User Group VOLUNTEER DATA& REPORTING APRIL 22, 2014
Agenda Go. Give. Help Volunteer Activities & Committee Data Cleanup Volunteer Activities & Committee Data Best Practices Good Answers Need Good Data Useful & Fun Reporting Ideas Q & A GrifFind Resources
Volunteer Metrics BRIDGET KRAUSE DIRECTOR, VOLUNTEER RELATIONS ALUMNI RELATIONS & ANNUAL GIVING
Session Objectives Why is volunteer data important? Volunteer data cleanup and the importance of consistent data entry How volunteer data can be used to influence work across Alumni Relations & Development
Go. Give. Help Engaged Alumni as of April 15, 2014 76,512 78,734 50%+1 80,477 74,258 70,008 43,247 51,397 55,180 59,205 Total Goals Total Actuals FY09 FY10 FY11 FY12 FY13 FY14 FY15 FY16
The CARD: ARD Fundamental Volunteer Landscape New Engagement Model GO GIVE HELP Attend any UChicago sponsored event Make a gift to any UChicago allocation Volunteer for any UChicago committee or volunteer activity Meet with a UChicago ARD staff member Participate in any active UChicago activity Donate memorabilia or books Be a dues paying member to a UChicago department or unit Nominate or receive a UChicago honor/award Volunteer at a UChicago event Attend a Signature Event Be a member of the Phoenix Society Serve as a University volunteer leader
Help: University-Wide Alumni Volunteers Alumni Volunteers Hosts of events Committee members Award winners and award nominators 10,588 10,694 10,801 10,909 Trustees Other volunteers 8,215 8,586 7,783 8,954 7,731 Help Goals Help Actuals FY09 FY10 FY11 FY12 FY13 FY14 FY15 FY16 Goals assume an annual growth rate of 5% based on FY13 data. SOURCE : Griffin, Oct. 2013
Volunteer Activity and Committee Data JEN POWELL ASSOCIATE, DATA MANAGEMENT ALUMNI RELATIONS & ANNUAL GIVING
Volunteer Activities, Committee, and Activities Data Cleanup Efforts Volunteer Data Committee User Relations and Alumni Relations & Annual Giving staff who meet regularly Working towards making it easier for staff to record complete and consistent data on Griffin for better metrics Perform data cleanup Make recommendations for coding in all situations
Volunteer Activities, Committee, and Activities Data Cleanup Efforts Completed Volunteer Activity Status Clean Up Confusing, outdated volunteer statuses were removed from valid LOVs (RT 21135) Valid statuses: Active, Inactive, Declined, Maybe, Prospective, and Historical Invalid statuses: Approached, Attended, Former, New Prospect, No, Old Prospect, Special, Yes Units were consulted if their data was associated with an invalid status, replaced with a valid status
Volunteer Activities, Committee, and Activities Data Cleanup Efforts Completed New Historical Volunteer Activity and Committee Status (RT 21237) Created for old, incomplete data Useful for inactive volunteers with no dates, invalid statuses Use note field to comment on prior status Removes questionable data from inclusion in Engagement Metrics, but volunteer/committee activity still remains on entity record
Volunteer Activities, Committee, and Activities Data Cleanup Efforts Completed Volunteer Activity Status required (RT 21138) Cannot proceed without status Already required for Committee, no brainer for Volunteer Activity Required for Engagement Metrics Volunteer Activity Start required and Stop conditionally required (RT 21138) Reminders on screen Possible future enhancement where user cannot proceed without entering start date and stop date (when status is inactive) Required for Engagement Metrics
Volunteer Activities, Committee, and Activities Data Cleanup Efforts
Volunteer Activities, Committee, and Activities Data Cleanup Efforts In progress Committee status clean up Volunteer Data Committee currently analyzing data coded with status Converted from Adds with a goal of removing this status from the valid LOVs Require Committee Start and Stops Dates (RT 21137 ) Volunteer Activities and Committee name cleanup No names to include potential or prospective (designated by status) No names to include role (designated by level/role) Inactivate Volunteer Activities and Committees that are no longer active (e.g. Centennial Committees) Volunteer Activities Level and Committee Role cleanup Remove values that don t reflect a role or level Activities data cleanup Analyze participation values (attended?, invited?) Move data that doesn t belong under Activity to more appropriate place on Griffin, if possible (e.g. events and mailing lists)
Volunteer Activities, Committee, and Activities Data Cleanup Efforts In Progress Volunteer and Event Data Overview Deciphering between Activities, Events, Committees and Volunteer Activities Explains where data should be recorded to be included in Engagement Metrics Volunteer Activities and Committee Data Entry Guidelines Recommendations on how to code volunteers and committee members in all situations Expands on what is already being taught to new users Answers to commonly asked questions submitted to Griffinhelp Go Give Help Metrics Definitions for analysts All measures that are included in Engagement Metrics All guides will be used in Griffin Training and will be available online in manuals and on help sites
Volunteer Activities and Committee Data Best Practices All volunteers should be coded under Volunteer Activities or Committee Event volunteers (Host, Speaker) can be coded under Events, but should also be coded under volunteer activity
Volunteer Activities and Committee Data Best Practices Volunteer Activities Year (optional) The fiscal year the volunteer activity took place If volunteer manager has a strong reason to use the calendar year, then a comment should be included to highlight this deviation A volunteer activity that spans multiple years can be entered once The volunteer year should be the fiscal year of the start date Changes in Vol Level or Location would require a new entry of the volunteer activity
Volunteer Activities and Committee Data Best Practices Volunteer Activities Group This field allows users to create an umbrella category to group multiple Vol Activities together and can be useful for reporting
Volunteer Activities and Committee Data Best Practices Volunteer Activities Start Date (required)/committee Start Date Month, date and year are strongly recommended for data analysis If an exact start date is not known, the fiscal year start date is recommended If only a month and year are known, it is recommended to insert the first day of the month in the date field
Volunteer Activities and Committee Data Best Practices Volunteer Activities Stop Date (Conditional: Required by Policy)/Committee Stop Date Month, date and year are strongly recommended for data analysis If an exact stop date is not known, the fiscal year end date is recommended If only a month and year are known, it is recommended to insert the last day of the month in the date field
Volunteer Activities and Committee Data Best Practices Committee Class Year The class year that is associated with the volunteer s participation on the committee. For instance, if this is a reunion committee, Class Year would represent the volunteer s school affiliation year.
