FundSvcs Community

Hi Rebecca, There's not one way to organize the systems. A general principle here should be to keep the information needed by the users of each system into that specific system, so that it can be retrieved easily and kept up-to-date by the specific staff. Assuming that your advancement/development organization uses CRM system and SIS is used by the rest of the university staff for maintaining student information while the student is actually with the institution, some information, such as performance data and on-campus activities, will be maintained by the SIS. All the information specific to the students' profile that is helpful to advancement, for creating a strong relationship with the student, can be maintained in the CRM. Some information (for example, relationships/family etc.) of the student will be duplicated in both, and ideally, should be kept in sync, at least for active students. Information that is helpful but is not needed all the time or does not change all the time, can be obtained as-needed from the SIS. Depending on the exact processes and relationships between the advancement staff and the rest of the university staff, this model may vary. Hope this helps. *Medha Nanal* *Strategic Data & CRM Consulting for Nonprofit & Education Organizations* (Fundraising/Advancement, Programs, Operations, Communications) 650-600-9374 www.topcloudconsult.com ------------------------------------------------------------------------------------------- On Tue, Aug 13, 2019 at 6:00 AM Rebecca Boughamer < Rebecca.Boughamer@umuc.edu> wrote: > Good morning, > For those of you using a centralized SIS and CRM, do you create and manage > all entity records in your SIS or just your student records? Do you create > orgs and donors and friends etc. there or do you only create them in your > CRM? Can you tell me about your experience either way as far as pros and > cons? > > Thanks so much, > > Rebecca Boughamer > > Assistant Vice President, Advancement Services > > University of Maryland Global Campus > > Department of Institutional Advancement > > Phone: 301-985-7561 > > E-mail: rebecca.boughamer@umuc.edu > > Admin - 2104 > > US > > * <http://www.umuc.edu>* > > * www.umuc.edu <http://www.umuc.edu/> | impact.umuc.edu > <http://impact.umuc.edu/> | alumni.umuc.edu <http://alumni.umuc.edu/> > Advancement Services Intake Form > <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> > IA Data Request Form > <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA > Research Request Form > <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> > * >

As John mentioned, SIS should create and maintain biographical information and pass on/share with Advancement, as appropriate. If your SIS and CRM are designed to talk to each other, then again, as John suggested, data sync is a great option. (In lieu of a sync, manual processes to keep the information in sync need to be developed). I think John alluded to it, but to be more explicit, if your SIS and CRM have automated, API-based data syncs available to pull data, then I would recommend that option, even at the higher price point that such solutions demand. The reason is that most of the modern syncs have an ability to synchronize almost in real-time. Also, as John points out, in a single data platform storing all records together, it becomes important to configure the platform properly to determine who-sees-what. This is important both from legal as well as ethical perspective. *Strategic Data & CRM Consulting for Nonprofit & Education Organizations* (Fundraising/Advancement, Programs, Operations, Communications) 650-600-9374 www.topcloudconsult.com ------------------------------------------------------------------------------------------- On Tue, Aug 13, 2019 at 10:37 AM John Taylor <johntaylorconsulting@gmail.com> wrote: > The data sync is key. In a perfect world, it happens nightly and > seamlessly - but with a daily report of "issues", your data integrity staff > must review. And that sync must be two-way. While you may have far > greater needs for current parent information, I bet Financial Aid would > like to know where to send current bills :-). > > 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 Tue, Aug 13, 2019 at 1:28 PM Rebecca Boughamer < > Rebecca.Boughamer@umuc.edu> wrote: > >> Thanks John that's exactly what we are looking at. Although it's a lot of >> duplicate configuration and data syncing going on if you maintain them >> separately, especially when there is a lot of crossover (alumni who are >> also current students and faculty or staff). It seems the idea of a 360 >> degree point of view is utopia but the governance involved in achieving >> that is more challenging. >> >> Rebecca Boughamer >> >> Assistant Vice President, Advancement Services >> >> University of Maryland Global Campus >> >> Department of Institutional Advancement >> >> Phone: 301-985-7561 >> >> E-mail: rebecca.boughamer@umuc.edu >> >> Admin - 2104 >> >> US >> >> * <http://www.umuc.edu>* >> >> * www.umuc.edu <http://www.umuc.edu/> | impact.umuc.edu >> <http://impact.umuc.edu/> | alumni.umuc.edu <http://alumni.umuc.edu/> >> Advancement Services Intake Form >> <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> >> IA Data Request Form >> <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA >> Research Request Form >> <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> >> * >> ------------------------------ >> *From:* Advancement Services Discussion List < >> FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of John Taylor < >> johntaylorconsulting@GMAIL.COM> >> *Sent:* Tuesday, August 13, 2019 12:46 PM >> *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> >> *Subject:* Re: [FUNDSVCS] SIS vs CRM Entity Management >> >> The ideal scenario I find - recognizing that there is a ton of politics >> involved like it or not - is letting SIS handle entity creation of >> students, and have "ownership" of their biographics while they remain a >> student. Of course, upon matriculation and then at the end of every >> semester, I pull those students and their data into my CRM. When they >> graduate - or leave - ownership of those former student shifts to >> Advancement. >> >> I find that areas outside of Advancement really have little - or less - >> need for many other entities in the way I do. Or when they do, it is more >> of a business relationship than a cultivation or stewardship relationship. >> That is why I grab parent information electronically either from the >> Admissions system or SIS - even if other departments use similar data. The >> same goes for corporations and foundations who may have a >> purchasing/procurement relationship with the organization - but those >> contact names, addresses, phone numbers, etc., normally do not meet my >> needs. >> >> There is a data warehouse scenario where all these parts and pieces can >> live together. But we need to recognize that what I need for my "business" >> is not the same (always) as other departments. >> >> If you go to a single platform for all records you are still going to >> have to establish data governance rules and allow every unit to create >> their own names, addresses, etc.s without overwriting someone else's. The >> needs are quite different. >> >> 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 Tue, Aug 13, 2019 at 12:23 PM Rebecca Boughamer < >> Rebecca.Boughamer@umuc.edu> wrote: >> >> Thanks for your response. I'm strictly referring to biographic data, not >> engagement or communications or any other relationship data. I mean contact >> information, active status, etc. >> I know different campuses handle it differently and I'm hoping some will >> chime in with what is working for them. We currently have a setup of having >> our student biographic records maintained in our SIS but lead and alumni, >> donor and org records are created and maintained in the CRM. We are looking >> at potentially migrating to create all entity records in one platform and >> maintaining the biographic data (contact information, name history, >> constituent status, etc.) there and just using the CRM for communications >> and engagement activity management. >> >> Rebecca Boughamer >> >> Assistant Vice President, Advancement Services >> >> University of Maryland Global Campus >> >> Department of Institutional Advancement >> >> Phone: 301-985-7561 >> >> E-mail: rebecca.boughamer@umuc.edu >> >> Admin - 2104 >> >> US >> >> * <http://www.umuc.edu>* >> >> * www.umuc.edu <http://www.umuc.edu/> | impact.umuc.edu >> <http://impact.umuc.edu/> | alumni.umuc.edu <http://alumni.umuc.edu/> >> Advancement Services Intake Form >> <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> >> IA Data Request Form >> <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA >> Research Request Form >> <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> >> * >> ------------------------------ >> *From:* Advancement Services Discussion List < >> FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of Medha Nanal < >> medhananal@TOPCLOUDCONSULT.COM> >> *Sent:* Tuesday, August 13, 2019 11:03 AM >> *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> >> *Subject:* Re: [FUNDSVCS] SIS vs CRM Entity Management >> >> Hi Rebecca, >> >> There's not one way to organize the systems. A general principle here >> should be to keep the information needed by the users of each system into >> that specific system, so that it can be retrieved easily and kept >> up-to-date by the specific staff. Assuming that your >> advancement/development organization uses CRM system and SIS is used by