data maintenance in a data hoarding world
DESCRIPTION
While reviewing directory vendors, Lake Forest College realized that the directory is the by-product, and the real project was a total overhaul of data maintenance systems. Using a directory reprint as a catalyst, Lake Forest has done a 360-degree data maintenance review, implemented a new process by taking advantage of integrating iModules Encompass tools, email bounce reporting, and systematic reports. In addition, they launched a data education program underscoring the importance of alumni sharing and updating personal data.TRANSCRIPT
Data Maintenance in a Data Hoarding World
Timothy StateAssociate VP for Alumni Programs
Lake Forest [email protected] @timstate
“In the future, it will be harder to convince alumni to give us their personal information than it will be to convince
them to give us a gift.”
~Some random conference speakerat Summer Sizzler years ago
The Data Discovery Journey
The Data on DataData Education, Policy, and Transparency
Improving Internal Data Flow for Improved Data Management
Making Data Updates Easy, Natural, and Non-Invasive
Creating a Culture of Data Maintenance
Data Education, Policy, and Transparency
Career Mentor Data
Maintenance
50% Response Rate
Company Names
Company Addresses
Job Titles
Industry Codes
Holiday Card Data
Maintenance
Emailed 213 “Lost” Alumni
171 Returned Emails
80% Response Rate
Inconsistent InformationAlumni want their holiday cards.
They want to be meaningful mentors.
People want control
of their personal information
They want to know what you
are tracking and why
Directory Reprint Process
Significant Data
Updates
Data Education
Ongoing Data
Maintenance
Data
Developing a Data Policywww.ForestersForever.com/DataPolicy
Define how data helps them, as an alum
Define how data helps us, as an institution
Define the data we collect
Define what we do with the data
Define what we will NOT do with the data
Define how we keep the data secure
Define the information we do not keep
Acknowledge volunteers
Linked our Data PolicyOn the Profile Form
Saved content block for email marketing
On event registration forms
Added to sidebar navigation under “Alumni Services”
Improving Data Flow
Jenzebar
iModules
Automatic
Manual
Making Updates Easy, Natural, and Non-Invasive
Data Maintenance
User-OrientedAdded birth date as an option for first-time log-in
In addition to Constituent ID
Improved, user-friendly profile searchAdded search fieldsChanging the default on “Hidden” fields for profiles
not built Improved search return layout
Ongoing Data Maintenance
NCOA
Modified our “Dead letters” process
Event guest lists
Baby bibs
Daily PracticesConfirming contact information any time we
have an alum on the phoneSimplified the data update form for internal use
Happy Birthday Emails43% open rate50+% click-through rate to update profile
Monthly PracticesE-News content block (monthly)
“Your email bounced” postcard
Publishing our “Lost” list internallyAlumni and Development staffStudent Affairs staffAthletics staff
Quarterly PracticesEmail Blasts
Career Mentor Business/Graduate UpdatesAdmissions Volunteer Business/Graduate Updates
“For promoting ‘Outcomes’”
Data ServicesPhone number append
IPEDS – Integrated Postsecondary Education Data System
Reunion Classes – Significant Data Update
Creating a Culture of Data Maintenance
New Data Update SystemsInitiated by someone other than our data team;
make sure your staff knows the importance of data
Alumni-centric: related to relevant and timely projects
Go beyond the Alumni Office
Create a sense of ownership by SHARING data collected with other departments
Collaborate with existing initiatives
Annual/Semi-Annual Practices
Senior Exit-Survey
6-Month Out Survey
Academic Department Assessment Survey
Reunion Classes
Attribute codes: sports, campus involvement
Alumni Magazine address panel update
First-Class Data Maintenance
Publishing the data policy helps alumni understand why you need their data
Improved, integrated data flow – easy for staff and easy for alumni
Consistent data maintenance proceduresPushing information to alumni; they’ll update if its
incorrect
Data culture: data maintenance is everyone’s responsibility
Data Maintenance in a Data Hoarding World
Timothy StateAssociate VP for Alumni Programs
Lake Forest [email protected] @timstate