prospect management prospect management – table of contents

Last Revised Date: June 21, 2018 1

Prospect Management

Prospect Management – Table of Contents Prospect Management ............................................................................................................................................... 2

Search for a Prospect Record ................................................................................................................................... 2

The Prospect Tab ....................................................................................................................................................... 2

The Prospect Plan Record ......................................................................................................................................... 3

Steps on a Prospect’s Plan ................................................................................................................................. 4

Filing a Contact Report/Mark Steps Complete .................................................................................................. 7

Substantial Interaction....................................................................................................................................... 9

Opportunities ................................................................................................................................................... 12

Mark Plans as Historical ................................................................................................................................... 17

The My Fundraiser Page ................................................................................................... 19

Alerts Tab................................................................................................................................................................ 20

Gift Alerts Tab .................................................................................................................................................. 21

Constituent Alerts Tab ..................................................................................................................................... 22

Opportunities and Asks Tab ................................................................................................................................... 23

Completed Step Summary Tab ............................................................................................................................... 24

Add Assignment or Unassignment Request ............................................................................................................... 24

Sample templates; assignment and un-assignment .............................................................................................. 26

Review Assignment/Research Requests. ............................................................................................................... 27

Request a Prospect Plan ......................................................................................................................................... 28

Review Plan Requests ............................................................................................................................................. 30

Reports .................................................................................................................................................................... 30

Upcoming Meeting Report ..................................................................................................................................... 30

Prospect Plan Analysis report ................................................................................................................................. 32

Opportunity Pipeline Report .................................................................................................................................. 33

Pledge and Recurring Gift Report ........................................................................................................................... 34

2 Last Revised Date: June 21, 2018

Prospect Management

Prospect Management The Prospects functional area helps you track donors and potential donors to University of Guelph. CANNON CRM supports the various aspects of prospect management, including Prospect Plans, Opportunities, Stewardship Plans, and more.

Search for a Prospect Record

Before you request prospect assignment, it is best practice to search for the prospect to verify that the prospect is not currently assigned.

To Search for a Prospect Record:

1. On the navigation bar, click Prospects.

2. In the Prospect management task group, click Search prospects.

3. Enter the prospect’s name or other known information in the data fields.

4. Select checkboxes for any advanced search options you wish to use.

5. Click Search.

6. Select the name of the prospect record to open.

The Prospect Tab

The prospect tab on the constituent record stores information about the prospect in multiple second-tier tabs. The following table identifies the second-tier tabs available, and includes a description of each.


Prospect Management

Second-tier Tab Description

Prospect Summary Provides an overview of the prospect status, prospect manager and start date. You can edit the prospect status on this tab.

Plans Displays the plan(s) assigned to the prospect.

Prospect Team Contains the team members assigned to the prospect.

Planned Gifts Displays the planned gifts associated with the prospect.

Funding Interests Displays the organizations, affiliations, activities, or pursuits a prospect expresses interest in.

Campaigns Displays the campaigns associated with the opportunities of the prospect’s plan.

Prospect Manager History

Displays a list of previous prospect managers and includes the dates they served as a manager for the prospect.

Managers displayed on this tab have been replaced as managers through the Replace prospect manager task.

The Prospect Plan Record

A prospect plan tracks the prospect management activity, including step detail, ask opportunities, fundraisers associated with the prospect plan, and any planned gifts.

To Access a Prospect Plan:

1. Open the prospect’s constituent record.

2. Click the Prospect tab.

3. Select the Plans second-tier tab.

4. Click the Plan name of the plan to open.


Prospect Management

Steps on a Prospect’s Plan

Once a Plan has been approved to a prospect, the Fundraiser selects a plan template and then customizes the prospect’s plan by adding, editing, or deleting steps.

Using a Step Outline on a Plan

Depending on the Plan for the Prospect, templates have been made:

To Add an Outline to a Prospect’s Plan:

1. Open the prospect plan.

2. From the Details tab, click Edit steps

3. Select the dropdown option in Outlines to select the plan you wish to use

4. Click Add steps from plan outline

5. Once a plan has been selected, individual steps can be modified: dates, owners, status

Add New Steps

You can add additional steps to an existing prospect plan.


