‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌
 
 
June 2020
 
UIF Advancement Insider
 
 
 
An inside update on services provided by the University of Illinois Foundation
 
SYSTEMS
 
 
UIF Gift Administration Annual Pledge Audit

 

UIF Gift Administration is in the process of reviewing all Past Due and Payment Term Expired documented pledges within each unit in preparation for the upcoming annual financial audit.  Please note, per policy it is the Foundation’s practice to write off payment term expired and past due pledges that fit the criteria outlined below.  For more information about our pledge policies please visit https://online.uif.uillinois.edu/pages/advancement-policies, click on the Gift & Pledge Policies and then click again to view the Documented Pledge Program Policies.

A request for feedback was sent to the CAO of each Unit at each University. All pledge feedback was requested by June 1 including any requests to retain any pledges that met automatic write off.  However, if there are still pledges you need to review and request exceptions to any automatic write offs please contact Gift Administration right away at giftadmin@uif.uillinois.edu or 217-333-0675.

Upon review of your pledge follow up report, you may see pledges in one of two categories listed below.  If you need assistance in retrieving your pledge reports in TED, please contact Gift Administration giftadmin@uif.uillinois.edu or 217-333-0675.

  • Payment Term Expired – This category indicates the planned payment schedule for this pledge has expired. Since these pledges cannot be extended, a new commitment would be needed in order to reinstate the pledge. Therefore, the current pledge should be written off
    • Per policy, payment term expired pledges will be written off by UIF upon review if the pledge has been expired for at least eighteen (18) months and no payments have been received within the last 18 months – no unit approval will be requested, but the benefitting unit will be notified.
    • You must provide the following –
      • Feedback on pledges that meet the automatic write-off criteria ONLY if there are extenuating circumstances that warrant not writing them off per policy.
      • Feedback on pledges that do not meet automatic write-off criteria, but are greater than 3 months payment term expired.
  • Past Due – This category indicates the donor has fallen behind on the agreed upon installment schedule, but the terms of the pledge have not yet expired. These pledges should be written off if you are aware that they will not be fulfilled or if they meet the policy requirements.
    • Per policy, past due pledges will be written off if no payments have been received for at least 24 months – no unit approval will be requested, but the benefitting unit will be notified.
    • You must provide the following –
      • Feedback on pledges that meet the automatic write-off criteria ONLY if there are extenuating circumstances that warrant not writing them off per policy.
      • Feedback on pledges that do not meet automatic write-off criteria, but are greater than 3 months past due confirming the donor still intends to fulfill their commitment.
 
 
 
 
 
UPDATE - UIC John Marshall Law School Conversion Project

UIF AIMS and OATS are currently working to convert the newly acquired UIC John Marshall Law School advancement data into TED. Currently UIF AIMS has matched over 27,000 individual alumni and donor records with biographical, contact, education and employment data. UIF OATS has been working with various groups to convert and validate the past revenue data. Currently the UIC John Marshall Law School Data Conversion is running its final mock run and the data will be converted into TED on Saturday June 27th, 2020.

 
 
 
REMINDER - UIF Zoom Webinar

Given the current circumstances and many events being moved to virtual platforms, the Foundation will now be offering access to the Zoom Webinar platform. The Zoom Webinar platform offers features that are not available in Zoom Meetings and can accommodate up to 500 participants. Zoom recommends that Webinars be used for events and meetings in which attendees are not expected to network or work together. A link will soon be available on UIF Online for Zoom Webinar requests. If you are trying to best determine if your meeting or event should use the Webinar platform, please take a look at this Zoom article for further information. For questions or to make a request to use the feature, please contact the Office of Board and Donor Relations at events@uif.uillinois.edu or contact Mary Kate Hansen at maryh@uif.uillinois.edu.

 
 
 
 
 
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 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 June 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.

 
 
 
REMINDER - Temporary (COVID-19) Process for Signatures on UIF 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 aims@uif.uillinois.edu

 
 
 
Advancement Technology Governance Program Information

Advancement strategies should drive information technology priorities. Through the Advancement Technology Governance program (ATG), we will prioritize and align our technology, data, and project resources to the IT services that present the greatest opportunities for the advancement community. The program supports a system of strategic decision-making and creates processes for IT investment and prioritization. It also provides a mechanism for communication, reporting, and performance measurement. The ATG efforts use a group of interconnected committees that evaluate and recommend IT directions in support of the advancement community.

If you have questions about the Advancement Technology Governance program, it’s processes or the status of a project within the program check out the ATG website here: online.uif.uillinois.edu/ITGovernance

In the event you can’t find what you’re looking for or have a new idea to submit, reach out the team directly! ATPG@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:  

Saturday, June 27th, 2020 - John Marshall Law School data conversion

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.

 
 
 
DATA
 
 
Inactive TED Code Table Values

Overtime, table values can be made inactive in TED due to lack of use or no longer valid. UIF OATS has implemented a change to these values in TED. Inactive TED code table values have been updated with ZZZ- at the beginning of their description.  Inactive values do not display in TED screens as available to choose in dropdown lists, but would display in TED if an inactive code is associated with an existing record.  This assists users in using the TED Ad-Hoc query tool where all values are displayed (whether active or inactive).  TED Ad-hoc tool users can now easily see which values are no longer being used.

