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Click here to see this online
 
 
 

February 2021

 
 

UIF Advancement Insider

 
 

An inside update on services provided by the University of Illinois Foundation

 
   
 

SYSTEMS

 
   
 
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Change to accessing Governing Documents

Campus-based TED users may have noticed that they can no longer save or print governing documents from OnBase/TED. For security and confidentiality purposes, this change was made in December to be consistent with guidance in place prior to full implementation of Hyland OnBase, while ensuring units have access to critical information necessary to carry out their daily responsibilities related to stewardship of gift funds.  UIF is preparing more comprehensive guidance on available resources, depending on specific information needs from a governing document. In the meantime, here are three ways to access governing documents:

  • All TED users with access to constituent information can view governing documents in TED/OnBase. All business users can view and access governing documents in OnBase.
  • The key stewardship and administration elements from all governing documents are included in the UIF Gift Fund Synopsis Report, which can be downloaded and printed via reports in TED.
  • If a donor needs a copy of their governing document, UIF Gift Documentation can send the document directly to the donor. Please email giftdocs@uif.uillinois.edu with the name and email of the donor and which document is needed.

If you have any other questions about access to a governing document, please email giftdocs@uif.uillinois.edu.

 
   
 
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New! Software Platform - Vanillasoft

As you may already be aware, the UIF Engagement Center and UIC Alumni & Friends Outreach Center are currently closed due to COVID. We have taken this opportunity to implement a new software platform, as well as improvements to the engagement program as a whole, including some changes to the data management process.

Once VanillaSoft is fully implemented, we will have a cloud-based, comprehensive engagement platform to utilize in our engagement centers. In addition to traditional phone calls, VanillaSoft allows us the ability to implement text messaging, appointment scheduling, and an email drip for pledge fulfillment.

Unlike our previous software and process, VanillaSoft will be used as an external database connected to TED. The data will live in VanillaSoft and we will be doing refreshes from TED through API. This will allow us to keep constituent information updated in real time, an improvement from the previous system where calling projects would not have the ability to get refreshed once loaded. Additionally, rather than using planned marketing efforts through the year like we have in the past, we will be loading everyone into VanillaSoft at once, and will use a series of data fields, teams and filters to organize and segment constituent records. We have developed a system of teams based on donor affiliation, and routing filters for caller ability based on timing and amount of past giving. For example, we will be able to load a record with incomplete information, make an address update, move them into a new team to solicit them for a gift, and then thank them for that gift all within in the course of a fiscal year. Only special one-time projects like event invitation calling will need to be planned and will require a marketing effort in order to group records with a data file.

In addition to making improvements to the data aspect of the engagement centers, we are making other changes to improve our communication with constituents. We have changed our shift hours and times in the UIF Engagement Center so that we will not be calling on Sundays or later in the evening during the week, thus reducing calling during inconvenient times. We have also restructured the way the phone calls are made to place more emphasis on rapport-building and connecting with the constituent, and less focus on the more traditional three-ask structure we have followed in the past.

Overall we are investing the time and resources to create automation and enhancements to both the process and program so that our focus can be on relationship-building with our constituents. We are excited about the improvements being made to enhance process and tools, and look forward to continuing to update you as the project proceeds.  Finally, if you have any questions, please reach out to us at engagementcenters@uif.uillinois.edu.

 
   
 
 
 
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:  

February 20th, 2021- Impact Release
Saturday, March 27th, 2021 - Service Pack Upgrade
Saturday, May 15th, 2021
Saturday, August 21st, 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

February 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.

 
   
 
 
 
Graduate and Student Loads

Graduate and Student Loads

The 2020 Fall  Graduate data load is complete.

The 2021 Spring Student load will start the week of February 15th and will be completed by the end of the week. 

Please watch the News and Updates section on the TED homepage for the completion of the 2021 Spring Student load.

 
   
 

REPORTING

 
   
 
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*New* Fund and Accounting Search

The new Fund and Accounting search interface is easily accessible through TED's UI Reporting and Business Manager tabs. After the system updates are deployed, TED users who have been accessing this information through UIF Online pages will be directed to view the same information using the new search functionality. The interface provides the same data that was available previously with additional options for downloading the reports in different formats (pdf, spreadsheets, word documents, csv) and enhanced search features.

 
 

Fund Search – Located under the Designation (Fund) group on UI Reporting and Business Managers Tabs.

 
 
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The new Fund Search interface will provide search fields organized across four tabs as well as more options for downloading the results in different file formats; sorting the results from the output and ability to click on a link and display the Fund Synopsis report.

 
 

Accounting Search – Located under the Accounting group on UI Reporting and Business Managers Tabs. 

 
 
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The new Accounting search interface will surface as three separate report links:
Fund Details Search
Transaction Search
Balance Search

All three search interfaces will have a similar look and feel as the Fund Search interface. The search options are organized across four tabs and allow similar downloading and sorting options as well. The Fund Details Search will allow users to click on a Fund Number and view the Synopsis report.

