Fundraising with Banner

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Fundraising with Banner at UCLAN Presenters
David Turner, Senior Business Analyst Steve
Williams, Support Development Manager
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Acknowledgements

• Maggie Maclean
• Development Officer (Annual Fund)
• Jane Horabin
• Banner Support Officer

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Agenda

• Context
• Telethon Campaigns
• Banner Technicalities
• Gift Aid
• Credit Card Donations
• Local Developments
• Results
• Way Forward
• Questions

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Context - UCLAN

• Large, Post 92 University (30k students)
• Preston Campus has 21.2k students
• 14.6k Full time (69)
• 6.6k Part time (31)
• 18.2k Undergraduate (86)
• 3k Postgraduate (14)
• 48 Partner Colleges worldwide with 9k students
• Evolving academic portfolio incorporates
  Dentistry, Pharmacy and Architecture
• Student administration is mostly devolved to
  Faculties and Schools Central administration for
  Admissions, Fees, HESA, Fundraising, etc

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Context - Banner

• Banner Advancement
• Banner Student
• Banner General
• Banner Accounts Receivable
• ODS
• Agresso

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Context - Fundraising

• What weve done before
• Telethon 2004
• Outsourced The Phone Room
• Oxford based
• Oxford based students no/little knowledge of
  Preston
• Results
• 4500 contacts offered, 622 contacts made
• Data issues highlighted
• No soft data gathered

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Telethon Campaigns

• Campaigns (x3)
• 3 weeks in duration
• Monday to Thursday
• 12 calling days
• 6 - 9 pm
• 18 Calling Stations, 2 Admin Support

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What we wanted to achieve

• Get started !!
• Start talking
• Establish a Relationship
• Find out about what theyve been up to
• Tell them what UCLAN/Faculty has been up to
• Get them interested in UCLAN again!
• Get their support
• Gain their commitment! AKA The Ask

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Trial Run

• 3 members of the Fundraising Team
• Tried to contact 60 people
• Results in own right 3 donations, 20
• Insights appreciation of what callers would
  expect

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Telethon - How

• Pre-Call Letter
• The Call
• Strength Current UCLAN students calling UCLAN
  alumni, Matched by Course/Faculty
• The Email
• Thank you for your gift
• Thank you for your pledge
• Thank you for your time

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Student Callers Our Strength

• Mass Recruitment
• Selection Day
• Training Day
• Additional Training for Banner Admin Support

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Call Centre Issues

• Caller reliability
• Excessive chatting
• Taking long breaks
• Performance Confidence
• Location

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What we achieved

• Data cleansing
• Data gathering
• Interest Involvement
• Commitment

but more about this later
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Banner Technicalities

• Setup on Banner heavily influenced by ESSEC as
  the only European user of Banner Fundraising at
  the time
• Giftaid suite of forms developed by SCT to enable
  Giftaid to be incorporated in UK donations
• In house development of Contact Identification,
  Contact Report and Gift Capture
• Campaign and Designation structure agreed for
  best fit with the Fundraising activities over the
  forthcoming years
• Desk aids developed for Student callers and Admin
  workers for at a glance information

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Banner Technicalities

• Already had alumni logged and all details
  APASBIO
• This form contains summary information regarding
  a constituent such as
• Telephone Nos
• Email Addresses
• Employment information
• Relationship information
• Solicitation information (following contact made)
• etc, etc

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Banner Technicalities

• The following activities were then undertaken to
  build up the necessary data on Banner
• AFACAMP Built Campaign information
• ADADESG Built appropriate Designation for the
  Campaign
• AFADESG Linked Campaign with Designation
• Logging gifts, pledges and call outcomes
  AKAGIFT, AKAPLDG, ASAMRES

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Banner Technicalities

• Solicitor Organisation set up and linking to
  Campaign ASASORG AFACORG
• Assigning/Re-assigning of contacts to Solicitors
• ASAASCT
• ASASIGN
• Access issues data protection
• Reporting summary info from ODS

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Gift Aid

• Variations on the normal forms to support Giftaid
  collection
• AKBGIFT instead of AGBGIFT
• Using tax records
• We report to inland revenue name, address and
  amount

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Credit Card Donations

• Sought direct debits but also wanted to collect
  one off gifts
• Already use WorldPay for collecting fees
• Set up another account for fundraising
• Student caller enters details on a web page
• File of payments is provided by WorldPay each day
• Created a form to load it in as gifts onto Banner
• Not recording/storing credit card details locally
• WorldPay sends out an acknowledgment email

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Local Developments Identifying Contacts

• Standard Banner uses Population Selection
• We use
• ODS to extract a list of contacts
• Used for MailMerge and a pre-call letter
• New form to load into Banner as Contacts

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Local Developments Contact Report

• Everything we currently know about the contact
  all on one piece of paper
• They are the cues for the conversation
• Collect additional or correct information
• Variation on the report also supports faculties
  and services that have a need to contact alumni

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Local Developments Contact Report

• Exclusions
• Telephone Numbers
• Email Addresses
• Home Address
• Degrees
• Mailing Contacts
• Telethon Contacts
• Event Attendance
• Employer Details
• Gift and Pledge History
• Hobbies, Interests, etc
• Comments

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Local DevelopmentsGift Load Form

• Takes payments from the WorldPay file
• Load them as gifts as if entered via AKAGIFT
• Also used to load gifts from fundraising events

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Results

• 24 students called 3562 potential donors
• 16 made donations or pledges
• Unable to get through, main reasons included
• 630 no reply after 3 attempts
• 290 parents telephone no, new contact details
  provided however some did not wish to disclose
  details
• 615 received a dead dial tone
• 454 were no longer at this address

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Results

• Soft results
• 13 course enquires
• 28 requests for the alumni magazine
• 4 interested in public lecture series
• 28 offering as mentors
• 17 offering placement opportunities
• 9 interested in reunions
• 2 offering to talk to students
• 7 offering corporate donations
• 7 Positive feedback tell I made it !

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Results

• And
• 817 new addresses
• 257 deactivated addresses
• 35 deactivated email addresses
• 562 new email addresses
• 2043 deactivated telephone numbers
• 520 new employer details
• 89 exclusion requests

!!!
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Way Forward

• Reduced from 3562 raw contacts
• To 771 useful contacts who will
• Give us money
• Help our current students
• Actively participate in the future of UCLAN

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Way Forward

• Telethons planned for March 2009 and June 2009
• Have to address the data cleansing issues
• FuturePay Use of WorldPay to receive monthly
  standing order type payments.
• Developing Student callers further recruitment
• Will consider other systems to streamline and
  enhance the calling process
• Eg Smart Call
• Promotion of Fundraising activities in general

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and that, in a nutshell, is how Fundraising in
Banner works.
Questions