FundSvcs Community

Hi all - I have a very specific question for Advance users. We would like to report historical fundraising trends for Parents and Faculty/Staff record types. However, there is no start/stop date coding in Advance for record types. For example, if we report on Parent giving, we can only take the group currently coded as parents and report out their giving from past years, potentially before they were parents. What is your team doing to get backwards looking reporting on record types that change? Thanks in advance! Sylvia

Took the words out of my mouth. There is also a date stamp associated with all record type changes so you should be able to use that for F/S as well. However, I've always used begin and end dates for F/S as they come and go. However, once a parent always a parent. I tend to use the record creation date and not the graduation date for parents as they are still parents while their kid is attending school! John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Wed, Jan 23, 2019 at 9:25 AM Forrest, Aaron <aaron.forrest@rochester.edu> wrote: > You can group parents by a child's graduation year to interpolate bands. > Also, the parent load is stamped with a specific source and date. Note, we > change alumni parents to "past parents". They never cease being "parents" > once they get that type. For faculty/staff we have no good solution that > I'm aware of and share your issue. > > Aaron > > Aaron Forrest CPA > Senior Director Gift and Donor Services > University of Rochester Office of Advancement > Larry and Cindy Bloch Alumni and Advancement Center > 300 East River Road > Rochester NY 14627 > Office 585.275.2799 / Fax 585-273-4558 > Email aaron.forrest@rochester.edu > > >  Please consider the environment before printing this email. > Confidentiality Notice: This message, including attachments may contain > confidential information. Any unauthorized use, disclosure or distribution > is prohibited. > >
Original Message----- > From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> > On Behalf Of Sylvia Galen > Sent: Wednesday, January 23, 2019 9:17 AM > To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG > Subject: [FUNDSVCS] Advance - Historical Reporting on Record Types > > Hi all - > I have a very specific question for Advance users. We would like to report > historical fundraising trends for Parents and Faculty/Staff record types. > However, there is no start/stop date coding in Advance for record types. > For example, if we report on Parent giving, we can only take the group > currently coded as parents and report out their giving from past years, > potentially before they were parents. What is your team doing to get > backwards looking reporting on record types that change? > Thanks in advance! > Sylvia >

Right - but you can "see" when they were given the F/S code. And as long as you do not delete history and they become a friend and then F/S again you should have a history of all those indicators. John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Wed, Jan 23, 2019 at 9:48 AM Forrest, Aaron <aaron.forrest@rochester.edu> wrote: > In our system, your faculty/staff affiliation is sticky. So there is no > end date nor “former.” Thus Sylvia’s and our issue. > > Aaron > > > > Aaron Forrest CPA > > Senior Director Gift and Donor Services > > University of Rochester Office of Advancement > > Larry and Cindy Bloch Alumni and Advancement Center > > 300 East River Road > > Rochester NY 14627 > > Office 585.275.2799 / Fax 585-273-4558 > > Email aaron.forrest@rochester.edu > > > > [image: Description: Description: Description: > cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> > > P Please consider the environment before printing this email. > > Confidentiality Notice: This message, including attachments may contain > confidential information. Any unauthorized use, disclosure or distribution > is prohibited. > > > > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> *On Behalf Of *John Taylor > *Sent:* Wednesday, January 23, 2019 9:43 AM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG > *Subject:* Re: [FUNDSVCS] Advance - Historical Reporting on Record Types > > > > Took the words out of my mouth. There is also a date stamp associated > with all record type changes so you should be able to use that for F/S as > well. However, I've always used begin and end dates for F/S as they come > and go. However, once a parent always a parent. I tend to use the record > creation date and not the graduation date for parents as they are still > parents while their kid is attending school! > > > > John > > > > John H. Taylor > > Principal, John H. Taylor Consulting > > 2604 Sevier St. > > Durham, NC 27705 > > johntaylorconsulting@gmail.com > > 919.816.5903 (cell/text) > > > > Serving the Advancement Community Since 1987 > > > > > > On Wed, Jan 23, 2019 at 9:25 AM Forrest, Aaron < > aaron.forrest@rochester.edu> wrote: > > You can group parents by a child's graduation year to interpolate bands. > Also, the parent load is stamped with a specific source and date. Note, we > change alumni parents to "past parents". They never cease being "parents" > once they get that type. For faculty/staff we have no good solution that > I'm aware of and share your issue. > > Aaron > > Aaron Forrest CPA > Senior Director Gift and Donor Services > University of Rochester Office of Advancement > Larry and Cindy Bloch Alumni and Advancement Center > 300 East River Road > Rochester NY 14627 > Office 585.275.2799 / Fax 585-273-4558 > Email aaron.forrest@rochester.edu > > > P Please consider the environment before printing this email. > Confidentiality Notice: This message, including attachments may contain > confidential information. Any unauthorized use, disclosure or distribution > is prohibited. > >
Original Message----- > From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> > On Behalf Of Sylvia Galen > Sent: Wednesday, January 23, 2019 9:17 AM > To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG > Subject: [FUNDSVCS] Advance - Historical Reporting on Record Types > > Hi all - > I have a very specific question for Advance users. We would like to report > historical fundraising trends for Parents and Faculty/Staff record types. > However, there is no start/stop date coding in Advance for record types. > For example, if we report on Parent giving, we can only take the group > currently coded as parents and report out their giving from past years, > potentially before they were parents. What is your team doing to get > backwards looking reporting on record types that change? > Thanks in advance! > Sylvia > >

