  I send it out electronically first thing in the morning for the prior day's committed gifts.  We average about 9600 gifts/year.  We don't have a Crystal "shop" here, so our MGOs aren't "spoiled" as I've seen in other shops!

Debra Holcomb

I use automated REQueue to refresh queries, email reports, and create Excel spreadsheets so they are waiting for the gift officers each morning.  The daily reports include: 

*Gift Logs for each individual solicitor which only includes gifts received from donors in their portfolios.

*Gift Log for gifts of $1000 or more received this week or last week.

*Gift Log of all gifts of any amount received yesterday.



There are several other PDF reports that are produced daily by REQueue and emailed to recipients both inside and outside (vendors) the organization.  

  

 

Joshua Bekerman bCLO bCRE

We have a custom Crystal Report (I know, that's a shocker coming from me ) that includes a ton of fields and is grouped by our regions.  Each region has one solicitor so for us its better to group by region instead of solicitor in case the solicitor isn't entered on a gift by mistake.  We also have conditional formatting and codes that show on the report for new $250+ donors, lifetime $5,000+ donors, and current year $5,000+ donors.  We use RE:Queue and send out a report every night that contains gifts entered the day before (as opposed to basing it on gift date).

 

Jennifer Lange

We use a custom CR of ALL gifts processed sorted by solicitor. I send it in text format via word and then the two major gifts people reply via Track Changes with any notes they want to give me before I process ack letters.