FR Handouts Set A Chicago May 2013
Contents
1. Summary Fields You will get a screen with four major headings Active Fields which allows you to specify which fields should be included in the Summary Fields None of the fields are required so you can skip irrelevant fields Contribution Types specifies which kind s of contributions are to be included in the totals For example event fees are not usually included in this total so you would not select that contribution type 04 22 2013 Progressive Technology Project FR Packet Page 2 Setting up and Using the Summary Fields Set Membership Contribution Type if you are showing the latest membership payment select one or more contribution types to be used for membership payments Event Types Select the type of events to be included in the Name and Date of Last Attended Event fields Participant Status Mark the participant status that is required for the event to be included in the Name and Date of Last Attended Event fields SumFields Summary Fields Settings Please indicate which of the available summary fields you would like to enable Total Lifetime Contributions Total Contributions this Year Total Contributions last Year Amount of last contribution Date of Last Contribution Date of First Contribution Largest Contribution Count of Contributions Average Annual Calendar Year Contribution Date of Last Membership Payment Amount of Last Membership Payment Name of the last attended2. Save this group as a new smart group This is the group that will be called when the phoning starts 11 Member Donors Go to Advanced Search and use any of the other groups that you ve made as input For instance you might search in the Phonebook Includes and then select the Member tab and search for current members Save this group as a new smart group This is the group that will be called when the phoning starts 12 Contacts for Organizational Donors Go to Advanced Search and use any of the organization groups that you ve made as input Select Display Results as Related Contacts In the relationships tab select the appropriate contact relationship to use to find the contacts This is the group that will be called when the phoning starts 3 Progressive Technology Project 05 15 2013 FR Packet Page 8 PowerBase Fundraiser s Cheat Sheet 13 Sustainers Go to Advanced Search and use any of the organization groups that you ve made as input In the contributions tab search for contributions that are flagged as recurring This is the group that will be called when the phoning starts 14 Never donated but active To make this group you ll need to run either or both the Custom Searches Count Events Attended and the Activity Engagement Count and put the results into a smart group Go to Advanced Search to look in the Summary Fields for people with 0 contributions and make a new Smart Grou
3. are using Make a smart group of the results Go to the Custom Searches Include Exclude Contacts in a Group Tag and include the Lapsed Donor group and exclude those that are in the PhoneBank Excludes Save this group as a new smart group This is the group that will be called when the phoning starts For Lapsed Organization Donors do a similar process but search for Organization Contacts when looking in the Summary Fields for missing contributions 9 Major Donors use Advanced Search to look in the Summary Fields searching for major donors who have contributed the desired minimum amount in the time period you are interested in Make a smart group of the results Go to the Custom Searches Include Exclude Contacts in a Group Tag and include the Major Donor group and exclude those that are in the PhoneBank Excludes and the Recent Contributors groups Save this group as a new smart group This is the group that will be called when the phoning starts For Lapsed Organization Donors do a similar process 10 Small Donors use Advanced Search to look in the Summary Fields searching for donors who have contributed an amount ot less in the time period you are interested in Make a smart group of the results Go to the Custom Searches Include Exclude Contacts in a Group Tag and include the Small Donor group and exclude those that are in the PhoneBank Excludes and the Recent Contributors groups
4. paper based callers will use 6 Decide what custom fields you will need to add to the Contact record We have a default set that we suggest that include a Donor Solicit Which indicates whether to include this donor in your targets or not b Donor Current Level the typical level this donor has been giving at c Donor Ask Level the target level you d like to see the donor at d Donor Category these categories allow you to separate donors into groups by age or connection to staff or board The options are boundless Donor Allegiance the loyalty to your organization and its mission mh Donor Notes free form notes Progressive Technology Project 05 15 2013 FR Packet Page 6 PowerBase Fundraiser s Cheat Sheet g Donor Objective Assign goals such as Increase Maintain Recover New h Donor Solicitor the person responsible for making the ask and cultivating the relationship 7 Make sure the Summary Fields Tab has been added to your PowerBase so that you have the history fields needed for building the groups of donors based on their giving history 8 Review what you need to learn about PowerBase before starting this a To build groups i Advanced Search ii Search Builder iii Custom Search for donation history tv Custom Search to include b Creating reports from a template c Creating Profiles for a phone bank survey d Creating custom fields e Reserving and interviewing people in a survey 9 Chec
