Product Release Announcement

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1 Product Release Announcement CAE Release Guide for The Raiser s Edge version 6.41 Blackbaud is pleased to announce the release of enhancements to the CAE Report for The Raiser s Edge, version This release updates the CAE Report in response to changes in the Council for Aid to Education s Voluntary Support of Education Survey. This Release Guide includes an overview and a detailed tab-by-tab description of the CAE Report. Please see the Table of Contents for a complete listing of sections in this guide. The terms of your maintenance contract with Blackbaud, Inc., cover all services and materials provided herein, and all provisions of this contract apply to these services and materials.

2 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. Microsoft is a registered trademark, and Windows, Windows for Workgroups, and Windows NT are trademarks of Microsoft Corporation. Adobe is a registered trademark of Adobe Systems Incorporated. Crystal Reports is a registered trademark of Seagate Software, Inc. Novell NetWare is a trademark of Novell, Inc. Rolodex is a registered trademark of Newell Rubbermaid, Inc. Avery is a registered trademark of Avery Dennison Corporation. WordPerfect is a registered trademark of WordPerfect Corporation. Sybase is a trademark of Sybase, Inc. ZIP Code and ZIP+4 are registered trademarks of the United States Postal Service. All other products and company names mentioned herein are trademarks of their respective holders. RE641-CAE_RG

3 T HE R AISER ' S E DGE FOR W INDOWS CAE Report Release Guide for Version 6.41 Overview... 1 CAE Report Considerations... 1 CAE Report Parameters... 2 General Tab... 2 Report Format... 2 Report Gift Filter... 3 Report Start Date/Report End Date... 3 Section I... 3 Report Section... 4 Gift Query... 4 Campaigns/Funds/Fund Categories To Include... 4 Section III... 5 Report Section... 5 Constituencies To Include... 5 Section IIIA... 6 Report Section... 6 Campaigns/Funds/Fund Categories To Include... 6 CAE Report Release Guide iii

4 Section IIIB... 7 Report Section... 7 Campaigns/Funds/Fund Categories To Include... 7 Section IV... 8 Report Section... 8 Constituencies To Include... 8 Section IV Report Section... 9 Gift Query... 9 Campaigns/Funds/Fund Categories To Include Section IV Report Section Gift Query Campaigns/Funds/Fund Categories To Include Section IV Report Section Gift Query Campaigns/Funds/Fund Categories To Include Format Tab Subheading Deceased Attribute Lost Address Attribute iv The Raiser s Edge for Windows Release Guide for Version 6.41

5 Overview The Voluntary Support of Education (VSE) Survey is a questionnaire issued by the Council for Aid to Education (CAE) to assess private giving. The Raiser s Edge CAE Report, found under Analytical Reports, searches your Raiser s Edge data and compiles the information necessary to complete the VSE Survey. You can use The Raiser s Edge CAE Report only as a resource not a substitute for the official VSE Survey. You can prepare the CAE Report for an independent school or a college. Note: For information on alumni reports, see The Raiser s Edge for Windows Reports Manual and the Alumni Manual. CAE Report Considerations Before running the CAE Report, you should fully understand the VSE Survey requirements. The CAE Report prepares data based on the answers you provide, so you should ensure your responses are accurate. You must use gift queries to narrow the gifts included in the CAE Report. You must run the queries before you prepare the report. The VSE Survey groups gifts together by a hierarchy of sources (constituencies). The sources, in order of importance, are: Alumni, Parents, Grandparents, Other Individuals, Foundations, Corporations, Religious Organizations, Fundraising Consortia, and Other Organizations. The CAE Report categorizes donors by pulling the highest-ranking (according to the VSE Survey source hierarchy) valid constituency code from the Bio 2 tab. Constituency codes are valid only if they do not expire during the report date. For example, if Parent is the first valid constituency code listed on Richard Smith s Bio 2 tab but Alumni is also a valid constituency code, Mr. Smith s gifts are reported only in the Alumni section. Alumni rates higher on the VSE Survey source hierarchy than Parent. CAE Report Release Guide 1

