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The Donor Acknowledgement System User Manual

1. Gift ID Started Before Max Amount Scope all x Date of Rec After Donor Name My Acks Status My Team Acks Date of Rec Before Trustee choose Unassigned Assigned To All 9 Entry Date After Alum choose Team choose x Entry Date Before SELLE Min Amount 2 Click the Search button Click on Clear button to clear and re enter search field value The Donor Acknowledgement System Revised 09 16 2013 Page 24 Donor Acknowledgement System Sorting Gift Records Sorting the 1 Click on the column headers to sort the list by Result List Q ens time a column header is clicked a triangle icon will be displayed The triangle icon means that the list is sorted in ascending order Ascending is the default sort order 1000 record s found Maximum number of records exceeded please refine your search Gift ID Team P gned To Status Started Completed Aging Duration 0002327826 1 G ARD Vice Pre ann cdm Assigned 10 29 2012 00d 00h 30m 00d 01h 07m 0002328188 1 G ARD Vice Pre Assigned 10 29 2012 00d 00h 30m 00d 01h 07m 0002328215 1 G ARD Vice Pre en dtm Assigned 10 29 2012 00d 00h 30m 00d 01h 07m 0002328215 2 G ARD Vice Pre Assigned 10 29 2012 00d 00h 30m 00d 01h 07m 0002327396 2 G ARD Vice Pre ELI Assigned 10 29 2012 00d 00h 22m 00d 00h 30m 0002327397 1 G ARD Vice Pre Assigned 10 29 2012 00d 00h 22m 00d 00h 30m 0002327743 2 G Univ Pres Team Assigned 10 2
2. iC NN CS NN tna n can Processing Lo qao ga 5 record s found Date Time 11 04 2012 10 25 10 PM 11 06 2012 02 22 42 PM 11 06 2012 02 22 42 PM 11 30 2012 02 22 45 PM 11 30 2012 02 23 03 PM User system system system system system system Comment acknowledgement created status gt Unassigned created by system pull process team set gt Medicine 1 Team ww status updated gt Assigned updated by rule external type set gt MCD MBSD Thank You Letter content added updated by rule 10 team updated gt Medicine 2 Team team updated gt Medicine 1 Team we The Acknowledgements Update screen will allow you to view transactional detail related to the gift e g donor name DAS and Griffin receipt numbers gift amount trustee and alumni indicators DAS workflow status and DAS team and acknowledgement template assignment It will also pull the Processing Log in with the detail of the gift record The Donor Acknowledgement System Revised 09 16 2013 Page 27 Donor Acknowledgement System Modifying the Gift Record Detail Updating the Once inside the Acknowledgement Update you can re assign the processing Gift Record team change the processing status of the gift record based upon the Detail processing workflow and duplicate or delete the gift record If multiple results were returned during the gift record search the Next and Prev buttons can be used to move into the detail o
3. E 12 Understanding DAS WOT OW E 13 Explanation of the Workflow PrOGESB uae ote etait onbres pedet Ghee ree eta eu aue 13 Workflow Roles and Responsibilities essen 14 Acknowledgement Team Roles and Responsibilities eene 14 Other DAS Roles and Responsibilities i 2 cc cccsccsesessscceseceacsveasseeaseuseeessonsaceusecsecseuanenasinnses 15 Group and Svsusm II Sou sancrncesescsitnsiedaiucsssnsittirndawansanehantaaucuidedanlacdsecaseaceapaiiedebnaetlvdses 15 DAS Workflow S3 ID SER aconde iae abes Rr nie Ded aM bina Rer DR ON Messa ea Races 16 DAS Workflow Status ValUGs wasscseiccstanctaascaniisssnius denen p Mesa ub Qu pa CMpE aa Duae eive eu 16 Chapter Three Getting Started with DAS 4 eee scere ee eren ee eren ee eren eee ea seen saseo 17 Chapter OVerVIewW Quoque Seu Inu DM mM I Mea EM Mu eM PON p EUMD ad US 17 Diceret e P 17 Chapter ODS VER cess Usi a D RA Ru EFIE di D DNE Mu MN Mu EM ET 17 The Donor Acknowledgement System Revised 09 16 2013 Page 2 Donor Acknowledgement System Chapter Content aiene einn E EE E E ERE EAE EAE 17 Jesse DAS oiran aer E E ee DES 18 Logging into DAS f a aaia EEE 18 MR VA ea Iola cee see etn aeia eaea e e E ea aeea eE ree een enna 20 DAS Navigation Menu M 20 Elements of the Navigation Menu eeessseessese
4. Attri gt E o EN o ES o E o EM o Jnt Trans Type No Gift Outright No Gift Outright No Gift Outright No Gift Outright No Gift Outright No Gift Outright No Gift Outright Yes Pledge Payment Yes Gift Outright Yes Gift Outright Strainht Pladne Max Amount Donor Name Mod Yes Yes Yes Yes Yes Yes Yes No 4 You are returned to the Acknowledgements page which will now display another instance of the copied gift record within the result list of your original search Trus No No No No No No choose gt choose Alloc Name Wee eee ma esa meae o e By default gift records are sorted by start date which means you may either need to scroll through the result list to find the duplicate record or perform a Donor ID or Donor Name filter to bring the duplicate record closer to the original one Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 31 Donor Acknowledgement System Modifying the Gift Record Detail continued Deleting a Gift Follow the steps below to remove a gift record from processing workflow Record 1 Navigate to the detail of the gift record to delete e this means you must be within the Acknowledgement Update page in order to delete the gift record 2 Click Delete Acknowledgement Update Gift ID 0002329161 1 G Group Team Started REM AIEE Completed Status Status Date T
5. GRIFFIN Griffin Training Manual Donor Acknowledgement System DAS User Manual Donor Acknowledgement System Table of Contents Man al COV VIS MT 5 Manyal UN eC TrNETCC 5 Eun Rectore 3 Manual o u1n7 C 5 Matra Contente tisie eiai EE RE ERER EEE EE REEERE 6 How fo use this Manual gets esas n maternelle E E E 8 Volume One The Gift Acknowledgement Workflow ssesessocssscessecesocesocesoccessecssecesocescoseoo 9 About this Volume Sc oos eb es EP IMP Reti usua Put Sr eM t DM NNNM ice eee 9 Volume PU 8 C 9 Volume Objective socios ei eu E nup HEP mS RM np ao eno 9 Volume Content ET ee 9 Chapter One Introduction to DAS eerte errare tona oro aep Pha UP Ya SP PP E eU PE Feste a eo EE Pea U6E 10 Dn de cay TC AS 10 About Gift Acknowledgement and DAS eese esent 10 DAS User R g irements oo asi osten do Russiae tia eiai tatem lbreore tet dates 10 DAS Browser REQuiremienits t s 11 Chapter Two Understanding DAS Workflow ecce ee ee eee eee ee eee eene eto seen naue 12 Chapter OY C17 1G Mem HCM 12 HAE OCUICTION m T 12 Chapter OBISSILVES sesevarpinsaant dli d nU dnte tu UM a AM M p Mud Uam ns M E El 12 ar E Content m
6. executed s dct Next reviewer will weYes other reviewer x review the letter re Source system acknowledgement of completed letter willbe updated _ Approved letter Letter Mailed Letter Signed 7 Letter Printed Reviewed The Donor Acknowledgement System Revised 09 16 2013 Page 53 Donor Acknowledgement System Appendix B List of available Tokens J P ADDL_RECTYPELIST ADDRESS Preferred Address AFFIL_CLASSYR Affil Class Year ALLOCATION_CODE Allocation Code ALLOCATION_NAME Allocation Name ALUMNI_AFFIL Alumni Affiliation depending on group ALUMNI_IND Alumni Indicator depending on group ANONYMOUS_DESC Anonymous Description ARD_STAFF_IND ARD Staff Ind CITY Preferred Address City CONSECGIV_IND_SCH Consecutive Giving Ind per School CONSECGIV IND SCH AF Consecutive Giving Ind AF per school division CURR_VSC_IND Curr Visiting Committee per school division DATE_OF_RECORD Gift Date of Record DEGREE_SCHOOL Degree school terse DONOR_ASSOC_TYPE Donor Associated Type DONOR DEFAULTJNTNM Donor Default Joint Name DONOR DEFAULTJNTSAL Donor Default Joint Salutation DONOR DEFAULTSAL Donor Default Salutation DONOR ID Donor Id DONOR LIST Donor Listing terse DONOR PREF MAIL NAME Donor Pref Mail Name DONOR SORT NAME Donor Sort Name FACULTY EMERITI IND Faculty Emeriti Indicator FACULTY STAFF IND Faculty Staff Indicato FINAL SEGMENT IND Final Segment Indicator
