1. Data Management
John Speed

2. Agenda Introduction Information is Power
Sources of Data
Processing
Reporting
With Great Power comes Great Responsibility
What is the Data Protection Act
Why should you care?
What are the principles
Questions

3. Introduction
Who am I
Why care about Managing your data

4. Information is Power
Data | Processing | Reporting

5. Sources of Data Where does it come from?
Professional Fundraising Organisations (PFOs)
Payroll Giving Agencies (PGAs)
Charities Own Fundraising Activities
Supporter Management Systems (CRM)
Employers
Telemarketing
Third Party Lists (e.g. Royal Mail)

6. Sources of Data PFOs (New Only) Name Address
Contact Info
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
Mail and Com. Prefs
Management System
Name
Address
Contact Info
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
Mail and Com. Prefs
Monthly Donation Amounts
Matching
Unique PGA Ref. No.
Unique Charity Ref. No.
PGAs (Monthly Payments)
Name
Address
Employer
Donation Amount (-Admin Fee)
Matching
Unique PGA Ref. No.

7. Management Systems Where do you store & How process your information?
On paper
In a spreadsheet (e.g. Excel)
In a custom database (e.g. Access)
With a third party provider
In a dedicated CRM package (e.g. Razors Edge)

8. Processing: Check Existing
PFOs (New Only)
Name
Address
Contact Info
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
Mail and Com. Prefs
Charity Own Data
Name
Address
Contact Info
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
Mail and Com. Prefs
Monthly Donation Amounts
Matching
Unique PGA Donor Ref. No.
Unique Charity Ref. No.

9. Processing: Thank You Letter
New Donor Information
Name
Address
Contact Info
Mail and Com. Prefs
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
Dear Mr Smith,
We would like to take this opportunity to thank you for………… ………………………….
Yours Sincerely,
A Charity

10. Processing: Reconciliation
Charity Data
Name
Address
Employer
Agency
Donation Amounts
Contact Info
NI Number
Payroll No.
Mail and Com. Prefs
Unique Charity Ref. No.
PGAs (Monthly)
Name
Address
Employer
Donation Amount post Admin Fee
Matching
Unique PGA Ref. No.
Unique PGA Ref. No.
Unique Charity Ref. No.

11. Processing: PFO Credits
Check Data
Request Credit
PFO Investigates
PFO Issues Credit

12. Management Reporting What's the purpose? Forecasting Budgets
Attrition
Previous Year Comparisons
Budgets
Income / Cost Estimates
Marketing Opportunities
Newsletters
Statistical Analysis
Sector / Region Comparisons
Strategic Development
ROI
Marketing
Growth

13. Attrition What's the purpose? Forecasting Budgets How we calculate:
Group donors together by the month they are recruited
Calculate what % of the donors then stop each subsequent month with 6 month grace period
Average attrition values for each month after signup

14. Attrition
Attrition Rate
Months after signup

15. Attrition Simplified Method:
Calculate total number of donors giving one month
As a % how many of those donors how many fail to make a payment after
e.g. 100 Donors giving in January, only 99 giving in February (and never do again) so attrition is 1%

16. Marketing Opportunities
Newsletters -> National Change of Address Database (NCOA)
Newsletters / Reactivations -> Deceased / Gone away listings
Finding Opportunities in Sectors -> SIC Codes

17. ROI Income: Direct PG Costs Per Donor Employer Matching
Recruitment (PFO) Figures
Thank You Letters / Newsletters
Generic Costs
Materials
Donor Management
Agency Statements

18. Summaries Can you create 1 page summary reports? Recruitment
Previous Year Comparisons
YTD vs. Targets
ROI

19. With Great Power Comes Great Responsibility
Data Protection Act - ico.org.uk

20. Why Should You Care? Bank of Scotland £75,000 fax error
NHS Surrey £200,000 destruction of old computers
Call centre £225,000 nuisance calls
B&SUH NHS Foundation Trust fined £325,000
Norwood Ravenswood Ltd: £70,000
British Pregnancy and Abortion Service: £200,000

21. What is the Data Protection Act (DPA)?
8 Principles of good information handling
Personal Data
Rights to individuals
Data Controllers or Data Processors

22. Personal Data
Personal data means data which relate to a living individual who can be identified –
from those data, or
from those data and other information which is in the possession of, or is likely to come into the possession of, the data controller,
and includes any expression of opinion about the individual and any indication of the intentions of the data controller or any other person in respect of the individual.

23. Terms
Data subject means an individual who is the subject of personal data.
Data controller means … a person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed.
Data processor, in relation to personal data, means any person (other than an employee of the data controller) who processes the data on behalf of the data controller.

24. 8 Principles used fairly and lawfully
used for limited, specifically stated purposes
used in a way that is adequate, relevant and not excessive
accurate
kept for no longer than is absolutely necessary
handled according to people’s data protection rights
kept safe and secure
not transferred outside the EU without adequate protection

25. What Next… Review the Data Protection Act (ico.gov.uk)
Seek Professional Advice
Produce a Data Protection Policy
Enforce the Policy

26. Key decisions we have made
Who has access to what information
How do we store online / offline records
How long is the data retained
When is personal information removed
How do we share data

27. Questions

28. Thank You
John Speed |