Prospect Management

To Add a Step to a Prospect’s Plan:


7. Select the Details tab.

8. On the Planned and Pending Steps frame, click Add step.

9. Complete the fields and options on the Add a step window:

a. In the Objective field, enter the purpose for the step.

b. In the Owner field, select a fundraiser to assign to this step.

c. In the Stage field, select the stage of the step.

Plan Stage Description

Discovery Overall assessment of interests and capacity for donating to assisting to the University

Cultivation Leading towards making an ask within the next 18 months

Solicitation In the process of discussing a gift and an ask has been made

Stewardship Gift has been received and now reporting on impact of gift and engaging in the University

d. In the Status field, select the status of the step.

e. In the Expected date field, enter the date you expect the step to take place.

f. In the Comment field, enter comments to further describe this step.

g. In the Contact method field, select how you intend to contact the prospect for this step.

h. Additional Solicitors can be added to individual Steps here

• When Additional Solicitors are added on a Step in a Plan and the Step is a meeting, a Contact Report is filed against the completed Step. Additional Solicitors will be listed on the Contact Report

10. Click Save.


Prospect Management

Edit Steps

You can edit existing prospect steps on a Plan.

To Edit Steps on a Prospect’s Plan:


2. Select the Details tab and Edit Steps.

3. You can modify your Steps and dates in bulk and also use the Edit Additional details on each step to

solicitors, add comments, contact method, etc.

4. Click Save.


Prospect Management

Steps Status

By Default, when a step is created, the status is set to Planned – the starting point of a step. Other options are:

- Pending – when a step is currently awaiting completion from the Fundraiser i.e. your current/active step in a Prospect Plan. Any step with this status, will display in the Pending Activity tab of My Fundraiser Tab

The first step of the plan will be defaulted to Planned status. The status of the first step(s) should be changed to Pending. When the step is completed, the step will be automatically closed and the following step will be automatically set to Pending. Steps in Pending status will show in the My Fundraiser Page.

Filing a Contact Report/Mark Steps Complete

A Contact Report can be filed for any Prospect with a Plan, and when there are substantive discussions that advance the relationship related to the Plan or Opportunity. The planned step would normally be a face to face meeting or phone call.

Unplanned Contact Reports are for unplanned substantive discussions with a Prospect that advance the plan. – i.e. unplanned phone calls, drop ins.

To File a Contact Report on the Fundraiser Page:

1. From My Fundraiser Page

2. Select the Pending Activity tab.

3. Click the expand icon to the left of the step to add a contact report.

4. In the frame that appears below the step, click Contact report and then select File a Contract report.

5. Complete the fields and options available:

a. In the Objective field, enter the purpose for the step if different from the original.

Naming convention: The title objective on a Completed step will need to state “CONTACT REPORT” at the beginning whether planned or unplanned

CONTACT REPORT <> Name of the Step (eg. CONTACT REPORT – Meet with Prospect to discuss gift). A summary of interactions on a Constituent record will list all Interactions and Steps

b. In the Actual date and Actual time fields, enter the date and times the fundraiser completed this step.

c. In the Additional solicitors field, enter each solicitor who participated in the Step.

Can be added or removed here (eg. If solicitor originally attending the meeting but did not attend, this solicitor can be removed from the contact report)

d. In the Participants field, enter each participant included in the interaction.

e. In the Comment field, enter any additional details about the interaction.

• Location of the meeting


Prospect Management

• Substantive discussion points that advance the Plan

• Action items from the call, which can inform the next Steps in a Plan

f. Mark the Edit next step information checkbox to update the next step information including the objective, owner of the step, status, and expected completion date.

6. Click Save.

The Step will automatically be marked as Completed when Planned Contact Reports are filed. The Step will remain as Pending for an Unplanned Contact Report until the Fundraisers manually marks it as Complete.

