‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌
 
 
November 2020
 
 
 
UIF Advancement Insider
 
 
 
An inside update on services provided by the University of Illinois Foundation
 
 
   
 
 
SYSTEMS
 
 
 
 
New TED URL is Live!!

The URL for TED has changed to https://ted.uif.uillinois.edu . This change has occurred to further the consistency of our TED branding. The TED Training environment is now  https://tedtraining.uif.uillinois.edu.  As you update your bookmarks and favorites, both URLs will be available for a time.  Please check future UIF Advancement Insiders for when the old https://crm.uif.uillinois.edu will be retired.

 
   
 
 
New policy for inactive users of TED and OnBase Enforcement begins Nov 2020

As stated in previous editions of the UIF Advancement Insider, the Executive Operations Team (EOT) has approved a new policy for inactive users of TED and OnBase. This policy is targeted to begin being enforced this month, November 2020.  Users who have not logged into TED or OnBase in 18 months will receive an email from AIMS that their access will be permanently disabled if they do not log in by December 15.  On January 15, users who have not logged into UIF systems in accordance with the inactive user policy (see below) will be disabled, and users who are within 14 days of being disabled pursuant to the policy will begin receiving email reminders to log into UIF systems

The details of the policy are below:

  • For all new UIF system users —The Information Privacy and Security course in iLearn must be completed within 90 days in order for your access to be enabled. After 90 days, submission of a new Access Request Form will be needed to reinitiate the process. New users should complete their required coursework as soon as possible to ensure their access is enabled. 
  • All existing users will need to take annual information security coursework in order to maintain their access. These courses allow us to refresh the initial training and provide new insights to keep our data secure. Please see the Learning and Development section below.
  • Student Employees—Accounts will be permanently disabled at the end of each semester unless the student’s supervisor (the person who signed his/her Access Request Form) indicates access should continue. 
  • Business Managers—Accounts will be disabled after 18 months of inactivity.
  • All Other Users—Accounts will be disabled after 90 days of inactivity.  Accounts will be reactivated if requested via email within 90 days of being disabled. If a request to be reactivated is not received within 90 days, the account will be permanently disabled and a new access form will be required if access is still needed.

Email notifications will be sent in advance of accounts being disabled.  Users whose accounts are permanently disabled will be required to re-submit an access request form if access is still needed.

 
 
   
 
 
 
 
New Resource for Mass Communications

Beginning with FY22, the UIF Mass Communications team will be utilizing a new resource, Smartsheet, to plan, track, and schedule mass communications. Gone will be the days of multiple email threads and trying to determine who to contact!  Smartsheet will combine your communications plan into one source with the added benefit of report and dashboard functionality. Automated workflows will save you time and help us to process your requests in a seamless, timely manner. More information and training will be coming in in 2021.  Watch for future updates!

UIF Mass Communications (MassCommunications@uif.uillinois.edu)

 
 
   
 
 
 
 
What’s the (big) UIDEA?

We want to hear from you! Whether you’ve struck gold with an idea you’ve implemented in 2020 that you think could work for any unit or you want to be inspired by some of the ideas your colleagues have about the future of advancement, hop onto a one-hour zoom information and idea-sharing session, now happening every week through mid-December. You’ll also learn about UIDEA and how you (or your alumni/prospects) can get involved as team members or advisors/coaches. Click a date below to register.

 

 
 
Spring 2021 UIDEA Applications Now Open

Applications for the Spring 2021 UIDEA batch, which launches in February, are now available. The 12-week “accelerator” is intended to rapidly design or pilot ideas that benefit advancement at the University of Illinois. The program is open to anyone—students, faculty, advancement colleagues, alumni, donors, etc. Successful UIDEA applicants are those with ideas that leverage leadership opportunities where our universities already lead academically, tackle growth opportunities for advancement that no other university has yet to conquer (or conquer well), introduce new ways of doing business, embrace changing societal or consumer needs, challenge industry assumptions/norms, or have the potential to disrupt how we operate.

The Selection Committee will consider any idea that impacts engagement or philanthropy at UI and meets the criteria above. For 2021, the Committee is also encouraging applications that 1) address potential strategic/tactical enhancements to advancement operations that leverage what we have learned during the zoom/work-from-home days of 2020 or 2) focus on issues related to diversity, equity, and inclusion in advancement (internal and external).