Additional details can be reviewed through the new training course Finding Fund and Accounting Information available on the Learning and Development platform. Click here to access the course

 
 
 
   
 

RESOURCES

 
   
 
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Gift Planning and Trust Services Spring Instructor-Led Course (“ILC”)

The Office of Gift Planning and Trust Services (“GPTS”) is pleased to announce its spring ILC schedule. GPTS will be offering these ILCs via Zoom; you can register for any of the sessions by clicking here or going to iLearn then “Catalog” then “Foundation Services” then “Gift Planning.”

Please note all the “Protected Classes and Meeting Donor Intent” ILC sessions will be held in February and limited to 30 participants per session. GPTS anticipates high demand for this content and encourages you to register for one of these sessions soon if you’re interested in participating.

Financial and Tax Essentials for Fundraisers
March 18, 9:00-9:45 a.m.
April 27, 11:00-11:45 a.m.

Gift Documentation 201
April 29, 10:00-11:15 a.m.

A Gift Officer’s Guide to Discussing and Booking Estate Gifts
May 13, 9:00-10:15 a.m.

Maximizing Your Fundraising Work via Donor Advised Funds
March 24, 9:00-9:45 a.m.
April 21, 11:00-11:45 a.m.

Navigating Planned Gift Donor Stewardship Conversations
June 2, 9:00-10:15AM

Protected Classes and Meeting Donor Intent
February 4, 10:00-11:15 a.m
February 10, 1:30-2:45 p.m.
February 23, 10:30-11:45 a.m.

Using Gift Planning to Meet our Donors’ Needs 201
May 4, 10:00-11:15 a.m.

Questions? Please contact your gift planning liaison or UIF's Office of Gift Planning and Trust Services (217.244.0473 or gpinfo@uif.ullinois.edu) for more information.

 
   
 
 
 
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

 
   
 
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TED Organization Record Cleanup Project

UIF Advancement Services has been working on a collaborative organization record cleanup project over the past year with the overall goal of reducing the number of organization records and standardizing organization names in TED. Due to the massive quantity of organization records in TED, this project had to be done in phases. The first phase of the project was to identify and remove any organization records that had no ties to any of the University of Illinois campuses or individuals within TED. Throughout 2020, over 11,000 organization records were identified and removed from TED.

The second phase of the project was to establish Organization Naming Standards. Please read about these standards in the Research and Portfolio Management section below. You can also view these changes in the  TED User Guide. The purpose of this was twofold. First, the naming standards would assist in keeping organization names cleaner and consistent in TED. This would allow for better matched results when new organization records are requested through the biofeedback requests or mass loading of records. Secondly, these naming standards would allow for duplicate organization records to be identified for merging. In this weekend’s TED impact release (Feb. 20th), a process will be established to clean the existing organization names in TED to meet these standards. Some anomalies will not be handled by this process and will be manually reviewed for cleanup. This process will run on a weekly basis for any new or recently updated organization names. The next piece of this phase will require UIF Research to begin identifying organization records that can be merged together. This will begin in the months to follow.

The final phase of the project will begin later this year. The Receipt address type will be utilized for Gift Processing in order to reduce the number of new organization records that need to be created to process and receipt a gift to organization donors. The current target of this phase is the May 2021 Impact Release. Please watch the Advancement Insider for more on this phase and updates as the project proceeds. Please contact UIF AIMS if you have questions.

 
   
 
Purging Unused Ad-hoc Queries

On March 1st UIF will begin a new semi-annual procedure to purge unused Ad-hoc Queries from TED.   An Ad-hoc Query will be considered ‘unused’ if it has not been saved or ran for more than 18 months.  Opening a query and just previewing the results without saving or running it will not update it’s ‘Last Run On’ or ‘Modified On’ date.  If you have any Ad-hoc queries that you use regularly by just opening it and previewing the results, we are asking that you open and SAVE or PROCESS each query BEFORE MARCH 1st.  If you have any questions please submit a Footprints ticket.

To check the ‘Last Run On’or ‘Modified On’ date:

 
 
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To run or process your Ad-Hoc query, click the yellow bar:

 
 
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To save your Ad-hoc query, in Edit mode, click Save or Save and Close:

 
 
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Stewardship Plan Functionality- Phase 2

The Stewardship Plan Functionality was finalized in December and the following updates will be released to Production on February 20th.

Within the Fundraiser tab, the Pending Step Summary and Completed Step Summary sub- tabs  have been updated to provide additional role filters.   In the drop down list 2 additional roles have been added: Stewardship Plan- Primary Manager and Stewardship Plan- Steward.

 
 
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When viewing the Prospect & Plans tab from the individual record, updates have been made to allow you to click on  “Go to Household Plans”.  The “Add Stewardship Plan” button has been removed from the Individual view, but remains on the Household view.

 
 
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Research & Portfolio Management (RPM)

 
   
 
NEW – “Attempted Not Reached” Step Templates

Two new step templates are now available in Prospects and Plans in TED!

Fundraisers can use these templates to quickly schedule multiple contact attempts into their plans. The second template also includes a final step of “QNP | Unresponsive.” These new templates should make it easier for fundraisers to systematically disqualify unresponsive prospects by easily building contact attempts into their pending steps.

