Technology and Alumni Data at the University of California Geoffrey A. O Neill AVP Institutional Advancement May 2009
Overview How we collect Alumni (advancement) data Constituents Cohorts Caution How we use technology and data Challenges
Types of Advancement Data
Biographic Data Name(s) Street Address(es) Telephone Number(s) Email Address(es) Contact Preferences Contact Data Personal Connections Interests Affiliations Relationship Data Years of Attendance Degree(s) Majors(s) Concentration School or College Department Academic Data Memberships Events Attendance Volunteerism Honors/Achievements Communications Engagement Data Job Title/Role Employer s Name Type of Business (SIC) Employment Data Corporate Structure Office Locations Staff Contacts Gift Programs Organization Data
Person/organizations who have given gifts or pledges Gift crediting information Gift receipting information Gift acknowledgment information Donor Data Copies of checks and accompanying correspondence Pledge agreements and schedules Solicitation tracking Matching gift expectancies Gift Documentation Gift designation Fund terms Benefitting organization(s) Fund purpose Handling notes Financial data, e.g., chart strings, endowment market value and payouts Fund Data
Advancement Constituents - Example Organizations 12% Friends 24% Alumni & Prior Attendees 49% Parent s of St udent s 10% St udent s 4% Faculty & Staff 1%
Advancement Constituents Alumni and Prior Attendees 49% New graduate records Updates directly from alumni Updates from alumni relations and fundraising offices Updates from research and data screening
Advancement Constituents Students 4% Captured through the online admissions process when newly admitted students make their Statement of Intent to Register (SIR) Captured through a Web form hosted by the Cal Parents program Provided by fundraising programs
Cohorts Groups identified or defined demographically or statistically Coding to identify interests, affiliations, memberships, awards Many different ways to segment data or slice the pie
Cohorts Groups defined demographically or statistically Friends Donors to an Area Donors for for a a particular purpose Parents of Students Donors at a gift level Parents of Freshmen Organizations Industry Specialty or Locale Students School or College Faculty & Staff Major, Program or Research Years Alumni & Prior Attendees
Advancement Data Systems Campus Central Advancement Data System System of record for Donors; Alumni membership; Advocacy 360 view of constituent relationships Integration with other enterprise systems (?)
Advancement System Policy and Training Well Defined Roles for UC employees Training Ongoing Review and support Policies: Data Management, Use and Protection Policy http://datasteward.berkeley.edu/dmup.html Protection of Computerized Personal Data http://technology.berkeley.edu/policy/protected.data.html Campus Information Technology Security Policy https://security.berkeley.edu/it.sec.policy.html
How to Create an Advancement Database? Internally Developed System 3 rd Party Vendor Advancement Donor Membership Tickets Other Systems Students Registration, Financial Aid Financial Services
Advancement Database Functions Prospect Research Deferred Gift Tracking Event Management Fundraising Auctions Volunteer management Honor/Memorial Tracking Alumni Tracking Membership Management Automated Task Scheduling Online Fundraising Web-based Access Point of Sale Recurring Gifts Matching Gifts Application Development Mailing Efficiency Updates, Screening, Acquisition
Administrative Functions Enterprise Resource Planning Student Information Financial Management Financial Aid Human Resources Administrative Application elearning Business Process Services International Student Management
Other Functions Portal, Community and Content Campus Portal Web Content Mgmt Imaging and Document Mgmt Systems Integration Implementation Services Training Services Support Services Web Development Enrollment Management Enrollment Mgmt Suite Strategic Enrollment Enrollment Mgmt Planning Business Process Services Academic Advising Market Strategy Grants Management
Other Functions Academics and Research Academic Program Development Accreditation Distance Learning Grants and Research Instructional Technology Online Portfolios Academic advising and Degree Audit Strategic Planning IT Management Performance Management
How does UC use advancement data?? All features
Challenges What is THE BEST system? Advancement All Functions Obtaining/Updating Data Legal and Logistical issues Data Integration Shadow databases Costs
Challenges Data Managers Meetings Projects to Improve Quality Lost Alumni National Change of Address Database Matching Gift Companies Parent Data Coordinated Vendor Activities Campus and/or System Data Warehouse
Q&A