PeopleSoft Contributor Relations 9.0 PeopleBook

Managing Prospects

This chapter provides an overview of prospect management and discusses how to:

Create resource assignments.
Create prospect strategies.
Track prospect data.
Implement a prospect plan.

See Also

Understanding Prospect Management

This section lists prerequisites and discusses prospect management.

Prerequisites

Before you can assign staff members, volunteers, and business unit resources to manage prospects, you must set them up and assign them to roles at your institution.

See Adding Resources.

Prospect Management

To manage prospects effectively, you must evaluate constituents, create comprehensive cultivation-activity plans, and constantly monitor and revise those plans. Contributor Relations enables you to do this by maintaining extensive prospect information and providing tools that you can use to effectively implement and manage cultivation plans.

You can assign prospects to the staff members, volunteers, and units that are responsible for prospect management. For each assignment that you create, you can assign an institution-defined role or a reason for the assignment. Roles are the undertakings (such as Prospect Manager, Campaign Manager, Solicitor, and so on) that are assumed by the assigned resources at your institution.

Creating Resource Assignments

You can assign prospects to resources in two ways:

Create mass assignments, whereby you assign a group of prospects to a particular resource and role.
Create individual assignments, whereby you assign a single prospect to a resource.

This section lists common elements and discusses how to:

Create mass assignments.
Create individual staff assignments.
Create individual volunteer assignments.
Create individual unit assignments.
View the prospects assigned to a resource.
View resource assignments.
Generate the Role Assignments report.

Common Elements Used in This Section

Campaign

Select an organized institutional effort (targeted to a specific constituency) that occurs over a specified period with specific purposes and goals. When you select a campaign, its description appears to the right of this field.

Role

Select the role that the resource plays in the cultivation process. Roles are determined by your institution. Values include PM (Prospect Manager), SOL (Solicitor), and CM (Campaign Manager).

The list of available role values for each assignment is affected by the selections you made in the Assignment Role Option group box on the CR Installation page.

Note. Each prospect can have only one resource at a time assigned to the PM role.

Pages Used to Create Resource Assignments

Page Name	Definition Name	Navigation	Usage
Mass Assign Staff	AV_MASS_PRSN AV_MASS_PRSN_WS	Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Staff Assignments Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Assign Staff - Workset	Assign groups of prospects to a staff member.
Mass Assign Units	AV_MASS_UNIT AV_MASS_UNIT_WS	Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Unit Assignments Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Assign Unit - Workset	Assign groups of prospects to a unit.
Mass Assign Volunteers	AV_MASS_VOL AV_MASS_VOL_WS	Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Volunteer Assignments Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Assign Volunteers - WS	Assign groups of prospects to a volunteer.
Staff Assignment	AV_STAFF_ASGN AV_STAFF_ASGN_E AV_STAFF_ASGN_W	Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources, Staff Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources Org, Staff Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Resources - Workset, Staff Assignment	Assign individual prospects to a staff member.
Volunteer Assignment	AV_VOL_ASGN AV_VOL_ASGN_E AV_VOL_ASGN_W	Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources, Volunteer Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources Org, Volunteer Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Resources - Workset, Volunteer Assignment	Assign individual prospects to a volunteer.
Unit Assignment	AV_UNIT_ASGN AV_UNIT_ASGN_E AV_UNIT_ASGN_W	Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources, Unit Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources Org, Unit Assignment Contributor Relations, Prospect Management, Prospect Resources, Assign Resources - Workset, Unit Assignment	Assign individual prospects to a unit.
Resource Filter	AV_RSRC_ASGN_INQ	Contributor Relations, Prospect Management, Prospect Resources, Resource Assignments, Resource Filter	Select the individual resource, or type of resource, for which to view a list of assigned prospects.
Resource Assignments	AV_RSRC_ASGN_INQ2	Contributor Relations, Prospect Management, Prospect Resources, Resource Assignments, Resource Assignments	View a list of the prospects who are assigned to the resource. Prospect assignments that meet the criteria that you selected on the Resource Filter page appear on this page.
Assignment Detail	AV_ASGN_INQ_DTL_SP	You can access the Assignment Detail page through multiple navigation paths. The most frequently used paths are: Click the Detail button on the Resource Assignments page. Click the Detail button on the Prospect Assignments page.	View additional information about an assignment.
Prospect Assignments	AV_PRSP_ASGN_INQ AV_PRSP_ASGN_INQ_E AV_PRSP_ASGN_INQ_W	Contributor Relations, Prospect Management, Prospect Resources, Prospect Assignments Contributor Relations, Prospect Management, Prospect Resources, Prospect Assignments - Org Contributor Relations, Prospect Management, Prospect Resources, Prospect Assignments - Workset	View a list of the resources that are assigned to a prospect for cultivation purposes at your institution. Assigned resources can include staff members, volunteers, and units.
Role Assignments	AV_RUNCTL_ROLE	Contributor Relations, CR Reports, Role Assignments	Set parameters for the assignments to view on the Role Assignments report.

