Creating and Managing your Moves Management Process

Sherry Aldrich

I'm wondering how others are managing their moves management process. Do you use the prospect tab for the full process or just parts?


Love to hear the details of the processes you're using. 


We are about to create and launch a full process, but instead of re-inventing the wheel we're hoping people who are already doing this can help guide us to best practices.


Thanks!

Sherry

Faith Murray

 

I'll jump into this post with a similar question, curious what others have to recommend. We're planning to implement a 6-step "Welcome package" initiation for new Constituents. I've heard others tout the benfits of Action tracks in the Moves Management process, since they automatically update to the next Action once a task has been completed. But we're wanting to pull mailing lists to send targeted mailings at each stage of the process, and we'll be processing 2-300 in each stage, so I'm wondering if a Welcome Attribute table might be better.


Seems to me that having 200 Actions cluttering up your Tasks list would be just too much. An Attribute table would be easier for pulling mailing lists, but would require manually (or Globally) changing the Attribute Description to the next stage in the moves management process, after each mailing.

David Ritchie

Sherry Aldrich:

I'm wondering how others are managing their moves management process. Do you use the prospect tab for the full process or just parts?


Love to hear the details of the processes you're using. 


We are about to create and launch a full process, but instead of re-inventing the wheel we're hoping people who are already doing this can help guide us to best practices.


Thanks!

Sherry

Hi Sherry,

We use Actions to track and manage our Moves Management Process. The most important part for us is that it has a date and you know what staff member moved them through the process. Unfortunately the Prospect Status does not have those details. Having the Prospect Status updated to be match the last action within the Moves Management Process was tricky to depend upon data entry being done on 2 different tabs. We actually took advantage of the Visual Basic programming option to have each time that an Action that is part of our moves management process is entered, that it updates the Prospect Status. That has really helped tie everything together for us. We have 8 steps in our process.

Cheers,

David

Jacki Balon

Sherry Aldrich:

I'm wondering how others are managing their moves management process. Do you use the prospect tab for the full process or just parts?


Love to hear the details of the processes you're using. 


We are about to create and launch a full process, but instead of re-inventing the wheel we're hoping people who are already doing this can help guide us to best practices.


Thanks!

Sherry

We track our moves in the Prospect Module - the Proposal status tells us the current stage they are in & an attribute is added to indicate when the constituent moved into that stage.  We do use actions to record all the interactions and meetings with the constituents and they are linked to the proposals.  I have a Data Audit query set up so if someone changes the status but not the attribute I find it fairly quickly.  Pretty much everything for our Fundraisers is done under the Prospect Tab.  


We are now refining our prospect pool process and will use a combination of ratings and actions.  As well as the Classification and Prospect Status (under the proposal tab)

Cheers,

Jacki

Heather Heyd 2

Jacki Balon:

Sherry Aldrich:

I'm wondering how others are managing their moves management process. Do you use the prospect tab for the full process or just parts?


Love to hear the details of the processes you're using. 


We are about to create and launch a full process, but instead of re-inventing the wheel we're hoping people who are already doing this can help guide us to best practices.


Thanks!

Sherry

We track our moves in the Prospect Module - the Proposal status tells us the current stage they are in & an attribute is added to indicate when the constituent moved into that stage.  We do use actions to record all the interactions and meetings with the constituents and they are linked to the proposals.  I have a Data Audit query set up so if someone changes the status but not the attribute I find it fairly quickly.  Pretty much everything for our Fundraisers is done under the Prospect Tab.  


We are now refining our prospect pool process and will use a combination of ratings and actions.  As well as the Classification and Prospect Status (under the proposal tab)

Cheers,

Jacki

 

Hi Jacki - It sounds like you have created a process that we are looking to create. And I love that you have an audit query!! Would you be willing to share any documentation you have around your policy/procedures on this? My email is hheyd@mercyhousing.org. Many thanks!

Katherine Rose

Jacki,

If you are willing to share, would you please post your documentation to this discussion?


Thank you,

Katherine

Christine Cooke 2

Sherry Aldrich:

I'm wondering how others are managing their moves management process. Do you use the prospect tab for the full process or just parts?


Love to hear the details of the processes you're using. 


We are about to create and launch a full process, but instead of re-inventing the wheel we're hoping people who are already doing this can help guide us to best practices.


Thanks!

Sherry

A combo of the Prospect Tab and the Actions Tab.  Those two items are linked, so they are designed to work together anyway.  (gifts tab is also linked to Prospects Tab).  The wealthscreen info is in Prospect, along with grouping your constituents into groupings for discovery, cultivation and soliciation and proposals.  Actions is utilized to show the steps and document the exchanges between your staff/volunteers/board etc and the constituent/donor, i.e., meetings, small socials, phone calls, emails, collateral you may share with them.  Oh and Relationship Tab for Assigned Solicitor to assign folks to the person who is supposed to be following/cultivating.

Jacki Balon

Katherine Rose:

Jacki,

If you are willing to share, would you please post your documentation to this discussion?