If an unplanned substantive discussion with a Prospect results in a change in strategy (and therefor the Plan), new step(s) should be added to the Plan.

Sample template of a Contact Report


Prospect Management

Substantial Interaction A substantial interaction should be filed to capture ‘contact report’ worthy exchanges with constituents that are not related to an existing Plan, but may form the basis for a new plan.

Substantial interactions should only be filed on Interactions with a contact method of personal meeting or phone call.

Annual Fund renewal solicitations (which will be filed with a contact method of email) will be filed as a substantial interaction.

These interactions will capture discussions with Constituents at Events, or outside of a Plan, or when a Plan is not required.

Note that Additional Solicitors cannot be added on a Substantial Interaction.

To Add a Substantial Interaction

1. On the Constituent record, from the Documentation and Interactions Tab, click on the Add in the Interactions second tier tab

2. Complete the fields and options on the Add an interaction window:

a. Summary – The purpose of the Interaction

b. Status – in most cases, should be set to completed as the interaction is entered in past tense

c. Category/Subcategory – identify the category of the interaction Note: For renewal calling, the category will be Solicitation with a subcategory of Renewal

d. Contact Method – select as a personal call or email accordingly

e. Expected Date – this is a mandatory field, enter the date in which interaction took place

f. Actual Date – the date the interaction took place

g. Comments – This should contain similar information as a Contact Report (see Contact Report sample noted above – location, discussion points, action items)

h. Additional Information; Substantial Interaction checkbox – ensure this is checked off

Note: If the Substantial Interaction leads to a new Prospect Assignment and/or Plan, a new Assignment and/or Plan request should be advanced and per the usual process. See Request a Prospect Plan and Add Assignment noted above.


Prospect Management

Sample template of a Substantial Interaction – unknown constituent leading to a Plan

In this example, note that constituent is currently not a Prospect and not Assigned but a substantial conversation took place and tracked


Prospect Management

Sample template of a Substantial Interaction – renewal effort


Prospect Management

Opportunities

Add Opportunities

On the Opportunities tab of a plan record, you can add information about opportunities to help you track prospect steps and gift requests.

A Plan must exist in order to create an Opportunity Annual Fund Plans can have multiple Opportunities over time

There is no Opportunity associated with a Discovery Plan (eg. Unqualified) There is only one Opportunity per Class project, Major Gift or Planning Giving Plan

To Add an Opportunity to a Prospect’s Plan:

1. Open the prospect’s constituent record.

2. Select the Prospect tab.

3. Select the Plans second-tier tab.

4. Click the name of the plan where the opportunity is to be added.

5. On the Plan page, select the Opportunities tab.

6. On the action bar, click Add.

7. Complete the fields and options on the Add opportunity window:

a. In the Status field, select a status for the opportunity.

Qualified – any Major Gift Plan, Annual Fund or Renewal Plan Response Pending – an outstanding ask, verbal commitment and gift negotiation Accepted – when the funds arrive or a gift agreement is signed by the Donor

* it will be up to the Relationship Manager to watch for the gift to arrive if there a gift agreement does not exist and to change the status of this Opportunity

Rejected – when an ask is declined Canceled – when no ask has been made, no response has been receied or the relationship is not advancing after a significant period of time has elapsed, or when the Donor decides to make the gift through a Planned Gift rather than a current (“in life”) gift

b. In the Opportunity type field, select the opportunity type. (Required field)

c. In the Expected ask amount field, enter the amount you plan to request from the prospect. The total value of the opportunity “Expected ask amount” and “Ask amount” should not exceed the total value of the expected gift, even when multiple options are being advanced simultaneously.

d. In the Expected ask date field, enter the date you plan(hope) to ask for a gift e. In the Ask amount field, enter the actual amount you asked for. This field is not activated if the

opportunity’s Status is “Unqualified.”