5. s home page dashboard so that there is a daily reminder of upcoming tasks While many activity types such as a meeting or phone call can be used for managing foundation fundraising there are some that are specific to fundraising 3 29 2013 Progressive Technology Project FR Packet Page 11 Managing Grant Proposals and Reporting with PowerBase Letter of Inquiry The cycle of activities with a foundation is often initiated by sending a letter of inquiry which if responded to positively leads to a meeting of some sort and then to writing a grant proposal Use the Letter of Inquiry activity to assign the task of writing the Letter of Inquiry to someone on staff and then when completed to record that it was sent Grant Proposals There is an activity type called Proposal that is designed to be used for managing the grant proposal workflow The idea would be to create the scheduled activity with the date due as soon as you learn about the grant application deadline Associate it with the foundation and the program officer to whom the proposal will be submitted Assign it to the person s responsible for writing the proposal You can add notes the amount that you plan to request if known and other details Give it scheduled status until the grant proposal is completed then update the activity to show it as completed The proposal activity type also has a specific proposal status that can used to record the disposition of the prop
6. Data v2 Match Fields v3 Preview Summary step 4 of 4 Import has completed successfully The information below summarizes the results CiviCRM has detected invalid data and or formatting errors in one record This record has not been imported You can Download Errors You may then correct them and import the new file with the corrected data Total Rows Total rows contribution records in uploaded file Invalid Rows skipped Rows with invalid data in one or more fields These rows have been skipped not imported Download Errors Records Imported Total number of rows imported successfully Done Figure 5 Fourth Screen the Import Results Once you complete the import you get a screen with the results If all the contribution data was entered correctly and matched a contact all of the rows will go in If there is an error on the row it will show it as Invalid Row skipped Click on the Download Errors button to get a copy of your file with only the offending rows A new column is added that holds an error message for the row In this case we didn t have a match on the contact in the contribution import table We ll have to add the contact then reimport the contribution Since it s only one contribution we may opt to add the contribution manually after we create the Individual contact record 2 22 2013 Progressive Technology Project FR Packet Page 21 How to Use SYBUNT D
7. PowerBase Fundraising Handouts Set A Chicago May 20 21 2013 Setting up and Using Summary Fields Page 1 PowerBase Fundraisers Cheat Sheet Page 7 Managing Grant Proposals and Reporting With PowerBase Page 12 Importing Contributions Page 14 How to use SYBUNT Page 23 Customizing Receipts in CiviCRM Page 25 Setting up and Using the Summary Fields Set Summary Fields Introduction To make it easier to search for major donors recent donors lapsed donors as well as to show a synopsis of a donotr s history there is an option to extend your PowerBase data by creating the Summary Fields tab Once you ve completed set up this tab will appear alongside other tabs in contact records showing the totals for each individual All of the data in the Summary Fields group are calculated from other data entered into your PowerBase as contributions membership or event participation The benefit of making these items available as calculated fields is that they can be searched in Advanced Search and used as a basis for a smart group as well as for tokens in email and print communications The set of available fields include Total Lifetime Contributions Total Contributions this Year Total Contributions last Year e Amount of Last Contribution e Date of Last Contribution e Date of First Contribution e Largest Contribution e Count of Contributions e Average Annual Calendar Year Contribution e Date of Last Membership Paym
8. RM Field Donor first name ay First Name match to contact Donor last name Last Name match to contact Donor cardholder name ae do not import Donor email address gs gmail com Email match to contact Donor address 1 D Street Address match to contact Donor city do not import lt aca aaa a aA a a ac Donor state NE do notimport Donor zip 68154 do not import Donor country us us do not import Donation amount 20 00 20 00 Total Amount Donation Status Completed Completed Contribution Status do not import Date 1 15 2013 1 15 2013 Receive Date Contribution Type Donation Campaign Contribution Contribution Type _ Save this field mapping Figure 3 Second Import Screen Completed When your matching is completed the screen will look like the one in Figure 3 Second Import Screen Completed If you know you will be importing a dataset just like this one in the future you can Save the field mapping by ticking the appropriate box and entering a name When you are done with the page click Continue gt gt PowerBase will verify your data for some errors and if it passes you ll get to the next screen which allows you to import the contributions 2 22 2013 Progressive Technology Project FR Packet Page 19 Guide to Importing Contributions