Hi all - thank you for confirming that there isn't some simple field that I'm overlooking as a solution. Ron, I like your idea of a view to simplify reporting. I think that we will need to use the student record to get the timeframe that someone is a current parent. For the faculty/staff records, we don't have a start/stop date on the employment record but we could clearly get that from the HR system. We talked through using the date the system stores when the record is created/modified, but I'm reluctant since that creation/modification date isn't the actual date that someone starting being a parent or an employee. The chances are slim that the creation date would vary drastically from the actual start date, but of course it will end up being some VIP record based on Murphy's Law. Best, Sylvia Sylvia Galen Assistant VP, Advancement Analytics Advancement Services, Development and Alumni Relations The George Washington University - Office: 202-994-9373 sgalen@gwu.edu • giving.gwu.edu • alumni.gwu.edu

You can group parents by a child's graduation year to interpolate bands. Also, the parent load is stamped with a specific source and date. Note, we change alumni parents to "past parents". They never cease being "parents" once they get that type. For faculty/staff we have no good solution that I'm aware of and share your issue. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu           Please consider the environment before printing this email. Confidentiality Notice:  This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited.
Original Message----- From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Sylvia Galen Sent: Wednesday, January 23, 2019 9:17 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Advance - Historical Reporting on Record Types Hi all - I have a very specific question for Advance users. We would like to report historical fundraising trends for Parents and Faculty/Staff record types. However, there is no start/stop date coding in Advance for record types. For example, if we report on Parent giving, we can only take the group currently coded as parents and report out their giving from past years, potentially before they were parents. What is your team doing to get backwards looking reporting on record types that change? Thanks in advance! Sylvia

Hi Sylvia, Great question. One approach is to create an Oracle view that dynamically updates based on factors that you define. The benefit of the view is that you don't have to hard-code a history and it updates as your underlying data changes. The timeframe associated with the parent-child relationships determines the (parent/past parent) and (student/alumni) record types. You can set the timeframe for reporting such a per entity fiscal year record type. For historical faculty/staff relationships, you can approach it the same way using employment start and stop dates. Ideally, this information would be synched from enterprise system to Advance so that employment updates, which happen frequently, are immediately reflected in Advance. Lastly, your reports are built using the dynamic views, which have the added benefit of ensuring your historic alumni counts are accurate as well (excludes student giving). Hope that helps! Best, Ron Ron Eisenstein Partner The Solas Group http://www.thesolasgroup.com | (773) 315-6014
Original Message----- From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Sylvia Galen Sent: Wednesday, January 23, 2019 8:17 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Advance - Historical Reporting on Record Types Hi all - I have a very specific question for Advance users. We would like to report historical fundraising trends for Parents and Faculty/Staff record types. However, there is no start/stop date coding in Advance for record types. For example, if we report on Parent giving, we can only take the group currently coded as parents and report out their giving from past years, potentially before they were parents. What is your team doing to get backwards looking reporting on record types that change? Thanks in advance! Sylvia

