data integrity puzzle
TRANSCRIPT
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Coding and decoding theCoding and decoding thedatabase puzzle; keepingdatabase puzzle; keeping
constituent informationconstituent information
current and accuratecurrent and accurate
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GoalsGoals
Creative strategies for informationCreative strategies for informationacquisition and maintenance.acquisition and maintenance.
Concepts.Concepts.
Broad brush.Broad brush.
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Who Are You?Who Are You?
Advancement Services?Advancement Services?Annual Fund?Annual Fund?
Alumni Professionals?Alumni Professionals?Is your role clearly defined in regardsIs your role clearly defined in regards
to data collection and acquisition, orto data collection and acquisition, or
are these activities relegated toare these activities relegated toanother area of responsibility?another area of responsibility?
Other areas?Other areas?
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Information ChallengesInformation Challenges
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Data is ComplicatedData is Complicated
Giving Biographical
Solicitation Key for EnterpriseAnalysisMost Difficult to Get
Research
Finance
StudentInformation
System
EventsTelemarketing
WebOthers Outbound to the Web - Internal & External
Consumers
GlobalEconomic &
Other ExternalData Sources
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Not all Data is VisibleNot all Data is Visible
Data Mining Resources
http://www.supportingadvancement.com/reporting/reports.htm
Your Data is Transparent Until You Start to Analyze ItBecomes Opaque Very Quickly
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InternationalizationInternationalization
https://www.starbucks.com/card/default.asp
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BudgetBudget
Commit Resources Now & Plan Ahead
Resources Related to Volume
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StaffingStaffing
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StaffingStaffing
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StaffingStaffing
Records is Often Back RoomRecords Often Least Amount of Budget
Certification of Records Skill SetWere Not Always Good at Marketing
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PrivacyPrivacy
One of the single biggest, if not theOne of the single biggest, if not thebiggest issue in the future forbiggest issue in the future for
acquiring information.acquiring information.
Complication of optComplication of opt--outs.outs.
Ongoing reactivity of privacyOngoing reactivity of privacy
legislation.legislation.
http://www.supportingadvancement.com/records/records.htm
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Getting StartedGetting Started
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Prioritize Elements toPrioritize Elements toCollectCollect
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First ContactFirst Contact
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Your Web SpaceYour Web Space
Next to the personal visit,Next to the personal visit, your alumniyour alumniweb site and alumni communityweb site and alumni community willwill
become the most important and costbecome the most important and cost
effective vehicle for collectingeffective vehicle for collectinginformation.information.
Data, networking, interests, behavior,Data, networking, interests, behavior,
wealth tracking and much morewealth tracking and much more
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Information UpdateInformation UpdateFormsForms
WhatWhats in your form?s in your form?
Compelling case statement?Compelling case statement?
Are you collecting everything you needAre you collecting everything you need
for the new age?for the new age?
Contest, with published winners list?Contest, with published winners list? Encrypted?Encrypted?
Internal and external forms.Internal and external forms.
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Information UpdateInformation UpdateFormsForms
50 Site Survey50 Site Survey
# of clicks to information update# of clicks to information update
11 1 sites1 sites22 6 sites6 sites
33 13 sites13 sites44 2 sites2 sites55 3 sites3 sites
No information update formNo information update form
25 sites25 sites
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Lost AlumniLost Alumni
http://alumni.brandeis.edu/web/classes/lost_alumni.html
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Lost AlumniLost Alumni
Acquisition prizes for turning in.Acquisition prizes for turning in. Online information on lost alumniOnline information on lost alumni
database driven always.database driven always.
Blind contact friend to contact a friendBlind contact friend to contact a friendas part of the piece.as part of the piece.
Work lost alumni at events on and offWork lost alumni at events on and off
web.web. Lost alumni and ties to reunion bothLost alumni and ties to reunion both
on and off the web.on and off the web.
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Lost AlumniLost Alumni
Six Degrees of SeparationSix Degrees of SeparationPursuant GroupPursuant Group
Flash solicitation for finding lost alumniFlash solicitation for finding lost alumni
including elements of gorillaincluding elements of gorillamarketing.marketing.
http://pdt.findyourbrothers.org/sixdeghttp://pdt.findyourbrothers.org/sixdegrees/email_1.asp?tpgid=59943944&snrees/email_1.asp?tpgid=59943944&sn
=1=1
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Steps to EffectivenessSteps to Effectiveness
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PartnershipsPartnerships
Information Integrity/AcquisitionInformation Integrity/AcquisitionCommitteeCommittee
Annual fund for volume activities.Annual fund for volume activities.