Creating Mass Assignments

Access the Mass Assign Staff, Mass Assign Units, or Mass Assign Volunteers page (Contributor Relations, Prospect Management, Prospect Resources, Mass Assignments, Mass Staff Assignments). The Mass Assign Staff page is shown; the appearance of the other pages will differ somewhat.

This page enables you to assign a group of prospects to a resource for the same reason. When you create mass assignments, the system:

Generates an assignment record for each prospect in the group.
Adds each prospect into the resource's MYPROS workset.

See Creating and Maintaining the My Prospects Workset.

Institution	Select the institution associated with the resource that you are assigning. Note. If your security access limits you to one academic institution, this field does not appear.
Staff ID, Volunteer ID, or Unit ID	Enter the ID of the resource for which you are creating mass assignments. Select a staff ID, a volunteer ID, or a unit ID, depending on the resource type for which you are creating assignments.
Role	The values that you selected in the Assignment Role Option group box of the CR Installation page affect the IDs that are available for this field. If Defined was selected on the CR Installation page, only roles assigned to the selected ID appear here. If Class was selected, only roles for the ID type selected (staff, volunteer, or unit) appear here. If All was selected, all roles defined in the system appear, regardless of their ID or type.
Workset Code	If you are entering mass assignments for a workset, enter the workset code for the workset to which to apply the assignment. The IDs and names of each constituent in the workset appear in the lower portion of this page.

Persons Assigned

ID and Name

Identify each prospect to be assigned to the resource and role that you selected. When you enter an ID, the person's name appears.

Organizations Assigned

External Org ID (external organization ID) and Description

Identify each external organization to be assigned to the resource and role that you selected. When you enter an ID, its description appears.

Workset Members

ID and Name

When you select a workset code, the ID or name of each constituent in the workset appears.

Creating Individual Staff Assignments

Access the Staff Assignment page (Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources, Staff Assignment).

Staff ID, Volunteer ID, or Unit

Depending on which page you access, enter the staff ID, the volunteer ID, or the unit ID for the resource that you are assigning to a prospect.

Spouse Link

Select to indicate that the prospect's spouse is to receive the same resource assignment. The assignment is made on the corresponding report and display pages, but it is not included in the assignment totals for those pages.

Note. If this check box is unavailable for entry, one of the following is true:

The prospect does not have a spousal relationship established in the system.

The prospect or the prospect's spouse is deceased.

If you select this check box, the application copies the assignment to the spouse's record. If the assignment already exists on that record, only the link is established. If the assignment is for the role of Prospect Manager, the spouse cannot have another current Prospect Manager assignment. If a current Prospect Manager assignment exists on the spouse's record, an error message appears and the system does not copy the assignment.

Creating Individual Volunteer Assignments

Access the Volunteer Assignment page (Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources, Volunteer Assignment).

Although this page contains the same fields as the Staff Assignment page, volunteer assignment differs slightly. Volunteer IDs are not necessarily staff members; they are the IDs of people being assigned to a prospect or action in a role for a specified period of time.

Note. You must set up an ID on the Volunteers page in order for it to appear as a valid Volunteer ID on this page.

See Also

Creating Individual Staff Assignments

Creating Individual Unit Assignments

Access the Unit Assignment page (Contributor Relations, Prospect Management, Prospect Resources, Assign Prospect Resources, Unit Assignment).

Although this page contains the same fields as the Staff Assignment page, unit assignment differs slightly. Unit IDs are groups, not individuals, assigned to a prospect or action in a role for a specified period of time.

Note. You must set up a unit on the Units page in order for it to appear as a valid unit on this page.