the >> rest of the university staff for maintaining student information while the >> student is actually with the institution, some information, such as >> performance data and on-campus activities, will be maintained by the SIS. >> All the information specific to the students' profile that is helpful to >> advancement, for creating a strong relationship with the student, can be >> maintained in the CRM. Some information (for example, relationships/family >> etc.) of the student will be duplicated in both, and ideally, should be >> kept in sync, at least for active students. >> >> Information that is helpful but is not needed all the time or does not >> change all the time, can be obtained as-needed from the SIS. >> >> Depending on the exact processes and relationships between the >> advancement staff and the rest of the university staff, this model may >> vary. Hope this helps. >> >> *Medha Nanal* >> >> *Strategic Data & CRM Consulting for Nonprofit & Education Organizations* >> (Fundraising/Advancement, Programs, Operations, Communications) >> >> 650-600-9374 >> www.topcloudconsult.com >> >> ------------------------------------------------------------------------------------------- >> >> >> On Tue, Aug 13, 2019 at 6:00 AM Rebecca Boughamer < >> Rebecca.Boughamer@umuc.edu> wrote: >> >> Good morning, >> For those of you using a centralized SIS and CRM, do you create and >> manage all entity records in your SIS or just your student records? Do you >> create orgs and donors and friends etc. there or do you only create them in >> your CRM? Can you tell me about your experience either way as far as pros >> and cons? >> >> Thanks so much, >> >> Rebecca Boughamer >> >> Assistant Vice President, Advancement Services >> >> University of Maryland Global Campus >> >> Department of Institutional Advancement >> >> Phone: 301-985-7561 >> >> E-mail: rebecca.boughamer@umuc.edu >> >> Admin - 2104 >> >> US >> >> * <http://www.umuc.edu>* >> >> * www.umuc.edu <http://www.umuc.edu/> | impact.umuc.edu >> <http://impact.umuc.edu/> | alumni.umuc.edu <http://alumni.umuc.edu/> >> Advancement Services Intake Form >> <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> >> IA Data Request Form >> <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA >> Research Request Form >> <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> >> * >> >>

The ideal scenario I find - recognizing that there is a ton of politics involved like it or not - is letting SIS handle entity creation of students, and have "ownership" of their biographics while they remain a student. Of course, upon matriculation and then at the end of every semester, I pull those students and their data into my CRM. When they graduate - or leave - ownership of those former student shifts to Advancement. I find that areas outside of Advancement really have little - or less - need for many other entities in the way I do. Or when they do, it is more of a business relationship than a cultivation or stewardship relationship. That is why I grab parent information electronically either from the Admissions system or SIS - even if other departments use similar data. The same goes for corporations and foundations who may have a purchasing/procurement relationship with the organization - but those contact names, addresses, phone numbers, etc., normally do not meet my needs. There is a data warehouse scenario where all these parts and pieces can live together. But we need to recognize that what I need for my "business" is not the same (always) as other departments. If you go to a single platform for all records you are still going to have to establish data governance rules and allow every unit to create their own names, addresses, etc.s without overwriting someone else's. The needs are quite different. 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 Tue, Aug 13, 2019 at 12:23 PM Rebecca Boughamer < Rebecca.Boughamer@umuc.edu> wrote: > Thanks for your response. I'm strictly referring to biographic data, not > engagement or communications or any other relationship data. I mean contact > information, active status, etc. > I know different campuses handle it differently and I'm hoping some will > chime in with what is working for them. We currently have a setup of having > our student biographic records maintained in our SIS but lead and alumni, > donor and org records are created and maintained in the CRM. We are looking > at potentially migrating to create all entity records in one platform and > maintaining the biographic data (contact information, name history, > constituent status, etc.) there and just using the CRM for communications > and engagement activity management. > > Rebecca Boughamer > > Assistant Vice President, Advancement Services > > University of Maryland Global Campus > > Department