Prospect report

Sarah Stout Miller · July 2015

Hi All,

I am new to this forum. We are looking for a good way to produce a report on prospects filtered by fund. Our ED wants a list that includes basic constituent info (contact and biz name are enough), the potential ask amount, any amount received, and notes. We have the prospect module but the canned reports don't seem to give me what I want. I am thinking we could use the Amount Expected field for the potential ask amount, and use actions for the "notes" or next moves.

Do any of you have advice? I have no experience with crystal reports and would rather not go there....and I'm relatively new to queries and exports. Somewhat comfortable but not totally confident.

I'm thinking a query and an export might be the right way to go, but I'd love to hear from anyone who has done something similar or has suggestions.

Marie Stark · July 2015

Sarah,

If you want to export to Excel, you could easily pull the fields you need from the "Prospect" category in a Constituent Export.

When you say you want to filter by Fund, are you looking to created a separate list for each fund?

Sarah Stout Miller · July 2015

Hi Marie, thanks for the reply!

I think they might want to isolate certain funds (a separate list), but maybe seeing several in one report, sorted by fund, would be good too. We have different funds for exhibitions that need funding, so that way they can look at prospects/proposals for each exhibition and see how much money has been raised or expected. I just want to set something up that is simple for someone who isn't familiar with queries and exports to run. I mean, they can follow basic instructions but I don't want it to get too complicated.

Do you think the export would be based on a constituent query? Or an Action query? I'm going to try and look at it today. We have an existing action query that is our grant calendar (based on prospect module) that a consultant put together, so I may just be able to copy and edit that.

Marie Stark · July 2015

To do a constituent export, it should be a constituent query.

Sarah Stout Miller · July 2015

I edited an action query and it seems to include what we need. Thanks for the input and suggestions!

Christine Cooke 2 · July 2015

There is an Ask Amount field in the Prospect Module. Under the Proposal section you can enter the Fund, the Campaign the Ask amount, when you get a gift related to the ask you can enter the gift so that you have the Ask, Expected and Funded.

I would suggest an Export with all of the Prospect fields, then you can sort it or break it up however is needed for your Director.

As far as Moves Management on prospect - yes you can utlize Actions. You can use the Action Status to indicate the moves, and keep track of whether your department mates have kept up on the next move or if someone needs attention.

If you are inheriting a system that was already in place I would investigate both the prospect module and action tab to see if this info is already set-up and how it was being used. Don't reinvent the wheel -- though you made need to update or tweak it a little depending on what you find.

Lauren Burgess · July 2015

If you're looking for somewhere to capture Capacity and/or Next Ask Amount, you can use the Rating section on the Prospect tab. It's easy to pull this information into Exports. The Source field is the key field for Ratings in Export so be sure to keep it unique, or you encounter issues. It doesn't have a Fund field, but there are some ways around that, or we usually combine Next Ask with the Proposal information. You can't do this in a canned report, but it's fine in Export.

Prospect report

Comments

Categories