See Also

Creating Individual Staff Assignments

Viewing the Prospects Assigned to a Resource

Access the Resource Filter page (Contributor Relations, Prospect Management, Prospect Resources, Resource Assignments, Resource Filter).

After you have selected criteria on this page, you can view the list of prospects who are assigned to the resource that you selected on the Resource Assignments page.

Assigned Resource

Select the type of resource to view assignments for. Values are Staff, Volunteer, and Unit.

These values are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Staff ID, Volunteer ID, or Unit ID

Select the ID for the resource whose prospect assignments you want to view. The label for this field depends on your selection in the Assigned Resource field. Click the prompt to access the Lookup Staff ID search page, where you can search for resources of the selected type that have prospect assignments. Use the search keys and wildcards to narrow the list of returned staff members on the Resource Assignments page.

Search

Click to retrieve a list of the prospects that match the criteria that you selected. The list of prospects matching your criteria appears on the Resource Assignments page.

Note. The Maximum Retrieval value set on the Institution Installation page determines the maximum number of results returned per search.

Viewing Resource Assignments

Access the Resource Assignments page (Contributor Relations, Prospect Management, Prospect Resources, Resource Assignments, Resource Assignments).

Assigned Prospect

Displays the name of the donor prospect for which a resource assignment exists.

Assigned Resource

Displays the name of the staff member, volunteer, or unit assigned to the prospect.

Role

Displays the function of the resource assigned, such as Prospect Manager or Solicitor.

Active

Indicates that the resource assignment is currently active.

Details

Click this link in any row to view detailed information about the prospect's assignment on the Assignment Detail page.

You can build a workset from this page.

Generating the Role Assignments Report

Access the Role Assignments page (Contributor Relations, CR Reports, Role Assignments).

Institution

Select the institution for which to generate a report. The report contains information about assignments only for the institution that you select.

Assigned Resource

Select the resource type for which to generate a list of assignments. You can select Staff, Volunteer, or Unit.

The values in this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Sort By

Select the sort order for the list of resources that appears on the report. You can sort by Count, ID, or Name.

If you select Count, the Role Assignments report will order the staff IDs by the highest number of assignments.

If you select ID, the report will list the staff by their ID numbers.

If you select Name, the report will list the staff in alphabetical order.

Note. The values in the Sort By and Sort Order fields will appear on the report, so you'll know how you chose to sort this information.

The sort by values are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Sort Order

Specify whether to view the information on the report in Ascending or Descending order.

Descending order means that the values in the Sort By field will be sorted from highest value to lowest value. Ascending order means that the values will be sorted from lowest value to highest value.

Report Type

Select the type of report to generate.

Select Summary to produce a one-page report that includes the ID and name of the assigned resource, and the number of assignments he or she has that meet the parameters that you set for the report.

Select Detail to produce a one-page summary and a separate page for each resource. The separate page will include the ID and name of each prospect assigned, the associated campaign, start date, end date, and whether the spouse's record is linked.

Creating Prospect Strategies

This section provides an overview of prospect strategies and discusses how to:

Create an overall cultivation strategy.
View actions linked to a strategy.
View a strategy summary.
View prospect strategy details.

Understanding Prospect Strategies

Strategies are overall plans for the cultivation of a prospect. You can have multiple strategies for each prospect. You use the Prospect Strategy component to create strategies.

You can link strategies to a prospect's spouse and to the prospect actions that you have created. For example, if the cultivation goal for Shawn Gallegher focuses on board member involvement and cultivation toward a major gift to a campaign, you can link the entire strategy to the record of Shawn's spouse. Also, if you create an action to invite Shawn Gallegher to an event that promotes the campaign, you can associate that action with his strategy.

Pages Used to Create Prospect Strategies

Page Name	Definition Name	Navigation	Usage
Prospect Strategy	AV_PRSP_STRATEGY AV_PRSP_STRATEGY_E AV_PRSP_STRATEGY_W	Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Person, Prospect Strategy Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Organization, Prospect Strategy Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Workset, Prospect Strategy	Create an overall cultivation strategy for a prospect.
Linked Actions	AV_PRSP_STRAT_ACTN AV_PRSP_STRAT_AC_E AV_PRSP_STRAT_AC_W	Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Person, Linked Actions Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Organization, Linked Actions Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Workset, Linked Actions	View the actions that are linked to a prospect's overall strategy.
Strategy Summary	AV_STRT_SMRY AV_STRT_SMRY_E AV_STRT_SMRY_W	Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy Summary - Person Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy Summary - Organization Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy Summary - Workset	View a summary of the strategies for a prospect.
Prospect Strategy Detail	AV_PRSP_STRAT_SP	Click the Details link on the Strategy Summary page.	View additional information about a particular prospect strategy.

