‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌
 
 
May 2020
 
UIF Advancement Insider
 
 
 
An inside update on services provided by the University of Illinois Foundation
 
SYSTEMS
 
 
 
 
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 is matching over 27,000 individual alumni and donor records with biographical, contact, education and employment data. UIF OATS is presently working with various groups to convert and validate the past revenue data. Over the month of May and part of June there will be a two sprints of data load test runs. Data will be converted into TED by the end of June 2020. Stay tuned for updates on this project.

 
 
 
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.

 
 
 
New Interaction and Event Types in TED!

 

Virtual Interactions in TED

Two new interaction types have been added to TED for use during the quarantine and beyond:

  1. Virtual Meeting:  This will be a new interaction type for substantive visits with prospects/donors that are conducted via a video format.
  2. Virtual Gathering: This will be a new interaction type for situations in which a gift officer hosts a virtual meeting with multiple, unrelated prospects that isn’t necessarily strategic, but needs to be recorded.  Follow-ups with individual prospects or households would be Virtual Meetings.

Those new interaction types will allow fundraisers to record their online contacts with donors and prospects.

 

 

Virtual Events in TED

Many advancement units are now hosting virtual events. A Virtual Event is an advancement-produced event such as an Alumni Happy Hour, a Webinar, or an event that was supposed to be in-person but was changed to a virtual event due to COVID-19. The objective is to track this information in reporting.

In order to track virtual events in TED, we have added a new Event Type under Event Attributes in TED.  From your TED event, click on the “Attributes” tab.  From there, click “Add” and a new box will appear.  Using the drop- down menu, for Category, select “Event Type” then for Value select “Virtual Event”.  Insert the dates and any additional comments you would like recorded for this event and then click “Save”. 

 
 
 
 
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

 
 
 
 
 
DONOR PORTAL - Your Input is Needed!!

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 by Wednesday 05/20: https://surveys.illinois.edu/sec/9813849

 
 
 
 
 
UPDATE: 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:  Due to challenges related to COVID-19, Visa is delaying the button’s release until a currently undefined future date.  Visa Checkout is still available and Masterpass will remain hidden.  Apple Pay is available 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 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 May 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.

 
 
 
 
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, 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
 
 
 
Event Tracking in TED

 

REMINDER - TED Events with Fees 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!

Event Reminders:

  • If you have any events that will require refunds, please contact events@uif.uillinois for guidance and assistance in working through the process or Jessie Mitsdarfer at mitsdar@uif.uillinois.edu 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 events@uif.uillinois.edu to help determine how to best support and set-up your effort.

 

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

May 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.

 
 
 
REPORTING
 
 
NEW! Real-Time Review Report for UIUC

This new report has been put together in partnership with UIF RPM team members and Urbana’s VCIA team. The report displays the plans in a fundraiser’s portfolio that are grouped into bins and help facilitate the Urbana Real-time Review meeting process. The report is going to be available on TED’s UI Reporting tab under the Development Performance report group.

 
 
Updated! Briefing Report

An updated version of the constituent Briefing Report will be available in TED next week. The report provides the option of viewing constituent biographies by individual(s) or by an Event listed in TED. The most recent updates include:

  • A Cover Sheet to the Mini & Standard versions of the reports. The cover sheet includes a list of common abbreviations that are used throughout the report as well as summary info on the event (if report is ran on event parameter).  
  • New sections have been added to the standard report for events attended and volunteer data. Both sections display information from the past 3 years.  
  • Degree information has been updated to include currently attending information as well.
 
 
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

Newly Added!

An externally facing resource document has been added to iLearn that summarizes the Care Act and can be found here.

New Update!

The Philanthropy Advisor quarterly newsletter was launched on Wednesday, May 6 from Gift Planning and Trust Services. This is distributed to several thousand advisors throughout Illinois. This edition is titled ‘Everyday Heroes: Preparation and Philanthropy in a Time of Pandemic’ and includes information on the CARES Act. It can be accessed here.

 

The American Council on Gift Annuities (“ACGA”) researches, sets, and publicizes the suggested maximum charitable gift annuity (CGA) rates for use by charities and their donors. UIF follows the recommended ACGA rates when issuing its CGAs. On a weekly basis, ACGA monitors the interest rates that underlie investment return assumptions used to create the rate schedules. It also evaluates annuitant mortality rates and other assumptions as necessary on an annual basis. (As a general refresher, the CGA rate an annuitant receives is based on the annuitant’s age.)