9. ceipts in CiviCRM Each Contribution Page has a custom Receipt Message section that appears before the system wide receipt text Each Online Event Registration Page has a custom Confirmation Email receipt Text section that appears before the system wide receipt text Offline or manually entered contributions have an option to send a receipt Recurring contributions have a separate set of receipts In addition your payment processor will often have an option of sending its own receipt from outside of your CiviCRM installation Modifying Receipts You can edit the text that s in the receipts in two ways 1 If you are on an Internet facing contribution page s Thank you and Receipting tab or an event page s Online Registration tab it s an option in the page set up Note that this text can be html but that CiviCRM does not give you the full html editor for that input box If you aren t comfortable editing html directly one trick is to use another window to edit the text using the full editor and then copying the source html into the text box Receipts on these pages will only apply to financial transactions issued from these pages Note that what s edited here will be added to the default receipt template The default text for receipts can be edited from a menu option on the Mailings Menu Go to Mailings gt Message Templates Once there click on System Workflow Messages to get to a list o
10. elect a Tag if desired If none are selected all contacts are included v Report Criteria Display Columns x Donor Name Set Filters Donor Name Contains v This Year IsCalendarYear v 2013 v Contribution Type Is one of C3C CCI Grant C3G CCI Gift C3M CCI Membership C4C Action Fund Grant v Contribution Status Isoneof CE Pending Cancelled Failed v Isoneof v _2013 EPA meeting attendees mbrs KI _2 12 c3 membershipskc _2 12 13 Budget petition signers Prosp _2 26 13 members mailing list vj Isoneof v Unconfirmed Preview Report Progressive Technology Project 3 14 13 FR Packet Page 22 How to Use SYBUNT Donations received Some Year But Not This Year The results displayed will show a row with each donor and columns for the prior three periods and a total for the periods before that and a life time total donation You can also display the annual totals as results ina bar chart or a pie chart It does not show the individuals While you can export the list of contacts at this time you cannot add them to a group for use in future fundraising Progressive Technology Project 3 14 13 FR Packet Page 23 Customizing Receipts in CiviCRM Receipts are email messages that are delivered as a result of a financial transaction in CiviCRM Receipt Sources There are multiple sources of re
11. ent e Amount of Last Membership Payment e Name of the last attended event e Date of the last attended event There is a link on the Administration menu to allow you to pick which fields of the custom field set to implement and which contribution types financial types to include in these totals You also have the option of adjusting the fiscal year end setting in CiviCRM After the initial set up these fields are updated whenever someone modifies the related records For example a new contribution of the correct type will automatically change at minimum the Total Life Contributions Total Contributions this Year Count of Contributions Average Annual Contribution Date of Last Contribution and Amount of Last Contribution If it s the first contribution for this individual or organization the Date of First Contribution and the Largest Contribution will also be changed 04 22 2013 Progressive Technology Project FR Packet Page 1 Setting up and Using the Summary Fields Set Summary Fields Setup For Summary Fields to work there are two steps required Enable the Software Extension First a PowerBase Administrator must enable what s known as an extension which installs the software on your PowerBase To do this go to Administer select and click Administration Console and find Manage Extensions in the System Settings section Click on that link Administer CiviCRM Administer your CiviCRM site using the links on t
12. event Date of the last attended event Please indicate the contribution types you would like included when calculating contribution related summary fields Active Fields 4 SI IS SIS IS IS IS IS IS IS IS LS Donation Event Fee Foundation Grant In Kind Contribution Types V v v v v Member Dues v v v PowerBase Hosting Fee PowerBase Support Fee PowerBase Training Fee Please indicate the contribution types you would like included when calculating membership payment related summary fields Membership Contribution Donation Types v v Event Fee v Foundation Grant vJ In Kind v Member Dues v v v Y PowerBase Hosting Fee PowerBase Support Fee PowerBase Training Fee Please indicate the event types you would like included when calculating event related summary fields v Conference lt Training Fundraiser v Meeting v v Event Types Direct Action Lobby r A E O Press the Save button and the fields will be created and updated This process can be repeated if you decided to change your configuration However if you repeat this process 3 04 22 2013 Progressive Technology Project FR Packet Page 3 Setting up and Using the Summary Fields Set after you have already
13. f all the text included in the receipts You can also get to these receipt templates from Administer gt Communications gt Message Templates These system templates use the PHP language to generate the text via Smarty templates www smarty net You can add html as well Note that these templates apply to ALL transactions coming from your PowerBase So for example if you are hosting payments for a C4 and a C3 organization they will both receive the text on these receipts Editing receipts can be complicated to modify so feel free to reach out PowerBase Support with questions Progressive Technology Project 4 24 2013 FR Packet Page 24
14. his page Click for descriptions of the options in each section gt Customize Data and Screens Custom Data Website Types Profiles Instant Messenger Services Tags Categories Mobile Phone Providers Activity Types Phone Type Relationship Types Display Preferences Contact Types Search Preferences Gender Options Individual Prefixes Ms Mr Individual Suffixes Jr Sr Location Types Home Work Communications Organization Address and Contact Info From Email Addresses Message Templates Schedule Reminders Preferred Communication Methods Localization Languages Currency Location Address Settings Users and Permissions Access Control System Settings Configuration Checklist Enable CiviCRM Outbound Email Settings Payment Processor Navigation Menu Word Replacements Manage Custom Searches Label Formats Print Page PDF Formats Email Greeting Formats Postal Greeting Formats Addressee Formats Date Formats Preferred Languages Synchronize Users to Contacts CMS Database Integration Safe File Extension Options Option Groups Import Export Mappings Debugging _ a a ai Click on Install on the Summary Fields line and the software will be installed and ready for configuration Configure the Software Go to Administer gt Customize Data and Screens gt
