Page 1 Cameron University Banner Project Individual and Organization Notes Individual and Organizations Overview Committee/Meeting Name 9:00 AM Date November 13, 2008 Time Convened Location Library Classroom Recorder Members Present Members Absent Notes November 13, 2008 Time Terminated Jennifer Bowen Jennifer Bowen, Hillary Ashton, Karen Echols, Angela Melton, Anna Swanson, Colleen Kuzinar, Jim Jackson, Kim Vinson Topics Athletics Expectations Discussion, Information More organized way to communicate with and organize donors: donations, correspondence, meeting dates Action Taken, Decisions, Recommendations A donor history of giving A way to identify and organize past donors from the football era One possible way to meet athletic expectations Categories Way to track ex-student athletes and ability to organize and track both non-alumni and alumni student athletes Explore utilizing the web functionality to have self identification and communication Constituents will have categories identifying their relationship with the university. Only the primary records shows when you first look at the record We will need to look at and rank the categories by what we need to identify about the person when we open their record Page 2 Topics Forms to Know Cameron University Banner Project Individual and Organization Notes Discussion, Information APAIDEN- Create a person or organization November 13, 2008 Action Taken, Decisions, Recommendations APACONS- Base form for adding a person as an advancement individual. You create the base advancement individual information. You must have this form created to add other info. AOAORGN- Base advancement organization information. APASBIO- Summary of information about constituents. Athletics Lists Multiple lists. Main lists is 500, additional lists can be more than less. Gold Club members 200. Non- Alumni Donors We have the ability to store the areas they like to give in the Interests table How do we/Do we want to migrate all of the athletic donors with the remainder of the donors/alumni? Do we want to wait until the system goes live? Constituent Relationships Interest Special Purpose information Item to discuss for Migration Advancement Officer Self Service What kind of relationships do we want to track? Spouse, Children, etc. What kind of interests do we want to track? Golf, Travel, etc This is where we can save information that doesn’t fit into any other category. This should be used as a last resort. Ex: Vegetarian Harris Connect External Ratings. Where do we want this information to come from? The actual excel sheet or what has been put into Hp3000 Do/How much access to we want to give to development officers to access constituent and organization information online. Page 3 Topics Other University Departments Occupation Title Assignments Cameron University Banner Project Individual and Organization Notes Discussion, Information Handling all donations that are deposited into foundation accounts. If we have each department enter their gifts, They will also have access to all the constituent information. If we maintain status quo, we have to bring in all the other departments into training November 13, 2008 Action Taken, Decisions, Recommendations We will also need to create standards up front for how the information can be used. This is also an issue for how information can be used university wide. Also what information do we want to make available to non advancement university officials? Most universities have a central processing office within the foundation or advancement office. How are we going to handle this? Colleen says best practice is to have every thing flow through the foundation. We would have to figure out how to overcome our staffing hurdle. If we can’t we have to make sure ALL individuals doing entry are well trained and we have checks and edits in place. We would even need to make policies and procedures require solicitation codes. Staffing issues are addressed in the gap analysis. Will we want the APACONS worksheet to be the primary location for this or do we want to use the employment history for the primary location? Compile a reporting list.- This person will identify and list what reports we will need to create and keep track of where we store information in order to generate these reports.- Hillary Security Decisions- Someone to track and list what decisions are made- Jennifer ( we will add a worksheet to our to-do after go live list) A to-do after go-live list. This will be the list of the Page 4 Topics Cameron University Banner Project Individual and Organization Notes Discussion, Information November 13, 2008 Action Taken, Decisions, Recommendations things we need to do after we convert our system.Jennifer Have discussion and decide what we want to do about the data. Where is it going to come from, what is going into the new system, how far back does the information go in order to get this migrated.