@EASE Fund Development Software
@EASE Fund Development Software
Batsch Group Inc
Serving the NPO Community since 1994
Batsch Group Inc
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@EASE Fund Development Software
Contents
Introduction ................................................................................................................................ 4
Organization ........................................................................................................................... 4
Queries................................................................................................................................... 5
Training .................................................................................................................................. 5
@EASE Utilities ......................................................................................................................... 5
CRA ....................................................................................................................................... 5
Import Utility ........................................................................................................................... 6
Record Handling Routines ...................................................................................................... 6
Constant Contact .................................................................................................................... 6
eReceipts ............................................................................................................................... 6
Charity Can ............................................................................................................................ 6
Dickens .................................................................................................................................. 6
QuikEase................................................................................................................................ 6
@EASE Relationships ............................................................................................................... 7
Rich Profiles ........................................................................................................................... 7
Address Format .................................................................................................................. 7
Donor Summary .................................................................................................................. 7
Volunteer Summary ............................................................................................................ 8
Donor Interests, Qualities and Memberships....................................................................... 8
Family Members, Achievements ......................................................................................... 8
@EASE and the ASK ................................................................................................................10
Direct Mail .............................................................................................................................10
Special Events.......................................................................................................................12
Batsch Group Inc
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@EASE Fund Development Software
Pledges: Monthly, Annually, Bi-Annually, Quarterly, Weekly, Odd Dates ...............................13
Grants ...................................................................................................................................14
Capital Campaigns ................................................................................................................15
Unsolicited Donations, Unsolicited Gifts in Kind, in Memory, in Honour of, Third Party ..........17
Event Based Fundraising: Walks, Runs .................................................................................18
ASK Summary .......................................................................................................................19
Building a Knowledge Driven Charity ........................................................................................19
Batsch Group Inc
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@EASE Fund Development Software
Introduction
@EASE is a management centre for all resources used by a fund development department.
This includes:

Donors

Prospects

Funders

Advocates

Media

Professionals in the fields related to the charity
Organization
@EASE provides an EaseKMS or Knowledge Management System which is used to retain the
tools charity staff create to manage the business of fundraising. This area retains not only tools
by knowledge documents addressing how jobs and tasks are performed. This sharing of
information elevates all staff members to better levels of performance and aids in training new
hires.
@EASE has a Communication tab for each private or corporate master record. This enables
links to electronic files within the KMS but also links to the web including websites, webpages,
social networking sites etc.
Batsch Group Inc
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@EASE Fund Development Software
Queries
@EASE has no queries that are user defined. Our certified Microsoft software engineers build
all export and report selections to ensure accuracy as well as speed as our clients want
information to be presented in a complete and correct form.
Should a client require an export that is not available or a report, where the request can be
placed in generic terms for all users, it is added at no cost.
Training
We believe strongly in training and the value it provides our clients. Batsch Group specializes in
information management and we have provided many tutorials and courses on how best set up
special events, direct mail, third party events and capital campaigns for a few. @EASE has
access to all on-line tutorials and notes through the
icon found on the main menu feature
bar.
We offer two days of training at no cost to new clients for one person and often invite an
additional person at no cost. These courses include an Introduction to @EASE and a, @EASE
Management Seminar that addresses all customizable tables, reports and exports related to
them as well as how other users have invested in used them.
Advanced courses are offered in Pledge Management for fixed length and on-going gifts,
Special Events for galas and golf tournaments, Volunteer Management, Merging with Word and
Capital Campaigns. Over the year several on-line webinars are offered as well as some free
classes on important topics like Dickens, the @EASE CRM.
@EASE Utilities
CRA
@EASE houses all CRA requirements for receipting in Organizational Defaults. The program
uses a standard receipt format with the charity’s information and adds the required CRA fields.
This ensures when changes occur @EASE clients have little to worry about as the program
manages all requirements.
Batsch Group Inc
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@EASE Fund Development Software
Import Utility
The @EASE Import utility does a Compare before adding any new donors. Several levels of
comparison ensure a record does not already exist. Update addresses, contacts and qualities
with the Import. Add donations with global assign to the campaign, fund and acquired by value.
Record Handling Routines
@Ease provides the opportunity to Merge donors, Join donors and Separate Donor Summaries.
When donor records are joined all gifts are accumulated to the same Donor Summary. This is
beneficial for couples, couples with a small company or couples with a private foundation.
Constant Contact
Many clients are using eNewsletters and @EASE is set up to work with Constant Contact. New
lists can be created and records added through Q-Xpress View.
eReceipts
@Ease provides eReceipts for individual and yearly donations.
Charity Can
This year we have purchased Charity Can so @EASE clients can research potential donors and
funders. Raiser’s Edge NOZA (Canadian data) is licensed to Charity Can along with many other
features to help our clients find the best possible prospects for their funding needs.
Dickens
Dickens is the CRM for @EASE. He tracks the present, the past and the future. Media activity,
third party events, presentations, actions with high value donors and funders, reminders for
reports and other interactions are done with Dickens and can be transferred to Outlook
Calendar, and Outlook Email. By 2016, we will have google calendar and gmail.
QuikEase
These are questions often asked that need a quick
response.
Batsch Group Inc
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@EASE Fund Development Software
@EASE Relationships
Rich Profiles
@EASE provides rich profiles including the option of identifying a couple as a Significant Other
relationship with a Suppress Mail Option. This ensures the person giving the gift is recognized
while gifts per family unit can be recognized as such. The Suppress Mail option prevents
duplicate mailings and duplicate addresses.
Address Format
The @EASE Address format provides fields for apartment number, building number, building
name, street name, post office box, city, province, postal code and country.
Any selection of records through Q-Xpress will always build a full inside address and greeting
field that is compliant with Canada and US postal standards.
Donor Summary
When a campaign or ASK is defined in @EASE, the user defines how the donation will be
returned to the donor’s Donor Summary. Total giving is accumulated by Fiscal Year enabling
the fundraiser to better understand as well as view giving practices.

Ticket is the
benefit portion of an
event ticket.

Donations are
cash gifts with
Donation Count
showing the number
of gifts making up the
total by fiscal year.

Sponsorship
are non-charitable
sponsorship.
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@EASE Fund Development Software

Merchandise may be purchases or GIK donations and Participation is the total a person
or organization has raised on behalf of the charity.