Visit http://go.uif.uillinois.edu/UIDEAApply to apply now. If you don’t have a full team yet or aren’t quite sure your idea is the right fit for UIDEA, reach out to Katie Blum or attend a What’s the (big) UIDEA? session.

 
 
   
 
 
 
 
 
System Updates

The Foundation is dedicated to making sure you have the best resources available for your advancement needs.  For this reason, we regularly update TED, UIF Online, OnBase, and BBIS.  The next scheduled updates are:  

Saturday, February 20th, 2021
Saturday, March 27th, 2021
Saturday, May 15th, 2021

During these updates the systems may not be available, but there will be a notification letting you know which systems will be affected and the timeframe.

 
 
   
 
 
DATA
 
   
 
 
 
 
Monthly Faculty Staff Data

November Faculty Staff data has been loaded into the University Appointments area under the Relationships tab in TED.  Monthly Faculty Staff data is pulled from Banner on the 10th and loaded into TED on the 3rd weekend of each month.

 
 
   
 
 
Global Address Validator

This past weekend, AIMS updated over 85k international addresses in TED with data from Melissa Inc’s International Address Verification service. The data could include correct international addresses by adding missing components such as postal codes, locality, and other missing address data.  The comments of the address include the return codes that explain what was corrected or what might be incorrect about the address. You can also see this data if you click on an address from the Contact tab and proceed to the Details sub-tab. The validation message will provide the return codes and the Mail Grade field will detail if the address is deliverable. Please see the TED User Guide for more details. We are still evaluating a few countries addresses and will load that data once we have concluded our evaluation. AIMS plans to validate international address a few times a year.

 
 
 
 
 
 
 
 
   
 
 
 
 
PO Box and Street Address Split

AIMS now has a daily process in TED that will split addresses that contain both the PO Box and Street Address information into 2 separate addresses. This will assist in better mailing of constituents, physical location of constituents for visits and better standardization of addresses in TED. The PO Box address will be listed as Residential Mailing or Business Mailing types and the address containing the street address will be a Residence or Business address type.

 
 
 
 
 
 
   
 
 
Copy Address to Household Members - No Longer Default

A change has been made to the ‘Add an address’ and ‘Add a phone number’ forms in TED. The form no longer has the Copy Address to Household and Members box checked by default. The user will now need to check that box while adding a new mailing address or phone number to have those added to the spouse record. Please contact AIMS if you have any questions.

 
 
 
 
   
 
 
REPORTING
 
   
 
 
New!! Discovery Partners Institute (DPI) Campaign Report

A new campaign report has been deployed in TED under UI Reporting tab’s Campaign reports called DPI Campaign Report.

The DPI Campaign report displays all the gifts that are committed towards the Discovery Partners Institute Campaign. The report contains a summary breakdown at the University level and allows a drill down to display all the gifts committed to the campaign based on the date range selected.

The Detail report displays information about the constituent, revenue, designation, purpose and site. This  report also allows users to click on the Constituent LookupID to go straight to the constituent record in TED. Similarly, clicking on the Revenue LookupID allows users to launch the revenue detail screen in TED and shows additional revenue information for a particular transaction.

 
 
 
EGAD Dashboard and Weekly Gift Report (WGR)

An updated version of the EGAD Download and Weekly Gift Report within the EGAD Dashboard is now available. The report now displays gifts to the sites with the corresponding amounts by which the designation is split if a fund split exists. Gifts whose designations are not split will remain unaffected. There are also several additional fields for user reference.  Those fields are below:

 
 
 
 

All fields above have been added to the EGAD Download output and the fields marked with an asterisk (*) have been added to the WGR output.  Definitions for all fields, can be found in the EGAD Data Dictionary which is linked at the bottom of the EGAD Dashboard and Weekly Gift Report documentation.  It is also linked below.

EGAD Data Dictionary

 
 
Annual Giving Comprehensive Report Suite

The Annual Giving Comprehensive Report Suite has been updated. Users can now view Donor and Gift counts in the two sections labelled Revenue by Source Code Sub Category and Revenue by Source sections of the report. 

Please note, the number of donors in the Revenue by Source Code Subcategory and Revenue by Source will not match the number of donors in the section Average Gift per Donor by Constituency.  A donor may have made a gift through multiple sources, allowing the gifts to be counted more than once. Constituencies have a priority ranking, and the donor will only be counted once. 