7. DAS Before using the Donor Acknowledgement System user must meet the following requirements e Have Gift Inquiry privileges e Have account login to DAS e Understands and keep in mind the policies and procedures related to confidentiality and use of the organization s gift data e Understands that generated datasets and acknowledgement letters should be distributed to appropriate individuals and or groups staffs and donors to serve its purpose e Be able to understand and follow the workflow process of DAS Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 10 Donor Acknowledgement System DAS Overview continued DAS Browser The following are DAS supported browsers Requirements Internet Explorer 8 e Internet Explorer 9 e Chrome current version e FireFox current version e iPad 2 0 GOS 5 0 and higher The Donor Acknowledgement System Revised 09 16 2013 Page 11 Donor Acknowledgement System Chapter Two Understanding DAS Workflow Chapter Overview Introduction Actions that must be taken in DAS in order to take the gift record from receipt to acknowledgement Complete are dependent on the rules pre determined by the receiving group or University division These actions referred from now on as DAS workflow are not only rule based but are also dependent on a user s team role Chapter At the end of this chapter you will understand Objectives e The Work flo
8. Donor Pref Address State desc STATE CD Donor Pref Address State code TRANSACTION TYPE Transaction Type Desc TRANSACTION TYPECD Transaction Type Code TRUSTEE IND Trustee Indicator UNIV RELATION MGR Univ Relation Manager VIP IND Booth VIP Indicator YR CONSECGIV SCH Years of Consecutive Giving per school division YR CONSECGIVSCH AF Years of Consecutive Giving AF YTD SCHOOL YTD Total per school division The Donor Acknowledgement System Revised 09 16 2013 Page 56 Donor Acknowledgement System Appendix C Email Notification e Components of DAS email notification User name name of the team user Gift ID gift id Team team assigned to the acknowledgments Role role of the team user within the group team Status status of the acknowledgement Status Age days time since an acknowledgement is set with its current status Duration days time since an acknowledgement was created in DAS 000000 0 e Group admin email notification Test UserAl The following acknowledgements require action Gift ID 1000000001 1 G Team Team A1 Role Group Admin Status In Review Status Age 00d 04h 50m Duration 00d 05h 37m Gift ID 1000000001 2 G Team Team A1 Role Group Admin Status In Review Status Age 00d 01h 56m Duration 00d 05h 37m Gift ID 1000000003 1 G Team Team A1 Role Group Admin Status Approved Status Age 00d 00h 58m Duration 00d 05h 37m Gift ID 1000000004 1 G
9. Limitations clipboard using Firefox Google Chrome or Safari is done by using Ctrl C or using the copy cut icons in the application s editor However if using the DAS paste from Word icon ls to perform the paste operation a pop up window will appear in DAS informing you to use the Ctrl V command to complete the operation Paste Because of your browser security settings the editor is not able to access your clipboard data directly You are required to paste it again in this window Please paste inside the following box using the keyboard Ctrl Cmd V and hit OK The Donor Acknowledgement System Revised 09 16 2013 Page 43 Donor Acknowledgement System Chapter Six Acknowledgement Printing Chapter Overview Introduction Acknowledgements can be printed at any time throughout the workflow process but can only be printed from the Acknowledgements page or from the Acknowledgement Content page Objective At the end of this chapter you will be able to e Prepare the acknowledgement for printing using your browser s page setup menu e Print the acknowledgement Chapter Contents Setting Print Page Options Printing the Letter The Donor Acknowledgement System Revised 09 16 2013 Page 44 Donor Acknowledgement System Setting Print Page Options Setting Print In IE 9 Page Opti cdi dee 1 Click on Tools menu 2 Clickon Print 3 Click on Page Setup In IE 8 and FireFox 4 Clickon F
10. Revised 09 16 2013 Page 29 Donor Acknowledgement System Continued on next page Modifying the Gift Record Detail continued Duplicating the Sometimes it is necessary to have multiple instance of the gift record in order Gift Record to acknowledge it by multiple teams or multiple individuals To duplicate the gift record 1 Navigate to the detail of the gift record to duplicate e this means you must be within the Acknowledgement Update page in order to duplicate the gift record 2 Click Copy 3 Click Yes when presented with the copy confirmation popup menu ld like to copy this Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 30 Donor Acknowledgement System Modifying the Gift Record Detail continued Duplicating the Gift Record continued Gift ID Scope Status Assigned To Team Started After All Sd choose ba choose gt choose pa MBSD Acknowledgements Started Before Date of Rec After Date of Rec Before Entry Date After Entry Date Before Min Amount Trustee Alum 1000 record s found Maximum number of records exceeded please refine your search Donor ID Donor Name Prim Rec Typ Addtl Rec Ty Friend LI UD Friend Friend LI A 2D Friend Friend M Pon oet Friend Friend d om o Memmi ccm Non degreed ME cM Parent ulcccad I hee Degreed Alumni Trustee Snnuse
11. Team Team Al Role Group Admin Status Out for Signature Status Age 00d 00h 58m The Donor Acknowledgement System Revised 09 16 2013 Page 57 Donor Acknowledgement System Duration 00d 05h 37m Gift ID 1000000005 1 G Team Team A2 Role Group Admin Status Pending Electronic Signature Status Age 00d 00h 35m Duration 00d 05h 37m e Team admin email notification Test UserAl The following acknowledgements require action Gift ID 1000000004 2 G Team Team A2 Role Team Admin Status In Review Status Age 00d 00h 39m Duration 00d 05h 35m Gift ID 1000000005 1 G Team Team A2 Role Team Admin Status Pending Electronic Signature Status Age 00d 00h 33m Duration 00d 05h 35m Gift ID 1000000098 2 G Team Team A2 Role Team Admin Status Approved Status Age 00d 00h 39m Duration 00d 05h 35m Gift ID 1000000100 1 G Team Team A2 Role Team Admin Status Out for Signature Status Age 00d 00h 32m Duration 00d 05h 35m Gift ID 1000000001 1 G The Donor Acknowledgement System Revised 09 16 2013 Page 58 Donor Acknowledgement System Team Team Al Role Team Admin Status In Review Status Age 00d 04h 48m Duration 00d 05h 35m Gift ID 1000000001 2 G Team Team A1 Role Team Admin Status In Review Status Age 00d 01h 53m Duration 00d 05h35m e Assigned email notification Test UserAl The following acknowledgements require action Gift ID 1000000001 1 G Te
