Page 1
Cameron University Banner Project
Advancement Discovery Meeting Notes
September 16-18, 2008
Advancement Discovery Minutes
Committee/Meeting Name
Sept. 16-18, 2008
8:30 am
Date
Time Convened
Time Terminated
Location Burch & CETES
Recorder Jennifer Bowen
Jennifer Bowen, Hillary Ashton, Karen Echols, Colleen Kuzinar, Anna Swanson on 9-18-08
Members Present
Members Absent
Notes
Topics
KCCU
Discussion, Information
Separate Institution- Each group would have to
have separate coding to code as KCCU. All
donations, campaigns, solicitations would have to
be coded so that only KCCU could view. This is a
baseline modification. SunGard has done this, but
this is not part of the installation.
Another option is value based security. Ex. This
user has access to this information, yes or no. We
will need the congressional mandate to determine
whether or not this will be an option.
Value Based Security
SunGard recommendation is to go with value
based security.
Takes lots of planning on the front end. This can
then be copied and used for other security issues.
Ex: by campaign.
One way to get around this is to not allow access to
the transactional database. Only allow access to
the EDW. Or run the reports.
Donation information typically flows through the
4:30 p.m.
Action Taken, Decisions, Recommendations
Need a copy of the congressional mandate
KCCU is under and go to Advancement
leadership to determine how this will work or if
KCCU remains a sep. entity.
Page 2
Topics
Excel Spreadsheets
Cmpns/Desg
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
foundation. Ex. A check is taken to the cashier and
a copy goes to the foundation.
Do all of the departments have this? What/how are
they storing donations? Do we want to roll this
information in the beginning or hand enters after
the fact.
Required for all donations. Solicitation is NOT
required to enter.
September 16-18, 2008
Action Taken, Decisions, Recommendations
We might want to consider implementing a
departmental gifts campaign and even “historical
gifts 1996”.
What banner can track
about individuals
Basic ID Info
Advancement Individual information- How is this
person important for advancement. Will give info
on alum, donor,
Donor Categories are the large segments of your
database. Ex: alum, donor, emeritus, employee,
prospect, etc.
Every person in the advancement system will have
at least one donor category. This is how we can
track these individuals.
Advancement Identification is the shared
information page. This is where we will track name,
address, and telephone, and e-mail, biographic
and alternate information.
Current ID and Alternate ID are shared tables. All
others are advancement.
We will want to make standard process for
everyone to have salutations!!!!!
Banner- How do we know when documents for a
person have been saved in extender? Does the icon
change?
Banner- How do we know if it was self identified or
CU identified.
Banner Extender- We will need to check to see if
this has been purchased???? And how do you
know if data has been saved on this information.As of 9-17-08 CU has not purchased this!
Page 3
Topics
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
For confidential information, you will want to make
sure it is stored in only advancement tables. Ex:
comments page and give access to only the
supervisor.
High priority donors/alumni- create an AD address
with security that only advancement can view. In
the address of phone field, put See Advancement
Office.
We will need to create AD-Cell, AD-Home, etc in
the validation tables.
Academic Information- degree, major, you can
store other information (degrees from other
institutions). This information will only be seen by
adv.
Employment history, business information. Also
good for cross referencing information. This area
will play a role in matching gift processing. Banner
has some automated processing for this
information and will prompt us to follow up with the
matching gift information.
Activities- populated during student to
advancement role. If they are tracked while
someone is a student, this will roll over when info is
rolled. We can also track other information. We can
track terms from start year to finish year and total
years.
Advancement mail- Store information related to
September 16-18, 2008
Action Taken, Decisions, Recommendations
Page 4
Topics
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
what mailings people should always received. Mail
Codes- what mailings the person should receive.
Ex. Of use- Presidents Christmas mailing list.
Salutations- store all of the specialized salutations.
For spouses- you mark one as a primary. Then
when you select list, you tell it only take primary. If
you want them to both receive the letter, you tell it
to ignore the primary.
Exclusions are what they shouldn’t get.
Interests- self selected and adv selected. We can
choose what does and does not display on the
web.