Creating an Overall Cultivation Strategy

Access the Prospect Strategy page (Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Person, Prospect Strategy).

Overall Status

Select the status of cultivation in which the prospect is currently involved. Values include Active, In Negotiation, Prospect, Suspect, and Ultimate Gift. Values for this field are delivered with the system as translate values. You can modify these translate values.

Strategy Name

Enter a descriptive title for the strategy that you are creating.

Spouse Link

Select to link the strategy to the prospect's spouse. When you link a strategy to a spouse's record, any updates that you make to the strategy on one prospect's record are automatically updated on the linked record.

If you clear this check box, the strategy is no longer linked to the spouse's record. Clearing the check box creates a disconnect between the two spouse strategies. Changes to one record no longer change the other.

Note. If a constituent does not have a spousal relationship in the system, this check box is unavailable for selection.

Strategy Status

Select the current state of progression for the strategy. Values for this field are delivered with the system as translate values. You can modify these translate values.

Add Action

Click to access the Actions component, where you can add actions that are related to the strategy that you have created.

Note. You must save the prospect's strategy before this button becomes active.

Description

Describe the strategy.

Initiative Type

Select the type of initiative to relate to the prospect strategy. This selection narrows the choices that appear when you select an initiative.

Initiative

Select an initiative to relate to the prospect strategy. When you select an initiative, its descriptive name appears to the right of this field.

Viewing Actions Linked to a Strategy

Access the Linked Actions page (Contributor Relations, Prospect Management, Stewardship Plans, Prospect Strategy, Strategy - Person, Linked Actions).

Both the actions for the prospect and the actions for the prospect's spouse appear on this page when the action is linked to the strategy.

The fields on this page also appear on the Prospect Action page.

Add Action	Click to open the Prospect Actions page, where you can add additional actions related to the strategy.
Details	Click to view more information about a specific prospect action on the Action Detail page.

Viewing a Strategy Summary

The fields on this page can also be found on the Prospect Strategy page.

Viewing Prospect Strategy Details

The fields on this page can also be found on the Prospect Strategy page.

Tracking Prospect Data

You can maintain information about a prospect's ratings, personal assets, and philanthropic interests. In addition, you can generate Bio Bit and Bio Brief reports that summarize information about a prospect.

This section lists a common element and discusses how to:

Create a biographic narrative.
Maintain personal assets.
View personal assets.
Maintain ratings.
Filter ratings.
View ratings.
View a prospect's philanthropic interests.
Prepare and generate a biographic profile report.

Common Element Used in This Section

Click to access the Display in Other Currency page, where you can view the amount in another currency and obtain exchange rate information.