12. acknowledged e Update the status of the gift record e Save copy or delete the gift record e Navigate within the acknowledge Update screen Chapter Topic See Page Contents Understanding the Acknowledgements Page 21 Performing a Gift Record Search 24 Sorting Gift Records 23 Viewing the Gift Record 26 Modifying the Gift Record Detail 28 Reporting from Gift Detail 34 Working with the Content of the Gift Record 36 The Donor Acknowledgement System Revised 09 16 2013 Page 22 Donor Acknowledgement System Understanding the Acknowledgements Page Sections The Acknowledgements page has 2 sections of the Page Search fields The Search fields are used to filter the Acknowledgement records on the Search Result list Search criteria can be one or a combination of search fields If you enter value in one or more search fields the AND operator is used to combine these fields into one criteria Below is an example of search criteria using multiple fields MBSD Acknowledgements Gift ID Started Before Max Amount Scope All Date of Rec After Donor Name Status choose z Date of Rec Before Trustee choose E Assigned To choose zj Entry Date After Alum choose E Team choose E Entry Date Before Started After Min Amount On the Acknowledgements page static search fields are Gift ID Status and T
13. from the Gift Detail Available Gift The Acknowledgements Update Page provides links to 2 Web Intelligence Detail Reports reports The Donor Basic Bio and the Gift Detail Acknowledgement Update Gift ID 0002329161 1 G Group MBSD Team Basic Sciences T Started Completed Status Assigned Status Date Template Temporary Template Receipt 0001000012 Gift Amt Donor ID 0001000000 Donor Name Sh Trustee Ind No Alum Ind Yes Na to donor Link to Gift basic bio report Detail report Accessing the 1 Double click the link of the report you want to view Reports 2 Loginto Business Objects using your CNet credentials Be sure Authentication is set to Windows AD m SAP BusinessObjects Log On to InfoView Enter your user information and click Log On If you are unsure of your account information contact your system administrator User Name CNetID Password CNet password Authentication Windows AD 3 Once the report opens use the Document button to save the output to your computer Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 34 Donor Acknowledgement System Reporting from the Gift Detail continued Accessing the Reports continued Neb Intelligence Close Edit Save Save as SAP BUSINESSOBJECTS INFOVIEW f Home Document List Open Send To Dashboards GRIFF
14. letter and existing tokens can be removed Follow the steps below to insert or remove tokens from the acknowledgement template 1 Select the template you will use to acknowledge the gift record from the Template menu 2 Place your cursor in the position where you want to insert the token 3 Select the token to insert from the Tokens menu Tokens Y DONOR_ASSOC_TYPE x DONOR DEFAULTJNTNHM md DONOR DEFAULTJNTSAL DONOR DEFAULTSAL DONOR ID DONOR LIST zl 4 The token will now appear within the template editor REFERENCE Refer to Appendix B for a list of available tokens DONOR_DEFAULTINTSAL It gave me great pleasure to learn of your recent gift supporting GIFT_FUND_NAME at the University of Chicago Medicine As a member of the University community you know firsthand the importance of philanthropic support and the impact it has on the advancement of medicine Not only are you helping to fund important education research and patient care programs but you are helping to improve the lives of countless individuals who benefit from our work Thank you for your leadership and commitment 5 To remove a token simple highlight it and hit the delete key on your keyboard The changes to the acknowledgement template will only apply to the gift record the user is working on The original content of the assigned template will not change The Donor Acknowledgement System Revised 09 16 2013 Page 39 Donor Acknow
15. 11 04 2012 10 25 10 PM system system acknowledgement created status gt Unassigned created by system pull proce 11 06 2012 02 22 42 PM system system team set gt Medicine 1 Team Temkin status updated gt Assigned updated b 11 06 2012 02 22 42 PM system system external type set gt MCD MBSD Thank You Letter content added updated by rt 11 30 2012 02 22 45 PM team updated gt Medicine 2 Team 11 30 2012 02 23 03 PM MEN team updated gt Medicine 1 Team 2 04 2012 10 38 52 AM team updated gt Basic Sciences Team Follow the steps below to update the workflow status of the gift being acknowledged 1 Select the appropriate value from within the Status menu The value selected should correspond to your role or processing responsibility Ns Refer to Chapter Two Understanding DAS Workflow for a detail description of the available workflow statuses Acknowledgement Update Gift ID Group MBSD Team Basic Sciences T Started Completed Status Assigned Status Date Template Temporary Template Receipt Gift Amt Donor ID Donor Name Trustee Ind No Alum Ind Yes Status Team Basic Sciences Team Comment Archived No Acknowledgement Dracraccina lad 2 Click Save e If the gift record no longer needs to be acknowledged but you would like it to remain in the gift record pool set the status to No Acknowledgment The Donor Acknowledgement System
16. 9 2012 00d 01h 06m 00d 01h 07m 0002327841 1 P Univ Pres Tearn Assigned 10 29 2012 00d 01h 06m 00d 01h 07m 0002327841 2 P Univ Pres Team Assigned 10 29 2012 00d 01h 06m 00d 01h 07m 0001979150 1 P Unassigned 10 29 2012 00d 01h 07m 00d 01h 07m T eae i anamanna n ed 54r Am Aes 04r Am 2 Clickon the column header again and an inverted triangle will be displayed which means the list is sorted by descending order The Donor Acknowledgement System Revised 09 16 2013 Page 25 Donor Acknowledgement System Viewing Gift Records Accessing and 1 Toview the detail of the gift record double click over the Viewing Details record to view or click the Details button of the Gift Record Donor ID Donor Name Prim Rec Typ Addtl Rec Ty Attri V DIBRCPICCDNEE C 5 1 2 You will be navigated to the Acknowledgement Update screen Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 26 Donor Acknowledgement System Viewing Gift Records continued Accessing and Viewing Details Gift ID COO of the Gift Started 11 04 2012 Record Status Date 11 06 2012 continued Gift Amt 63 3 Trustee Ind No Status Assigned Comment Acknowledgement Update Group MBSD Team Medicine 1 Team Completed Status Assigned Template Temporary Template Receipt Donor ID 000 Donor Name Alum Ind Yes Team Medicine 1 Team Temz
17. FIRSTTIMEGIVEIND SCH First Time Giving Indicator GIFT ACCOUNT Gift Account GIFT ALLOC DEPT Gift Allocation Dept Name GIFT ALLOC DEPTCD Gift Allocation Dept Code GIFT ALLOC DIV Gift Allocation Division Name The Donor Acknowledgement System Revised 09 16 2013 Page 54 Donor Acknowledgement System TOK IFT_ALLOC_DIVCD GIFT_ALLOC_SUBDEPT GIFT_ALLOC_SUBDEPTCD GIFT_AMOUNT GIFT_ASSOCCREDITAMT GIFT_DATE_ADDED GIFT_DATE_MODIFIED GIFT_FUND_NAME GIFT_ID GIFT_NOTES GIFT_PURPOSE GIFT REFERENCEI GIFT REFERENCE2 GIFT SEQUENCE GIFT SPECHANDLING GIVING CODE GIVING CODE DESC HONOR RECIPIENT NAME IN HONOR IND IN MEMORY IND INCREASED GIVING IND INCREASEDGIVSCH IND JOINT GIFT IND JOINT MAIL IND LAST YR SCHOOL LAST YR UNIV LOCAL DEGREE LIST MATCH AMOUNT MEM RECIPIENTNM MOD IND MOD REASON CHANGED ORG CONTACT NAME ORG CONTACT SAL ORG CONTACT TITLE PAST VSC IND PERSON OR ORG Gift Allocation Division Code Gift Allocation Sub Dept Name Gift Allocation Sub Dept Code Gift Amount Gift Associated Credit Amount Gift Date Added Gift Date Modified Gift Fund Name Gift ID Griffin Receipt Pledge Number Gift Sequence Transaction Type Gift Comments and Notes Gift Purpose Desc Gift Reference 1 Gift Reference 2 Gift Sequence Number Gift Special Handling Gift Giving Codes terse Gift Giving Code Desc terse In Honor Of Recipient Name In Honor of Indicator In Memory of Indicator Increased Giving