of Institutional Advancement > > Phone: 301-985-7561 > > E-mail: rebecca.boughamer@umuc.edu > > Admin - 2104 > > US > > * <http://www.umuc.edu>* > > * www.umuc.edu <http://www.umuc.edu/> | impact.umuc.edu > <http://impact.umuc.edu/> | alumni.umuc.edu <http://alumni.umuc.edu/> > Advancement Services Intake Form > <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> > IA Data Request Form > <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA > Research Request Form > <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> > * > ------------------------------ > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of Medha Nanal < > medhananal@TOPCLOUDCONSULT.COM> > *Sent:* Tuesday, August 13, 2019 11:03 AM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> > *Subject:* Re: [FUNDSVCS] SIS vs CRM Entity Management > > Hi Rebecca, > > There's not one way to organize the systems. A general principle here > should be to keep the information needed by the users of each system into > that specific system, so that it can be retrieved easily and kept > up-to-date by the specific staff. Assuming that your > advancement/development organization uses CRM system and SIS is used by the > rest of the university staff for maintaining student information while the > student is actually with the institution, some information, such as > performance data and on-campus activities, will be maintained by the SIS. > All the information specific to the students' profile that is helpful to > advancement, for creating a strong relationship with the student, can be > maintained in the CRM. Some information (for example, relationships/family > etc.) of the student will be duplicated in both, and ideally, should be > kept in sync, at least for active students. > > Information that is helpful but is not needed all the time or does not > change all the time, can be obtained as-needed from the SIS. > > Depending on the exact processes and relationships between the advancement > staff and the rest of the university staff, this model may vary. Hope this > helps. > > *Medha Nanal* > > *Strategic Data & CRM Consulting for Nonprofit & Education Organizations* > (Fundraising/Advancement, Programs, Operations, Communications) > > 650-600-9374 > www.topcloudconsult.com > > ------------------------------------------------------------------------------------------- > > > On Tue, Aug 13, 2019 at 6:00 AM Rebecca Boughamer < > Rebecca.Boughamer@umuc.edu> wrote: > > Good morning, > For those of you using a centralized SIS and CRM, do you create and manage > all entity records in your SIS or just your student records? Do you create > orgs and donors and friends etc. there or do you only create them in your > CRM? Can you tell me about your experience either way as far as pros and > cons? > > Thanks so much, > > Rebecca Boughamer > > Assistant Vice President, Advancement Services > > University of Maryland Global Campus > > Department of Institutional Advancement > > Phone: 301-985-7561 > > E-mail: rebecca.boughamer@umuc.edu > > Admin - 2104 > > US > > * <http://www.umuc.edu>* > > * www.umuc.edu <http://www.umuc.edu/> | impact.umuc.edu > <http://impact.umuc.edu/> | alumni.umuc.edu <http://alumni.umuc.edu/> > Advancement Services Intake Form > <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> > IA Data Request Form > <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA > Research Request Form > <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> > * > >

Good morning, For those of you using a centralized SIS and CRM, do you create and manage all entity records in your SIS or just your student records? Do you create orgs and donors and friends etc. there or do you only create them in your CRM? Can you tell me about your experience either way as far as pros and cons? Thanks so much, Rebecca Boughamer Assistant Vice President, Advancement Services University of Maryland Global Campus Department of Institutional Advancement Phone: 301-985-7561 E-mail: rebecca.boughamer@umuc.edu Admin - 2104 US [cid:be71dcd8-f214-46d8-86fa-e61c428b8d9e]<http://www.umuc.edu> www.umuc.edu<http://www.umuc.edu/> | impact.umuc.edu<http://impact.umuc.edu/> | alumni.umuc.edu<http://alumni.umuc.edu/> Advancement Services Intake Form<https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> IA Data Request Form<https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA Research Request Form<https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit>

