A JOURNALIST’S APPROACH TO PROSPECT MANAGEMENT CHRIS MILDNER PORTLAND STATE UNIVERSITY JUNE 26, 2001 OR THE SIX QUESTIONS EVERY MOVES MANAGER SHOULD ASK

COORDINATED ACCESS IN THEORY: EVERYONE HAS ACCESS TO ANY PROSPECT AT ANY TIME PRACTICALLY: ACCESS BASED ON SOLICITATION PRIORITY PROSPECT PREFERENCES DETERMINE WHO HAS A RELATIONSHIP WITH A PROSPECT

THE BIG QUESTIONS WHO WHAT WHEN WHERE WHY -- IS TRACKED? -- ACTIVITIES ARE SIGNIFICANT? -- TO COORDINATE? -- IS IT ALL TRACKED? -- COORDINATE? HOW -- TO COORDINATE?

WHY? TO KEEP IT ALL ABOUT THE PROSPECT

Appropriate and Open Access ¤Encourage partnering and relationship-building ¤Respect and Honor Prospect: ­interests and intent ­stated contact preference(s) -time and commitments ¤Maximize satisfaction with the giving process ¤Facilitate better evaluation and decision-making

HOW? MASS PROSPECT REVIEW PROCESS STEP 1:COMPILED A HUGE SPREADSHEET OF EXISTING AND POTENTIAL PROSPECTS STEP 2:SENT IT TO THE TEAM FOR INPUT AND RATINGS STEP 3:REVIEWED THE LISTS TO DETERMINE POTENTIAL PROSPECT INTERESTS STEP 4:STRATEGY MEETINGS DETERMINED TEAM STEP 5:DO IT AGAIN SAM!

HOW? INDIVIDUAL PROSPECT COORDINATION STEP 1: IDENTIFICATION BY STAFF, VOLUNTEERS, RESEARCH STEP 2: NAME SENT TO STAFF LISTSERV STEP 3: STRATEGY SESSION DETERMINES TEAM STEP 4: INITIAL PLAN ENTERED IN BENEFACTOR (REM) STEP 5: MOVES -- COORDINATION CHECK (MPT, MPC, GPDI, SRK) STEP 6: CONTACT REPORTS AND NEXT STEPS (CON/REM) STEP 7: TOP 100 STATUS REVIEWED AT MONTHLY MEETING STEP 8: REPEAT 2-7 FOR COORDINATION/EVALUATION

WHO? MAJOR DONORS PROSPECTS VOLUNTEERS LEVEL DETERMINED BY: …WHO ENTERS DATA …LEVEL OF STAFFING BASED ON FINANCIAL CAPACITY, LEVEL OF INVOLVEMENT AND INTERESTS

QUALIFICATION CRITERIA Asset criteria (PRT) $10,000 annually for 5 years $25,000 outright gift $50,000 life income agreement Affiliation criteria (ACA, AFF, GPDI) degree, partnership or other relationship with PSU gift history or sponsorship historical family involvement or one degree of separation Interest criteria (AFF, MPF, EMPI) demonstrated personal interest philanthropic involvement with similar programs business interests

WHAT ACTIVITIES? SIGNIFICANT ACTIVITIES: »INCREASE PROSPECT INVOLVEMENT »MOTIVATE INTEREST »GATHER NEW INFORMATION »MOVE THE PROSPECT CLOSER TO A GIFT It is the outcome, not the mode of contact, that measures significance.

WHAT ACTIVITIES? PERSONAL VISITS VOLUNTEER ACTIVITIES PHONE, FAX & CONTACT EVENTS CHANCE ENCOUNTERS

WHEN TO COORDINATE? IF THERE IS A RELATIONSHIP WITH ANOTHER UNIT DEMONSTRATED BY: ‡GIFTS (GPDI) ‡TRACKS (MPT) ‡CONTACTS OR PLANS (MPC) ‡HISTORY (SRK)

WHERE IS IT ALLTRACKED?