18. HE UNIVERSITY OF sia C H ICAGO Donor Acknow Account Login Username Password Security Code human readable secunty code 4 Type your CNetID in the Username field Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 18 Donor Acknowledgement System Accessing DAS continued Logging into 5 Type in your CNet password in the Password textbox DAS continued 6 Type in the random letters displayed in a grayed out box on the Security code textbox The security code is called Captcha Captcha is a test wherein the computer generates random distorted text and user will type in those random letters in a textbox It is used to prevent automated software from filling out or checking boxes and abusing vulnerable systems 7 Click on the Login button e If you missed entering or entered incorrect value in one or more fields on the screen you will be prompted with specific error message such as user not found invalid password and captcha not verified Try entering or re entering values as needed For every login attempt the random letters on the gray box change You will not be able to successfully log into DAS while you are getting error messages The Donor Acknowledgement System Revised 09 16 2013 Page 19 Donor Acknowledgement System Navigating DAS DAS Upon a successful login the DAS home page with navigation menu Navigation Menu will be d
19. IN Bio Acknowle C Save to my computer as SSS Save report to my computer as gt Excel PDF csv CSV with options Home Address The Donor Acknowledgement System Revised 09 16 2013 Entity Mail Name Special Handling Univ Rel Mgr Entity Name Entity Medical Ctr Trustee Ind Entity Record Status Desc Entity Primary Record Type Desc Entity Record Type Desc Terse UC Degrees Terse Lifetime Cash Match Paid Anonymous Giving Flag Lifetime Business Address Page 35 Donor Acknowledgement System Chapter Five Managing the Acknowledgment Chapter Overview Introduction The Content page is where you work with the acknowledgement template assigned to the gift record It provides the ability to edit the template letter type and the text and format of the template Chapter At the end of this chapter you will be able to Objectives e Replace and load the template assigned to the acknowledgement e Merge the actual token field data values to the template e Add update comments to the acknowledgement content e Edit the content of the acknowledgement Chapter This chapter contains the following topics Working with the Content of the Gift Record Content Editing the Content Copying and Pasting Content The Donor Acknowledgement System Revised 09 16 2013 Page 36 Donor Acknowledgement System Working with the Content of the Gift Record Abou
20. Indicator Increased Giving Indicator per sch division Joint Gift Indicator Joint Mail Indicator Last Yr Gift per school division Last Yr Univ Gift Primary Donor local degree list terse Gift Match Amount In Memory of Recipient Name Modified Gift Indicator Modified Reason Changed Organization Donor Contact Name Organization Donor Contact Salutation Organization Donor Contact Title Past Visiting Committee Indicator Person or Organization The Donor Acknowledgement System Revised 09 16 2013 Page 55 Donor Acknowledgement System 3 iu O NAME _ DESCRIPTIC LEDGE_AMOUNT_PD PLEDGE_BALANCE Pledge Balance PLEDGE FINAL PMT IND Pledge Final Payment Indicator PLEDGE FIRST PMT IND Pledge First Payment Indicator PREF EMAIL Donor Pref Email PRIMARY RECTYPE Donor Primary Record type desc PRIMARY RECTYPE CD Donor Primary Record type code PROSPECT ID Prospect Id PROSPECT MANAGER Prospect Manager per school division PROSPECT MANAGER ID Prospect Manager ID PROSPECT MANAGER CNET ID Prospect Manager Cnet ID RECEIPT DATE Gift Receipt Date RECEIVING OFFICE Receiving Office RECURRING GIFT IND Recurring Gift Indicator REUNION IND Reunion Indicator SAL SIGNER NAME Donor Signer Salutation signer name SIGNER SAL TYPE Donor Signer Salutation Type SIGNER SALUTATION Donor Signer Salutation SPLIT GIFT IND Split Gift Indicator SPOUSE NAME Donor Spouse Name SPOUSE PRIM RECTYPE Donor Spouse Name primary record type STATE
21. am Team A1 Role Team Reviewer Status In Review Status Age 00d 03h 54m Duration 00d 04h 41m Gift ID 1000000001 2 G Team Team A1 Role Team Reviewer Status In Review Status Age 00d 00h 59m Duration 00d 04h 41m Gift ID 1000000002 1 G Team Team A2 Role Team Assignee Status Assigned Status Age 00d 04h 41m Duration 00d 04h 41m Gift ID 1000000002 2 G Team Team A1 The Donor Acknowledgement System Revised 09 16 2013 Page 59 Donor Acknowledgement System Role Team Reviewer Status In Review Status Age 00d 00h 03m Duration 00d 04h 41m Gift ID 1000000003 2 G Team Team Al Role Team Reviewer Status In Review Status Age 00d 00h 03m Duration 00d 04h 41m The Donor Acknowledgement System Revised 09 16 2013 Page 60 Donor Acknowledgement System The Donor Acknowledgement System Revised 09 16 2013 Page 61
22. bers Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 7 Donor Acknowledgement System Manual Overview continued How to use this Manual This manual may include the graphics pointing out specific text Refer to the descriptions below for detailed information about each icon 9 How To How To steps are used to provide a step by step instruction for completing a task in the system IMPORTANT Important notifications indicate there is something you need to understand before continuing e Note Note indicates there is something you may encounter within the system given certain circumstances o Reference Reference notifications refer you to where you can find more information about the topic whether it is another location in the current manual or outside sources such as site help 9 Tip Tip notifications indicate a helpful shortcut or other piece of advice related to a specific topic or process The Donor Acknowledgement System Revised 09 16 2013 Page 8 Donor Acknowledgement System Volume One The Gift Acknowledgement Workflow About this Volume Volume This volume will provide users with an overview of system terminology the Purpose gift record assignment process and the acknowledgement workflow Volume e Understand system terminology Objective e Understand the acknowledgement workflow e Understand the various stages of the workflow
23. coil Cm 32 Reporting from the Gift Detail eeeeeseeeeseeeseereeserssrserrsrtsstsressressresresrensersresresseeseseresee 34 Available Gift Detail Reports sossesasesncenievaaconastaateanceaaseiaaieateaatatnnsestendantentssiateadoreaesiaes 34 Accessing the REDOING NL 34 Chapter Five Managing the Acknowledgment ccsssccsssscssssccssssccssssccssssccsscscssscscsssees 36 Share au M 36 Lire to nte n ETT c 36 Chapter ODI RCU VES m 36 Chapter t OU IN s Sinz facades tiara eea eaa tess e e E E EEE S 36 Working with the Content of the Gift Record sesesseeeeeeeeneenen 37 About the Content Page seeds kei uas exa af c atasecea ia iR b OUbouduR Rast sE Mo I RUM Up dunE 37 Replacing and Loading the Assigned Template seen 38 The Donor Acknowledgement System Revised 09 16 2013 Page 3 Donor Acknowledgement System Inserting Token Valles ee iet eei a RE ess NR NU aeni aaia 39 M eteme the Tokens VAG Sa sai otv PRENDA FORM PE EM NI PAR MN DE NI as aaa 40 Adding CORO THUS ans Message eats ect ivo ea A MU RD dat rm tn A EERE RNC n DAE RA Inu DU E au 40 Editing the Content scra Oo RR bedeuten bra E adieu Une Ne drm E 41 Editing the Content of the Temple mi etos td pis Mi Fecit quai usps oe e pbi S 41 Copying and Pasting Contente aeaea iin E eee Nd eH imn 43 Copy and Paste Limitations