Comments- stores free form comments that are cut
and paste in. Photographs will be stored in Banner
extender. You can attach any type of file format in
extender. Comments can be marked as
confidential and only the person who put it in and
the supervisor. Subject code- can code by
searchable items. Example: alerts, like and
dislikes, and allergies (what not to talk about). Then
can set process for when reporting, always print
out the allergies, dislikes, etc.
Special purpose- Junk drawer. Things you need
but haven’t stored anyplace else. You can also
store phonathon maybes in the special purpose.
External Rating- where you can send database out
to be rated. This is where you would load the data
in.
September 16-18, 2008
Action Taken, Decisions, Recommendations
Page 5
Topics
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
Advancement Individual/Organization NamesAlternate Id- everyone (these are searchable),
Advancement Individual Names- Adv only (these
are not searchable). Except for gift society name
and combined address name, the remainder of the
fields should probably be blank. These should be
located in the alternate id fields.
Cross reference- The cross references created in
other pages should show up here. You can also
create other cross reference. Ex: aunt/uncle to
niece/nephew, corporate board to board member.
Corporate parents to subsidiaries, etc…
Interests- Where we can push stiff out to the web.
Contact Page- Did someone go out and meet with
them. There are two separate places, donors and
prospects. Prospects are generally for major gifts.
Some universities use this to track event
attendance. You can also use this for self-service
for development officials to enter contact
information.
Name-
You can search any name that has been stored in
the database.
Any information in the current identification and the
alternate id screen is searchable.
Organizations
A lot of this information is the same as what we
September 16-18, 2008
Action Taken, Decisions, Recommendations
Page 6
Topics
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
track for a person.
Organization- A non-person entity.
You have the Organization header to identify the
organizations affiliation with Advancement. Are the
corporations, matching gift company, etc.
You can list the contact people for this company.
No limit to number of contacts. You can have one
primary and unlimited secondary contact. Most
institutions leave primary blank and all contacts go
in secondary. Contacts can have an id number but
DO NOT have to have an id number.
This is where you will identify matching gift
company info here.
Matching gift information page. This is where you
can import mass lists of this information.
Activities- same as for individual.
Mailings- same
Comments- Same and can be indexed
Job posting page- fits in with self service. They can
post them on self service. You can give someone
within that company access to post on the self
service side.
September 16-18, 2008
Action Taken, Decisions, Recommendations
Page 7
Topics
Population Selection
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
They will build most of them for us after we tell
them what we need. This is based off of SQLWhat/From/Where.
We will need to see how pop selection will work
with COGNOS and/or Pop selection and then
upload into the general mail screen. 9-17-08
Answer. All reports in Cognos can be saved as an
excel file and then imported back into banner. They
would be updated as a pop selection then mass
contact back into banner.
Letter generation is the extract process. This is the
data to extract not necessarily a letter. It can be
saved as a CSV, Excel or even taken into Cognos.
Online Payments
End of Day
Banner handles through a payment gateway. CU
will possibly use touch net. User will go in through
self service, put in the info. Touch net processes
comes back with authorization. Money is feed to
finance and gift information shows up on banner in
a waiting gifts page (web alert). We can then look
and see what was entered, make any changes,
then go into cashiering session and feed to
finance. It will automatically appear on the person’s
record.
Cashier Out
Run the final session
Run Acknowledgements- Banner can set up as
batch or we can set up to run our self.
September 16-18, 2008
Action Taken, Decisions, Recommendations
Page 8
Topics
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
Acknowledgements are rules based. Then you run
the process and it knows what acknowledgement
to send. This creates an extract file that you then
take out to merge. The records are marked with the
acknowledgement being sent.
Information will feed to finance at night.
Pledge Process
Multiple Thank you’s- we can set up the contact
type as an association with this record. Ex: retail
merchants- code Gib and Virginia as the
acknowledgement. Scholarships- send a note to
the family and the person making the gift.
You can enter on individual level. A lot of this is the
same as putting in a gift. Pledges can also have
installments.
You can also enter pledges through mass entry
(ex: phonathon). This works well when the pledges
have the same general information. Ex: all were
made today for the scholarship fund.
Pledges can be feed to finance but do not need to
be.