Prospect Management

f. In the Ask date field, enter the date you asked for the amount entered in the Ask amount field. (this is a required field if status is Response Pending and should be left blank until the Ask amount has been made)

g. In the Likelihood field, rate the likelihood of receiving the entered amount from this prospect. h. In the Accepted amount field, enter the amount the prospect agreed to give. This field is activated

when the opportunity status is “Accepted.” i. The Response date field is used in 2 ways:

1. The “expected” date the Fundraiser plans for funds to arrive or a gift agreement will be signed by the donor. This “expected” date should correspond to a Response Pending Opportunity status.

2. The “actual” date that confirms the funds that arrived or a signed gift agreement has been received. This “actual” date should correspond to an Accepted Opportunity status.

j. In the Designation column, specify the designation where you want the money distributed. In the Amount column, enter the amount of the gift you want to allocate to the corresponding designation.

A Designation is not required on an opportunity if the “Ask” is for something new

• When multiple options are being advanced in one ask, list all options as distinct designations in the “ask”, and assign a “Type” to each designation. The most likely option should be the “Primary” opportunity type, and all others are an “Alternate” opportunity type. Revenue amounts can be distributed evenly between the various options, or assigned in unequal amounts. • When the prospect has selected one option on the Opportunity, the opportunity type of

that designation should be changed to “Accepted”, and options declined should be changed to “Declined”. (see Step k. for this case as these options should be noted in the Comments section)

If a new designation is required, when the status of the Opportunity is updated to “Accepted” a request for a new account (designation) will be made by the Fundraiser to Finance. Once the new account is created in CANNON, the new designation on the Opportunity should be updated by the Fundraiser.

k. In the Comment field, enter any comments or notes related to the opportunity. A record of all multiple Opportunity options that were advanced should be recorded here (including declined options)

8. Click Save.


Prospect Management

NOTE: The Primary Plan Manager will receive 100% solicitor credit automatically when revenue transactions are applied to opportunities by default.

When multiple people are part of soliciting and securing a gift, solicitor credit will be assigned as follows:

A request to share gift credit must be sent to the Fundraisers’ Associate Director who will then communicate with Finance

Edit Opportunities

You can edit information included in existing ask opportunities.

To Edit an Opportunity:


2. Select the Opportunities tab.

3. Click the expand icon to the left of the opportunity to edit.

4. In the frame that appears below the opportunity, click Edit.

5. Make necessary changes to the opportunity.

6. Click Save.

The Opportunity Record

On an opportunity record, you can view and manage information about the opportunity.


Prospect Management

To Access an Opportunity Record:


2. Select the Opportunities tab.

3. On the action bar, click Go to opportunity.

a. If the plan has multiple opportunities, click the expand icon to the left of the opportunity to open and then click Go to opportunity.

Associated Revenue Tab

When a gift is accepted, the associated revenue can be linked to the Opportunity.

The Relationship manager will change the status of an Opportunity to Accept when the gift is received and will alert the Revenue Team to apply the gift to the Opportunity if there is no associated revenue.


Prospect Management

Naming Opportunities Tab

If you believe a Prospect is a good potential donor for a Naming Opportunity, the Relationship Manager will associate an existing Naming Opportunity with the Prospect’s Opportunity record at any stage of discussion with the donor. This will allow others to see on the Naming Opportunity that an “ask” for that item is in process.

To Add a Naming Opportunity to a Prospect Opportunity:

1. Open the constituent’s prospect record.

2. Click the Prospect tab and then select the Plans second-tier tab.

3. Click the plan name to open the plan.

4. On the plan record, select the Opportunities tab.

5. Click Go to opportunity to open the opportunity record.

• If multiple opportunity records exist, then click the expand icon next to the record to open.

6. Select the Naming Opportunities tab.

7. On the action bar, click Add.

8. In the Naming Opportunity field, search for and select the existing naming opportunity.


Prospect Management

9. Click Save.

When a donor makes a verbal commitment to name a space, the Relationship Manager will notify the Associate Director Donor Relations & Stewardship (via email). Recognition will then be added to the naming opportunity. This will show up on the list of accepted naming opportunities and will be removed from the naming inventory.