24. e Template drop down list Assigned Template Acknowledgement Content Gift ID Group MBSD Team Basic Sciences T Started Completed Status Assigned Status Date Template Temporary Template Receipt Gift Amt Donor ID Donor Name Trustee Ind Alum Ind Yes Template Temporary Template Y Type MBSD Thank ou Lette Comer Pediatric foldover side Comment Donor Relations Education General Education Org c Education foldover Staff Eg side with envelope Foldover top Forefront Fund General Forefront Fund foldover Staff Load gt Source Foundation Relations Gl BIUS XI etter template monarch envelope m sa m E Medical Center General Organization T Styles Medicine Center General Individual m Bkans E Medicine Center General foldover for Staff Template to be asNew H Pediatric emporary Template e The initial template attached to the gift record is the one satisfied by the DAS assignment rule 2 Click on Load to load the content of the newly selected template 3 Click on Save 4 Click on Cancel to disregard the selected template and go back to the Acknowledgements list The Donor Acknowledgement System Revised 09 16 2013 Page 38 Donor Acknowledgement System Working with the Content of the Gift Record continued Inserting Token New tokens data fields can be inserted into the template prior to completing Values the acknowledgment
25. eam Additional search fields can be added depending on a group s required fields for searching Search result list The Search result list will show all active acknowledgements by default The Search result list is the list of Acknowledgement records that satisfy the specified Search field values Selected fields can be sorted by double clicking on the field column header On the Processing dashboard page static search result fields are Gift ID Team Status Completed Aging and Duration Additional search fields can be added depending on a group s required fields for search results Gift ID Status Started Completed Aging Duration Gift Amount 100001 1 Unassigned 09 18 2012 100 000 00 100001 2 Unassigned 09 18 2012 100 000 00 100002 1 Unassigned 09 18 2012 100 000 00 100002 2 Unassigned 09 18 2012 100 000 00 The Donor Acknowledgement System Revised 09 16 2013 Page 23 Donor Acknowledgement System Performing a Gift Record Search Perform the steps below to search for a gift record Searching Gifts 1 to Acknowledge First determine the scope of the criteria you will use to filter the acknowledgements i e by My Team Acks or All The default sort value is My Acks which sorts by acknowledgements that have either been manually assigned to you or have defaulted to you based upon team role and acknowledgement status or group rules MBSD Acknowledgements
26. ements of the Navigation Navigation Link Description Menu continued Teams The Teams menu allows user to create Group Administrator only and maintain teams Group or Team Administrator Teams are sub groups Templates Template menu allows user to create and maintain acknowledgement templates Each group will have their own set of templates Team Administrator only Rules Rules menu allows user create and maintain assignment rules Each group will have their own set up rules Only the assignment rules in your group will be listed in the Rules drop down menu The Donor Acknowledgement System Revised 09 16 2013 Page 21 Donor Acknowledgement System Chapter Four Processing Gift Records Chapter Overview Introduction The first page displayed after a successful login is the Acknowledgements page of the group where a user is a member If a user is a member of multiple groups the Acknowledgements page will default to gift records of the first group in the Acknowledgements menu list The Acknowledgements page is where a user regardless of team role can access the gift record s they need to process view the status of a gift record within their group and see all unassigned gifts in the system Chapter At the end of this chapter you will be able to Objectives e Utilize the Acknowledgements page to search for and view the detail of the gift record to be acknowledged e Re assign the gift record to be
27. emplate Temporary Template Receipts 0002329161 Gift Amt Donor ID Donor Name Trustee Ind No Alum Ind Yes Status Assigned gt Team Basic Sciences Team 7 Comment Delete EECCHN CN nee RC 3 Click Yes when presented with the delete acknowledgement confirmation popup menu Confirm Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 32 Donor Acknowledgement System Modifying the Gift Record Detail continued Deleting a Gift 4 You are returned to the Acknowledgements page which will now Record display a message informing you that your deletion was successful continued MBSD Acknowledgements Gift ID Started Before Scope All z Date of Rec After Status choose z Date of Rec Before Assigned To choose H Entry Date After Team choose Entry Date Before Started After Donor ID Donor Name w erm e Heimat Min Amount Max Amount Donor Name Trustee Alum 3 record s found Prim Rec Type Addtl Rec Type Attrib JntGi Trans Type Non degreed A Former Trustee 0 Yes Pledge Payment No Friend 0 Yes Pledge Payment No Mod choose E choose Trust Alloc Name No bue No 4 The Donor Acknowledgement System Revised 09 16 2013 Update applied successfully Print Page 33 Donor Acknowledgement System Reporting
28. ese eno eee eo see eoo e eese ene 54 Appendix C Email Notification eee eoos iore roo erroe oo taa eo Y ane raa 9S Go PY Ea E Ioa PUE sessossunsscvsssesseossees 57 The Donor Acknowledgement System Revised 09 16 2013 Page 4 Donor Acknowledgement System The Donor Acknowledgement System DAS Manual Overview Manual The purpose of this manual is to provide an introduction to Alumni Relations Purpose and Development s ARD s new gift acknowledgement system DAS Manual This manual is organized into volumes Organization Volume One The Gift Acknowledgement Workflow Volume Two Application Admin Workflow Manual To ensure users understand Objective e Work flow terminology and process e The high level gift acknowledgement workflow e System roles and responsibilities e How to create the acknowledgement To ensure that users are able to e Create modify and review acknowledgement templates e Create and manage acknowledgement groups e Create and manage acknowledgement teams e Create and manage acknowledgement users Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 5 Donor Acknowledgement System Manual Overview continued Manual Volume One The Gift Acknowledgement Workflow Content Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Chapter 7 Introduction to the Donor Acknowledgement System Provides an overview of Acknowledgement
29. f the next and previous gift records in the search result list Reassigning the 1 Choose the new team to process the gift record acknowledgement Acknowledgement from within the Team menu Team Status Assigned Team Medicine 1 Team Tem v Comment Annual Fund Team 1 1 Annual Fund Team 21 Basic Sciences Team Cancer Team Education Team Foundation Rel 1 Team Foundation Rel 2 Team Processi Gl Team 227 ecdicine 1 Team Medicine 2 Team o ecicine 3 Team Neurology Team EW Hospital and Surgery Team 11 04 2012 10 25 10 PM system system acknowledgement ciPediatric Cancer Team Pediatrics Team 11 06 2012 02 22 42 PM systern system team setz Medicin Principal Gifts Team 11106 2012 02 22 42 PM system system external type sete Prospect Team 3 v 11 30 2012 02 22 45 PM team updated gt mE l Eam 11 30 200202 2303PM 9 team updated Medicine 1 Team 1 7 Date Time User Comment by system pull process ssigned updated by rule dded updated by rule 10 2 Click the Save button to save the team assignment Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 28 Donor Acknowledgement System Modifying the Gift Record Detail continued Reassigning Team continued Updating the Workflow Status 3 The new team assignment is now visible in the last row of the Processing Log Processing Log Date Time User Comment
