@EASE Fund Development Software @EASE Fund Development Software Batsch Group Inc Serving the NPO Community since 1994 Batsch Group Inc Page 1 of 19 @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 Page 2 of 19 @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 Page 3 of 19 @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 Page 4 of 19 @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 Page 5 of 19 @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 Page 6 of 19 @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. Batsch Group Inc Page 7 of 19 @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 Page 8 of 19 @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 Page 9 of 19 @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 Page 10 of 19 @EASE Fund Development Software Batsch Group Inc Page 11 of 19 @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 Page 12 of 19 @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. Batsch Group Inc Page 13 of 19 @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 Page 14 of 19 @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. Batsch Group Inc Page 15 of 19 @EASE Fund Development Software For all outstanding pledges to view potential incoming revenue. Batsch Group Inc Page 16 of 19 @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 Page 17 of 19 @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 Page 18 of 19 @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 Page 19 of 19