15. hone and whatever other custom fields you created for this survey Create the Survey Go to Campaigns gt New Survey and create the survey The Activity type will be Phone Bank You can use the default result set or make a new one The result set is used to confirm that a phone bank is completed If you set a recall field to a number which signifies the number of days that person will be eligible to be recalled for this survey Create the Call Sheet for Offline Callers If you re having offline callers you can make a template of the information that you want to be printed on the sheet they use while calling Typical information would be name address phone number issue interest constituent type and donation history if available Also include a place for recording credit card information and promise amount 4 Progressive Technology Project 05 15 2013 FR Packet Page 9 PowerBase Fundraiser s Cheat Sheet Make Groups for Individual Callers If you want some our potential donors to be called by specific solicitors use Advanced Search to make the groups If you ve assigned solicitors to the contact record then it s simply a matter of pulling up the group and limiting the search to the specific solicitor and saving the results as a smart group If not make a regular group for this solicitor In both cases a consistent naming convention will help you remember who belongs to whom Running the Phone Bank Now tha
16. ich allows you to retrieve your mapping list and re use it That s a good thing because it makes the next page go quickly the next time around but only if the table s field layout is in the same order as the prior import The next couple of screens show the second step with different import files 2 22 2013 Progressive Technology Project FR Packet Page 17 Guide to Importing Contributions Import Contributions v1 Upload Data 2 Match Fields 3 Preview Match Fields step 2 of 4 Review the values shown below from the first 2 rows of your import file and select the matching CiviCRM database fields from the drop down lists in the right hand column Select do not import for any columns in the import file that you want ignored If you think you may be importing additional data from the same data source check Save this field mapping at the bottom of the page before continuing The saved mapping can then be easily reused the next time data is imported Continue gt gt Column Headers Import Data row 2 Import Data row 3 Matching CiviCRM Field External Identifier match to 6234 8277 External Identifier match to contact v contact do not import do not import do not import Contribution Status Contribution Type do not import Currency Email match to contact External Identifier match to contact Fee Amount First Name match t
17. k to make sure your payment processor is set up and supports recurring donations if you will be requesting them from your donors Setup Phase Group Setup Just about every project that you undertake will require groups PowerBase is driven by groups SO it s important to create the Groups you need Many of the groups may already be there If not create searches and save them because they will be reused by everyone for other tasks Try to develop a consistent naming convention Also try to make them as smart groups so they are updated automatically 1 Use Search Builder to create a smart group with individuals with a valid mailing address if sending a printed letter and or a group with a valid email addtess if sending an email appeal 2 Use Search Builder to create a smart group with individuals with an invalid mailing address if sending a printed letter and or a group with a invalid email address if sending an email appeal 3 Use Search Builder to create another smart group of individuals with a phone numbers excluding people who are marked do not phone and who have a preferred contact method other than phone Call this PhoneBank Includes 4 Use Search Builder to create another smart group of individuals without a phone numbers also include people who are marked do not phone and who have a preferred contact method of phone Call this group PhoneBank Excludes 5 Use Advanced Search to look in the Summary Fields t
18. lank Save the results as a smart group 04 22 2013 Progressive Technology Project FR Packet Page 5 PowerBase Fundraiser s Cheat Sheet This document is a brief outline of the steps a development staff person will do to set up a phone bank with either online or paper based recording of payments and promised payments It s not meant to teach all the components that you will need to master nor does it pretend to know the best way to manage potential contributors It should be useful though for keeping track of all the parts of a phone bank fundraising campaign Planning Phase 1 Determine which groups of contributors will get called Examples a New Donors Lapsed Donors Major Donors Small Donors Member Donors Contacts for Organizational Donors Sustainers ro me ao o Never donated but active 2 If this is a phone bank to follow a letter or an email write the letters appropriate to each group 3 Determine if volunteers board members and or staff will be doing the calling On paper assign the groups to the callers 4 Determine what information about the donor the callers will need in front of them while calling a Membership status Issue interest Donor history Participation level Address and email Spouse partner household members g Ask Amount mooao 5 Decide if you will have enough trained callers and equipment to do the phonebank in front of the computer If not determine what forms the