30. group or team to complete the processing of acknowledgements By the end of this chapter you will know What reports are available in DAS The description of the Reports in DAS How to invoke and run the reports in DAS This chapter contains the following topics How to Run DAS Reports The Donor Acknowledgement System Revised 09 16 2013 Page 50 Donor Acknowledgement System How to Run DAS Reports Running Reports Follow the steps below to run a report out of DAS from the Acknowledgement Form 1 From the Acknowledgements form click the Report button MBSD Acknowledgements Gift ID Started Before Max Amount Scope My Acks gt Date of Rec After Donor Name Status choose gt Date of Rec Before Donor Address Assigned To choose gt Entry Date After Trustee choose Team choose e I Entry Date Before Alum choose Started After Min Amount 2 Choose the report to run from the drop down list Report Launch Choose report type Manager 3 Click on Launch Running 2 reports are available from the detail of the gift record the Donor report and Reports from the Gift report the Gift Record To access the reports The Donor Acknowledgement System Revised 09 16 2013 Page 51 Donor Acknowledgement System How to Run DAS Reports continued Running 1 Double clic
31. he program code of the page This may not be useful for business users but would be helpful for the technical staff for troubleshooting purposes Paste copied text values including from Word document into clipboard then into the acknowledgement html editor Undo or Redo updates on the content Search for text replace specific text or simply select all text content of the template Format font or remove formatting last icon in the text formatting Align text to left center right or justified Specify text direction left to right or right to left Insert table horizontal line special characters or page break for printing Continued on next page Page 41 Donor Acknowledgement System Editing the Content continued Editing the Content of the Formatting style Used to select a pre defined style associated with Template Styles the acknowledgement text continued Font Format Used to select a pre defined header style Format associated with the acknowledgement text Used to select font size Text color and Used to set the color of the font background color A drop down list of DAS tokens Griffin fields that can be inserted into the Acknowledgement letter via the HTML editor The Donor Acknowledgement System Revised 09 16 2013 Page 42 Donor Acknowledgement System Copying and Pasting Content Copy and Paste The Paste icons in the html editor have limitations Pasting text from the
32. ile 5 Click on Page Setup File Edit View New Tab Duplicate Tab New Window New Session Open Edit Save Save As Close Tab Favorites Ctrl T Ctrl k Ctrl N Ctr o GEr 5 Ctrl To Page Setup Print Print Preview The Donor Acknowledgement System Revised 09 16 2013 Ctrl P Continued on next page Page 45 Donor Acknowledgement System Setting Print Page Options continued Setting Print Page 6 Inthe Margins section IE or the Margins amp Header Footer tab Options continued FireFox specify the appropriate margins to be used for printing Page Setup Paper Options Page Size Letter nA Q9 Portrait Landscape E Print Background Colors and Images V Enable Shrink4o Fit Headers and Footers Header Empty Empty Empty age number Page of total pages Total Pages Date in short format EE Daie in long format Status Time in 24hr format Custom 7 On the Headers and Footers section header and footer should have a value of Empty so that date URL link and page number will not be printed on the acknowledgement letter 8 Click on OK The Donor Acknowledgement System Revised 09 16 2013 Page 46 Donor Acknowledgement System Printing the Letter Printing the Acknowledgement 1 Select Print from the browser s main menu 2 Printing from the browser s main menu uses Window s print functio
33. isplayed The username is displayed in the upper right corner of the page above the Logout link On the sample navigation menu screen above system is the name of the current user Below is the DAS navigation menu with the logged in username gm THE UNIVERSITY OF CHICAGO Acknowledgements MyAccount Accounts Donor Acknowledgement USERNAME Tokens Groups Teams Templates Rules Logout Elements of the Elements of the navigation menu are described in the following table Navigation Menu Navigation Link Description Acknowledgements Acknowledgements will bring user back to a group s Processing dashboard page from whichever page you are currently on My Account My Account allows user to change user preference Accounts The Account menu allows user to create and maintain user accounts Available only to users with system admin role Tokens The Tokens menu allows system admin user to create and maintain tokens that will be used in the system Token is another term for data element or field Available privilege to system administrators only Group The Groups menu allows user to create and maintain groups Groups can be your organization s division or department Available to System Administrators only The Donor Acknowledgement System Revised 09 16 2013 Page 20 Donor Acknowledgement System Continued on next page Navigating DAS continued El
34. k a gift record from the Acknowledgement form or highlight Reports from And select Detail or Content the Gift Record 342 record s found Donor ID Donor Name Prim Rec Typ Addtl Rec Ty Attri Jnt Trans Type Mod Trustee Ind Alloc Nat continued Gift Outright s o a Y c mes A 0 u EE c o o cA ienee bose m oo EL ve nte 3 i Amo o R U C 5 0m nv 2 You are taken to the Acknowledgment Content or Detail form Acknowledgement Update Gift ID 0002106585 2 G Group MBSD Team Started 04 30 2013 Completed Status Unassigned Status Date 04 30 2013 Template Receipt 0002 85 Gift Amt 0 00 Donor ID 0004s Donor Name Prim Rec Type Friend Addtl Rec Type Attrib Dnr Cnt Jnt Gift Ind No Trans Type Gift C Mod Ind Trustee Ind No Alum Ind No Alloc Name Trans Type Gift Outright Date of Record Augu Credit Amt 3 Click the Donor ID or Receipt link to open the Business Objects report The Donor Acknowledgement System Revised 09 16 2013 Page 52 Donor Acknowledgement System Appendix A Flowchart of DAS Workflow mport data from Team Assignee Letter Reviewed create and save Reviewer will make the letter using the necessary changes assigned template to the letter Team assigned Team support staff to with review gt gift record assigned template Group rules will be
35. ledgement System Working with the Content of the Gift Record continued Merging the 1 On the acknowledgement Content page click on Merge to replace the Tokens Values token names with actual values Template Medicine Center Gene Type MBSD Thank You Lette v Comment km mcn i 2 Click on Save 3 Click on Cancel to disregard any changes to the acknowledgement content Adding 1 On the acknowledgement Content page type in text in the comment Comments field 2 Click on Save 3 Click on Cancel to disregard any changes to the acknowledgement content page Su comment value will be saved and added into the Processing log after clicking on Save Then the comment field will be cleared of its value The Donor Acknowledgement System Revised 09 16 2013 Page 40 Donor Acknowledgement System Editing the Content Editing the The content of the template can be edited using the provided html editor It Content of the has formatting functionality that is very similar to that within MS Word Template When the mouse is hovered over an icon a hot tip of the feature is displayed A description of each icon is provided in the table below Icon Undo Redo Search Replace and Select Al Text formatting Alignment and Text direction Table special characters line and page break The Donor Acknowledgement System Revised 09 16 2013 Description The source button displays t