To help clairify the source of the revenue, a new column for Other Payment Method was added.  This can be found in the No Source Code section under Revenue by Source.

 

 
   
 
 
RESOURCES
 
   
 
 
 
 
TED Homepage

Check the TED Homepage every day!  It is constantly being updated with important dates and announcements.

TED Calendar - This shows you upcoming scheduled maintenance and important data updates that have occurred. 

News & Updates - This contains important announcements about TED, including any current issues, and other UIF system updates and information.  Be sure to subscribe to this to receive an email whenever something is posted.  To subscribe, click one of the posts and choose 'Subscribe' at the bottom.

 
 
   
 
 
TED UPDATES
 
 
   
 
 
Prospect and Plans Update: Added Stewardship Functionality
 
PLEASE NOTE: Prospect tabs have been renamed!


New stewardship functionality has been launched in TED! Based on several different requests related to their unique work, a project team was created to facilitate the needs of stewardship officers, such as bulk managing the stewardship of funds. After a needs analysis was completed, the decision was made to enable built-in functionality for stewardship plans in TED. This functionality will allow stewardship officers to bulk manage their plans and add recurrences for stewardship steps that repeat on a defined timeline.

 
 
Add a Stewardship Plan
 
 


While parts of this new stewardship plans functionality look very similar to the existing prospect plans area in TED, there are features and requirements that are unique to the stewardship officer process. Gift officers who perform stewardship activities related to Major Gift or Leadership Annual Gift plans should continue working as they have been, by adding plan steps for stewardship on their plans as appropriate. Stewardship officers should use the new stewardship plans area of TED to gain access to the new functionality tailored to their needs. Regardless of role, both gift officers and stewardship officers can access and manage their own plans by navigating to the Fundraiser > Portfolio (previously named "Prospects and Plans") tab in TED.

Changes will be rolled out in two phases.   The Phase 1 changes will be visible immediately; the Phase 2 changes will be visible late November or early December.   Training will be available after Phase 2 has rolled out.

Please look to the Insider for future announcements regarding training and support materials.

Phase 1 Changes- visible now:

On the Constituent record:

A new tile has been added for Stewardship Plans

 
 
Stewardship Plan Tile
 
 
 
  • Prospect Tab has been renamed to Prospects & Plans

  • On the My Fundraiser Page: Prospects and Plans tab has been renamed to Portfolio
 
 
 
 
 
 
 


Phase 2 includes the following changes:

On the Constituent record:

Prospects & Plans tab, a new Stewardship Plans list will be visible below the Prospect Plans list.

On the My Fundraiser Page:

Portfolio tab- Prospects and Plans list, Stewardship Plan Type and Subtypes have been added to the table as optional criteria for filtering.

All Stewardship Plan functionality will be available for use.  

 
 
   
 
 
LEARNING AND DEVELOPMENT
 
   
 
 
 
 
 
 
New & Updated Courses Available

Event Nametags, Seating, and Waitlists in TED

Users will appreciate this new online course to help you manage your events in TED.

You’ll learn how to create nametags, configure seating layouts, and manage waitlists. Knowing how to use these event “accessories” in TED can save you time and make planning easier. Available for self-enrollment under featured courses in iLearn.

Keep checking future issues of Advancement Insider for more new event courses!

Committee Search

Locating the correct committee record is easy if you know how to use the committee search features. You’ll also learn about a few new features that make working with committees even easier.

This brief course is available for self-enrollment under featured courses in iLearn.

New Information Security and Privacy Course

Soon all new and existing UIF system users will receive an iLearn course assignment called Information Security and Privacy. This required, annual course provides information about the most recent laws and ways to keep our data safe. Once assigned you will have 90 days to complete the course. Don’t worry, automatic reminder emails will be sent to you as the due date approaches. However, if you do not complete the course within the 90-day allotment, your account will be disabled. To re-enable, a new access form will be required.

 
 
   
 
 
 
 
COMING SOON!

TED: Beyond the Basics

After learning the basics of TED, it’s time to kick it up a notch!

Join other users in this Zoom training session covering tips and tricks that will make you a TED expert in no time.