At this time, the Associate Director Donor Relations & Stewardship will notify any Relationship Managers who have added this naming opportunity to advise that it is no longer available.

** For more information on Naming Opportunities, please Donor Recognition Program Training Material

Mark Plans as Historical

Once all Steps on a Plan are complete, the Fundraiser can make a Plan historical. A Plan can also be considered Historical if the gift is declined or a new Plan is being created based on a new rationale/strategy.

Note: Interactions can still be viewed on the constituent record for Historical Plans

1. From the Prospect Record, open the Prospect tab

2. Expand the chevron of the plan you wish to mark as historical


Prospect Management

Historical plans can be viewed in the Plan tab by selected the filter to include historical plans. Italicized plan will be the distinction of a historical vs active plan.


Prospect Management

The My Fundraiser Page On the My Fundraiser Page you can view information related to the Fundraiser’s assigned prospects. This is where a Fundraiser (aka Relationship Manager) can see pending activity on a plan, assignment, plan, and research request status. (Pending status on Step).

The same My Fundraiser Page can be accessed from other locations. From the Prospects Functional area, by going to the Search Fundraiser task, you can view the same details for other Fundraisers.

The Fundraiser tab/My Fundraiser Page store information related to the Fundraiser/Relationship Manager on multiple second-tier tabs. The following table identifies the second-tier tabs available and includes a description of each.


Alerts

A summary of gift alerts, Pledge information for all Prospects assigned to the Fundraiser of the week before and after

Constituent alerts of all interactions for all Prospects assigned to the Fundraiser and event registration information

** click here for further info **

Pending Activity Tracks pending steps and interactions assigned to the fundraiser. You manage and file contact reports for the pending steps.

Fundraiser Summary Displays a summary of fundraiser information.

Prospects and Plans Tracks all prospect plans the fundraiser is connected to.


Prospect Management


Grants Displays details about specific grant funding requests the fundraiser has been assigned to.

Planned Step Summary Tracks information about upcoming prospect steps in a statistical and graphical format.

Completed Step Summary Tracks information about completed prospect steps in a statistical and graphical format.


Prospect Summary Tracks the number of prospects in your pipeline in a statistical and graphical format.

Opportunities and Asks Tracks the number of fundraising opportunities presented to you and the number of actual requests for money you made.


Opportunity Pyramid Tracks opportunities using a pyramid that can display qualified, accepted, response pending, or all opportunities.

Campaigns Displays campaign records assigned to the fundraiser. You can assign campaigns; edit the campaigns already assigned; delete a campaign; and add, update, and view KPIs.

Research Requests Displays research requests submitted by the fundraiser.

Prospect Requests Stores prospect requests and their status.

Alerts Tab

Alert tab is a customized UofG tab that provides a summary of Gift Alerts and Constituent Alerts that are assigned to the Fundraiser (where the Fundraiser is a Prospect Manager or Plan Manager for the noted individual).

From the My Fundraiser Page:


Prospect Management

From the Fundraiser tab:

Gift Alerts Tab

The Gift alerts tab displays the current week and previous week’s gifts for all assigned Prospects (if you are the Prospect Manager or Plan Manager)

Below this are lists Prospect that has Pledges and/or Recurring Gifts. Each section has an area to determine which columns to filter and preview.

Pledges and Recurring Gifts about to end for my assigned prospects Based on the filter dates, this area captures all Pledges and Recurring Gifts (only those with an end date) that has a date based on the Final Scheduled Payment column within the date range selected.

By default, Pledges with a balance of $0 and status of Active is shown. This can be modified by selecting the check box in the filter.


Prospect Management

Pledges and Recurring Gifts Payments due in the next 3 months for my assigned prospects This area is based off of the Next Scheduled Payment Date column. Similar to the above of noted Pledges/Recurring Gifts about to end, this area shows Pledges/Recurring Gifts that have an upcoming payment.

By default, Pledges with a balance of $0 and status of Active is shown. This can be modified by selecting the check box in the filter.

