Scope:
- Data entry:
- Manual – usually for check donations
- Import tools – used to upload into the CRM donations Stripe, FRU, Benevity…
- Understanding the difference between donations, soft credits, in kind, and stock transactions and processing/recording them appropriately in the CRM
- Receipts:
- Creating and managing receipt templates
- Make sure templates have all necessary/appropriate information
- Linking the correct merge fields
- Making sure formatting is consistent with Accordus conventions + client requirements
- Assigning, creating, and delivering receipts
- within CRM
- mail merge
- Creating and managing receipt templates
- General CRM maintenance and management:
- Dedupe accounts
- Correct name and contact info formatting
- Accurate salutations
- Correct account types
- Data standardization
- Troubleshooting issues with the help of knowledge bases and support chat
- Contact syncs between CRM and mass email software (usually MC but also CC, HubSpot, Emma)
- Data cleanup projects
- Managing, maintaining, and troubleshooting issues regarding system integrations
- Usually between CRM and QBO
- Reconciliations with accounting systems:
- Making sure that data in CRM and accounting records match
- Solving discrepancies
- Migrations
- Reports:
- Usually at client/TL request
- Used to make decisions or gather information on the status of donations, donors, funds…
- Requires strong knowledge of Excel advanced features
- Requires problem solving and the ability to deliver on the client/TL ask (sometimes asks can be a little vague, we need to figure out what it is that they are asking for and how to manage/process the data to provide the answer/info they need)
- Examples: donor details reports (new donors, lapsed donors…), reconciliation reports (for clients that reconcile CRMs to accounting software themselves), open pledges reports, credit cards attached to recurring donations that will expire soon, total $ received per fund, donors who gave a certain amount during a specific period, mailing lists following specified criteria…
- Data Analysis, donor/donation dashboards:
- Donation trends, year-to-year comparisons, donor base analysis, data for donor care plans…
- TL communication:
- Explaining reports results to TL so that they in turn can efficiently/effectively communicate with the client
- Helping TLs think through specific questions/business problems posed by clients, and how to obtain the data/info needed to bring a solution/make an informed decision (can bring in Michelle or me into the conversation if extra input is needed)
- Suggesting on process improvements regarding specific clients
Quick references:
- Database Resources
- Receipting best practices
- Receipting – mail merge
- Deduping accounts – this video is specific to LGL but it contains good info on best practices
- QAing manual gift entries
- Excel magic
Point of contact: Deb Womack ([email protected])
Database Roles:
Database manager (data entry, receipting, CRM management) and Data analyst (reporting, analysis, dashboards); see client assignment sheet for each.
Expectation for hours: reporting, CRM management, data entry… every aspect depends on the client and CRM utilized, and varies greatly.
- Some clients receive a handful of donations a week. Data entry time can be as little as 15 minutes weekly. Other clients handle massive donation volume from multiple streams (checks, Stripe, FRU, PayPal, Benevity…). Data entry time can be up to 1 hour (or in a few cases even more) weekly.
- Some databases are in good shape, so dedupe checks and cleanups take no more than 10 mins monthly. Other databases are huge and require a lot of constant cleanup work, taking 20ish minutes weekly.
- Some CRMs are super user-friendly and efficient, so pulling data for reports (and the quality of the data) is easy. Other CRMs are not that efficient, so pulling data can take a long time or the quality of the data output is not great and requires a lot of cleaning up before getting to the actual analysis.
- Some reports/analyses are straightforward and can be completed pretty quickly. Other tasks are more complicated and require a more thorough thought process or actual setup in Excel (formula work for example).