Pages Used to Track Prospect Data

Page Name	Definition Name	Navigation	Usage
Narrative	AV_BIO_BIT_RPT2 AV_BIO_BIT_RPT2_E AV_BIO_BIT_RPT2_W	Contributor Relations, CR Reports, Biographic Reports, Biographic Profile, Narrative Contributor Relations, CR Reports, Biographic Reports, Biographic Profile - Org, Narrative Contributor Relations, CR Reports, Biographic Reports, Biographic Profile - Workset, Narrative	Write a longer description about a prospect's involvement with the institution for a Bio Brief report.
Personal Assets	AV_PRSN_ASSET AV_PRSN_ASSET_W	Contributor Relations, Prospect Management, Prospect Research, Personal Assets Contributor Relations, Prospect Management, Prospect Research, Personal Assets - Workset	Track information about the assets, such as securities, real estate, fine art, automobiles, heirlooms, and so on, that are owned by a prospect. The organizational records that are contained in a workset do not appear on this page because personal asset information pertains only to people.
Display In Other Currency	AV_CURRENCY_OTHER	You can access the Display in Other Currency page through multiple navigation paths. One frequently used path is: Click the Display in Other Currency button on the Personal Assets page.	View information about the exchange of a monetary value from one currency to another.
Personal Asset Summary	AV_PASSET_GRID AV_PASSET_GRID_W	Contributor Relations, Prospect Management, Giving Capacity, Personal Asset Summary Contributor Relations, Prospect Management, Giving Capacity, Personal Asset Summ - Workset	View information about the assets, such as securities, real estate, fine art, automobiles, heirlooms, and so on, owned by a prospect.
Personal Asset Detail	AV_PRSN_ASSET_SP	Click the Detail link on the Personal Asset Summary page.	View information about a particular asset that is owned by a prospect.
Ratings	AV_PRSN_RATING AV_PRSN_RATING_E AV_PRSN_RATING_W	Contributor Relations, Prospect Management, Prospect Research, Ratings Contributor Relations, Prospect Management, Prospect Research, Ratings - Org Contributor Relations, Prospect Management, Prospect Research, Ratings - Workset	Track information about the ratings that your institution uses to qualify prospects.
Ratings Filter	AV_RATNG_FILTR_P	Contributor Relations, Prospect Management, Giving Capacity, Rating Summary, Ratings Filter	Search for ratings information that meets the criteria you select, such as household income, gift capacity, and so on, for a prospect.
Rating Summary	AV_PRSN_RATE_SMRY AV_PRSN_RATE_SMR_E AV_PRSN_RATE_SMR_W	Contributor Relations, Prospect Management, Giving Capacity, Rating Summary Contributor Relations, Prospect Management, Prospect Research, Rating Summary - Org Contributor Relations, Prospect Management, Giving Capacity, Rating Summary - Workset	View information about the ratings that meet the criteria you selected on the Ratings Filter page.
Ratings Detail	AV_PRSN_RATE_SP	Click the Details link on the Ratings Summary page.	View detailed information about a particular rating.
Philanthropic Interests	AV_PHIL_PNL AV_PHIL_E_PNL AV_PHIL_E_PNL	Contributor Relations, Prospect Management, Giving Interests, Philanthropic Interests Contributor Relations, Prospect Management, Giving Interests, Philanthropic Interests - Org Contributor Relations, Prospect Management, Giving Interests, Philanthropic Interests - WS	View information about a prospect's charitable interests.
Biographic Profile	AV_BIO_BIT_RPT AV_BIO_BIT_RPT_E AV_BIO_BIT_RPT_W	Contributor Relations, CR Reports, Biographic Profile Contributor Relations, CR Reports, Biographic Profile - Org Contributor Relations, CR Reports, Biographic Profile - Workset	Prepare and generate biographic reports. You can generate a standard report or a customized report.

Creating a Biographic Narrative

Access the Narrative page (Contributor Relations, CR Reports, Biographic Reports, Biographic Profile, Narrative).

If you are preparing a biographic profile, enter a narrative about the constituent. The Narrative field should contain information that is more descriptive than information in the summary area on the Biographic Profile page. This field might be used by a president to detail a personal request or to provide a more detailed history of the constituent.

The information that you enter in this field appears on all Bio Brief reports for all users who include narrative information in the Bio Bit, Bio Brief, or custom reports.

The Bio Bit and Bio Brief reports include information about the prospect based on the criteria that are set up for the report.

Maintaining Personal Assets

Access the Personal Assets page (Contributor Relations, Prospect Management, Prospect Research, Personal Assets).

This page enables you to maintain specific asset information associated with a constituent.

Assets

Asset Category	Select the type of asset that you are entering. Define asset categories using the Asset Types page.
Description	Describe the asset.
Source Description	Enter the name of the publication or person providing information about a prospect's asset to your institution.
Comment	Enter notes about the asset.

Asset Value

Value Date	Enter the date on which the asset value was determined. The default is today's date.
Asset Value	Enter the monetary value of the asset. You can add asset values as the monetary value of the asset changes over time. The most recent value for an asset appears on the Personal Asset Summary page.
Currency Code	If the currency for the asset is different from your institution's base currency, the value of the asset in base currency appears in this field.

Viewing Personal Assets

Access the Personal Asset Summary page (Contributor Relations, Prospect Management, Giving Capacity, Personal Asset Summary).

The most recent monetary value for each asset that is owned by a prospect appears on this page.

Note. The organizational records contained in a workset do not appear on this page when it is accessed from a workset menu because personal asset information pertains only to people.

See Also

Maintaining Personal Assets

Maintaining Ratings

Access the Ratings page (Contributor Relations, Prospect Management, Prospect Research, Ratings).