The 2 new step templates include the following steps:

 Steps | ANR – Cycle 1 Attempts

  • ANR – Cycle 1, Attempt 1, Email (Today)
  • ANR – Cycle 1, Attempt 2, Email (7 days)
  • ANR – Cycle 1, Attempt 3, Phone (14 days)
  • Schedule Cycle 2 Outreach, Task (15 days)

Steps | ANR – Cycle 2 Attempts

  • ANR – Cycle 2, Attempt 1, Email (Today)
  • ANR – Cycle 2, Attempt 2, Email (7 days)
  • ANR – Cycle 2, Attempt 3, Phone (14 days)
  • Mark as QNP | Unresponsive, Task (15 days)

NOTE: The final step of the Cycle 2 template includes the appropriate QNP subcategory, so all the fundraiser needs to do is complete the step when applicable to finish the QNP process!

 
 
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Reminder: Access the plan step templates by selecting “Edit Steps” in the Planned and Pending Steps area of a plan, then look for the “Outlines” drop down menu. And remember, template steps can be edited further once they are added to the plan.

 
 
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NEW – Naming Standards for Organizations in TED

As part of an ongoing effort to improve organization record data in TED, RPM has collaborated with other Advancement Services departments to create and implement new naming standards for organization records. These standards should reduce duplication and will aid an ongoing merge process to ensure that organization records are clean and consistent.

The new organization naming standards will implement the following rules:

 
 
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Also note:

  • Aliases: Aliases can be entered to provide users with alternative names to match against when searching. Find organization aliases in TED under the “Organizational Info” tab and the “Organization” subtab. An organization’s legal name is the starting point for every organization name in TED. Once naming standardization rules have been implemented, every organization record should have a Legal Name alias to record the legitimate legal name in the system. Branding Name aliases and Historical Name aliases may also be added/retained.
  • Matching Gift Organizations: Organization records solely used for matching-gift programs should continue to be created using the appropriate standard form and appending “Matching Gift Program” to the end. A Legal Name alias should also be entered on the matching gift organization record.
  • Searching for Organizations: Since the new naming standards eschew punctuation, users can use the TED wildcard character % any time they would have normally used a punctuation mark when typing a name. This is an easy-to-remember substitution that should help users find the appropriate records when searching.

The new naming standards for organization records will automatically go into effect in TED starting on February 20, and the naming standard rules will be added to the TED User Guide for user reference.

 
   
 

LEARNING AND DEVELOPMENT

 
   
 
 
 
New & Updated Courses Available

New Information Security and Privacy Course

All existing UIF System users have received 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.

Finding Fund and Accounting Information

This training will provide an overview of the NEW functionality that is now used for Fund Search, Fund Detail Search, Balance Search, and Transaction Search as well as existing Static Designation and Accounting Reports. Any Advancement staff tasked with monitoring, spending, stewarding, managing fund attributes, or overseeing gift funds of any type should become familiar with this functionality. Ability to navigate in TED to the UI Reporting or Business Managers tab is needed, however, anyone is allowed to take the course.

COMING SOON – Leveraging the My Fundraising Page – Basics

For new and existing fundraisers and those who support them. This training contains tips and tricks on leveraging the My Fundraiser Page to streamline a fundraiser’s workload effectively. The training focuses on the three primary functions of the page, Things to Do, Things to Review, and Things to Know. Take a look and see If there are any tips or tricks you’ve been missing. Available in mid-March. 

 
   
 
More than 40 TED Tutorials Now Available in iLearn

View the complete inventory of tutorials available in iLearn here.

 
   
 
 
 
Upcoming Live-Training Sessions

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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:  

  • February 18, 1:30-3:30 – Online Webinar
  • March 17, 9:30-11:30 – Online Webinar

 

 
 
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TED: Beyond the Basics

Join other users in this training covering common topics and questions about TED. Bring your questions, the AIMS User Experience team will be on hand to answer them.

Enrollment for March sessions now available

(TED topics covered each month will vary)

 Tuesday 03/09/21            11:00 – 11:45am

Thursday 03/11/21              3:30 – 4:15pm

 Send any topic you’d like to see covered to learn@uif.uillinois.edu. We’d love to hear from you!

 
 

Unmute and Deliver: UIF Virtual Event Support

Hi. I'm Rachel. And I'm Mary Kate. We are the newest members of the Donor Relations team and we are excited to share with you some of the ways our team can assist you with your virtual events and webinars. Please join us February 26th at 2pm for the webinar: Unmute and Deliver: UIF Virtual Event Support. We will share the UIF available platforms, best practices for virtual events, tips, tricks and most importantly, how our team can support your virtual events.

 

 
 
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Instructors: Rachel Gudeman, Director of Donor Services

 
 
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Mary Kate Hansen, Donor Relations Manager

 

Date Offered:

  • February 26, 2:003:00 – Online Webinar
 
 
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):

  • March 22, 2021
  • April 19, 2021
  • May 17, 2021