36. nality dialog form General Options Select Printer 12 Add Printer f Lexmark X125 Microsoft XPS Document Writer Status Ready E Print to file Location Comment Find Printer D Page Range Al Selection Current Page Pages 1 Enter either a single page number or a single page range For example 5 12 Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 47 Donor Acknowledgement System Printing the Letter continued Printing the Acknowledgement 3 Or select an acknowledgement and click the Print button from continued the Acknowledgements or Acknowledgement Content page Zrecora s round Donor ID Donor Name Prim Rec Typ Addti Rec Ty Attri Jnt Trans Type Mod Tru Alloc Name m j lt n nw Acknowledgements form Acknowledgement Content Template Medicine Center Gend Type MBSD Thank You Lettd Comment i Source Mek BoU Sau Styles Format M iz E Tokens It gave me great pleasure to learn of your recent gift supporting Endowment Principal Funds at the University of Chicago Medicine Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 48 Donor Acknowledgement System Printing the Letter continued Printing the 4 The content of the acknowledgement letter will open in another browser window or tab depending on your bro
37. nt via Signature a email Out for Signature Status when an acknowledgement letter is assigned to a Signer and awaiting signature Complete Status when an acknowledgement letter is signed and mailed to recipient No Acknowledgement Status when a gift does not require any acknowledgement The Donor Acknowledgement System Revised 09 16 2013 Page 16 Donor Acknowledgement System Chapter Three Getting Started with DAS Chapter Overview Introduction Although DAS is available 24 7 and accessible via the web groups and users must be granted access to the system Access is granted by approval from the ARD User Relations team and accounts are setup by a System Administrator Please contact griffinhelp uchicago edu for further information Chapter At the end of this chapter you will understand how to Objectives e Access the system e Log into the system e Navigate the system using the Navigation menu Chapter Content Topic See Page Accessing and Logging into DAS 18 Navigating DAS 20 The Donor Acknowledgement System Revised 09 16 2013 Page 17 Donor Acknowledgement System Accessing DAS Logging into DAS 1 Open a supported browser i e Internet Explorer Google Chrome or Firefox 2 Type in the DAS URL link in the browser s address bar and press Enter For now the DAS URL is https acks uchicago edu 3 The DAS login page will display dE T
38. oved acknowledgement letter 8 The team Support staff will print and send the Acknowledgement letter to the signer 9 When the Acknowledgement letter is signed it will be mailed to the recipient Donor 10 Status of the acknowledgement in DAS will be set to Complete D reefer to Appendix A for a flowchart of the DAS Workflow The Donor Acknowledgement System Revised 09 16 2013 Page 13 Donor Acknowledgement System Workflow Roles and Responsibilities Acknowledgement A Team is the group of users with different roles that are assigned to work Team Roles and on an Acknowledgement letter Each member of a team has their own role Responsibilities The team roles and responsibilities are as follows Role Responsibilities Team Administrator e Add and remove team users e Create and maintain team templates e Create and maintain assignment rules Astinnes An assignee creates the Acknowledgement letter Support staff e Reviews the team assigned to the Acknowledgement e Reviews the approved Acknowledgement e Print Acknowledgement letters and send to Signer e Change the Acknowledgment s status to Complete once it has been mailed to recipient A Reviewer reviews the created Reviewer Acknowledgement letter makes necessary changes and approves it ee A Signer signs Acknowledgement letters before mailing to recipient The Donor Acknowledgement System Revised 09 16 2013 Page 14 Dono
39. process and the statuses assigned to a stage e Understand the workflow responsibility by role e Understand system buttons and icons e Manage gift record team assignments e Manage gift record acknowledgement letter and template assignments e Approve and review templates e Print templates e Run reports Volume Content Chapter Two Understanding DAS Workflow Chapter Four Processing Gift Records Chapter Five Managing the Acknowledgment Chapter 7 Acknowledgment Reporting Appendix C Email Notification The Donor Acknowledgement System Revised 09 16 2013 Page 9 Donor Acknowledgement System DAS Overvi About Gift Acknowledgement and DAS DAS User Requirements Chapter One Introduction to DAS ew A Gift acknowledgement is correspondence in the form of a letter card E mail or other communication sent to a donor to recognize a gift or a pledge made A gift may have primary and attributed donors Attributed donors are in a form of associated joint in memory of or in honor of donor s Gift acknowledgements may be sent to primary and attributed donors The Donor Acknowledgement System DAS is a role based web application that automates the process of creating printing and tracking correspondences sent as acknowledgement to the gifts made to the University Gift data for DAS will be pulled from Griffin and made available via the user s acknowledgement dashboard in
40. r Acknowledgement System Other DAS Roles and Responsibilities Group and System Roles Role Responsibilities Group Administrator Update group that Group Admin is a member of Create and remove teams Create and maintain team templates Create and maintain assignment rules System Administrator Create and maintain users Create and maintain groups Create Tokens The Donor Acknowledgement System Revised 09 16 2013 Page 15 Donor Acknowledgement System DAS Workflow Statuses DAS Workflow Status Values The gift record will undergo numerous statuses as it moves throughout the workflow process The workflow statuses are defined in the table below STATUS DESCRIPTION Assigned Status when a gift record satisfies a pre determined assignment rule and has been assigned to a team and template Unassigned Status when a gift record did not satisfy any pre determined assignment rule thus assigned to no team and needs to be reviewed by support staff to determine if it should be acknowledged Create a Letter Status when an assignee has started creating the acknowledgement letter In Review Status when an acknowledgement letter is already assigned to a Reviewer for review Status when an acknowledgement letter has Approved been approved and ready for signing Pending Electronic Status when an acknowledgement is awaiting electronic signature before being se
