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:
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Constituent Name*
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Constituent ID (if known)
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Sarah Pecore
St Olaf College
pecore2@stolaf.edu
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Original Message:
Sent: 07-07-2023 10:01 AM
From: Melody Esposito
Subject: Data Change/Add Request Process
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!
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Melody Esposito
Tech Coordinator, Development Systems
Yale New Haven Hospital
melody.esposito@ynhh.org
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