Payroll Deduction
As money comes in, you go to gift entry page and it
will show you if they have a pledge. We can
populate this as the default. It will fill in the pledge
number. Most people assume it is related to a
pledge. You can set up installments, duration,
Automated feed from payroll. It is given a special
pledge type and installments are set up. The only
thing adv will have to do is close out the session
September 16-18, 2008
Action Taken, Decisions, Recommendations
Page 9
Topics
Campaigns
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
and make sure everything matches up.
Every gift has to be associated to a campaign and
a designation.
Campaigns- example:
Scholarships/Endowments/Buildings/Departments/
Other
In CU terms- Designation=Account
The same designation can apply more than one
designation.
You can add a designation to any campaign at any
time.
Solicitations- What motivated the person to give?
Phonathon/direct mail/President’s appeal. All
pledges/gifts show who entered them. When a
pledge is paid off. The money coming in has to go
to the same campaign and designation. If not, they
both have to be adjusted. Money coming in does
not have to be associated to a pledge. They can be
a one time gift.
If it is a gift that is expected more than once (ex:
PP) it is a pledge.
Campaign type at the top (ex: ’08) can be multi
year. Our changing lives campaign might be set up
as a separate chart.
Solicitor Organization- Managed within the solicitor
September 16-18, 2008
Action Taken, Decisions, Recommendations
Banner- Can we track expenses at the designation
level??? Not really.
Cameron- We need to check with auditors if we can
change all letters to “A portion of your gift may be
tax deductible. Please check with your tax advisor to
determine the portion of you gift that is tax
deductible.”
Page 10
Topics
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
area. Not required but can be entered if you want
to. The actual solicitor information is stored on their
individual records.
Goal amounts are not required.
Prospects
Tracks information about a subset of main
advancement population. These people are
prospects for something. (even board
member/volunteer).
This is somewhere of 5-10% of your database.
What type of prospect are they?
What staff member is assigned to them?
Prospect research. (Wealth index, etc)
Banner can build call and contact reports.
Banner can build a strategy plan or moves
management on how we will cultivate the donor
over a set period of time.
What do we want the prospect to support?
Rating (capability & probability)
Each person who is a prospect will need an id
number.
How they became a prospect.
Most information will come from the basic prospect
page.
Banner Messaging- Can create banner workflow to
send various information to areas. This can be
used to create a tickler file in the message
automatically area.
September 16-18, 2008
Action Taken, Decisions, Recommendations
Page 11
Topics
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
Anniversary Dates
Memberships
September 16-18, 2008
Action Taken, Decisions, Recommendations
Cameron- We will need to role in the first date of
the gift or last gift to send anniversary cards.
Works similarly to gift processing. We set up rules
for different levels of membership. Individual,
Lifetime, etc. We set up how much it costs to join
this level. We can also set up rules for joining the
gym. This will allow people to pay in stages. We
can set up payment plans if need be.
Along with the levels, we can set benefits. Dues
that come in will come into a cashiering session
and will be feed to finance. Dues are not
considered tax deductible. We will be able to split
payments.
8020/5005- we will set up to separate interest so
that they feed into the appropriate account.
This will also record interest as well.
Membership cards will be generated in the system.
We can look at doing a survey through self service
to all graduates. This would work in place of or in
addition to the permanent alumni record card. This
has the potential benefit of getting them use to
alumni self service.
We need to let the student module know they can
do surveys on what students do after they
graduate. ie. Grad School, First job, etc.
Page 12
Topics
Cameron University Banner Project
Advancement Discovery Meeting Notes
Discussion, Information
Cameron Magazine Notes- We can store
constituent comments and code by category and
subject code by date. We can flag this comment as
“okay for notes”. You can then mark Displayed in
notes to mark when published in Cameron
Magazine. Then import the file back in to mark as
displayed.
Obits- Deceased indicator, on the same table as
marital status and birth date. We might look at
storing a comment with this information in the
same manner that we store magazine notes. We
can also pull then run a batch post to code as
published. Then after the first edition to report will
exclude anyone with the published code.
NCOA
We can explore rolling in separate criteria of
“alumni”. True degreed graduates or even those
who have X amount of hours.
We will need to have this process set before going
live. This includes extract and upload of information
in suitable format for processing as well as kicking
out a report of errors or information that will need to
be hand entered.
September 16-18, 2008
Action Taken, Decisions, Recommendations