Weekly Gift Report

Courtney Bogunia · May 2016

My organization has set up a Gift Detail and Summary Report that I run every week for the development director. It is currently set up to pull all gifts (in certain funds) for the calendar year. We have a new development director, who would like to see the breakdown week by week for the gifts. Does anyone have a good way to do this? I'm not seeing any options in this report to show the breakdown. Any help would be appreciated. Thank you!

Cathy Kaiser · May 2016

Courtney, I run a report each Monday that pulls in all gifts for the previous week. Is that what you want to do?

JoAnn Strommen · May 2016

I'm not aware of any report that will break out all gifts YTC by weeks. I'd strongly push the report of gifts for prior week. You may be able to design one in crystal. Can you include gift dates and use that as a sort?

If just a report of the new gifts by week isn't sufficient, I'd look at running an Export using the output query from the Gift Detail/Summary report. You can put in multiple Summary Info > Gifts > Total Gift Amount fields. Each would have gift date criteria for the dates of each week. Seems like a lot of work.

By year end you'll have 52 gift columns and you'd have to redo all the dates for 2017.

Alan French · May 2016

Another vote for Crystal here. I think (famous last words!) it should be fairly straightforward to create something resembling a pivot table with a row for each week. It should also be possible to do it in a way that works out the dates dynamically without having to redo them all at the beginning of the year.

I'm far from a Crystal expert but I've got a couple of years' experience creating custom reports for our organisation so I'm happy to give you a hand if you like (anything ranging from troubleshooting to building the entire report, depending on your familiarity with Crystal).

Alan French · May 2016

This is rather a small sample (taken from my own record!) but does this at all resemble the kind of thing you want to end up with? The 9-digit numbers along the top are our fund IDs, which could just as easily be swapped for fund descriptions, and the dates down the side are grouped by week. I think they run Sunday to Saturday, but I imagine it's possible to change them so that they're Monday to Sunday.

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Courtney Bogunia · June 2016

Alan French:

This is rather a small sample (taken from my own record!) but does this at all resemble the kind of thing you want to end up with? The 9-digit numbers along the top are our fund IDs, which could just as easily be swapped for fund descriptions, and the dates down the side are grouped by week. I think they run Sunday to Saturday, but I imagine it's possible to change them so that they're Monday to Sunday.

Alan,

This could possibly work. Did you use Crystal Reports to do this?

susan snyder · June 2016

Hi Courtney, If you have access to dashboards, I set up the recent gift report so my boss can see all gifts that came in this week in real time. There are other parameters that you can choose, such as recent gifts for last week, this month, last month, ytd etc. It works pretty slick. I like it because she can see it on her dashboard, and I no longer have to run the reports for her. You can set it up and then share it or set it up on her computer for her. I hope this helps you.

Alan French · June 2016

Yes I just exported the gifts I wanted using Blackbaud Report Writer Database (MDB) format, then used that as the data source in Crystal. Cross-tabs are fairly simple to create: just drag and drop the date/fund/amount fields where you want them to go. Happy to walk you through it in more detail if you're interested.

Carley Haynes · June 2016

susan snyder:

Hi Courtney, If you have access to dashboards, I set up the recent gift report so my boss can see all gifts that came in this week in real time. There are other parameters that you can choose, such as recent gifts for last week, this month, last month, ytd etc. It works pretty slick. I like it because she can see it on her dashboard, and I no longer have to run the reports for her. You can set it up and then share it or set it up on her computer for her. I hope this helps you.

Hi Susan,

I'd be very interested in setting this up as a dashboard here. Could you walk me through parameters? Thank you in advance,

Carley.

Bonnie Pearce · June 2016

susan snyder:

Hi Courtney, If you have access to dashboards, I set up the recent gift report so my boss can see all gifts that came in this week in real time. There are other parameters that you can choose, such as recent gifts for last week, this month, last month, ytd etc. It works pretty slick. I like it because she can see it on her dashboard, and I no longer have to run the reports for her. You can set it up and then share it or set it up on her computer for her. I hope this helps you.

I totally agree with this reporting. Most Directors want the "quick and dirty" and not "DBA style data with all options and exclusions as required" (DBA's will understand that LOL). We use dashboards so they can easily access specific info in "their time" so if I am on lunch/bathroom/away they are not held up (as you know, they need it NOW).

** caution to review their dashboards and compare to yours at least monthly **

they can alter their dashboard and it only changes THEIRS not ALL.

Christine Cooke 2 · June 2016

can your director look at a Dashboard that is set up to show the gifts for the week? or is this a cumulative week by week through the whole year?

Bonnie Pearce · June 2016

Each director has their own dashboard group, as each wants slightly different information. I set up "shared dashboards" that any can look at.

NOTE if someone alters THEIR copy of a dashboard, it will not match the others any longer. As such, once a month I "check" all senior staff dashboards to ensure I am seeing what they see. Gives us a chance to tweak regularly as well.

Eileen Bartlett 2 · June 2016

I do a weekly gift report and query on the Batch numbers, then export the fields I want or need.

Courtney Bogunia · June 2016

I think Alan's answer is the best for my organization. I appreciate everyone's suggestions!

Weekly Gift Report

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