 
 
 
Event Tracking in TED

 

REMINDER - Get Zoom Event Data into TED

With more events using Zoom Webinars and Meetings, the Foundation is prepared to support units with uploading information into TED. In order to submit your Zoom event data to UIF AIMS to load into TED, you will need to collect these pieces of key information for registrants: first name, last name, one piece of contact (email address or home address preferred) and the corresponding TED event Lookup ID. Any additional information collected (such as the registrants TED LookupID) will assist in matching TED records quickly and accurately. Once your event has concluded, please submit a ticket using UIF Support to upload your Excel file of data to be loaded to your corresponding TED event for tracking purposes. Select Data Services -- I have a list -- Event Registration: LOAD when submitting your ticket. Also see this sample file to assist in formatting your data. Contact UIF AIMS with any questions.

 
 
 
 
 
Monthly Faculty Staff Data

June Faculty Staff data will be refreshed this weekend into the University Appointments area under the Relationships tab in TED.  Reminder - Monthly Faculty Staff data is pulled from Banner on the 10th and loaded into TED on the 3rd weekend of each month.

 
 
 
May 2020 Grads in TED - Coming Soon

May 2020 graduate date will be pulled the 1st week of July when all degree data has been updated in Banner. Grad Data will be updated in TED by the arrival of the July edition of the Advancement Insider, please stay tune for an update.

 
 
 
REPORTING
 
 
COMING SOON!! Annual Giving Goal Metrics Dashboard

 

The Annual Giving Goal Metrics Dashboard is a scorecard that is being put together for the UI System and each of the three universities. The information captures the goals and targets highlighted by individuals in our advancement community, guest presenters and industry experts at the UIF Annual Giving Summit.

This scorecard is an attempt to place that data and expand it to fill in the past four fiscal years which will help assess and monitor our efforts while positively moving the needle for each university. Stay tuned for more details and further communication regarding the availability of this dashboard in TED.

 
 
 
RESOURCES
 
 
 
 
News from Gift Planning and Trust Services

 

New Recommended Charitable Gift Annuity Rates Have Been Fully Published

As noted in last month’s issue, the American Council on Gift Annuities board of directors recently approved a decrease in the suggested maximum charitable gift annuity (“CGA”) rates. The new rates for a single-life CGA, effective July 1, have been fully published, and you’ll see the difference between the current rates and upcoming rates here to the right.

CGA rates after July 1 should still be higher in most cases than typical income-producing investments like CDs, bonds and dividend-paying stocks, but they will now compare a little less favorably.

What does the rate decrease mean to you?

  1. If you manage a donor portfolio and have outstanding CGA illustrations before donors or know of donors who have been thinking about a CGA, now is the time to contact them and let them know they should consider moving forward with their CGAs before the end of June to take advantage of the current rates while they last. (It’s not too late to do so, but the window of opportunity is closing quickly.)
  2. If you otherwise communicate with donors, this is the matter they are likely referring to if they mention CGA rates. Please note the coming rate decrease will not affect the rate on existing CGAs. If a donor has questions about a CGA, CGA rates, or the rate decrease, please direct him or her to your unit’s gift planning liaison or the UIF Office of Gift Planning and Trust Services at 217.244.0473 or gpinfo@uif.uillinois.edu.
 
 
 
Research & Portfolio Management (RPM)

NEW – Changes to the Attention | Plans subtab

The UIF Research and Portfolio Management (RPM) team is pleased to announce that in order to make the displayed data more relevant and useful, some changes have been made to the Attention | Plans subtab in the Fundraiser tab.

The Attention | Plans subtab is designed to be a page where fundraisers can easily see and access plans that need additional plan steps or content, or to flag plans that are ready for potential closure since revenue has been associated.

Removal of 2 Attention | Plan types:

  • Plans | only 1 pending/planned step: this category included too many false positives (there are a variety of instances when a plan should only have a single planned/pending step). Having these plans listed in the Attention | Plans sub tab gave the false indication that 1-step plans should not be used or need to be fixed.
  • Plans | Site – Missing: this category is now obsolete, since TED now requires every new plan to have a site added upon creation of the plan.

The following categories were re-ordered to create a more natural workflow when working through the Attention | Plans subtab:

  • Plans | Active Plan with Associated Revenue is now at the top. Plans listed here have been successfully linked with their revenue. These plans are now ready for any final updates and to be marked as historical.  
  • Plans | Step missing Comment after Visit is now the second category listed. These plans are missing comments from a completed visit. It should be quick and easy to tackle adding a comment to the few plans that appear in this category.
  • Plans | missing next Step are listed last because this area tends to have the most items that need attention. It may be useful to sort this section by the Stage column to help you determine and enter appropriate next steps for different groups of plans (e.g., your plans in Qualification may have similar next steps, while your plans in Cultivation may have steps that are highly tailored to each plan).

Did you know you can add multiple individuals or organizations to the same research request?

In fact: requestors are encouraged to include spouses in research requests to ensure that the research request appears on both records.

 
 
 
 
LEARNING AND DEVELOPMENT
 
 
 
 

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.

 
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.

 
Your Learning Transcript

Did you know you can enter external training on your transcript in iLearn? Using iLearn Advancement shows you how. This can include conferences, seminars, or courses you’ve completed outside of iLearn. There’s also an option to upload certificates you’ve earned. External training should be relevant to your position but be sure to discuss any questions you have with your supervisor.

This quick online course is available under the featured courses in iLearn.

View, print, or save a copy of your transcript by clicking the Transcript tile on the home page in iLearn. You may find it helpful to have your transcript available during your review process.

 
 
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 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:  

  • June 30, 1:30-3:30 – Online Webinar
  • July 15, 9:30-11:30 – Online Webinar
 
 
 

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):

  • July 20th, 2020
  • August 17th, 2020
  • September 21st, 2020