Rating Category

Select the type of rating that you are entering. Rating categories are defined on the Rating Categories page.

Rating Type

Indicate the type of source that provided the rating information to your institution. Rating types are defined on the Rating Types page.

Indicator

Select a code that describes the actual rating classification linked to a specific rating category. Indicators are defined on the Rating Indicators page. If the code requires additional values, the Value field appears.

Valid

Select a value that refines the indicator code to a more specific rating if the rating indicator requires it.

Rating Date

Enter the date on which rating information is provided. The default is today's date.

Potential Date

Enter the date on which a prospect may be qualified to give to your institution at a specified level.

From Amount and To Amount

Enter the minimum (from) and maximum (to) monetary ranges that specify a prospect's giving capacity or other rating that is measured in ranges of monetary amounts, like household income. A to amount is not required.

The monetary values in the From Amount and To Amount fields appear here in base currency if you entered them in a currency other than your institution's base currency.

Initiative Code

The campaign initiative to which the rating applies. This code allows ratings to be created independently for separate campaigns for the same prospect, for example.

Source

Enter the name of the person, vendor, or publication providing rating information to your institution. This field can be 60 characters long.

Click to spell check any comments you add to this page.

Filtering Ratings

Access the Rating Filter page (Contributor Relations, Prospect Management, Giving Capacity, Rating Summary, Ratings Filter).

Note. The prompts on this page return only those values from existing ratings for this constituent.

Rating Type	This field returns the value All or any ratings types that occur on a rating for this prospect. Examples of rating types are Peer, Staff, and Vendor.
Rating Indicators	If you select Specific, the fields in the Indicators region appear, allowing you to select ratings indicators for the filter. If you select All, the region is hidden and all ratings indicators appear in the results.
Rating Category	Rating categories that apply to this constituent may be used as filter criteria. Examples of rating categories include charitable, academic, or survey.
Indicators	To limit the ratings listed in the Ratings Summary, you can filter by specific ratings indicators. Only those ratings indicators that have been applied to the prospect appear in the prompt. If you do not select a value, all ratings indicators that meet the remainder of the filter criteria appear in the results.
Rating Date and Potential Date	Enter dates to narrow the search results that the system retrieves.
Amount	Enter values in the From and To fields to narrow the search results that the system retrieves.
Ratings Source	Enter values in the Begins With, Contains, Ends With, or Exact Match fields to search for ratings source information.
Current, Historical, and All	The system retrieves results that meet the effective date criteria you select. Current: Only current effective-dated rows appear. Historical: Only rows with an effective date less than today appear. All: All rows, regardless of date, appear.
Search	Click to return results that meet your criteria. You can view these results on the Rating Summary page.

Viewing Ratings

Access the Rating Summary page (Contributor Relations, Prospect Management, Giving Capacity, Rating Summary).

The Ratings Information 1 tab displays summarized ratings information such as rating date, type, category, and indicator.

The Ratings Information 2 tab displays ratings information such as potential date and source. The rating date and rating indicator carry over from the Ratings Information 1 tab. Click the Comments link to view comments related to the rating.

See Also

Maintaining Ratings

Viewing a Prospect's Philanthropic Interests

The Philanthropic Interests page gives a historical view of a constituent's past philanthropy (whether or not it is with your institution). This view helps your institution view patterns of philanthropy for this constituent in the past to better target this person in the future.

Philanthropic interests are derived from the charitable involvement and institutional giving that are recorded for a prospect. Involvement records with a category of Charitable appear in the Charitable Involvement area, and a summary of all the gifts made by the prospect appear in the Designation group box of this page.

Designation

This group box lists each designation, its business unit, and the total giving credits or hard credit gifts associated with it. The Recognition Credits column lists all soft credits for the designation. The system lists the dates of the first and most recent gifts to the designation, as well as the number of gifts that the prospect has made to the designation.

See Also

Adding Involvement Records

Preparing and Generating a Biographic Profile Report

Access the Biographic Profile page (Contributor Relations, CR Reports, Biographic Profile).

Report Type

Bio Bit	Select to generate a standard bio bit report as defined by your institution.
Bio Brief	Select to generate a standard bio brief report as defined by your institution.
Custom	Select to use one of the customized reports defined for your user ID on the Operator Defaults page.

Summary

If you are preparing a bio bit, enter a report summary. The information that you enter in this field appears on all printed bio bit reports for all users if they include a summary in the report.