Pledges and Recurring Gifts Payments overdue for my assigned prospects With no filters in this area, this shows all active Pledges and Recurring Gifts where the Next Scheduled Payment column is in the past.

Constituent Alerts Tab

The Constituent Alerts tabs highlights Steps/Interactions for assigned Prospects (if you are the Prospect Manager or Plan Manager) for this month’s or last month’s expected date. All status (Planned, Pending and Completed) are shown here.


Prospect Management

Upcoming events of assigned Prospects that have currently registered from today’s date (if you are the Prospect Manager or Plan Manager)

Opportunities and Asks Tab

This tab is a summary of all the Opportunities and Asks as a Fundraiser. There are 4 main areas that can be categorized by Plan type:

1. Overdue asks and responses based on the Ask Date

2. Outstanding based on Ask Date and Expected Dated

3. Outstanding based on Response Date (expected) and Response pending status

4. Completed based on Response Date (accepted) and Accepted, Canceled and Rejected status

One you click on the Opportunity details of any of these areas, you will see a summary details of Prospect Manager, Primary Plan Manager and all the dates (ask, expected ask and response date)


Prospect Management

Completed Step Summary Tab

This tab tracks information about completed prospect steps in a statistical and graphical format. The bottom section of this tab is a summary of all the Contact Reports and Substantial Interactions logged by the Fundraiser. From this area, you can use different filters to view only Contact Reports and/or Substantial Interactions and also a date range of when they are filed.

By expanding the chevron of each item, you can go to the Constituent record for more information, or go directly to the interaction to see more details.

Add Assignment or Unassignment Request • The minimum amount for a prospect assignment is a proposed $5,000 gift level. • A fundraiser may request assignment for unassigned and currently assigned prospects. • Fundraisers will also use this process to become “unassigned” as Prospect Manager.

For a Constituent to become a Prospect, a request must be made to assign a Prospect Manager. PMO (Prospect Management Office) will meet biweekly to go over all requests. If the request is approved, the Fundraiser will become the assigned Prospect Manager. The Fundraiser will be able to check the status of these requests from their My Fundraiser Page


Prospect Management

To Add Assignment or Unassignment request:

1. On the navigation bar, click Prospects.

2. In the Prospect Management task group, click Add Assignment Request

3. Complete the fields and options on the Add a prospect research request window:

a. In the Record type field, select the Individual or Organization depending on the type you are requesting.

In the case where a class or committee requires an assignment request (re-assignment or un-assignment), an email must be sent to [email protected] with Assignment Request Form template filled out and all the necessary fields.

b. In the Prospects to research grid, enter the constituent to include in the request.

c. In the Priority field, select a priority for the request. (Default is standard) d. In the Date field, select a date when you need the requested information.

The date will be defaulted to 2 weeks from the date of the request

e. In the Research type field, ensure the Assignment type is selected f. Select Prospect Assignment or Un-assignment as the reason for the request. g. Requested By: Enter the name of the individual requesting the information. (this field is a

mandatory field)

h. Submitted by: Enter the name of the individual submitting the request. i. Optional: select applicable Sites j. In the Notes area for the request, type in the Rationale and brief description of the Strategy for this

requested Prospect. 4. Click Save.

NOTE: When wishing to re-assign a Prospect to another Fundraiser, it is the New Fundraiser’s responsibility to send in an assignment request stating that it has been discussed with the previous Prospect manager and they will resume as the new Prospect Manager.

mailto:[email protected]

http://aadtraining.uoguelph.ca/forms.htm


Prospect Management

Sample templates; assignment and un-assignment

Here is a sample of what an Assignment request looks like with Notes area containing a sample rationale and strategy:

Here is a sample of what an Unassignment request looks like with Notes area containing all the information required for PMO to make a decision.


Prospect Management

Review Assignment/Research Requests.

This is where you can check the status of your requests for assignment and research.