19. load with unique values so that you can import or export to another system For example if you re doing voter ID work the contact external ID will contain a link to your voter files so that you can transfer data from the voter database to your PowerBase and vice versa In the case of contributions it might be a unique number also known as a unique key from the bank for the donor that s contributing or if it s for a legacy fund 1 2 22 2013 Progressive Technology Project FR Packet Page 13 Guide to Importing Contributions collection system it might be the unique key that they use to identify the contact If this is a one time import you can also assign an arbitrary unique value to the contact external ID For example use today s date combined with a sequence number Using the date as part of the external ID will help ensure it doesn t overlap with anyone else s contact external ID If the contacts are already in PowerBase what data will you use to link the contribution to the contact As noted above a reliable method for linking a contribution to a contact is to use a contact external ID Equally reliable is to use the internal contact ID aka CiviCRM ID aka Contact ID but that can only be obtained from PowerBase either by transcribing it into your file one by one or by exporting the contacts and finding a way to match the contacts to the appropriate contribution records though some other means such as your spreadsheet prog
20. mport Contributions 1 Upload Data 2 Match Fields Preview step 3 of 4 The information below previews the results of importing your data in CiviCRM Review the totals to ensure that they represent your expected results Click Import Now if you are ready to proceed Total Rows 3 Total rows contribution records in uploaded file Valid Rows 3 Total rows to be imported Column Headers Import Data row 2 Donor first name Ja import Data row 3 Matching CiviCRM Field First Name match to contact Donor last name Camo Piata Last Name match to contact Donor cardholder name Jo do not import Donor email address Email match to contact Donor address 1 Street Address match to contact Donor city do not import Donor state do not import Donor zip do not import Donor country do not import Donation amount Total Amount Donation Status Contribution Status do not import Date 1 15 2013 1 15 2013 Receive Date Contribution Type Donation Campaign Contribution Contribution Type Figure 4 Third Screen Review and Import If this screen looks good you can click Import Now gt gt to bring the contribution data in 2 22 2013 Progressive Technology Project FR Packet Page 20 Guide to Importing Contributions Import Contributions v1 Upload
21. nt by itself depending on dedupe rules and data content phone matches to primary phone O O 00 0 0 street address matches to primary PowerBase will use the default strict de duping rule to match the contribution to the correct contact It is beyond the scope of this document to cover de dupe matching rules but you can find some information in the CiviCRM manual here http book civicrm org user current common workflows deduping and merging You can t import these fields e Recurring contributions that are linked to a recurring contribution that has been set up to repeat e Memberships that are linked to contribution records In Honor of e In Memory of e Contribution price sets e Quantity or Premium information 2 22 2013 Progressive Technology Project FR Packet Page 16 Guide to Importing Contributions Importing the Contribution Records You ll find the Import Contributions link on the Contributions Menu of your PowerBase When you select it you ll see the screen in Figure 1 First Import Setup Screen Import Contributions 1 Upload Data 2 Match Fields 3 Preview 4 Summary Upload Data step 1 of 4 The Contribution Import Wizard allows you to easily upload contributions from other applications into CiviCRM Files to be imported must be in the comma separated values format CSV and must contain data needed to match the contribution to an existing contact in your CiviCRM da
22. ntributions or event registrations are added for example 04 22 2013 Progressive Technology Project FR Packet Page 4 Setting up and Using the Summary Fields Set Advanced Search In Advanced Search the fields will appear within the Custom Field Group Total Lifetime Contributions From Total Contributions this Year From Total Contributions last Year From Amount of last contribution From Date of Last Contribution From Date of First Contribution From Largest Contribution From Count of Contributions From Average Annual Calendar Year Contribution From Date of Last Membership Payment From Amount of Last Membership Payment From Name of the last attended event From Date of the last attended event From EE Cear Date of Last Contribution From To ES Certo fa Clear Date of First Contribution From To Clear To EE Clear Date of Last Membership Payment From To EE Clear To To EE Clear Date of the last attended event From To FRR Clear To Click to expose the Custom Field group and find the Summary Fields These fields can be used for ad hoc searches as well as supporting a smart group For example if you want to show everyone who gave more than 250 last year set the Total Contributions last Year from to 250 and leave the to b