Partnerships with campus. CareerPartnerships with campus. Career
services, student services.services, student services.
Dovetail information acquisition withDovetail information acquisition withevents.events.
Affinity partners.Affinity partners.
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PartnershipsPartnerships
Cooperative purchases. (NationalCooperative purchases. (NationalChange of Address)Change of Address)
Colleges and departments provideColleges and departments provide
door prizes, raffle items to acquiredoor prizes, raffle items to acquireinformation etc. iPod a month.information etc. iPod a month.
Educating and presenting benefits toEducating and presenting benefits toall areas across campus.all areas across campus.
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EducationEducation BenefitsBenefitsof Good Addressesof Good Addresses
60 Mile Radius or 60 Minutes Driving Time
ConventionalApproach
KM
Approach
Saves MoneyTailored
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Justification WorksheetJustification Worksheet
http://www.supportingadvancement.com/records/data_integrity/impact_on_fundraising.htm
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Performance Track ingPerformance Tracking
By Division, By Record Type, % of Active
Also Available Month by Month for Performance Tracking
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% of Active Entities% of Active EntitiesWith Good Home AddressWith Good Home Address
0.0%
20.0%
40.0%
60.0%
80.0%
100.0%
% of Active 63.0% 64.0% 64.0% 64.0% 64.0% 64.0% 70.0% 71.0%
May 04 Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr 05
Simplify Reporting of this for Management
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Hybrid Data Entry ModelHybrid Data Entry Model
Gifts & PledgesGifts & Pledges CentralCentralEntity CreationEntity Creation CentralCentral
DegreesDegrees CentralCentral
Prospect RatingProspect Rating HybridHybrid
Bio MaintenanceBio Maintenance CentralCentral
Activities and SimilarActivities and Similar -- HybridHybridDemocratization of Database
Empowerment of UsersBuy in to System Use
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Hybrid Data Entry ModelHybrid Data Entry Model
Assign ResponsibilityAssign Responsibility
Easy to see whos notdoing their work.
Bring their dean in
for a tour.
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Data Control ReportsData Control Reports
Every time you find an error in theEvery time you find an error in thedatabase, store this and explanation indatabase, store this and explanation in
a table grouped by user.a table grouped by user.
1 Script, 1 Table1 Script, 1 Table
Hand out as a training tool.Hand out as a training tool.
Highly effective strategy in aHighly effective strategy in adecentralized data entry environment.decentralized data entry environment.
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Data Control ReportsData Control Reports
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AccountabilityAccountability
Job descriptions changed especially inJob descriptions changed especially innonnon--central office to measurecentral office to measureaccountability.accountability.
Accountability for data based on whoAccountability for data based on whossresponsible from a programmaticresponsible from a programmaticstandpoint.standpoint.
Separate update responsibility fromSeparate update responsibility frominformation acquisition.information acquisition.
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Random IdeasRandom Ideas
Laminated luggage tags for businessLaminated luggage tags for businesscards to acquire employment.cards to acquire employment.
Seeding ids in all mailings to getSeeding ids in all mailings to get
copied publications.copied publications.
Provide incentives to eliminate shadowProvide incentives to eliminate shadow
databases.databases.
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Lost DogsLost Dogs
Lost Dogs BrochureLost Dogs Brochure
Better response if theres a contest involved.Publish winners list on web.
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Pushing Your SitePushing Your Site
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The FutureThe Future
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The FutureThe Future
No home phone numbers.No home phone numbers. No address information submitted.No address information submitted.
Checks may never be written.Checks may never be written.
Many email accounts.Many email accounts. New information on research profiles.New information on research profiles.
Web and Online BehaviorWeb and Online Behavior
National change of address services mayNational change of address services maybecome less useful.become less useful.
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The FutureThe Future
Emails, documents, Podcasts, videoEmails, documents, Podcasts, videoclips, blog postings and more becomeclips, blog postings and more becomeessential pieces of information to trackessential pieces of information to track
and manage.and manage. Robots, Electronic ContentRobots, Electronic Content
Management Systems, Digital RightsManagement Systems, Digital Rights
Management.Management. Creative Acquisition, email, flash, moreCreative Acquisition, email, flash, more
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Too Much Info.Too Much Info.
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ResourcesResources
SupportingAdvancement.comSupportingAdvancement.comhttp://www.supportingadvancement.chttp://www.supportingadvancement.c
omom (On the records page.)(On the records page.)
ARMA and Other AssociationsARMA and Other Associations
Lots of web resources out there.Lots of web resources out there.
Google search.Google search.
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Any final questions?Any final questions?
http://www.supportingadvancement.combrian.dowling@supportingadvancement.com