An inside update on services provided by the University of Illinois Foundation
Sending some encouragement and support to all of our Advancement Community members. We miss you and hope you are all doing well. We look forward to seeing you all on the other side of these unknown times. Stay healthy and safe!
New Temporary (COVID-19) Process for Signatures on UIF System Access Forms
During this time of working remotely due to the COVID-19 pandemic, UIF AIMS will be accepting UIF System access forms with electronic signatures or approval via email by all appropriate parties. If you have any questions please contact UIF AIMS at firstname.lastname@example.org.
DONOR PORTAL - Features and Capabilities Survey
The UIF Office of Advancement Technology Services, in partnership with an array of members of the Advancement Community from across the University of Illinois system with representation from all disciplines and business areas, is in the initial stages of an analysis effort to explore the creation or purchase of an outward facing donor portal and the requisite infrastructure to support such form and functionality.
A donor portal is a secure online portal that performs as a personalized self-service kiosk for the donors to manage their biographical/giving profile and would provide additional features to improve the overall donor experience.
The team is off to a great start with the collated information provided at this year's Annual Giving Summit as well as historic information from the implementation of TED where high-level requirements for such a portal were discussed.
The goal of this survey is to provide an opportunity for all members of the Advancement Community to contribute their input into this process regarding desired features and capabilities of a proposed portal.
Please follow this link to take the survey: https://surveys.illinois.edu/sec/9813849
Digital Wallet Changes Coming to Blackbaud Checkout
UIF’s Online Giving Payment page is integrated with Blackbaud’s Checkout experience which allows for the functionality of digital wallets. MasterCard and Visa are joining forces to provide a one-click digital wallet solution. That solution will combine Masterpass and Visa Checkout into one payment – or one “click-to-pay” – button when a donor makes a gift online. This will streamline the payment experience and provide enhanced security. The planned target date for this change is mid-April. In preparation, MasterCard’s Masterpass button was temporarily hidden effective March 31st. Visa’s Checkout button is still available. Once the new combined “click-to-pay” option is available, the Visa Checkout button will be replaced by the button below. Donors will be able to access both their Visa Checkout and Masterpass wallets from one convenient location.
Apple Pay will remain a separate payment option for donors. Please note: Apple Pay is visible only on Apple Pay-enabled devices.
UPDATE - UIF Information System Access and Security Review
New access and security roles in TED and Hyland OnBase
Given recent emphasis on data protection and privacy by various legislative and regulatory bodies in the United States and Europe, the Foundation has been reviewing access and security roles in TED and the OnBase document management system. In order to reduce exposure to our most sensitive data regarding fundraisers, prospect plans, opportunities, interactions, revenue, and marketing efforts, the Foundation plans to create a separate role for Interactions and a Fundraiser “view only” role, as well as separate and streamlined “view only” roles for Revenue and Marketing Communications. These changes will cause some users to lose access they currently have. There will be a process for requesting exceptions through Chief Advancement Officers and Advancement leadership. The changes will be communicated in specific detail prior to implementation in late Summer 2020.
New policy for inactive users of TED and OnBase
In addition to the new roles, the Executive Operations Team (EOT) has approved a new policy for inactive users of TED and OnBase. See the March Advancement Insider for details.
Timeline for implementation
The new security roles have been mapped and are currently being created with an expected completion date of April 2020. UIF Learning and Development will create training for the new standalone Interactions and Fundraiser “view only” roles, with a target date of August 2020. User notification, enrollment, and disenrollment are expected to be automated by June 2020, and implementation of the new roles and the inactive user policy is expected in late Summer 2020.
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, May 16th, 2020
Saturday, August 15th, 2020
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.
NEW! Constituencies Added to TED
We recently created new constituency types for certain donors and volunteers that have institutional leadership volunteer roles or top donor relationships that warrant special handling. You may notice the following new constituencies among those listed at the top of some records on TED.
- PG Prospect Credit Relation – assigned to organizations that have a credit relationship with an individual who has either $5M+ in household giving OR a prospect status rating of $5M+, or both (in other words, a credit relationship with an individual who has the constituency designation of Principal Gift Prospect).
- Current U of I Trustee – assigned to individuals who currently serve as members of the University of Illinois System Board of Trustees.
- Former U of I Trustee – assigned to individuals who previously served as members of the University of Illinois System Board of Trustees.
- UIF Board Director – assigned to individuals who currently serve on the UIF Board of Directors, either as a Director or a Life Director.
Additionally, organizations with $5M+ in total giving are now assigned the Principal Gift Prospect constituency, previously assigned to individuals only.
TED Events with Fees - NOW Integrated w/ Cvent Registration Data
TED Events now includes the integration of registration data for Cvent events with fees. Registrant information for those event attendees can now be found in TED (no fee or payment information is yet available, only registrant data). Multi-level events in Cvent are also integrating with TED—at the “parent” level only. The next phase will include the integration of data from child or sub events. We look forward to keeping you apprised of additional event-related integrations!
- If you have any events that will require refunds, please contact email@example.com for guidance and assistance in working through the process or Jessie Mitsdarfer at firstname.lastname@example.org for directly managing registrant refunds.
- Post event, please track attendance status in TED (it is no longer necessary to do any post event activity in Cvent).
- If you or your unit is planning to host a raffle or auction, please contact email@example.com to help determine how to best support and set-up your effort.
Monthly Faculty Staff Data
April 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.
NEW! Direct Marketing Response Report
This new report will be deployed on UI Reporting tab under the Annual Giving reports group. The Direct Marketing Report summarizes Annual Giving activity with three separate reports for Telemarketing, Direct Mail, and Email. This report aggregates data by source code and reports the number of prospects reached through the resulting gift dollars and donors. Each report has its own unique columns as related to each activity. Telemarketing has information related to calling, attempted calls, completed calls, decisions, and pledges; where email will have columns related to clicks, unsubscribes and opens.