The data sync is key. In a perfect world, it happens nightly and seamlessly - but with a daily report of "issues", your data integrity staff must review. And that sync must be two-way. While you may have far greater needs for current parent information, I bet Financial Aid would like to know where to send current bills :-). 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 Tue, Aug 13, 2019 at 1:28 PM Rebecca Boughamer < Rebecca.Boughamer@umuc.edu> wrote: > Thanks John that's exactly what we are looking at. Although it's a lot of > duplicate configuration and data syncing going on if you maintain them > separately, especially when there is a lot of crossover (alumni who are > also current students and faculty or staff). It seems the idea of a 360 > degree point of view is utopia but the governance involved in achieving > that is more challenging. > > Rebecca Boughamer > > Assistant Vice President, Advancement Services > > University of Maryland Global Campus > > Department of Institutional Advancement > > Phone: 301-985-7561 > > E-mail: rebecca.boughamer@umuc.edu > > Admin - 2104 > > US > > * <http://www.umuc.edu>* > > * www.umuc.edu <http://www.umuc.edu/> | impact.umuc.edu > <http://impact.umuc.edu/> | alumni.umuc.edu <http://alumni.umuc.edu/> > Advancement Services Intake Form > <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> > IA Data Request Form > <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA > Research Request Form > <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> > * > ------------------------------ > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of John Taylor < > johntaylorconsulting@GMAIL.COM> > *Sent:* Tuesday, August 13, 2019 12:46 PM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> > *Subject:* Re: [FUNDSVCS] SIS vs CRM Entity Management > > The ideal scenario I find - recognizing that there is a ton of politics > involved like it or not - is letting SIS handle entity creation of > students, and have "ownership" of their biographics while they remain a > student. Of course, upon matriculation and then at the end of every > semester, I pull those students and their data into my CRM. When they > graduate - or leave - ownership of those former student shifts to > Advancement. > > I find that areas outside of Advancement really have little - or less - > need for many other entities in the way I do. Or when they do, it is more > of a business relationship than a cultivation or stewardship relationship. > That is why I grab parent information electronically either from the > Admissions system or SIS - even if other departments use similar data. The > same goes for corporations and foundations who may have a > purchasing/procurement relationship with the organization - but those > contact names, addresses, phone numbers, etc., normally do not meet my > needs. > > There is a data warehouse scenario where all these parts and pieces can > live together. But we need to recognize that what I need for my "business" > is not the same (always) as other departments. > > If you go to a single platform for all records you are still going to have > to establish data governance rules and allow every unit to create their own > names, addresses, etc.s without overwriting someone else's. The needs are > quite different. > > 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 Tue, Aug 13, 2019 at 12:23 PM Rebecca Boughamer < > Rebecca.Boughamer@umuc.edu> wrote: > > Thanks for your response. I'm strictly referring to biographic data, not > engagement or communications or any other relationship data. I mean contact > information, active status, etc. > I know different campuses handle it differently and I'm hoping some will > chime in with what is working for them. We currently have a setup of having > our student biographic records maintained in our SIS but lead and alumni, > donor and org records are created and maintained in the CRM. We are looking > at potentially migrating to create all entity records in one platform and > maintaining the biographic data (contact information, name history, > constituent status, etc.) there and just using the CRM for communications > and engagement activity management. > > Rebecca Boughamer > > Assistant Vice President, Advancement Services > > University of Maryland Global Campus > > Department of Institutional Advancement > > Phone: 301-985-7561 > > E-mail: rebecca.boughamer@umuc.edu > > Admin - 2104 > > US > > * <http://www.umuc.edu>* > > * www.umuc.edu <http://www.umuc.edu/> | impact.umuc.edu > <http://impact.umuc.edu/> | alumni.umuc.edu <http://alumni.umuc.edu/> > Advancement Services Intake Form > <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> > IA Data Request Form > <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA > Research Request Form > <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> > * > ------------------------------ > *From:* Advancement Services Discussion List < > FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of Medha Nanal < > medhananal@TOPCLOUDCONSULT.COM> > *Sent:* Tuesday, August 13, 2019 11:03 AM > *To:* FUNDSVCS@LISTSERV.FUNDSVCS.ORG <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> > *Subject:* Re: [FUNDSVCS] SIS vs CRM Entity Management > > Hi Rebecca, > > There's not one way to organize the systems. A general principle here > should be to keep the information needed by the users of each system into > that specific system, so that it can be retrieved easily and kept > up-to-date by the specific staff. Assuming that your > advancement/development organization uses CRM system and SIS is used by the > rest of the university staff for maintaining student information while the > student is actually with the institution, some information, such as > performance data and on-campus activities, will be maintained by the SIS. > All the information specific to the students' profile that is helpful to > advancement, for creating a strong relationship with the student, can be > maintained in the CRM. Some information (for example, relationships/family > etc.) of the student will be duplicated in both, and ideally, should be > kept in sync, at least for active students. > > Information that is helpful but is not needed all the time or does not > change all the time, can be obtained as-needed from the SIS. > > Depending on the exact processes and relationships between the advancement > staff and the rest of the university staff, this model may vary. Hope this > helps. > > *Medha Nanal* > > *Strategic Data & CRM Consulting for Nonprofit & Education Organizations* > (Fundraising/Advancement, Programs, Operations, Communications) > > 650-600-9374 > www.topcloudconsult.com > > ------------------------------------------------------------------------------------------- > > > On Tue, Aug 13, 2019 at 6:00 AM Rebecca Boughamer < > Rebecca.Boughamer@umuc.edu> wrote: > > Good morning, > For those of you using a centralized SIS and CRM, do you create and manage > all entity records in your SIS or just your student records? Do you create > orgs and donors and friends etc. there or do you only create them in your > CRM? Can you tell me about your experience either way as far as pros and > cons? > > Thanks so much, > > Rebecca Boughamer > > Assistant Vice President, Advancement Services > > University of Maryland Global Campus > > Department of Institutional Advancement > > Phone: 301-985-7561 > > E-mail: rebecca.boughamer@umuc.edu > > Admin - 2104 > > US > > * <http://www.umuc.edu>* > > * www.umuc.edu <http://www.umuc.edu/> | impact.umuc.edu > <http://impact.umuc.edu/> | alumni.umuc.edu <http://alumni.umuc.edu/> > Advancement Services Intake Form > <https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> > IA Data Request Form > <https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA > Research Request Form > <https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> > * > >

Thanks for your response. I'm strictly referring to biographic data, not engagement or communications or any other relationship data. I mean contact information, active status, etc. I know different campuses handle it differently and I'm hoping some will chime in with what is working for them. We currently have a setup of having our student biographic records maintained in our SIS but lead and alumni, donor and org records are created and maintained in the CRM. We are looking at potentially migrating to create all entity records in one platform and maintaining the biographic data (contact information, name history, constituent status, etc.) there and just using the CRM for communications and engagement activity management. Rebecca Boughamer Assistant Vice President, Advancement Services University of Maryland Global Campus Department of Institutional Advancement Phone: 301-985-7561 E-mail: rebecca.boughamer@umuc.edu Admin - 2104 US [cid:ebd9cab2-5cb4-4c59-8775-c7674d760da2]<http://www.umuc.edu> www.umuc.edu<http://www.umuc.edu/> | impact.umuc.edu<http://impact.umuc.edu/> | alumni.umuc.edu<http://alumni.umuc.edu/> Advancement Services Intake Form<https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> IA Data Request Form<https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA Research Request Form<https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> ________________________________ From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of Medha Nanal <medhananal@TOPCLOUDCONSULT.COM> Sent: Tuesday, August 13, 2019 11:03 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] SIS vs CRM Entity Management Hi Rebecca, There's not one way to organize the systems. A general principle here should be to keep the information needed by the users of each system into that specific system, so that it can be retrieved easily and kept up-to-date by the specific staff. Assuming that your advancement/development organization uses CRM system and SIS is used by the rest of the university staff