Implementing a Prospect Plan

This section provides an overview of prospect plans and discusses how to:

Clear a prospect for cultivation.
Create mass actions.
Create actions for individual prospects.
Enter action results.
Maintain donor appreciation items.
View a list of appreciation items given.
View donor appreciation details.
View clearances for a prospect.
Filter prospect actions.
View existing actions for a prospect.
View action details.
View contact reports.
View contact report details.
View to do lists.

Understanding Prospect Plans

After you create an overall strategy, you can determine the steps or actions that you plan to take to complete the strategy. You can create multiple actions, such as dinners, phone calls, and solicitations, for a prospect.

You can create actions in two ways: mass actions, for which you create one action and assign it to multiple prospects, or individual actions, for which you create an action that is associated with only one prospect.

If you bestow a gift on a prospect, use the application to track the gift, its value, and the date that it was given.

After a step in the cultivation process is complete, it is important to document the action taken and its result in a contact report, which is a written report that details an action and its result.

Because most of your staff members deal with actions for many prospects at one time, they need to track all the actions they're handling. The system provides a personalized to do list that lists all the actions on which you are working.

Pages Used to Implement a Prospect Plan

Page Name	Definition Name	Navigation	Usage
Clearance	AV_CLEARANCE_P AV_CLEARANCE_E	Contributor Relations, Prospect Management, Stewardship Plans, Clearances, Clearance Contributor Relations, Prospect Management, Stewardship Plans, Clearances, Clearance - Organization	Approve a prospect for cultivation related to an initiative or prospect strategy.
Mass Actions	AV_MASS_ACTN	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Mass Actions Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Mass Actions - Workset	Create an action for multiple prospects at one time.
Mass Action Completion	AV_MASS_ACTN_CMPSP	Click the Complete action link on the Mass Actions page.	Complete a mass action.
Prospect Action	AV_CNST_ACTN AV_CNST_ACTN_E	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Actions - Person, Prospect Action Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Actions - Org, Prospect Action	Enter information about the action that you are creating.
Action Results	AV_CNST_ACTN2 AV_CNST_ACTN2_E	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Actions - Person, Action Results Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Actions - Org, Action Results	Complete an action and record its results, including a contact report or a report detailing the results of a particular action.
Donor Appreciation	AV_DONR_APPR AV_DONR_APPR_E AV_DONR_APPR_W	Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation - Org Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation - Workset	Maintain information about the gifts that you bestow on prospects throughout the cultivation process.
Donor Appreciation Summary	AV_DONR_APPR_INQ AV_DONR_APPR_INQ_E AV_DONR_APPR_INQ_W	Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation Summary Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation Summ - Org Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation Summ - WS	View a list of the items that have been given to a prospect as tokens of appreciation.
Donor Appreciation Detail	AV_DONR_APPR_SP	Click the Details link on the Donor Appreciation Summary page.	View additional information about a specific token of appreciation.
Clearance	AV_CLEARANCE_P_INQ AV_CLEARANCE_E_INQ	Contributor Relations, Prospect Management, Stewardship Plans, Clearances, View Clearances Contributor Relations, Prospect Management, Stewardship Plans, Clearances, View Clearance - Organization	View information about the clearances for a prospect. Determine whether clearance is required and examine a constituent's involvement to prevent staff from overloading the constituent with demands.
Action Filter	AV_ACTN_FLTR AV_ACTN_FLTR_E AV_ACTN_FLTR_W	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Person, Action Filter Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Org, Action Filter Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Workset, Action Filter	Search for specific actions pertinent to the constituent in context based on selection criteria.
Action List	AV_CNST_ACTN_LIST	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action List - Person Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action List - Organization Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action List - Worklist	Add, edit, and delete constituent actions, regardless of their status.
Action Summary	AV_ACTN_SMRY AV_ACTN_SMRY_E AV_ACTN_SMRY_W	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Person, Action Summary Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Org, Action Summary Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Workset, Action Summary	View lists of actions for a prospect.
Action Detail	AV_ACTN_DTL_SP AV_ACTN_DTL2_SP AV_ACTN_DTL3_SP	You can access the Action Detail page through multiple navigation paths. This one is used frequently: Select an Action link on the Action Summary page.	View additional information about an action.
Ask Detail	AV_ACTN_ASK_SP	Click the Ask Information button on the Action Detail page.	View specific details about the ask.
Resource Assignment Detail	AV_ACTN_ASGN_SP	Click the Resource Assignments button on the Action Detail page.	View information about the resources assigned to this action.
Initiative Detail	AV_ACTN_INTV_SP	Click the Initiatives button on the Action Detail page.	View information about the initiatives linked to this action.
Contact Report Summary	AV_CNTC_RPT_SMRY AV_CNTC_RPT_SMRY_E AV_CNTC_RPT_SMRY_W	Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Contact Reports - Person Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Contact Reports - Organization Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Contact Report Summ - Workset	View lists of contact reports for a prospect, and view contact reports for other prospects that link to this prospect.
Contact Report Detail	AV_CNTC_RPT_SP AV_CNTC_RPT2_SP	Click the Contact Report button on the Contact Report Summary page.	View additional information about a specific contact report.
To Do List - Staff, To Do List - Volunteer, To Do List - Unit	AV_TODO_LIST AV_TODO_LIST_UNT	Contributor Relations, Prospect Management, To Do Lists, To Do List - Staff or To Do List - Volunteer or To Do List - Unit Contributor Relations, Initiatives, Initiative Actions, To Do List - Staff or To Do List - Volunteer or To Do List - Unit	View lists of the actions for which a resource is responsible during a particular time frame or for a particular prospect initiative.