With that research in mind, ACGA’s Board of Directors just approved a decrease in the suggested maximum gift annuity rates. This decrease is the second in the past six months, and effective July 1, rates for new CGAs will drop .3% to .5%. (Please note this decrease does not affect the rate on existing CGAs.) The exact updated rates will be published in a couple weeks.

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 will compare a little less favorably. While rates are decreasing, every CGA will continue to provide:

  • An immediate income tax savings for those who itemize deductions
  • The avoidance of capital gain taxation if a CGA is created with appreciated property
  • The possibility of income that is tax-free
  • A donor’s option to designate the eventual use of CGA residuum to support one’s area of choice


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. Again, the coming rate decrease will not affect the rate on existing CGAs. If a donor has questions about the rates or the 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.
 
 
 
 
 
ChatBot Project to be presented at CASE DRIVE/Cast Conference

Bill Reynen and Lea Ann Gross will be presenting on The ChatBot project later this month on May 29 at the CASE DRIVE/Cast Online Conference. See the conference 2-day event schedule here and sign up to attend!

REMINDER: The ChatBot has expanded and is now available on the main University giving pages:

https://giving.illinois.edu/

https://give.uic.edu/

https://giving.uis.edu/

 
 
 
Research & Portfolio Management (RPM)
 
 

 

Tips & Tricks for Research and Working with TED

 

TIP #1 - SEARCHING: You can use the main “search box” at the top of every page in TED to search for more than just Constituents.  Just click on the chevron to see your other search options!

 
 
 

 

TIP #2 - SHORTCUTS: Is there a TED record or page that you visit frequently?

Make it a shortcut!

Go to the record or area of TED that you want to make a shortcut, then look under the “Home” button in the upper left area of the screen for the “Add this page to shortcuts” option.

Plus, if you click on “Manage my shortcuts” you can rename, delete, or even change the order of how your shortcuts are listed on the sidebar!

 

TIP #3 - SPREADSHEETS: Would you like to see your portfolio in a spreadsheet?

 

You can export data from your “Plans and Prospects” and “Pending Activities” subtabs into Excel or CSV formats – just click the chevron next to “More.”

TIP #4 -  DATES: Press the F3 key to auto-populate today’s date in a date field in TED.

OR press the F4 key to “pop out” the calendar to select another date!

 
 
 
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.

 
TED Tutorials

Quick videos on specific tasks, these new TED Tutorials are now available.

Update a Title or Suffix TED Tutorial

Add a Nickname TED Tutorial

Update a Name TED Tutorial

Add an Alias TED Tutorial

Update a Maiden Name TED Tutorial

 

Tiles are available on the home page in iLearn to quickly view all the TED Tutorials and TED Job Aids currently available.

 
 
New Job Aids Available

Quick one page documents that outline how to complete a specific task, the following Job Aids are now available.

Add or Update an Alias Job Aid

Update a Maiden Name Job Aid

Update a Nickname Job Aid

Updating Titles and Suffixes Job Aid

 
New Courses Available

Completing the Gift Transmittal Form

Careful completion of the gift transmittal form ensures gifts from our donors are correctly accounted for.

In this course, you'll learn how to use the gift transmittal form to submit details about gifts received in your unit. This brief course has been updated and replaces the video of the same name. We encourage you to take a look!

Available for self-enrollment under featured courses in iLearn.

 

Updating Names in TED

No one wants to be called by the wrong name.  Using accurate name information when communicating with a constituent either formally or informally can lead to overall excellent constituent experience.

In this course you’ll learn how to request formal name updates for legal and maiden names, how to add an informal nickname, and how to add or edit a title or suffix.

Available for self-enrollment under featured courses in iLearn.

 

Volunteers in TED

Are you using spreadsheets to keep track of who has volunteered for your unit? Do you maintain a list of regular volunteers or those that are willing to volunteer?

In this course, you’ll learn how to track and manage these volunteer relationships in the Volunteers area of TED.

Please note, both supervisor approval and completion of training is required to gain access to the Volunteers area of TED. You can start the access approval process by enrolling in this course in iLearn!

 

The following Volunteers TED tutorials and job aids are also available:

Volunteer Constituency TED Tutorial

Volunteer Timesheets TED Tutorial

Volunteer Interests and Types TED Tutorial

Volunteer Jobs and Occurrences TED Tutorial

 

Volunteer Constituency Job Aid

Volunteer Timesheets Job Aid

Volunteer Interests and Types Job Aid

Volunteer Jobs and Occurrences Job Aid  

 
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:  

  • May 20, 9:30-11:30 – Online Webinar
  • June 30, 1:30-3:30 – 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):

  • June 15th, 2020 
  • July 20th, 2020
  • August 17th, 2020