Thank you,

Katherine

This is the draft process for RE recording of Moves Management as it is today  In addition to all the work under the Prospect tab - all contact reports are entered & linked to the proposal record, as are all other interactions, and all Proposals, Gift Agreements and Stewardship Reports are added to Media and linked to the proposal record.


All the KPI reports for the Development Manager pull information from the Proposal record. We also use the prospect module to record all the cultivations and stewardship for our bequestors but it is obviously a bit different - as the KPI's are more program specific and less DM specific.  Note - the Development Manager can create and update their own proposal records (and I encourage this) but only I can add them as a Relationship Manager  on the Relationship Tab.    The reason I add the relationship is because of due diligence - I want to be sure they have checked with other relationship managers who may be working with the same or linked individuals, I create an action to record the assignment & what the rationale for assignment is, it also allows me to keep tabs on how many they have in their portfolio - and if they are wanting to add someone and their portfolio is already "full" - then I work with them to remove someone in order to make room.   I have lots of data audit queries set up to make sure procedures are being followed correctly.

 

The proposal record created in Raiser’s Edge is used to record all engagement with an assigned constituent who is being cultivated / solicited for a major gift and they are only assigned when they are deemed Desk Qualified (either by our Research team or the Development Manager).

 
Each request for funding will have a separate proposal record created, with the Development Manager assigned as Proposal solicitor (also as a Relaitonship Manager on the Relatonships Tab) There may be more than one proposal record tracking different funding requests and/or different assigned relationship managers.

 
The Moves Management process consists of four stages recorded as Proposal Status. There are additional stages to indicate the proposal is declined; to indicate the constituent was a mistaken prospect or the constituent has been removed from the portfolio, also there are specific Proposal Status' created and used for Bequests.

 
1)     Qualification – Initial contact to ‘field qualify’ the prospective donors
·        Proposal Attribute added by Donor Activity Analyst to indicate Date Qualification started

 
2)     Cultivation – Relationship being developed with the prospective donor in anticipation of an ask
·        Proposal Attribute added by Donor Activity Analyst to indicate the Date Cultivation started
·        Name & Purpose updated once the purpose is determined
·        Amount Expected added and may change throughout the cultivation; this amount can be updated at any time 
·        Date Expected added when an amount is added, and is used to indicate the Fiscal year the Development Manager feels the ask will be funded – use the last day of the year as the date expected eg 31/12/16 or 31/12/17
·        Rating: added to indicate the likelihood of receiving a gift in the amount/timeframe noted (this is a drop down menu (Unknown, Low, Medium or High)

 
3)     Solicitation – Phase in which a direct ask has been made / proposal has been presented and ensuing negotiations are in play
·        Proposal Attribute added by Donor Activity Analyst to indicate Date Solicitation started
·        Amount Asked added when moved into solicitation
·        Dated Asked added as the date the ask was made / proposal presented
·        Rating: added to indicate the likelihood of receiving a gift in the amount/timeframe noted (this is a drop down menu (Unknown, Low, Medium or High)


 4)     Stewardship – A formal gift agreement is in place, the gift has been recorded and donor stewardship and recognition activity is in play
·        Proposal Attribute added by the Donor Activity Analyst to indicate the date funded
·        Amount and Date Funded are linked to the Pledge or Cash Gift recorded by the gift processing officer.  (a recurring or pay-cash gift is not linked)
NOTE – if the gift funding the proposal is recorded on a record other than this constituent record, the gift needs to be linked to the proposal record and soft credited to the constituent with the proposal record

  

5)     Declined – An ‘ask’ has been declined
·        Proposal Reason – Donor Activity Analyst will add the Reason using the drop down menu on notification by the Development Manager
·        Proposal is inactive box – ticked
·        Proposal Attribute added to indicated Date Declined
·        Proposal Note –  Decline Rationale – added by the Donor Activity Analyst
NOTE – once a proposal record has been declined a decision is made by the Development Manager whether to continue cultivation.  If not removing from their portfolio, a new proposal record in cultivation will be created. 

 
6)  Mistaken Prospect – This status indicates that calls were made (or attempted) but the constituent shows no interest in supporting Monash in a philanthropic way
·        Proposal is inactive box – is ticked
·        Proposal Notes – Proposal Inactive Reason – a note is added to indicate the reason the proposal has been marked Mistaken Prospect
NOTE – Solicitor relationship is removed

 
11)  Removed – The constituent has been removed from the portfolio at the request of the Development Manager
·        Proposal is inactive box – is ticked
·        Proposal Notes – Proposal Inactive Reason – a note is added to indicate the reason the constituent was removed and when
NOTE - Solicitor Relationship removed

At any time, a Donor in Stewardship may be moved back into Cultivation – when this is done the Proposal record that is in Stewardship is inactivated and a new proposal for the new cultivation is created
·        Proposal is inactive box  - is ticked
·        Proposal Notes - Proposal Inactive Reason – a note is added to indicate that the constituent was moved back into Cultivation
·        A new proposal record is then created, as above with a status of Cultivation and an attribute indicating the Cultivation Start Date


Cheers,

Jacki