1. From your My Fundraiser Page, click on the Assignment & Research Requests tab to view all pending assignment and research requests

2. Notice the Research Type will be an Assignment or Research type and the status

3. Expand the chevron to view the details of the request

4. Once the request has been completed, the Fundraiser will notice the status is complete, and the Prospect will be located in the Prospect Assignment in the Prospect and Plans tab.


Prospect Management

Request a Prospect Plan

• All Assigned Prospects must have a Plan.

If a Fundraiser wants to request a Plan for a Prospect that they are not assigned to and the Prospect is not assigned to another Fundraiser they must first request to be assigned as the Prospect Manager. (Add Assignment Request)

The Prospect Manager will request and approve their own prospect Plan. If a Prospect Manager is already assigned, the requesting Fundraiser will request to be a Plan Manager from the Prospect Manager.

Plan Type Description (when to use)

Annual Giving (aka Annual Fund) Used when working with an individual to renew or secure new annual gifts and pledges (up to $25,000)

Class Project Used only on a class entity when working with that class on a fundraising initiative

Class Reunion Used only on a class entity when working with that class on planning a reunion

Discovery Used when there has been no previous contact (or a long period of no contact), and are working with constituent to assess interest and capacity for donating to or assisting UofG

Leadership Volunteer TBD

Major Giving Used when working with a Prospect to cultivate and close a gift (with one Opportunity per Plan)

Planned Gift To be used to discuss a new or update a Planned Gift (bequest, life insurance, etc)

Sponsorship To be used when exploring interest in sponsoring an event/activity

Stewardship Used with stewarding donors who have made gifts typically of $25K or more. One Stewardship Plan per constituent, and the AD, Donor Relations & Stewardship should be a Secondary Plan Manager for all donors who have given $500K or more.


Prospect Management

On the Request a prospect plan window, you can request to have a new plan to a prospect.

To Request a Prospect Plan:

1. On the constituent record, click the Prospect tab.

2. Click the Plans second-tier tab. 3. On the action bar, click Request prospect plan. 4. Complete the fields and options on the Details tab:

• In the Plan name field, enter a name to identify the plan.

All plan names, including when requested, must use the following naming convention: <Prospect First Name> < Prospect Middle Initial> <Prospect Last Name > <Plan Type > < number (the number is related to the plan type)>. Example: Donna J Fuller Major Giving 1 or Donna J Fuller Major Giving 2

• In the Plan type field, select the type of prospect plan to assign the prospect. (Refer to table above)

• In the Primary manager field, search for and select the primary manager to assign to the plan. For Stewardship donors with giving of 500K or more, a Secondary Manager field will apply to assign to the plan

• Optional: In the Secondary solicitors column, search for and select the secondary solicitor to assign to the plan. In the Role column, select the solicitor’s role.

Secondary Solicitors on Plans are not listed on Contact Reports

• Optional: In the Plan participants column, search for and select the constituent participants. In the Role column, select each participant’s role.

5. Click Save.


Prospect Management

Review Plan Requests

This is where you can check the status of your Plan Request, and requests coming in from other Fundraisers, and where to approve a Plan Request if you are the Prospect Manager.

1. From your My Fundraiser Page, click on the Plan Requests tab

2. Requests pending approval will list all plans that are currently pending your approval. Select the chevron to review the details of the plan request and Approve selected

3. Requests made by Fundraiser will provide all status of requests waiting to be approved by a Prospect Manager

Reports Revenue and Prospect Reports allow you to track a variety of activities. There are several types of Reports that Fundraisers and management can use to outline day to day activity.

Upcoming Meeting Report

This report can be found under the Analysis Functional Area, Prospect Management Report. This report is used to identify and communicate details about upcoming Prospect Meeting activity (call activity specifically).

Only Steps on Plans with the Contact Method of Personal Visit or Phone Call will be captured in this report. Steps on Plans to book meetings must have the Contact Method of Task; otherwise they will be picked up by this report.


