Recording Board Committees

Options
Corinne Corrigan
Corinne Corrigan ✭
Seventh Anniversary First Reply
in Blackbaud eTapestry® General Discussion
Our Board members serve on Board Committees such as Nominating, Facilities, Finance, etc. Where is the best way to record their committee affiliation?
Tagged:

Comments

  • Meridith Barryhill
    Meridith Barryhill Blackbaud Employee
    Tenth Anniversary Facilitator 1 Photogenic
    Hi Corinne,


    You'll create a User Defined Field to track this information. I would suggest creating the field with the Data Type of Text and Field Application of Constituent (only choose this one). The Field Application is important because this information sounds like a fact or categorization of the account. For the Display Type you have a couple options:
    1. If someone can belong to more than one committee, you should do the checkbox option (selection from a set of values)
    2. If they can only be in one at a time do the drop down menu (allow assignment of only one item)
    This information could then be filled out on the Defined Fields page of that board member's account. When you're ready to use this data in a query, you'll find it in the browse fields under UDFs - Constituent. I hope this helps!


    Kind regards,

    Meridith
     

  • Philippa Comfort
    Philippa Comfort ✭
    Ninth Anniversary Facilitator 1

    We have a category in User Defined Fields
    called “Museum Affiliation” and populate a free text field:
    Committee
    Memberships:      Ex. Development,
    Governance

  • Corinne Corrigan
    Corinne Corrigan ✭
    Seventh Anniversary First Reply
    Hi Meredith,
    Thank you for your response. We have a User Defined Field
    under Base category called "Volunteer." In that field we have 9
    values already (Board Member, Former Board Member, PA Leadership,
    School Volunteer, etc.)



    I don't want to add more values but I would like to know in
    what capacity people volunteer and in what area. For
    instance:



    Joe Smith is Board Member and is chair of the
    Facilities Committee and sits on the Finance and Governance
    Committees.



    How should I enter that on his record?



    Or, another example:



    Jane Doe is a School Volunteer in the library and as a
    classroom aid.



    Thanks for your advice.

    Corinne










    --





    Corinne
    Corrigan



    Head of Development




    International School of Zug and
    Luzern


    Zug Campus 



    Walterswil



    6340 Baar, Switzerland



    Tel +41 41 768 2941


    Fax +41 41 768
    2901    



    www.iszl.ch 




    uc?export=download&id=0B50NxXrPBX9jWXBIb








  • Meridith Barryhill
    Meridith Barryhill Blackbaud Employee
    Tenth Anniversary Facilitator 1 Photogenic
    Hi Corrine,


    It sounds like you need to further define their role, which you should store in an additional field on the Defined Fields page of their account since you don't want to add to the Volunteer one. I suggested setting up a field with pre-defined values so that you could pick from the list and make sure that you're consistent in data entry. If you created a multi-select field, people like Joe Smith would have two values marked as "Facilities Committe" and "Finance and Gonvernance Committee" or however you want to define the values.


    However, if this will be different for every person then you could use the method Phillppa suggested to create a free form text box and type in their role. This would give you flexibility to type whatever you want and allow you to see this on their account. However, it may be more difficult to query on if you're looking for a list of all "Facilities Committe" members, unless you've been 100% accurate in entering values on each account (ex. facilities is spelled wrong on one account, they wouldn't appear in query results).


    It truly depends on how you want to use this information when querying/reporting, so ask future Corrine what would be valuable for her smiley If you want to be able to query on individual committees and their members, I would suggest taking the time to set up a multi-select field with values to choose from so that you're entering the information consistently and people are coded exactly how you want.


    I hope this helps!


    Meridith

     

Categories