Volunteer Activities and Committee Data Best Practices Special Situations Visiting Committee Volunteers The BioData Team facilitates Visiting Committee coding Lifetime Volunteers Designated by Vol Level: Life Member (Vol Activity) or Role: Life Member (Committee) Status remains active and no end date is inserted Deceased Volunteers No updates to volunteer coding are necessary for deceased Entities since queries can filter for Active Entities, no end date needed Data remains on the Entity record for historical purposes Lapse in service for same volunteer or committee activity Show both terms, each on its own record
Volunteer Activities and Committee Data Best Practices Next Steps Watch for an announcement with the final Volunteer and Event Data Overview, Volunteer Activities and Committee Data Entry Guidelines, and Go Give Help Metrics Definitions Follow recommended guidelines and enter start and stop dates for all data Enter data regularly (or ask for help) Review data currently on Griffin
Volunteer activity cleanup at Chicago Booth PAUL HIVELY ASSISTANT DIRECTOR, ANALYTICS CHICAGO BOOTH
Volunteer Activities Questions people have about Booth volunteer data? How these questions influence data cleanup Useful (and fun!) things that clean data makes possible
Why Track Volunteer Information? It answers questions people have! Who d be a good speaker at an event? Pull prospective event speakers: How do we engage more Chicago part-time MBA alumni? Start by reaching out to past volunteers for feedback Which alumni club leaders should receive a letter? Have to be able to find them: How should we segment a Kilts Center for Marketing appeal? Past Kilts volunteers = high affinity group? April 2014
Good Answers Need Good Data I No Annual Fund Volunteering: A Horror Story How many alumni have volunteered for Booth in the last decade? Just pull Booth volunteer and committee codes, right? Admissions volunteers, Reunion volunteers, and people who did No Annual Fund Volunteering??? Confusing to have codes for non-volunteers! Solution: save the data and delete the codes. Data Cleanup Principle #1: Things in Volunteer Activities should actually be volunteer activities.
Good Answers Need Good Data II Holiday Cards for Club Leaders Just pull everyone coded as a club leader, right? BUS: Alumni Club President BUS: Domestic Alumni Club President BUS: Roundtable President BUS: Alumni Club Officer or Volunteer BUS: International Alumni Club President BUS: Alumni Grp Vol (Clubs/Roundtables) BUS: Intl Alumni Club Officer or Vol BUS: Roundtable Coordinator BUS: Asia Alumni Club President
Good Answers Need Good Data II Holiday Cards for Club Leaders Too many codes! What s current; what s double coded; what s going to be used going forward? Solution: consolidate everything into one code, and use status, start and stop dates, and location to keep track of everyone Idea: doing cleanup now saves an hour on every future mailing Data Cleanup Principle #2: If similar codes exist, they should provide useful information that outweighs the difficulty of maintaining them.
Good Answers Need Good Data III Kilts Center affinity Booth s Kilts Center for Marketing wants more unrestricted support Solicit people Kilts affiliation, including past volunteers Historical data is invaluable, provided it s clearly coded! Kilts Center Marketing is definitely Kilts but Marketing Lab Champion is ambiguous Solution: rename to Kilts Marketing Lab Champion Data Cleanup Principle #3: Codes should follow sensible naming conventions so that future data sleuths understand their purpose.
Good Answers Need Good Data IV Booth Event Speaker: A Success Story Already code event and student group speakers, panelists, etc. Idea: if someone speaks at a non-uchicago event, code them as a potential speaker! Can look for people who haven t been tapped in the past Data Cleanup Principle #4: Spending extra time initially thinking about how the volunteer activity can be used in the future, and planning the coding accordingly, makes things easier in the long run!
Data Cleanup Principles Summary 1. Data should be stored in an intuitive way Corollary: use start and stop dates, where known 2. Each new code should provide useful information Consolidate codes to minimize the possibility of confusion Easy to stay organized with the Volunteer Activity Comment field! 3. Codes should follow sensible naming conventions 4. Before creating new codes or cleaning up old ones, be thoughtful about the goals for doing so Know goals easier to achieve
Useful (and Fun!) Reporting Ideas Alumni Relations portfolio report Gift officers have things that they like to look at before contacting prospects in their portfolio: last gift date, lifetime giving, etc. Why not do the same thing for Alumni Relations? Once data is clean, the 10,000-foot view gives useful information Overview of how alumni have been engaged in the past
Useful (and Fun!) Reporting Ideas Individual engagement report Concept: simple transaction list for engagement: the 10-inch view Straightforward to add additional information
Conclusion If we have good data, many things are possible! Clean data identify & report on metrics each team cares about
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