for maintaining student information while the student is actually with the institution, some information, such as performance data and on-campus activities, will be maintained by the SIS. All the information specific to the students' profile that is helpful to advancement, for creating a strong relationship with the student, can be maintained in the CRM. Some information (for example, relationships/family etc.) of the student will be duplicated in both, and ideally, should be kept in sync, at least for active students. Information that is helpful but is not needed all the time or does not change all the time, can be obtained as-needed from the SIS. Depending on the exact processes and relationships between the advancement staff and the rest of the university staff, this model may vary. Hope this helps. Medha Nanal Strategic Data & CRM Consulting for Nonprofit & Education Organizations (Fundraising/Advancement, Programs, Operations, Communications) 650-600-9374 www.topcloudconsult.com<http://www.topcloudconsult.com/> ------------------------------------------------------------------------------------------- On Tue, Aug 13, 2019 at 6:00 AM Rebecca Boughamer <Rebecca.Boughamer@umuc.edu<mailto:Rebecca.Boughamer@umuc.edu>> wrote: Good morning, For those of you using a centralized SIS and CRM, do you create and manage all entity records in your SIS or just your student records? Do you create orgs and donors and friends etc. there or do you only create them in your CRM? Can you tell me about your experience either way as far as pros and cons? Thanks so much, Rebecca Boughamer Assistant Vice President, Advancement Services University of Maryland Global Campus Department of Institutional Advancement Phone: 301-985-7561 E-mail: rebecca.boughamer@umuc.edu<mailto:rebecca.boughamer@umuc.edu> Admin - 2104 US [cid:16c8b6f89a5d65c8c321]<http://www.umuc.edu> www.umuc.edu<http://www.umuc.edu/> | impact.umuc.edu<http://impact.umuc.edu/> | alumni.umuc.edu<http://alumni.umuc.edu/> Advancement Services Intake Form<https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> IA Data Request Form<https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA Research Request Form<https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit>

Thanks John that's exactly what we are looking at. Although it's a lot of duplicate configuration and data syncing going on if you maintain them separately, especially when there is a lot of crossover (alumni who are also current students and faculty or staff). It seems the idea of a 360 degree point of view is utopia but the governance involved in achieving that is more challenging. Rebecca Boughamer Assistant Vice President, Advancement Services University of Maryland Global Campus Department of Institutional Advancement Phone: 301-985-7561 E-mail: rebecca.boughamer@umuc.edu Admin - 2104 US [cid:2691dbbd-ecbf-491b-8ead-73caf7bfa70a]<http://www.umuc.edu> www.umuc.edu<http://www.umuc.edu/> | impact.umuc.edu<http://impact.umuc.edu/> | alumni.umuc.edu<http://alumni.umuc.edu/> Advancement Services Intake Form<https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> IA Data Request Form<https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA Research Request Form<https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> ________________________________ From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> on behalf of John Taylor <johntaylorconsulting@GMAIL.COM> Sent: Tuesday, August 13, 2019 12:46 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: [FUNDSVCS] SIS vs CRM Entity Management The ideal scenario I find - recognizing that there is a ton of politics involved like it or not - is letting SIS handle entity creation of students, and have "ownership" of their biographics while they remain a student. Of course, upon matriculation and then at the end of every semester, I pull those students and their data into my CRM. When they graduate - or leave - ownership of those former student shifts to Advancement. I find that areas outside of Advancement really have little - or less - need for many other entities in the way I do. Or when they do, it is more of a business relationship than a cultivation or stewardship relationship. That is why I grab parent information electronically either from the Admissions system or SIS - even if other departments use similar data. The same goes for corporations and foundations who may have a purchasing/procurement relationship with the organization - but those contact names, addresses, phone numbers, etc., normally do not meet my needs. There is a data warehouse scenario where all these parts and pieces can live together. But we need to recognize that what I need for my "business" is not the same (always) as other departments. If you go to a single platform for all records you are still going to have to establish data governance rules and allow every unit to create their own names, addresses, etc.s without overwriting someone else's. The needs are quite different. 