23. o contact 6 5 2012 6 5 2012 Is Pay Later Last Name match to contact Net Amount Non deductible Amount do not import CCI Gift Note Payment Instrument Phone match to contact Pledge ID Pledge Payment Receipt Date t Receive Date SLSR EES Soft Credit do not import do not import 7 do notimport Figure 2 Second Import Screen PowerBase will show you the column headings from your import file and the related data from the first two records This helps you with the matching process When you are in the matching phase you ll go row by row and assign a PowerBase field to each column of your data that will be imported 2 22 2013 Progressive Technology Project FR Packet Page 18 Guide to Importing Contributions Import Contributions V1 Upload Data 2 Match Fields 3 Preview Match Fields step 2 of 4 Review the values shown below from the first 2 rows of your import file and select the matching CiviCRM database fields from the drop down lists in the right hand column Select do not import for any columns in the import file that you want ignored If you think you may be importing additional data from the same data source check Save this field mapping at the bottom of the page before continuing The saved mapping can then be easily reused the next time data is imported column Headers ort Data row 2 Import Data row 3 Matching CiviC
24. o make a smart group of people who have made recent contributions Call this group the Recent Contributors Progressive Technology Project 05 15 2013 FR Packet Page 7 PowerBase Fundraiser s Cheat Sheet 6 Use Advanced Search to look in the Summary Fields to make a smart group of people who have made contributions Call this group the Contributors 7 New Donors use Advanced Search to look in the Summary Fields to find people who have donated once and whose donation was this year or whatever time period you are using Make a smart group of the results Go to the Custom Searches Include Exclude Contacts in a Group Tag and include the New Donors group and exclude those that are in the PhoneBank Excludes Organization Excludes and the Recent Contributors groups Save this group as a new smart group This is the group that will be called when the phoning starts For New Organization Donors do a similar process but exclude the Individual Excludes instead of excluding the organizations 8 Lapsed Donors use Custom Searches Contributions made in Year X and not Year Y searching for lapsed donors in the time periods you are interested in This list will include all contact types An alternate approach that will allow you to limit it to organizations or individuals is to use Advanced Search to look in the Summary Fields to find people who have not donated this year or whatever time period you
25. onations received Some Year But Not This Year SYBUNT This report searches through ALL donors donations and finds donors who have given at one point but not in the year specified The report does not include contacts who have never donated Typically one picks the current year to find donors who have not given the current year Since the report includes ALL donations organizations with many years of donation history may want to make a group of donors covering the prior five years for example and then use that group as a filter Therefore the results will show who has donated at some point in the last five years but not in the year in question To run this report enter the year for which you are trying to find folks who have not donated in the This Year field Select whether you are using calendar year or fiscal year This report uses the fiscal year cutoff as defined in the date settings here https SITE ourpowerbase net civicrm admin setting daterreset 1 where SITE is the name of the PowerBase site Select the Contribution Types to be considered If none are selected all are included Select Contribution Statuses to be included In almost all cases the default of Completed is the best selection Select a Group if desired If none are selected all contacts are included In addition to the example above other possible reasons for using a group would be to select only individuals or only organizations S
26. osal by the foundation A copy of the proposal and any other correspondence could be attached to the activity New Grant Report Due When a grant is made then it s certain that a grant report will be due Use this activity type to schedule the Grant Report and assign it to the person responsible When the report is completed the status of the activity would be updated to completed A copy of the report could be attached to the activity Reporting on Foundation Work The reporting function of PowerBase can be used to track the contributions received as well as the scheduled and completed activities It s outside the scope of this document to describe how to set up a report for the dashboard other than to point out that using an activity report that shows scheduled activities for foundation work is the best practice for keeping a task list organized and documented for the entire team See this note on how to add a report or dashlet to the dashboard http www progressivetech org powerbase pb tip add a dashlet to yout pb homepage 3 29 2013 Progressive Technology Project FR Packet Page 12 Guide to Importing Contributions Getting Ready to Import Contributions If you ve never imported data into PowerBase before you should look over the sections in the CiviCRM user manual that explain the concept and the procedute http book civicrm org user current common workflows importing data This section covers contrib
27. our contribution file must be in a Comma Separated Values csv format not in the default spreadsheet format 2 22 2013 Progressive Technology Project FR Packet Page 14 Guide to Importing Contributions Prepare a file with the data that you are bringing into your PowerBase This figure Table 1 List of Contribution Import Fields shows you which fields are required and recommended The remaining fields are optional If not all fields are in your dataset Contribution Status for example you ll have to add a column to your data and fill each row with the desired Contribution Status values Table 1 List of Contribution Import Fields Contribution Field Note Accounting Code Amount Label Campaign ID Not the campaign name but the campaign id associated with the name Cancel Date Cancel Reason Check Number Contact ID Sufficient by itself to match to contact Contribution Page Contribution Source Good place to put this system that this contribution came from alternatively if you create a special batch identification for this import group you can retrieve them later if you need to delete them or otherwise repair your imported records Contribution Status RECOMMENDED usually is set to Complete Contribution Type REQUIRED must exactly match what s in PowerBase Currency Email May be sufficient by itself depending on dedupe r