6 Matching gifts are attributed automatically to the matching gift company, not the constituent. All dollar amounts are rounded to the nearest whole dollar, in compliance with CAE requirements. CAE Report Parameters General Tab The CAE Report helps you gather information for the VSE Survey by breaking down the survey criteria into separate tabs. The criteria includes outstanding pledges, gifts from individuals, gifts from organizations, educational expenditures, and general expenditures. The General tab helps you filter the information you want to include in the CAE Report. Report Format Indicate whether you are preparing the CAE Report for an Independent School or a College/University. 2 CAE Report Release Guide

7 Section I Report Gift Filter You must indicate whether you are categorizing information for the CAE Report by campaigns, funds, or fund categories. Campaigns The report categorizes gifts by campaign. Funds The report categorizes gifts by fund. Fund Categories The report categorizes gifts by fund category. Gifts based on funds in the fund category are included in the report. Report Start Date/Report End Date Enter the Report Start Date and Report End Date. These dates narrow the gifts included in the CAE Report to those with a gift date falling within the date range. Dates are inclusive. For example, if you choose 1/1/98 as the Report Start Date and 12/31/98 as the Report End Date, gifts with a gift date of 1/1/98 or 12/31/98 are included in the report. We recommend you base the date range on your fiscal year. The Section I tab helps you track pledges with balances due. CAE Report Release Guide 3

8 The program calculates the number and amount of pledges received during the reporting year but not fulfilled by the donor before the end of the year. For example, if Michael Simpson pledges $1,000 a year for the next five years but does not pay anything toward the balance during the reporting year, the unfulfilled pledge balance is $5,000. If, however, Michael Simpson paid the first $1,000 pledge installment during the reporting year, the unfulfilled pledge balance is $4,000. Outstanding pledge balances appear in the pledge reporting section of the CAE Report but are not included in the giving summary. Report Section For each item in the Report Section, you must select a gift query containing the records you want to use. Once you select a query, you must indicate the campaigns/funds/fund categories you want to include in the report. Note: If you do not select both a query and campaigns/funds/fund categories, the amount calculated for this section is zero. Gift Query To select a gift query, click. When the Queries screen appears, highlight the query you want to use and click OK. You should create all queries you need for the CAE Report before you start preparing the report. Campaigns/Funds/Fund Categories To Include The name of this frame changes depending on whether you selected Campaigns, Funds, or Fund Categories in the Report Gift Filter frame on the General tab. To select the campaigns/funds/fund categories you want to include in the report, use the arrows to move the items from the box on the left to the box on the right. 4 CAE Report Release Guide

9 Section III The Section III, Section IIIA, and Section IIIB tabs help you summarize all gift income for the reporting year. You can use the Section III tab to define by constituency the donors you include on the Section IIIA and Section IIIB tabs. Report Section For each item in the Report Section, you must indicate the constituencies you want to include in the report. Note: If you do not select any constituencies, the amount calculated for this section is zero. Constituencies To Include To select the constituencies you want to include in the report, use the arrows to move the items from the box on the left to the box on the right. CAE Report Release Guide 5

10 Section IIIA The Section IIIA tab helps you calculate gifts given specifically for current operations. Report Section The Report Section items change depending on whether you selected Independent School or College in the Report Format frame on the General tab. For each item in the Report Section, you must indicate the campaigns/funds/fund categories you want to include in the report. Note: If you do not select any campaigns/funds/fund categories, the amount calculated for this section is zero. Campaigns/Funds/Fund Categories To Include The name of this frame changes depending on whether you selected Campaigns, Funds, or Fund Categories in the Report Gift Filter frame on the General tab. To select the campaigns/funds/fund categories you want to include in the report, use the arrows to move the items from the box on the left to the box on the right. 6 CAE Report Release Guide

11 Section IIIB The Section IIIB tab helps you calculate gifts given specifically for capital purposes such as buildings, equipment, endowment funds, and loan funds. Report Section For each item in the Report Section, you must indicate the campaigns/funds/fund categories you want to include in the report. Note: If you do not select any campaigns/funds/fund categories, the amount calculated for this section is zero. Campaigns/Funds/Fund Categories To Include The name of this frame changes depending on whether you selected Campaigns, Funds, or Fund Categories in the Report Gift Filter frame on the General tab. To select the campaigns/funds/fund categories you want to include in the report, use the arrows to move the items from the box on the left to the box on the right. CAE Report Release Guide 7