Prospect Management

To Generate an Upcoming Meeting Report:

1. Go to the Analysis Functional area

2. Click on the Prospect management reports link under the Reports heading

3. Click on the Upcoming meetings report link

4. Use the filters to narrow down the information included in the report

NOTE: the contact method only has personal visit selected as the default

5. Click on View Report to generate the report

6. Here is a sample output of an Upcoming Meetings Report


Prospect Management

Meeting Participants are not our internal U of G partners but Plan Participants who are also attending the meeting (in addition to the Constituent the Step for the meeting is under).

Sites must be entered for all meetings. This will allow us to accurately sort and track meeting activity by area. The Objective is the Purpose of the meeting and should be specific and strategic.

Prospect Plan Analysis report

The Prospect Plan Analysis report provides details about Plan types for specific Prospects.

To Generate a Prospect Plan Analysis:



3. Click on the Prospect Plan Analysis report link

4. Use the filters to narrow down the information included in the report.


Prospect Management


Opportunity Pipeline Report

The Opportunity Pipeline report helps you track all opportunities in your fundraiser pipeline. You can see which opportunities are Accepted, Rejected, Qualified, Unqualified, or Canceled, along with the name of the fundraiser responsible for the opportunity.

To Generate an Opportunity Pipeline Report:



3. Click on the Opportunity Pipeline report link

4. Use the filters to narrow down the information included in the report.


Prospect Management


Pledge and Recurring Gift Report

This report can be found under the Analysis Functional Area, Revenue Report. This report provides an overview of all Pledges and Recurring Gifts based on different filter settings. (Reminder: filters are sticky)

1. Prospect Manager – search by specific Prospect Manager to view all Pledges and Recurring Gifts that have Prospect Manager assigned

2. Constituent – search by specific Constituent and all Pledges and recurring Gifts owned my that constituent

3. Organization team – to be used for manager and associate directors based on the Organization hierarchy


Prospect Management

4. Transaction type – filter based of off Pledge or Recurring Gift specifically

5. Next Scheduled Payment date – specific start and end dates filters for the next schedule payment column

6. Final Scheduled payment due – specific start and end date filters for the final schedule payment due column. Will only show Recurring Gifts with an end date specific

7. Include Pledges with $0 balance – this check box will include all active pledges and recurring gifts that contain a $0 balance – completed pledges

8. Include terminated/canceled recurring gifts – will preview Recurring gifts with a status of terminated and/or canceled

The Output can be displayed by selecting specific column fields:

Column Name Description

Type Pledge or Recurring Gift

Revenue Lookup ID Revenue transaction of the overall commitment

Most Recent payment date Date the most recent payment was made. If this is blank, no payments have been made.

Next Scheduled payment date Next installment date for Pledges and next transaction date for Recurring Gifts. For a Pledge with a $0 balance remaining, this field will be blank.

Next Scheduled payment amount The amount of the next installment or transaction

Final scheduled payment date Date of a Pledge’s last installment or end date of a Recurring Gift. This field may be blank for Recurring Gifts as the end date is optional


Prospect Management

Commitment total installments The numbers of installments for the overall commitment

Frequency The duration and scheduled allocation of the scheduled installments

Payment Method The method of payment defined for the commitment

Commitment Amount (CAD) The Base amount of the Recurring gift or Pledge

Pledge Balance The total outstanding balance of the Pledge.

Amount overdue The total amount of any Pledge or Recurring Gift payments that are past due

Status The status of the Pledge or Recurring Gift

Designations A list of the designations associated to the commitment

Sites A list of the sties associated to the designation that the commitment is linked to

Constituent lookup ID The unique identifier of the constituent associated to the Pledge or Recurring Gift

Is Prospect? Flag whether the constituent has a Prospect Constituency

Constituent Constituent’s Name and link to the constituent’s record

First Name First Name of the individual

Last/Organization Name Last name of an individual or the Organization name

Prospect Manager The Prospect Manager currently assigned

Top Constituency The top constituency obtained by the constituent

Pledge Subtype Subtype of a pledge is applicable.

prospect management prospect management – table of contents

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