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Hello,

I apologize if this has recently been covered. I have spent an hour+ searching and only came up with one sample.  Here is my issue:

We, Development Systems (DS) not Development Officers (DO), are attempting to streamline the record addition and change request process but have hit a roadblock in the form of our DO manager. I am looking to this group for samples or scenarios of how you streamlined the process.  Our current process is a mess of back-and-forth emails between systems and DO due to incomplete information.  Only DS is allowed to add a new record, new address, or new organization contact.  

We recently proposed the attached draft form for additions or updates and have received much pushback stating the form is either too long or a DO should not be expected to take the steps to open, complete, and submit the form.  This pushback is normal in our office and we often come up against resistance to change or "extra work".  Our VP is behind the form but has asked us to come up with an agreement between the two areas.  My role in this is to obtain current best practices or samples to back our need for this new process.  Should this form go into production, I plan to eventually simplify it by going digital but that entire scenario is another story as many DOs resist 365, Teams, and Sharepoint.  Oh joy!  

Please share your sample or insight as to how you handle this process.  

Thank you kindly!  

Attachment(s)

RE_Constituent_Addition_Change_Form_06162023.docx   2.75 MB 1 version

We are a small shop but have a digital form that can be submitted for any request. Some DO use it exclusively once they built the habit.

For those less tech inclined users, we also allow email to a specific address withe request/change.

Both are sent to our project mgmt tool and prioritized and completed.

It took involving the least savvy and most 'vocal' DO to buy in as well as me reiterating the simple URL and email addy over and over and OVER at all staff mtgs.

Best of luck!!!

Hi Melody! First off, wishing you the best of luck for streamlining your processes! Requests buried in email is my nightmare. This used to be how all our requests were managed. However, my go to for streamlining incoming requests to Advancement Services has been to work within a ticket management system. We use HappyFox and similar to Teresa, it allows us to use an online form or capture requests sent by email to our team email address. From there, the tickets are assigned, prioritized, and given due dates. I will say that we keep the form itself very simple when it comes to record changes. Our colleagues are in a good habit of including the ID# and the rest of the request is just detailed in summary form since each request can be varied and most won't fill out a form that seems too complex or includes fields that aren't applicable to their request. We are a small team so if there is a scenario where a request fails to include critical information, we are able to use it as a training example for that gift officer. All in all, we and our development team are satisfied with this process. Best of luck to you, Leah

We have two options for these types of requests: an email to a records@ email address or a request that can be submitted with our CRM system (Blackbaud CRM). 

The records@ is in all actuality a Google group.  We have one person who has primary responsibility for that inbox but all have access to it. 

The system request creates a pending interaction on the record on our system and displays on a workspace for our team which is then marked completed when the action is done.  If you would like more details, I'm happy to share.

Melody,

We use a google form we created for updates.  Submissions are directed to the records person in our department. We ask DOs, actually all Advancement staff, to submit the form when they have updates.  It's very clear and there is a record for all requests that we can refer back to if needed. We don't have an official policy or best practices on this process but it's just common sense that requests for changes be organized and clear. Email chains, especially when there is not a uniform process, is just asking for errors. I agree that the form should be shorter, that might be part of their resistance, and should be digital to start with. If they can use email, they can use a google form. Appeal to their desire to have accurate and timely updates as well as indicating how much it would help out your department avoid errors. Show them how easy the new digital format would be. You can even tell them that you've decided to pare it down a lot to make it really quick and easy for them. Luckily your VP is behind you.

Sarah

Constituent Bio Update Request

Directions: Please provide the information you wanted updated in Raiser's Edge NXT Database below:

The name, email, and photo associated with your Google account will be recorded when you upload files and submit this form

* Indicates required question

Constituent Name*

 The name of the constituent your request is for.

Your answer

Constituent ID (if known)

The RE ID of the constituent your request is for.

Your answer

Please enter a description of the update(s) you would like to request.
*

Your answer - (free form text area)

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Sarah Pecore
St Olaf College
pecore2@stolaf.edu
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Good morning,

I was away unexpectedly just after my post and came back to so many great responses.  Thank you all so very much.  I look forward to really absorbing and responding to each one.  Have a great day!