Each session will cover common topics and questions about TED, as well as other UIF systems. Bring your questions too, the AIMS User Experience team will be on hand to answer them.

Whether you’re new to TED or a seasoned pro, everyone is welcome! If you’d like to see a particular topic or questions covered, please send them to learn@uif.uillinois.edu

Watch future issues of Advancement Insider for more details and sign-up info.  

 
   
 
 
More than 40 TED Tutorials Now Available in iLearn

TED Tutorials are quick how-to videos for common tasks.

Use the iLearn search feature to locate specific subjects, or click the TED Tutorial or TED Job Aid tiles on the home page for access to the entire list.

View the complete inventory of tutorials available in iLearn here.

 
   
 
 
 
 
Upcoming Live-Training Sessions

 

Pipeline-opoly

In partnership with the U of I Universities, UIF staff will lead a panel discussion around various Prospect Management concepts.

We recommend all fundraisers and their staff take this course after completing the “Updating Prospect & Plan Records in TED” or “Reading Prospect Records in TED” curriculum. In order to enroll in this ILC you must enroll in one of those curricula. We recommend the first to fundraisers, and the second to those who will be using prospect records less often.

Instructor: Shannon Sweeney, Training Specialist              

Dates offered:  

  • December 10, 1:30-3:30 – Online Webinar 

New Gift Planning Courses

The new webinars from the Office of Gift Planning and Trust Services are still available! Check below or in iLearn for a time that you can attend if you’d like to learn more about how Gift Planning can benefit your work.

Financial and Tax Essentials for Fundraisers

Virtually every charitable gift is made as a result of a unique mix of donor-specific motivators. While tax incentives are just the cherry on top of the charitable giving sundae, they're still a secondary motivator you should keep in mind as an advancement professional. This course is recommended for all frontline fundraisers (including leadership annual giving officers, major gift officers, unit advancement leads, and advancement executives) and other advancement stakeholders looking to boost their knowledge of how the U.S. tax structure impacts philanthropic decisions. After completing it, you will be better able to:

  • Understand the decision-making factors underlying charitable giving,
  • Integrate the impact of ordinary income tax, capital gains tax, gift tax and the alternative minimum tax into your work, and
  • Hold discussions with suitable prospects regarding gift bunching as a tax-wise giving solution.

Dates offered and instructors:

  • November 18, 9:00-9:45 – Online Webinar (Judy Schneider, Director of Gift Planning)

 

Maximizing Your Fundraising Work via Donor Advised Funds

Almost 500,000 new donor advised fund (“DAF”) accounts have been created since 2014, and over $120 billion in assets now rest in DAF accounts. Understanding the benefits, limitations, and mechanics of these accounts will help ensure the University is fully represented in donor philanthropic plans and you don’t miss out on a growing source of new business. This course is recommended for all frontline fundraisers (including leadership annual giving officers, major gift officers, unit advancement leads, and advancement executives). After completing it, you will be better able to:

  • Understand the mechanics of how a donor recommends DAF account distributions,
  • Broach discussions regarding DAF account distributions (including those via beneficiary designations), and
  • Effectively solicit gifts via DAF account distributions from suitable prospects.

Dates offered and instructors:

  • November 16, 9:00-9:45 – Online Webinar (Judy Schneider, Director of Gift Planning)

 

Using Gift Planning to Meet our Donors’ Needs 201

The 101 curriculum helped you to understand the benefits, mechanics, and limitations of specific non-cash giving vehicles, but these options don’t always exist independently – they can also blend and stretch as donor needs become more complex. Using a case-study approach, this course will help you better be able to:

  • Apply the lessons from the 101 course, and
  • Integrate blended gift planning strategies in your daily work to achieve more effective fundraising success. 

Dates offered and instructors:

  • December 8, 3:00-4:15 – Online Webinar (Justin Seno and Jason Shuba, Directors of Gift Planning)
 
 
 
We Want Your Feedback!

If you have comments about any of the courses that you have taken, suggestions for things that we can train on in the future, or topics that you wish had more content available please let us know! We would love to hear any feedback that you have at learn@uif.uillinois.edu.

 
 
   
 

Please feel free to email aims@uif.uillinois.edu for any feedback or content that you would like to see in future editions!

Future Dates for the Advancement Insider (on or around):

  • December 21, 2020
  • January 18, 2021
  • February 15, 2021