In our system, your faculty/staff affiliation is sticky. So there is no end date nor “former.” Thus Sylvia’s and our issue. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu [Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of John Taylor Sent: Wednesday, January 23, 2019 9:43 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Advance - Historical Reporting on Record Types Took the words out of my mouth. There is also a date stamp associated with all record type changes so you should be able to use that for F/S as well. However, I've always used begin and end dates for F/S as they come and go. However, once a parent always a parent. I tend to use the record creation date and not the graduation date for parents as they are still parents while their kid is attending school! John John H. Taylor Principal, John H. Taylor Consulting 2604 Sevier St. Durham, NC 27705 johntaylorconsulting@gmail.com<mailto:johntaylorconsulting@gmail.com> 919.816.5903 (cell/text) Serving the Advancement Community Since 1987 On Wed, Jan 23, 2019 at 9:25 AM Forrest, Aaron <aaron.forrest@rochester.edu<mailto:aaron.forrest@rochester.edu>> wrote: You can group parents by a child's graduation year to interpolate bands. Also, the parent load is stamped with a specific source and date. Note, we change alumni parents to "past parents". They never cease being "parents" once they get that type. For faculty/staff we have no good solution that I'm aware of and share your issue. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu<mailto:aaron.forrest@rochester.edu> • Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited.
Original Message----- From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of Sylvia Galen Sent: Wednesday, January 23, 2019 9:17 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [FUNDSVCS] Advance - Historical Reporting on Record Types Hi all - I have a very specific question for Advance users. We would like to report historical fundraising trends for Parents and Faculty/Staff record types. However, there is no start/stop date coding in Advance for record types. For example, if we report on Parent giving, we can only take the group currently coded as parents and report out their giving from past years, potentially before they were parents. What is your team doing to get backwards looking reporting on record types that change? Thanks in advance! Sylvia

Other people have proposed workarounds that might help you, but this is a classic case that would be solved by a proper data warehouse. Unfortunately, I haven't seen a lot of Advancement shops exploring this option. Mark Mark W. Bolme University of Oregon Foundation This information, and any attachment, is PRIVILEGED and CONFIDENTIAL property of the University of Oregon Foundation. Any unauthorized reproduction, dissemination or disclosure is prohibited.
Original Message----- From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] On Behalf Of Sylvia Galen Sent: Wednesday, January 23, 2019 6:17 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Advance - Historical Reporting on Record Types Hi all - I have a very specific question for Advance users. We would like to report historical fundraising trends for Parents and Faculty/Staff record types. However, there is no start/stop date coding in Advance for record types. For example, if we report on Parent giving, we can only take the group currently coded as parents and report out their giving from past years, potentially before they were parents. What is your team doing to get backwards looking reporting on record types that change? Thanks in advance! Sylvia

Well, Advance does write the donor’s primary record type at the time of the gift into GIFT.GIFT_ENTITY_TYPE, so there’s that, but it only reflects the primary record type according to your hierarchy, so it might not help find giving by alumni who then secondarily become parents at some point. But if you’re only looking for people whose primary record type is Parent, it might help. My US$0.02 worth; the usual disclaimers apply. Good luck! Alan Alan S. Hejnal Data Quality Manager Smithsonian Institution - Office of Advancement 600 Maryland Avenue SW, Suite 600E P.O. Box 37012, MRC 527 Washington, DC 20013-7012 •: 202-633-8754 | •: HejnalA@si.edu<mailto:HejnalA@si.edu> [SNAGHTML5cbfa34]<https://www.si.edu/> [AASP_FundSvcs_LOGO-01(040pct)(mark)] From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Sylvia Galen Sent: Wednesday, January 23, 2019 9:17 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Advance - Historical Reporting on Record Types Hi all - I have a very specific question for Advance users. We would like to report historical fundraising trends for Parents and Faculty/Staff record types. However, there is no start/stop date coding in Advance for record types. For example, if we report on Parent giving, we can only take the group currently coded as parents and report out their giving from past years, potentially before they were parents. What is your team doing to get backwards looking reporting on record types that change? Thanks in advance! Sylvia