MPF PROSPECT STATUS CODES INDICATE: top tiers (major prospects)high annual fund volunteer or organization contactqualification discontinued or suspendeddisqualified

MPT TRACK MULTIPLE PROSPECT OR UNIT INTERESTS TRACK: 1. $1K+ ANNUAL PROSPECTS 2. UNIT PROSPECTS 3. ANNUAL DINNER SPONSORS WHO IS WORKING WITH WHOM IN WHAT TIME FRAME? =

MPT CODES THESE CODES, IN COMBINATION WITH THE SOLICITATION DATE, REVEAL THE STAGE OF RELATIONSHIP AND ORDER OF SOLICITATION TO HELP US COORDINATE

MPC REMINDERS ARE COORDINATED PROSPECT PLANS CONTACTS ARE PLAN OUTCOMES 1 + REMINDERS ENTERED AFTER EACH CONTACT CONTACTS AND REMINDER REPORTS ISSUED WEEKLY

MPC CODING CONTACT RESULT CODES, ALONG WITH CONTACT REPORT CONTENTS, HELP US KEEP PROSPECT STATUS IN MPF AND PROGRESS LEVEL IN MPT UPDATED

ACTIVITIES AND EVENTS BOARD MEETINGS AND MAJOR PROSPECT EVENTS

REPORTS XTEA -- PROSPECT REVIEW (TRACKS & GOALS, LAST CONTACT, 3 UPCOMING REMINDERS XPRS -- PROSPECT SUMMARY (FULL TRACK DETAIL, LAST 2 CONTACTS, ALL OPEN REMINDERS) XOTR -- OPEN TRACKS XREM -- CONTACT AND REMINDER SUMMARIES XCAL -- FULL TEXT CONTACT REPORTS XPRO -- SIMPLE PROSPECT LISTS

XOTR: OPEN TRACKS SELECTION OPTIONS 1. TRACK 2. CAMPAIGN 3. DESIGNATION 4. STAFF 5. VOLUNTEER 6. SOLICITOR 7. PROSPECT (ALPHA) 8. GOAL 9. SOLICIT DATE SORTS VARY BY TRACK SORT OPTIONS ARE NESTED AND MAY COMBINE: *ALPHA *GOAL *PERSONNEL ASSIGNED *DESIGNATION *DATE USED TO FACILITATE PROSPECT AND VOLUNTEER COORDINATION AND MANAGEMENT AND CREATE UNIT AND PROJECT PYRAMIDS FROM MPT DATA

XPRS: PROSPECT SUMMARY SELECTIONS §SPECIFIC PROSPECTS BY ID §ALL PROSPECTS FOR A PROSPECT MANAGER §ALL PROSPECTS WITH OPEN TRACKS §SAVEDLIST USED ONE-ON-ONE BY THE ASSOCIATE VP TO HELP DEVELOPMENT OFFICERS DETERMINE GOALS, STRATEGIES AND TIMELINES

XTEA: TEAMS REPORT ¤FOR MONTHLY PROSPECT REVIEW MEETINGS AND ENSURING STRATEGIES AND CONTACTS ARE CURRENT ¤RUNS FROM A SAVED LIST, WHICH CAN BE BASED ON PROSPECT TIER, UNITS OR STAFF ASSIGNED, ETC.

XREM: CONTACTS/REMINDERS KEEPING IT AT THE SPEED OF LIFE REMINDERS OPTION REMINDERS FOR A SPECIFIC PROSPECT MANAGER 2. REMINDERS FOR SPECIFIC PROSPECTS 3. REMINDERS ENTERED IN A DATE RANGE 4. PROSPECTS WITH UNATTENDED REMINDERS 5. PROSPECTS WITH NO OPEN REMINDERS CONTACTS OPTION CONTACT REPORTS FOR SPECIFIC MANAGER 2. CONTACT REPORTS FOR SPECIFIC PROSPECTS 3. CONTACTS ENTERED IN A DATE RANGE

XCAL: FULL TEXT CONTACTS SELECTIONS: 1. FOR SPECIFIC PROSPECT MANAGERS 2. FOR SPECIFIC PROSPECT(S) 3. FOR ALL STAFF LIMIT BY DATE RANGE DOUBLE CHECK FULL REPORTING AND ENSUREDATA IS ENTERED IN OTHER SCREENS

?QUESTIONS? ? ? ? ? ? ?