An inside update on services provided by the University of Illinois Foundation
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 and is now being enforced. 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. 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.
Last Chance to Apply for UIDEA
Applications for the Spring 2021 UIDEA batch are due on December 31. Here are just a few of the opportunities/questions shared by Sparks of Genius or What’s the (big) UIDEA session attendees this fall: What does the future of safety look like for our staff and prospects (one-on-one visits and events)? The U of I system leads in online education; how do we also build programs that lead in philanthropy and engagement among online alumni? How do I get a real-time look at any college or cause-based stats (leadership, impact, enrollment) and related funding opportunities to share with prospects? How can we share the path of a gift, similar to how anyone can track the status of an order placed for anything else? What can we do now to start working with the next generation of philanthropists who will inherit some portion of the estimated $30 trillion to be passed on from Baby Boomers in the coming years?
If you have an idea you think can reshape advancement, increase fundraising or engagement, and make us the leading university in advancement innovation, apply for UIDEA! Your team can include alumni, colleagues from outside advancement, students, etc.
The Selection Committee will consider any idea that impacts engagement or philanthropy at UI. 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://innovate.uif.uillinois.edu/UIDEA to learn more. Want to learn more about one of the ideas shared this fall or have your own idea you want to discuss? Reach out to Katie Blum directly or schedule some time on her calendar.
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.
Monthly Faculty Staff Data
December 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.
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.
UIF Advancement Services 2020 Year in Review
Advancement Information Management and Support (AIMS):
- Created and sent out the monthly UIF Advancement Insider filled with tons of great information.
- Loaded thousands of students, graduates, and faculty and staff into TED.
- Initiated new access and security roles for all users of TED and Hyland OnBase.
- Provided users an alternative method for providing signatures on access forms due to COVID 19 while working remotely.
- Collaborated with the OATS team to convert the newly acquired UIC John Marshall Law School advancement data for 27000 individual alumni and donor records into TED.
- Loaded 93,000 new phone numbers and almost 17,000 new email addresses for 76,000 constituent records from the data purchased from Alumni Finder.
- Troubleshot, triaged, and cared for over 8873 tickets, requests, emails, and phone calls.
- Updated over 6800 records requested through TED Bio Feedback submissions.
- Facilitated over 695 user’s access requests (new and revised).
- Supported 1110 TED users.
- Created and monitored many daily processes to cleanup TED data.
- Fashioned an audit schedule to capture revisions/changes for all 2019 and 2020 documentation housed in the TED User Guide.
Advancement Intelligence (AI):
- Portfolio Health Dashboard (PHD) – Launched in collaboration with Research colleagues to help Fundraising professionals visualize and review their active portfolio’s in TED.
- Annual Giving Dashboard – Deployed in TED in close collaboration with our Engagement, Mass Communication and System’s Annual Giving colleagues to provide a useful tool that will help in reviewing and analyzing annual giving trends.
- Created the Direct Marketing Response report to provide annual giving activity by telemarketing, Direct Mail and Email channels.
- Real Time Review report – Created in collaboration with Research and Urbana OVCIA colleagues to assist in reviewing fundraiser portfolios.
- Discovery Partner Institute (DPI) Campaign report – Created to assist in displaying all gifts that are part of the DPI campaign.
- Updates to existing reports:
- Event List Report Dashboard
- EGAD Dashboard and Weekly Gift Report updates to include new fields. See November 2020 Newsletter for list of all updates.
- Annual Giving Comprehensive report updates.
- Processed over 3700 Solicitations and Non-Solicitations averaging approximately 300 a month.
- Resolved approximately 500 support tickets to provide ad-hoc reports, enhancements or fixes to existing reports and dashboards in TED.
- Worked closely with Information Technology on wrapping up enhancement projects for TED’s Variable Content Generator utility which has helped greatly in processing large Mass Communication efforts.
- Made Enhancements to the Briefing Report (Summary and Detail sheets) as part of Phase 2 updates.
- Urbana Coordinated Acknowledgement Program (CAP) enhancements and updates – Assisted Urbana OVCIA Annual Giving colleagues in launching their updated CAP program for FY2021 with several changes made on the data warehouse side.
- Participated in providing Advancement and Institutional information on various survey’s notably the 2020 EAB Survey and CASE Alumni Engagement Survey.
Research & Portfolio Management (RPM):
Of the 2,438 research referrals that attempted contact was made on during the past year:
- 70% (1,704) had personal interactions
- 18% (429) were "Attempted, Not Reached"
- 13% (305) resulted in visits
- 9% (214) resulted in $29.5M in Asks
- 6% (152) resulted in $8.5M in Accepted Asks
- 3.5% (85) resulted in $3.4M booked
New & Updated Courses Available
Managing Stewardship Plans Training
Calling all Stewardship officers new stewardship functionality has been launched in TED!
Stewardship plans detail the activities performed in the process of stewarding a gift. Using stewardship plans allows for an easier “to-do” list complete with tracking, scheduling, and communications across those who are working with the donor. This training focuses specifically on adding and managing stewardship plans.
Users with stewardship access have been enrolled in the training already and can find the course in their My Courses section of iLearn.
Please note: Major gift officers who need to work on stewardship should continue doing so in the prospect/giving plans area of TED.
Event Hosting Using Zoom
Zoom gives us the ability to host virtual meetings and webinars when we are unable to gather in person. This allows us to continue meeting with our partners and donors.
In this course you’ll learn strategies for hosting successful virtual events.
- Decide which Zoom product (Meeting or Webinar) to use for your event
- Tips UIF has learned for hosting successful events
- How the Foundation can support you and your event
- Printable resources to use for your next virtual event
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.
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 email@example.com
Enroll in iLearn here
Be sure to select from one of these available sessions:
Tuesday 01/26/21 11:00 – 11:45am
Thursday 01/28/21 3:30 – 4:15pm
TED Tutorials in iLearn
View the complete inventory of tutorials available in iLearn here.
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 “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
- January 20, 9:30–11:30 - Online Webinar
- February 18, 1:30-3:30 – 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 firstname.lastname@example.org.
Please feel free to email email@example.com for any feedback or content that you would like to see in future editions!
Future Dates for the Advancement Insider (on or around):
- January 18, 2021
- February 15, 2021
- March 15, 2021