28. p of Active Potential Donors Go to the Custom Searches Include Exclude Contacts in a Group Tag and include the Active Potential Donors group and exclude those that are in the PhoneBank Excludes Save this group as a new smart group This is the group that will be called when the phoning starts Send Letters and Emails If this is a phone bank to follow an appeal letter create groups with the good addresses and mail merge them in PowerBase and print the letter or download the names and do it in a word processor Do the same with the labels Send the letter Setup Popup Menu for Phone Bank Survey If you have special fields that you would like to display in the contact popup screen go to edit the field list in the Summary Overlay profile template from the Administer gt Customize Data and Screens gt Profiles gt Reserved Profiles Create the Phone Bank s Custom Fields It s typical to track notes and whether the donor is committing to donate during a survey Add whatever custom fields you need as a custom field group of the Used For type of Activities with a subtype of PhoneBank If you are extending the Contribution record this is a good time to add those fields to the Create the profile to use in the PhoneBank Survey Go to Administer gt Customize Data and Screens gt Profiles and create a profile with the information that you want shown to the callers Typically you would add home phone cell p
29. ram If you are setting up a monthly bank transfer file and if you don t have a contact external ID available from the bank or credit union then it will definitely be worth the effort to save and reuse the CiviCRM ID in your contribution import file If you don t have a contact external ID or the CiviCRM ID in your data you will need the individual s first name and last name in separate fields or if it s an organizational contribution the organization name As an alternative you can use an email address Since sometimes first names last names or email addresses are not unique in your PowerBase you can use combinations of them to achieve the match that you require This assumes of course that you have these fields in your contribution import file If you don t have these fields or if names are combined into one field you ll need to edit your import file before you try to import Are all the contributions from people that you can identify or was it cash that was collected at an event If your import file includes cash donations where the donor was not tracked you ll have to use a dummy contact to use to store this contribution history Importing Contributions First make sure the contact is already in your system If the contact is not already in your database you can t import their contributions This document won t cover importing contacts in detail See the references above for details Getting Started Y
30. t you ve gotten everything set up you re ready for the phone bank If you re splitting this into an offline and online Phone Bank separate the groups so that you can manage the offline part of it Offline Callers Reserve the contacts that you ll have volunteers call offline Assign them to yourself or to a placeholder contact that you create for this purpose Print the call sheets for all the ones you reserve If you have hundreds of records for volunteers to call it s a good idea to make subgroups of the call list so that you can print the call sheets in batches and then reserve call and record results for a smaller group at a time This will prevent you from getting overwhelmed with paper Online Callers You can reserve potential contributors for the online callers or have them do it Reporting Create some reports the activity reports work well for this to manage the ongoing survey Progressive Technology Project 05 15 2013 FR Packet Page 10 Managing Grant Proposals and Reporting with PowerBase Tracking Foundations Funders Grants Grant Proposals and Reporting Contact sub types Foundations There are special contact types created to track extra fundraising related information for Foundations and for Funders Both Foundations and Funders have the special designation of being contact subtypes in PowerBase Within the Organization category Foundation is a contact subtype that has special fields associated wi
31. tabase 7 Import Data File Browse_ File format must be comma separated values CSV Maximum Upload File Size 8 MB Fist row contains column headers Check this box if the first row of your file consists of field names Example Contact ID Amount Contact Type Individual O Household C Organization Select Individual you are importing contributions made by individual persons Select Organization or Household if you are importing contributions made by contacts of that type NOTE Some built in contact types may not be enabled for your site Importmode Insertnew contributions O Update existing contributions Date Format yyyy mm dd OR yyyymmdd 1998 12 25 OR 19981225 OR 2008 9 1 OR 20080901 mm dd yy 12 25 98 OR 12 25 98 OR 9 1 08 OR 9 1 08 Ke mm dd yyyy 12 25 1998 OR 12 25 1998 OR 9 1 2008 OR 9 1 2008 Month dd yyyy December 12 1998 O dd mon yy OR dd mm yy 25 Dec 98 OR 25 12 98 dd mm yyyy 25 12 1998 OR 1 9 2008 Continue gt gt Figure 1 First Import Setup Screen Check the highlighted fields to make sure they are set correctly to match your data Click on Browse to bring up a window that allows you to find the import file on your computer Once selected hit the Continue gt gt button Note if you ve already imported this type of contribution data before and if you ve saved the mapping list you ll see an option at the bottom of the page wh
