Snazzy and Fun II
Data Visualization of
Colleague Advancement
Reminders
Presented by: CAPT Mark Ellis
Whitworth University
April 07, 2014
Session ID 1576
Snazzy and Fun II - Introduction
• This presentation will go over innovative
ways to use the Colleague Advancement
system in conjunction with a data
visualization tool.
• This presentation will also review a great
data visualization tool – Tableau – which is
easy to use with data from Colleague
Advancement
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Snazzy and Fun II - Agenda Slide
• I will show you the expansion of Snazzy
and Fun I project with the new Reminders
visualization system
• I will then review the two case studies from
“Snazzy and Fun I” which I presented last
year with Ken Brown.
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About Us
Consider using the title slide as you
transition from one topic/agenda item
to the next.
Whitworth University - About Us
• Christian Liberal Arts, 3000 Students, Spokane,
WA, Advancement Team of 22
• One IT Systems/Analyst Supporting
• Colleague 20 years – UniData 20 years
• Benefactor 17 years, conversion to CA 2010
• Colleague Advancement 3 years
• Reporting – CA, Custom Web Tools, Informer
• Data Visualization – Tableau
• Mobile Platform - iPad
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Snazzy and Fun II –
The Reminders Visualization
Reminders Visualization - Background
• After our BEN2CA Conversion our Associate Vice
President for Major Gifts agreed to try to use the
Colleague Advancement Reminders System
• Stacey Kamm-Smith, Associate VP
• SWKC, SDCA, CASM, APPT
• One year later she said it just was not working for
her team. A new tool was needed for the MGOs.
• My desire was to keep CA as our central data
repository, but allow different user interfaces as
needed. Since we had already done some similar
work in Tableau it was natural to give it a try…
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Reminders Visualization - CAIQ
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Reminders Visualization – CA to Tableau
• The Colleague Advancement Reminders are
downloaded nightly along with other associated
donor information
• The data is pulled into Tableau and displayed in a
manner that works well for the MGO team
• Each team member can see all the reminders or
just their own for any chapter or time period
• We also added the ability for them to see the Call
Reports – all of them or just their own or by donor
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Reminders Visualization in Tableau
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Reminders Visualization in Tableau
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Reminders Visualization in Tableau
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Reminders Visualization Summary
• Adding and consolidating data in one spot
makes the Tableau Reminders view useful
for the MGOs.
• The date range tools are very popular
• The ability to see other staff reminders is
very useful, especially for VP
• Tableau allows easy export to Excel and or
linkage to mapping tools
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Snazzy and Fun I –
Case 1 The President’s Club
(For those that did not see
Snazzy and Fun I
I will show you the other
CA to Tableau work
we have set up so far.)
Case 1: The President’s Club - Background
• The President’s Club changed from a fairly static
list of individuals giving over $1,000 to a more
dynamic group with a general goal of $1,500 but
different individual goals and different stewardship
plans for each individual
• Major Gift Officers were assigned to donors to
manage the President’s Club involvement and
goals for each
• A new method was needed to handle these
changes…
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Case 1: The President’s Club
• The CA Recognition Program is a reactive system
that can tell you who has reached the President’s
Club Level, but we were looking for a proactive
system that would help us promote and sustain
donors at this level instead
• The Major Donor Tracks were adopted to manage
the President’s Club candidates
• Start with the MDSM form -
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Case 1: The President’s Club
• There were concerns from the MGOs about the
use of the Major Donor System to track President’s
Club Candidates:
– Major Donor Report(s) impact
– Too many records/tracks in the MD system
– Confusion of MD Tracks with PC Tracks
• Use of codes alleviates many of the concerns
• Re-use of PC Tracks alleviates the too many
tracks concern
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The President’s Club – Using MDSO
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The President’s Club – Using MDSO
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Case 1: The President’s Club
• I added a local “Co-File” or “Co-Entity” for SOLICIT.TRACK
called WU.SOLICIT.TRACK
• It has the same TRACK ID
• It has two simple fields:
– Solicit Plan
– Priority
• Note that “Solicit Strategy” is a free form text field. Rather
than modify it, I added a valcode limited version of my own
to allow query
• XMDSO16 is a custom MSDO that uses these two new
custom fields
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Case 1: The President’s Club –
Colleague Studio Customization
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Case 1: The President’s Club –
Nightly Download Program
:AE VOC W14.PRES.CLUB.DOWNLOAD
Top of "W14.PRES.CLUB.DOWNLOAD" in "VOC", 36 lines, 888 characters.