And full detail is provided for situations like a Receipt Copy during tax time.
Imagine knowing giving practices by fiscal year as you look towards planned gifts and
major giving opportunities.
Look at how easy it is to determine Recognition as the work has been done for the
charity with every gift entered.
Volunteer Summary
We believe volunteers are VIP and as such we calculate their hours by fiscal year as well.
Consider a special event with volunteer assignments recorded in @EASE by volunteer. Saying
thank you for time well spent is simply seconds away.
Donor Interests, Qualities and Memberships
@EASE is a knowledge base. Research on giving criteria is recorded using the Donor Interests
field. Qualities record characteristics … type of business, exclusions from record selections,
Just in Time memory to ensure no one is forgotten when invitations are sent to events and
Memberships for boards, committees, elite donors and groupings like members of the
Newsletter group.
Family Members, Achievements
Knowing your donors is important. Track the family members including the cat and the dog.
Achievements may be recognition from a Chamber of Commerce or service club or Government
of Canada.
Knowing your donors builds relationships.
Batsch Group Inc
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@EASE Fund Development Software
The Donor Profile Report will provide a full overview of all you know about your valued donors to
prevent mishaps and ensure donors you care.
Batsch Group Inc
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@EASE Fund Development Software
@EASE and the ASK
The whole point of having a fund development system is to raise money while taking great care
of your customers (donors). There are many ways to record different forms of making this ‘ask’
in @EASE and all of them provide benefit to the donor, to the charity and where appropriate the
person or organization responsible for acquiring the gift.
Direct Mail
Direct mail can have a response file created at the point of export for mailing. The Response
File records who has been solicited and updates who has responded. The Donation Analysis
Report provides an overview of the selection and whether its success. Reminder mailings can
be sent providing the charity to make a more targeted selection with a follow-up message to
those who have not yet responded.
The @EASE naming strategy for direct mail asks allows comparisons by year using the
Campaign Contribution Report and the Campaign Listing with Total Dollars.
All reports offer management decision making opportunities.
Batsch Group Inc
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@EASE Fund Development Software
Batsch Group Inc
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@EASE Fund Development Software
Special Events
Tickets, sponsors, auction donations, prizes, silent auction sales, live auction sales, cash items
sold at the event, donations and volunteers make up a special event.
Ticket sales reflect the benefit as well as the charitable amount.
Record auction items in @EASE and build bid
sheets from the event. Create a catalogue and
in the following year provide a list of past
donors with future potential.
Updates to previous year gifts can be imported
along with new auction gifts.
Batsch Group Inc
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@EASE Fund Development Software
Pledges: Monthly, Annually, Bi-Annually, Quarterly, Weekly, Odd Dates
@EASE handles pledges paid by cheque, EFT, credit card, employee deduction and GIK. The
Pledge Status report shows what was pledged, what has been paid, the last payment amount
and date and what is outstanding.
Each gift has its own detail record allowing for odd dates and amounts.
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@EASE Fund Development Software
Grants
Grants are recorded as requests. If refused, they are changed to a decline or an award. This
history is valuable to current employees as well as those hired in the future.
Batsch Group Inc
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@EASE Fund Development Software
Capital Campaigns
The capital campaign system offered in @EASE attends to most Capital Campaign plans
splitting gifting by dollar segment and then my audience.
Reports can easily be run by dollar level, by audience or the campaign in its entirety.
Further reports give future dollars expected by quarter and by year.
This grid allows the Capital Campaign team to determine gift levels and potential donors that fall
into each dollar category.
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@EASE Fund Development Software
For all outstanding pledges to view potential incoming revenue.
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@EASE Fund Development Software
Unsolicited Donations, Unsolicited Gifts in Kind, in Memory, in Honour of,
Third Party
Some gifts come as the result of donors wishing to support a charity through various
circumstances.
In Memory and In Honour of campaigns have a Notification tab so that family members can be
notified as donations are received.
Third Party gifts can be one time donations or a bunch of gifts based on a hosted event. In the
case of a hosted event the host organization or person is recorded on the donation record and
their Participation for the fiscal year is updated.
Batsch Group Inc
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@EASE Fund Development Software
Event Based Fundraising: Walks, Runs
Events like walks and runs offer @EASE clients to record the participants and those who pledge
donations on their behalf. When participants are entered the Demographic field provides an
opportunity to understand more about who is attending the event. This information through the
Demographic Report by Acquisition shows which group is garnering the most donations.
When donations are recorded participants are recorded in the Acquired By field. Running the
Update to Master posting of the gift updates the donor’s donations for the year while updating
the participants Participation dollars for the event.
The sample above is a demographic report on the participants … by gender, age etc. The real
test was finding women in the 55-64 category acquiring the most gifts for the walk. The charity
used this information to re-evaluate how it was marking the event to bring in people from other
age groups.
Batsch Group Inc
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@EASE Fund Development Software
ASK Summary
There are multiple ways to record gifts in @EASE. The naming strategy used includes the
Fiscal Year the event runs or is initiated, the type of Ask or Campaign Type, a Campaign Code
which shows how the donor has responded and a fund which references the account number
the donation is allocated to.
Building a Knowledge Driven Charity
It is our belief that the one real asset a charity has supporting its sustainability is the Information
is collects, the Knowledge it gains and retains, and theTime to use it effectively.
@EASE incorporates many methods as well as decision making reports to ensure information is
at one’s finger tips when needed and that all staff members can access information easily and
accurately.
Batsch Group Inc
Batsch Group Inc
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