32. th it The same goes for Funders except that it s a contact subtype of Individuals Contact subtypes allow you to collect different data for a particular Funder or Foundation contact that you might not collect for all Individuals or all Organizations The contact subtype Foundation has spaces for tracking funding areas of interest the average amount that the foundation typically gives out and notes on the foundation s requirements You can also use Constituent Type to differentiate further among Foundations if desired Funders Punders are individual subtypes that typically are program officers at foundations but they can be any type of funder including those that give personally There are spaces for writing notes as well as marking issue interest A program officer at a foundation would be listed as employed by the foundation so the Foundation and Funder are linked by a relationship Recording Contributions Grants Grants are recorded as contributions in PowerBase We suggest that you create a contribution type called Grants to differentiate from other types of donations Activity Types Activities are the way PowerBase tracks both future e g scheduled actions to be done by staff and they also keep a history of actions done Jy the contact i e made a contribution attended an event and wth the contact by staff i e check in phone call prospecting meeting etc Scheduled activities can be shown on the staff member
33. ules and data content External Identifier Sufficient by itself to match to contact Fee Amount First Name Matches as part of name to contact Invoice ID Must be unique can act as an external link for updating contribution records Is Pay Later Set to 1 if yes Last Name Matches as part of name to contact Net Amount Non deductible Amount Note Payment Instrument RECOMMENDED Phone May be sufficient by itself depending on dedupe rules and data content Pledge ID Pledge Payment Receipt Date Receive Date REQUIRED Soft Credit Requires identifying fields for the soft credit person Contact ID or External ID or First Name Last Name Phone Email Street Address combinations Street Address Depends on dedupe rules to match to contact Test N A Thank you Date Total Amount REQUIRED Format the data without dollar signs Decimal points are ok Transaction ID Must be unique can act as an external link for updating contribution records The import file must have some combination of fields to match to the contact as described above contact external ID sufficient by itself 2 22 2013 Progressive Technology Project 3 FR Packet Page 15 Guide to Importing Contributions internal contact ID sufficient by itself first name matches as part of name last name matches as part of name email address may be sufficie
34. used these fields in a profile the profile will no longer work properly You will have to repair it by re linking them to the profile Using the Summary Fields Once you ve created the Summary Fields you can display them and search on them Contact Record Display If you go to a contact record you will see a new tab called Summary Fields Click on it to get the fields and their values for that person Summary Contributions 4 Pledges o Memberships 2 Activities s4 Events6 Relationships 20 Groups 12 Notes Tags 4 ChangeLog 33 Grant Infoo Summary Fields 1 Edit Summary Fields ew Edit Delete 7 650 00 Total Lifetime Contributions Total Contributions this Year Total Contributions last Year Amount of last contribution Date of Last Contribution Date of First Contribution Largest Contribution Count of Contributions Average Annual Calendar Year Contribution Date of Last Membership Payment Amount of Last Membership Payment Name of the last attended event Date of the last attended event 0 00 7 650 00 1 500 00 December 19 2012 January 18 2012 2 950 00 4 7 650 00 December 19 2012 1 500 00 PowerBase Organizer Training October 2 4 2012 October 2 2012 These are Display Only fields you cannot edit them directly on this page They will only change when the data from which they are calculated changes i e new co
35. ution set up At the very end of the section is a short piece on importing contributions http book civicrm org user current contributions setup PTP has made a screencast video on importing contacts You can see it here http www youtube com watchrv mpH04 9jeow amp list PL128E338D9F1EC6FE Planning your Data Acquisition Strategy When you think about importing contribution data there are several factors to consider Is this import going to be repeated on a regular basis Here are some reasons that you might repeat a contribution import because you are still using a legacy system like Salsalabs or Network for Good to collect your donations because the contributions are coming via regular direct deposit transactions from your bank If so you should plan to create a standard csv or spreadsheet file with headings that you can reuse for each import This will make repeating your import process much easier Are the contacts that made the contribution already in PowerBase If not you ll have to import the new contacts before importing the contributions While importing contacts think about how you will match the contributions to this contact person or organization The easiest and most reliable way to make sure the match happens is to put an external ID on the contact and then use that contact external ID when importing the contributions later A contact external ID aka External Identifier is a field that you
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