001: PA
002: UDT.OPTIONS 91 ON
003: SELECT CN W W14.MAJDON.STATUS = PC OR WITH W14.MD.AF.TRACK.ID NE ""
004: LIST CONSTITUENT SELECT.ONLY \
005: BY CN.LAST.NAME BY CN.FIRST.NAME \
006: BY W14.MAJDON.PRI.TRACKER.INIT BY W14.TFY.AF.AMT BY CN.LAST.NAME \
007: W14.PREF.NAME \
008: W14.PRI.REUNION.CLASS \
009: W14.PMS \
010: W14.PREF.CITY \
011: W14.THIS.FY.AMT \
012: W14.LAST.FY.AMT \
013: W14.TFY.AF.AMT \
014: W14.AF.AMT.FYM1 \
015: W14.LAST.CONTRIB.DATE \
016: W14.LAST.CONTRIB.AMOUNT \
017: W14.LAST.CONTRIB.DESIG.DESC \
018: W14.LAST.CONTACT.DATE \
019: W14.MD.AF.ASK \
020: W14.MAJDON.PRI.TRACKER.INIT \
021: CN.FIRST.NAME \
022: CN.LAST.NAME \
023: W14.PREF.ADDR.1 \
024: W14.PREF.ADDR.2 \
025: W14.PREF.CITY \
026: W14.PREF.STATE \
027: W14.PREF.ZIP.FIRST.5 \
028: W14.PREF.COUNTRY \
029: W14.PRI.CHAPTER \
030: W14.BEST.PHONE \
031: W14.PREF.EMAIL.HIER \
032: CN.SPOUSE.FIRST.NAME \
033: W14.SOL.TRACK.PLAN \
034: W14.JOINT.PREF.MAIL.LABEL \
035: W14.RELATION.JOINT.SAL \
036: TO DELIM " " /datatel/coll18/production/apphome/_HOLD_/SHARED/IA/PresidentsClub.txt
Bottom.
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Case 1: The President’s Club:
Data Visualization – Setup
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Case 1: The President’s Club:
Data Visualization – The Summary Screen
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Case 1: The President’s Club:
Data Visualization Detail Example
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Snazzy and Fun I –
Case 2:
The Campaign Giving Report
Visualization
Case 2: The Campaign Giving Report
• Our Campaign Director, Tad Wisenor,
wanted the following template used for our
new campaign’s Campaign Gift Report
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Campaign Giving Report – Tabular View
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Case 2: The Campaign Giving Report
• He did not want to use the multi-form
approach of the campaign forms in CA
• In general, our senior staff do not log
directly into CA, everything is provided to
them via a visualization or web-tool
• We did not want to change our current
campaign structure in CA as we use it for
year to year comparisons and goal setting
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Case 2: The Campaign Giving Report
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Case 2: The Campaign Giving Report
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Case 2: The Campaign Giving Report
• Data is downloaded nightly from the
CONTRIBUTION file and its associated
file CONTRIB.DONOR.DESIG and the
DESIGNATION file.
• The results for each category are added
and placed into “buckets” – for example
the CP MUS would have a bucket for cash
in the door and a bucket for outstanding
pledges
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Case 2: The Campaign Giving Report
Download Logic
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Case 2: The Campaign Giving Report
Download Logic
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Case 2: The Campaign Giving Report
Download Logic
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Case 2: The Campaign Giving Report
Download Logic
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Case 2: The Campaign Giving Report
• Note that for each NP the pledge amount
outstanding is just the pledge amount
minus the amount paid so far which is
available via the Ellucian subroutine
S.CALC.RECEIVED.AMT
• The results for each category placed into
a simple text file
• Tableau imports this text file each morning
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Campaign Giving Report – Tabular View
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Campaign Giving Report – Graphical View
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Snazzy and Fun I –
Executive Dashboard Advancement
Advancement Executive Dashboard
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Strategic Plan Tracking
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Summary
• The Major Donor Tracking System can be
used for more than just the traditional
major donors.
• Tableau is an easy and effective way to
visualize both summary and individual
data from Colleague Advancement
• Tableau is an alternative way to set up
executive dashboards
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Questions & Answers
•
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Thank You!
CAPT Mark Ellis
mellis@whitworth.edu
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Session ID 1576
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