Updated! Event List Report Dashboard
The Event List Report Dashboard has 4 new fields in the Full Detail reports. The new fields are:
- Lifetime Giving Years
- Event Attended Past 3 Yrs
- Volunteer Activity
- UI Committees
Some of the rarely used fields were removed from the Full Detail Reports, making it manageable for reviewing and easier to scroll through. UIAA Board Members committee lookup id was updated to bring the member details. No changes have been made to the Quick Look reports.
Prospects and Plans List Builder Fix
Recently there was a fix released in TED to address an issue in the Prospects and Plans List Builder, regarding plans not populating when there is not a defined Region: MSA (metro region) for the prospect. The Prospects and Plans List Builder can be found under the Prospects and Plans subtab, under the Fundraiser tab on a fundraiser’s record, in addition to the Prospects and Plans tab through their My fundraiser page.
Research has made it into the UIF Advancement Insider!
As the UIF Research & Portfolio Management (RPM) Department, our goal is to help optimize the portfolios of fundraisers across the University of Illinois System. We do that by working closely with front-line fundraisers to identify the best potential donors that line up with UI fundraising priorities and assisting gift officers in managing portfolios through the prospect lifecycle. In addition to conducting individual prospect research, we also perform specialized research to support corporate and foundation fundraising, and the Principal Gifts and Planned Giving programs.
RPM PROJECT UPDATES
NEW: Plan Step Template: COVID-19 Communication
Fundraisers, are you using this time to reconnect and check in with donors? Now you can use the COVID-19 Communication plan step template to quickly record an interaction after touching base with donors about COVID-19 related changes to university policies and activities.
And don’t forget about the other Plan Step Templates available in TED, including templates for requesting meetings via email, phone, or social media and for securing a qualification, cultivation, or solicitation meeting. These templates auto-fill several fields to help fundraisers save time when entering information in TED.
TIP: Are you adding plan steps, but need to push task dates out because of the current COVID-19 crisis? You can use the “Adjust expected dates” feature for pending steps by clicking “Edit steps” and selecting all or individual steps, then entering the number of days in the field at the bottom of the screen. To learn more about Plan Step Templates, you can find job aids and a training course in iLearn, or just ask your research representative!
NEW: We have added a new Job Aid in iLearn to help explain when to add Secondary Solicitors vs. Plan Participants to a fundraising plan.
COMING SOON: Later this week, look for a new Interaction Type of Virtual Meeting.
Can’t find someone in TED? Don’t forget about Custom Search!
Did you just meet a great prospect at an event in January, but can’t quite remember their full name? The usual Constituent Search tool in TED isn’t likely to be much help for you, but luckily there’s also Custom Search!
To get to Custom Search, go to your TED homepage and you’ll find it in the Constituents section.
Custom Search includes several additional fields that can help you find a constituent, even if you don’t have much information on them. You can search for graduates of a specific college, department, or major. You can even look for people with degrees from institutions other than U of I, or search by employer. You can also specify an age range, and address radius.
Let’s say you’re looking for somebody you met recently. First name Kyle, and you’re pretty sure that his last name starts with a K. You can use Custom Search and easily see all the “Kyle Ks.”
(Make sure to use the % wildcard to look for K plus any combination of letters.)
That search brought back 144 Kyle Ks in the system, so we’ll need to narrow it down some more. You know Kyle is an ACES alum, so we can easily add that to the search as well.
Down to just 14 results, great! If none of those K-names look familiar, you can further refine your search by adding any other information you may know about Kyle, like ZIP code and radius or employer.
Custom Search is a powerful tool but can be finicky. If you’re still having trouble finding the right person, contact your friendly researcher!
UIF Learning and Development is currently updating all TED courses and creating new TED Tutorials. Watch this section each month for announcements as new training becomes available.
New Job Aids Available
Not sure when to mark someone as a plan participant or a secondary solicitor? We’ve got you covered. Check out our latest job aid in iLearn.
Remember to be on the lookout in the TED Job Aids section as we release more of these helpful one-page instructions.
Upcoming Live-Training Sessions
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 “It All Starts with a Plan” curriculum.
Instructor: Shannon Sweeney, Training Specialist
- April 23, 1:30-3:30 – Online Webinar
- May 20, 9:30-11:30 – Online Webinar
Gift Planning Cares Act Chats
The Coronavirus Aid, Relief, and Economic Security ("CARES") Act was signed into law late last month as an attempt to ameliorate the economic impact of the United States' COVID-19 response, and it touches on an incredible swath of American life, including philanthropy. Join UIF’s Office of Gift Planning and Trust Services for casual conversation about the CARES Act, its impact on your advancement work, and answers to any gift planning-related questions you may have during this most unique time.
- April 21, 10:00-11:00 – Online Webinar
- Instructor: Jeff Roley, Associate Vice President for Gift Planning and Director of Planned Gift Marketing
- April 23, 1:00-2:00 – Online Webinar
- Instructor: Jason Shuba, Director of Gift Planning
- April 28, 10:00-11:00 – Online Webinar
- Instructor: Justin Seno, Associate Director of Gift Planning
- April 30, 1:00-2:00 – Online Webinar
- Instructor: Jason Shuba, Director of Gift Planning
Please feel free to email firstname.lastname@example.org for any feedback or content that you would like to see in future editions!
Future Dates for the Advancement Insider (on or around):
- May 18, 2020
- June 15, 2020
- July 20, 2020