The constituent record is designed to be a comprehensive view into the details of a potential donor or an ongoing constituent, all in one place. Fundamental information is presented in clear sections, with related information such as Affiliations, Education, Employment, Additional and seasonal addresses, social profiles, interests, giving history and more. A “collapsed” Constituent form is one in which the expandable tabs are collapsed to show the high-level organizational sections of information that reside on the Constituent record. The system is quite flexible and can support multiple layouts.
There is a great deal of data that surrounds constituents beyond simple donation data, which is covered in Fundraising Management. There is are the following related to constituents, all of which are important in understanding Constituent Management in Foundation xRM:
- Summary – the summary provides a snapshot of data that most development staff would need to see quickly without needing to search for detailed information.
- Education History – this is a set of data that can be created and maintained to show what schools they attended, what degrees they hold, their majors, and the dates attended.
- Employment – this information can be a list of jobs with detailed information about each position.
- Connections – this is a powerful, open-ended feature that allows Constituents to be “connected” to almost anyone and anything in the database.
- Additional Addresses – it may be useful to know of potentially seasonal or otherwise multiple addresses that a Constituent may be reached at to plan mailings and other types of activities.
- Research Reports – Foundation xRM allows for the assignment and tracking of research reports to uncover data about a given Constituent. In Foundation xRM research reports can include information from outside databases, such as Wealth Engine.
- Social Web Profiles – this is the ability for Advancement to track the social profiles of constituents in one central location.
- Interests – Foundation xRM provides not only the ability to establish a list of interests for a Constituent, but also a relationship established between the interest and an association that represents that interest. Thus, it’s possible to link Constituents in groups based on membership of an association or even interest in an activity to an association whether the Constituent is a member or not.
- Associations – There is the ability in Foundation xRM to establish a direct relationship with a Constituent and an Association – such as a specific Membership. Because Foundation xRM is such as flexible platform, it’s quite easy to extend this concept to include potentially important information about that membership.
Organizations represent any type of company or other entity that constituents may be related to in a number of ways. Organizations, like Constituents, have donor-related attributes like Constituents, such as Total Giving Capacity, Propensity to Give, Adjusted Capacity and Soft Credits.
The system can track volunteer efforts, activities, projects, the level of participation in hours and how the project may relate directly to a fundraising event. Volunteerism show the role of the constituent volunteer, whether they were invited and committed, and the number of hours they participated in a given project. This data can roll up to reveal information under a constituent record as well as on system dashboards that are interactive and provide the ability to drill down for more detail.
Ways in which Development staff interact with constituents and organizations can be tracked in robust detail, using such functions as interaction plans and research reports.
With an interaction plan, high-level information about the plan can be tracked so that the entire team can see the main objective in cultivating donor relationships. Specific meetings, events, phone calls, emails, tasks and other activities can be tracked under the Interaction Plan for a specific Constituent.
Reports for data about a prospective donor or active constituent can be formally requested, assigned and tracked, not only the information contained in the report but the status of the report itself as it progresses toward completion. Integrations such as with services like Wealth Engine provide a streamlined effort in obtaining critical data about Constituents. The results of the research report can be used to drive dashboards to allow Development officers focus on the constituents and opportunities that provide the best chance of results and positive impact on the institution.
FoundationxRM provides the ability to track household as collections of “Household Members” that are generally constituents, but the system is flexible enough for Organizations to be members of households (such as a trust) for various reasons, if necessary. Activities can be tracked against entire households, as well as Connections to just about any other record in the system.
The tracking, surfacing and reporting relationships between Constituents and almost any other type of record is a key benefit to using FoundationxRM. All relationships tracked in this manner are role-based, with custom roles easily created. Reports and simple queries can make powerful use of such relationships when they are properly applied to all sets of data around the Constituent record.
Foundation xRM relies on Microsoft Dynamics CRM for the baseline functionality for Proposal management, plus enhancements to provide a rich set of information to track all types of potential donations. A series of stages and steps are configured with the baseline deployment of FoundationxRM, and the flexibility of the platform allows for a relatively simple method of creating custom stages and steps for the use of the Development process at your institution.
Foundation xRM provides a rich set of functions around the management of donations. Such functions include:
- Data Presentation. A great deal of important information resides on the donation entity in FoundationxRM, such as basic information pulled from the donor, such as total giving, soft credit, first and latest donation dates, and affiliations.
- Dynamic Presentation. The donation form is interactive, wherein the form fields change to reveal pertinent information based on Donor Type, Kind, Category, Source and other important fields.
- Hard/Soft Credits. The system has built-in business logic to calculate and apply soft credits when appropriate, such as spousal and organization giving. This is important so that when individual Constituents give through a foundation or other entity, the Constituent is credited appropriately as well as the foundation or spouse. Providing this kind of soft-credit calculation provides a more useful profile for Constituent management.
- Gift Matching. Gift matching provides the ability to easily track matching gifts between organizations and constituents. Match Ratio can be tracked here and queries can be created against the database to show all organizations with varying level of gift ratio policies.
- Donation Hierarchy. Donations can be parented by other donations if required for reporting or relational tracking.
- Recurring Donations. Recurring donations are types of donations which are expected to be received on a regular, scheduled basis.
The system is flexible enough to provide for a wide variety of gift processing policies. For instance, a Pledge entity is present in the event that Pledge recording is required as part of Gift Processing, and gifts can be tracked easily back to Campaigns for reporting purposes. Other functions include:
- Record-Only and Transmitted tracking
- Planned Gift Distribution
- Accounts and Funds tracking
- Premium amounts tracked
- Matching Donations
- Batch Processing
The dashboard capability in Foundation xRM is one of the most powerful features of the platform. The ability to abstract up to six different data sets and place them on one screen, in a customized context meaningful to either a user or a group of users, and then allowing the interaction with that dashboard to drill down and reveal sub—sets of data provides tremendous benefit. Thus, we devote and entire section of this 101 page to dashboards.