12 Section IV The Section IV, Section IV 1, Section IV 2, and Section IV 3 tabs help you summarize gifts from individuals, gifts from organizations, gifts to endowments, and gifts to athletic programs. You can use the Section IV tab to define by constituency the donors you include on the Section IV 1, Section IV 2, and Section IV 3 tabs. Report Section For each item in the Report Section, you must indicate the constituencies you want to include in the report. Note: If you do not select any constituencies, the amount calculated for this section is zero. Constituencies To Include To select the constituencies you want to include in the report, use the arrows to move the items from the box on the left to the box on the right. 8 CAE Report Release Guide

13 Section IV 1 The Section IV 1 tab helps you calculate gifts from individuals. Report Section For each item in the Report Section, you must select a gift query containing the records you want to use. Once you select a query, you must indicate the campaigns/funds/fund categories you want to include in the report. Note: If you do not select both a query and campaigns/funds/fund categories, the amount calculated for this section is zero. Gift Query To select a gift query, click. When the Queries screen appears, highlight the query you want to use and click OK. You should create all queries you need for the CAE Report before you start preparing the report. CAE Report Release Guide 9

14 Section IV 2 Campaigns/Funds/Fund Categories To Include The name of this frame changes depending on whether you selected Campaigns, Funds, or Fund Categories in the Report Gift Filter frame on the General tab. To select the campaigns/funds/fund categories you want to include in the report, use the arrows to move the items from the box on the left to the box on the right. The Section IV 2 tab helps you calculate gifts from organizations. Report Section For each item in the Report Section, you must select a gift query containing the records you want to use. Once you select a query, you must indicate the campaigns/funds/fund categories you want to include in the report. Note: If you do not select both a query and campaigns/funds/fund categories, the amount calculated for this section is zero. 10 CAE Report Release Guide

15 Gift Query Section IV 3 To select a gift query, click. When the Queries screen appears, highlight the query you want to use and click OK. You should create all queries you need for the CAE Report before you start preparing the report. Campaigns/Funds/Fund Categories To Include The name of this frame changes depending on whether you selected Campaigns, Funds, or Fund Categories in the Report Gift Filter frame on the General tab. To select the campaigns/funds/fund categories you want to include in the report, use the arrows to move the items from the box on the left to the box on the right. The Section IV 3 tab is only for colleges and universities. This tab helps you calculate gifts given to endowments and athletic programs. CAE Report Release Guide 11

16 Report Section For each item in the Report Section, you must select a gift query containing the records you want to use. Once you select a query, you must indicate the campaigns/funds/fund categories you want to include in the report. Note: If you do not select both a query and campaigns/funds/fund categories, the amount calculated for this section is zero. Gift Query To select a gift query, click. When the Queries screen appears, highlight the query you want to use and click OK. You should create all queries you need for the CAE Report before you start preparing the report. Campaigns/Funds/Fund Categories To Include The name of this frame changes depending on whether you selected Campaigns, Funds, or Fund Categories in the Report Gift Filter frame on the General tab. To select the campaigns/funds/fund categories you want to include in the report, use the arrows to move the items from the box on the left to the box on the right. 12 CAE Report Release Guide

17 Format Tab On the Format tab, you can enter a subheading for your report. In addition, if your organization uses attributes to identify deceased constituents and constituents with lost addresses, you can select the attributes and prevent these constituents from appearing on the CAE Report. Subheading Your organization s name appears at the top of the CAE Report, followed by the title of the report. You can add a subheading to further define the report. For example, you may want to add 1998 Fiscal Year. Deceased Attribute You can select the attribute you use to identify deceased constituents if you do not want these constituents to appear on the report. Click in the Deceased Attribute column and select the attribute category from the drop-down list. Click in the Description column and select the attribute from the drop-down list. CAE Report Release Guide 13

18 Lost Address Attribute You can select the attribute you use to identify constituents with lost addresses if you do not want these constituents to appear on the report. Click in the Lost Address Attribute column and select the attribute category from the drop-down list. Click in the Description column and select the attribute from the drop-down list. 14 CAE Report Release Guide