41. s Understanding DAS Workflow Provides an overview of the acknowledgement processing in DAS and defines the terminology and responsibility used throughout the system Getting Started with the Donor Acknowledgement System Provides an overview of the menus links and icons that you see throughout the system Processing Gift Records Describes how to utilize the Acknowledgments Update form as a processing dashboard to search for and view the detail and content of the gift record s to be acknowledged Managing the Acknowledgement Template Provides an overview of the acknowledgement letter templates and how to manage and assign them Printing the Acknowledgement Describes how to print the acknowledgement letter and how to access its history Acknowledge Reports Describes how to report on the gifts that were acknowledged Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 6 Donor Acknowledgement System Manual Overview continued Manual Volume Two The Application Admin Workflow Content continued Chapter1 System Administration Describes the role of the system admin and how to create and manage DAS groups Chapter 2 Group Administration Describes the role of the group admin and how to create and manage DAS group users and teams Chapter 3 Team Administration Describes the role of the team admin and how the team admin works within the system to maintain teams and team mem
42. ssesseeseeeeeeeeeseeessetsseeesesssetssettsstesstesseesseeesseeesseessresseesset 43 Chapter Six Acknowledgement Printing esssessseessecesocesooeesocescecssocesccsccocecoeesseessecesocesocesso 44 Chapter EL EI NN ED 44 TOC MH M 44 rop C P 44 Chapter C oBntente o iei cor DN Rude Du a SM da iN HMM M E E NN 44 Setting Print Page Reiter RC 45 Sens Print Pause MOMS eet Eo S Rat PANI Fal E E EE 45 Printing th Letter 47 Printing die Ack mow lee Seem Oil s sd no RUD siene DE HIDE a Veneer ace EI Le ERN 47 Chapter 7 Acknowledgment Reporting ecce eee eren eee eee eee en ee etta eee ta see eo seen nasce 50 Introduction 10 DAS Reporting au eet neon rst treni eS epar req Re opaca Ed RUN npe ia etel 50 Chapter Tir T 50 Bird vnl T HO 50 How to Run DAS Bepofte usoo pod dora PRI Deu I m NEN E a 51 Running Reports from the Acknowledgement Form eene 51 Running Reports from the GITUBRGDORG oci to rp IE DPA Id es e dor Eo aoa 51 Running Reports from the Gift Record essere 52 Appendix A Flowchart of DAS Workflow 4 ce ee ee ee ee eee eee eee enne ee to eee to seta seen 53 Appendix B List of available Tokens e eee eee eee ee eee eee e
43. ssssssessrssresresstesrerressresreereeseeseeereesreseeseresee 20 Chapter Four Processing Gift Records sessseesseessecesocesooecsocsscecssocssocscoocecoessscessecesocesooseso 22 Chapter Cy OTN W eerren e E E A rune i Ms 22 Ti OGUICELOM m 22 Chapter ODIBGIVBS qo dados ad ated Poet ub es nint e ere var Cnr an en ee ye enNer eee mere 22 Chapter E onferibsse eser caedi Drs aped aac M PE MORIR tau pM 22 Understanding the Acknowledgements Page erri erroe ta ede eu Pb A e RE E SS SA FERAS E 23 Sections OF the Pate ufi ete ODIUM MAD Due fed pU 23 Performing q Ot Rec rd 360dEBDcaset a RUE QUUD RS EIER EHI PR FEE PIN MI Ns UE NN 24 Searching Gifts to Acknowledge sse ra m datae DU ule parate t C dette Ones 24 Sorting Gift ROSOPUS cuba ERE DID rote PED rU E DII MN DN e HMM NEN DRE 25 IrDA ioc NE NT 25 Viewin Gift RECTAS enesenn M qM NM HE MN HMM E 26 Accessing and Viewing Details of the Gift Record sseeeeeeee 26 Modifying the Gift Record Debillaz user t dos RR bt E eINI DER EL NE ED RPM 28 Updating the Gift Record Detalle acento edo ota ere ER Rec o REV nda dure ac P npe a ER ERU 28 Reassigning the Acknowledgement Team eese eeeeee eene eene eene 28 Updating the Workflow Status sse utm th tota pl dep PIRE RIXA TE Cep MAREA IN DER DH bM PN TON E S Ubi NE 29 D plicating th Gift Recofd ssori ee dra da date uci Ren E Uca in RUE 30 Deleting Gift
44. t the The Content page is the template assigned to the acknowledgement Content Page Below is a sample Acknowledgment Content page with the tokens highlighted Acknowledgement Content Gift ID Group MBSD Team Basic Sciences T Started Completed Status Assigned Status Date Template Receipt Gift Amt Donor ID Donor Name Trustee Ind No Alum Ind Yes Template Medicine Center Gene Type MBSD Thank You Lette Comment Load es a co gt Source fe amp 3 fa ha ai B U 8 Xx lil Mh MI All AU B azos Styles Format Font Size i57 T Salutation Other samples Dr Freeman Mr DONOR_DEFAULTSALS It gave me great pleasure to learn of your recent gift supportink GIFT FUND NAMEf at the University of Chicago Medicine As a member of the University community you know firsthand the importance of philanthropic support and the impact it has on the advancement of medicine Not only are you helping to fund important education research and patient care programs but you are helping to improve the lives of countless individuals who benefit from our work Thank you for your leadership and commitment Continued on next page The Donor Acknowledgement System Revised 09 16 2013 Page 37 Donor Acknowledgement System Working with the Content of the Gift Record continued Replacing and 1 On the acknowledgement Content page select the applicable template Loading the from th
45. w terminology and process e The high level gift acknowledgement workflow e System roles and responsibilities e The acknowledgement statuses Chapter Content Understanding DAS Workflow Workflow Roles and Responsibilities 14 Other DAS Roles and Responsibilities lS a LWoklowSumes J 16 The Donor Acknowledgement System Revised 09 16 2013 Page 12 Donor Acknowledgement System Understanding DAS Workflow Explanation of The DAS workflow process is as follows the Workflow Process 1 DAS will pull gift and selected bio data from Griffin 2 Each pulled gift record will be evaluated thru pre defined assignment rules ae assignment rules are processing rules created in DAS that will be used to assign a gift record to a specific team and acknowledgement letter template 3 If an assignment rule is met the gift record is assigned to a team and an acknowledgement template 4 Email notifications are sent to various team members based upon email rules set on the group level See to Appendix C for email notification examples B The team Assignee will create the Acknowledgement letter using the assigned template for the rule the gift record satisfies e Each group will have their own set of assignment rules and templates 6 When an Acknowledgement letter is created the team s Reviewer s will review update the letter as needed and approve it Ts The team Support staff will review the appr
46. wser settings Acknowledgement continued https grifdevutill das api view acknolowgeme e B amp mm v Pager Safety Tools v It gave me great pleasure to learn of your recent gift supporting Endowment Principal Funds at the University of Chicago Medicine As a member of the University community you know firsthand the importance of philanthropic support and the impact it has on the advancement of medicine Not only are you helping to fund important education research and patient care programs but you are helping to improve the lives of countless individuals who benefit from our work Thank you for your leadership and commitment The Donor Acknowledgement System Revised 09 16 2013 Page 49 Donor Acknowledgement System Introduction to DAS Reporting Chapter Objectives Chapter Contents Chapter 7 Acknowledgment Reporting DAS provides three reports as downloadable Excel files The table below describes the contents of the reports in DAS Report Name Report Description Manager Report Status Report Average Turn Around time Report This report will show selected gifts and acknowledgement detail Acknowledgement records that can be included in this report will be from a Search Query result This report will show the current status and number of records for each Acknowledgement status within a given period by Team or Team Member This report will show the average time as a

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