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 Tue, Aug 13, 2019 at 12:23 PM Rebecca Boughamer <Rebecca.Boughamer@umuc.edu<mailto:Rebecca.Boughamer@umuc.edu>> wrote: Thanks for your response. I'm strictly referring to biographic data, not engagement or communications or any other relationship data. I mean contact information, active status, etc. I know different campuses handle it differently and I'm hoping some will chime in with what is working for them. We currently have a setup of having our student biographic records maintained in our SIS but lead and alumni, donor and org records are created and maintained in the CRM. We are looking at potentially migrating to create all entity records in one platform and maintaining the biographic data (contact information, name history, constituent status, etc.) there and just using the CRM for communications and engagement activity management. Rebecca Boughamer Assistant Vice President, Advancement Services University of Maryland Global Campus Department of Institutional Advancement Phone: 301-985-7561 E-mail: rebecca.boughamer@umuc.edu<mailto:rebecca.boughamer@umuc.edu> Admin - 2104 US [cid:16c8bd5d28e9473bd962]<http://www.umuc.edu> www.umuc.edu<http://www.umuc.edu/> | impact.umuc.edu<http://impact.umuc.edu/> | alumni.umuc.edu<http://alumni.umuc.edu/> Advancement Services Intake Form<https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> IA Data Request Form<https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA Research Request Form<https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit> ________________________________ From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> on behalf of Medha Nanal <medhananal@TOPCLOUDCONSULT.COM<mailto:medhananal@TOPCLOUDCONSULT.COM>> Sent: Tuesday, August 13, 2019 11:03 AM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> Subject: Re: [FUNDSVCS] SIS vs CRM Entity Management Hi Rebecca, There's not one way to organize the systems. A general principle here should be to keep the information needed by the users of each system into that specific system, so that it can be retrieved easily and kept up-to-date by the specific staff. Assuming that your advancement/development organization uses CRM system and SIS is used by the rest of the university staff for maintaining student information while the student is actually with the institution, some information, such as performance data and on-campus activities, will be maintained by the SIS. All the information specific to the students' profile that is helpful to advancement, for creating a strong relationship with the student, can be maintained in the CRM. Some information (for example, relationships/family etc.) of the student will be duplicated in both, and ideally, should be kept in sync, at least for active students. Information that is helpful but is not needed all the time or does not change all the time, can be obtained as-needed from the SIS. Depending on the exact processes and relationships between the advancement staff and the rest of the university staff, this model may vary. Hope this helps. Medha Nanal Strategic Data & CRM Consulting for Nonprofit & Education Organizations (Fundraising/Advancement, Programs, Operations, Communications) 650-600-9374 www.topcloudconsult.com<http://www.topcloudconsult.com/> ------------------------------------------------------------------------------------------- On Tue, Aug 13, 2019 at 6:00 AM Rebecca Boughamer <Rebecca.Boughamer@umuc.edu<mailto:Rebecca.Boughamer@umuc.edu>> wrote: Good morning, For those of you using a centralized SIS and CRM, do you create and manage all entity records in your SIS or just your student records? Do you create orgs and donors and friends etc. there or do you only create them in your CRM? Can you tell me about your experience either way as far as pros and cons? Thanks so much, Rebecca Boughamer Assistant Vice President, Advancement Services University of Maryland Global Campus Department of Institutional Advancement Phone: 301-985-7561 E-mail: rebecca.boughamer@umuc.edu<mailto:rebecca.boughamer@umuc.edu> Admin - 2104 US [cid:16c8bd5d28ed65c8c321]<http://www.umuc.edu> www.umuc.edu<http://www.umuc.edu/> | impact.umuc.edu<http://impact.umuc.edu/> | alumni.umuc.edu<http://alumni.umuc.edu/> Advancement Services Intake Form<https://docs.google.com/forms/d/1XA9xQcL79Fjm6r4WvzUcXC2CXmEdmemX_GC2U6h7L38/edit> IA Data Request Form<https://docs.google.com/forms/d/1WviSP6bl-Qptssg_PRzqBkTRQZSqdm8mSir568AJFFM/edit> | IA Research Request Form<https://docs.google.com/forms/d/1iGnjG4_rqtQyw4TB0ytI9Gz3MarufjPGbMyVp31Hihk/edit>