Creating "Action Type" Codes in RE

Elizabeth Umunna

Hello!


​I have a couple of questions. We are currently cleaning up our database and I would like to create new codes for "Action Types". We are looking into using the 5 pillars of fundraising to code, but what like some other alternatives that have worked for your organization. Any help would be appreciated.

 

1. Identification/Research
2. Qualification
3. Cultivation
4. Solicitation
5. Stewardship ​

​

Thank you in advance.

​Liz

Beth Gibney

Hi Liz,


We just recently went through the same process.  We are using similar action types:


Notification/Invoice - This type is used for miscellaneous task/other actions such as invoices needed, record updates, if the gift entry staff notices a potential donor to reach out to, etc.

Stewardship - We have a stewardship action track built, so that when a gift comes in, depending on the dollar amount, the consituent is assigned the necessary stewarding actions (letter, phone call, etc) without us having to manually add all of the actions.

Qualify -

Cultivate - the gift officers use cultivate with their prospective donors

Solicitation - We have a solicitation action track as well.  If a prospective donor makes a gift, they are then entered into the stewardship action track.


Hope this helps!  We are still working out kinks with our process.  The biggest challenge was to first clean up old actions that were never closed, or never assigned to anyone.  I now have a quality review query to periodically run to identify actions that either have not been closed, or inadvertently not assigned to anyone.


 

Linda Burns 2

Here's what we use:

The four stages of Moves Management used for Major Gifts are:
·         MG Prospect
·         MG Cultivation
·         MG Solicitation
·         MG Stewardship

 

In order for the record to show up as an active Major Gifts record, it needs to have an open action (completed date is not checked) with one of those four action types. This also allows the record to show in the dashboard called Moves Management Actions which includes all the records at each stage.


The action stage is left open until it is complete. As soon as an action stage is complete, the next action stage should be entered. For example, a solicitation is made and the action stays open until a decision is reached. Then a new action is added with the action type MG Stewardship and a future date and reminder is set up.


Always leave the action category as task/other so that the document field can be filled in with a brief description of what needs to be addressed at the time the next action reminder comes up.


Notes are added to the action to reflect interactions to work towards closing the action. There may be a number of interactions before moving on to the next stage. The notepad types used include:
·         Ask completed
·         Email
·         Mailing
·         Meeting
·         Phone Call
·         Task/Other


The action date is advanced each time an interaction takes place. The action date indicates the next time something needs to happen, and the document field describes briefly what should take place.


Hope this helps!

Linda