Clearing a Prospect for Cultivation

Access the Clearance page (Contributor Relations, Prospect Management, Stewardship Plans, Clearances, Clearance).

Clearance Required

Select to indicate that the constituent must be cleared before he or she can be selected as a volunteer or prospect for an initiative.

Prospect Manager

Displays the name of the person who is responsible for managing the institution contacts with this prospect. Contact this person if clearance is required.

Intv Type (initiative type)

If clearance is approved, enter the initiative type for which clearance is requested. Initiative types are Campaign, Volunteer, Membership, Event, and Other.

Initiative

Enter the initiative for which clearance is approved. This field displays the initiatives that match the initiative type that you selected.

Course of Action

Enter a description (up to 30 characters) of the course of action that you plan to take with the constituent.

Strategy

If the clearance is related to a prospect strategy, select the appropriate strategy from the list of strategies for that constituent.

Creating Mass Actions

Access the Mass Actions page (Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Mass Actions).

After entering all of the mass action information, click the Process Actions button at the bottom of the page to apply the action. The system displays a Message Catalog message (14300,100) that identifies how many people and organization constituent action records were added.

Institution	Enter an institution. Note. If your security access limits you to one academic institution, this field does not appear.
Action	Enter a descriptive title (up to 100 characters) for the action.
Description	Enter a description for the action.
Planned Date	Enter the date when the action is planned to occur. The default is today's date.
Expiration Date	Enter the date after which the action is considered to be expired.
Action Type	Select a classification for the action. Action types are defined on the Action Types page.
Contact Type	Enter the method of contact for the action.
Ask From and Ask To	If the action type that you selected is Ask, you are required to enter an amount in the Ask From field.
Status	Select the overall state of an action at a particular time. Action status codes are defined on the Action Status page.
Complete action	Click this link to access the Mass Action Completion page, where you can create and complete actions at one time.
Solicitor and Solicitor ID	If the action type you selected is Ask, you must select the type of resource that carries out the task and then select the solicitor's ID. Options include all the resources that are assigned the role of solicitor.
Responsible Person	Select the type of resource and ID of the person who is overseeing the action. The values for ID types are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Others Assigned

Assignment Type

Select the resource type from the values Staff, Unit, and Volunteer that is being assigned to the action. The values in this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

The resource type you select determines the list of available options that appears in the Resource Assigned field.

Resource Assigned

Enter the ID number of the resource that is assigned to carry out an assignment. When you select an ID or unit code, the person or unit's name appears to the right of this field.

Role

Specify a role for other resources assigned to a mass action. When you select this role, the system populates the Role field on the Action Info page of the constituent action.

Initiatives

Enter Initiative Type and Initiative Code information associated with the action. The Initiatives group box behaves the same as constituent actions. Separate grids enable you to assign people and organizations to an action. Click the Add button to indicate how many new ID rows you want to add to the grid at one time, which facilitates quicker data entry.

Linked Constituents

In Mass Actions – Workset, you can select a Workset Code and selectively delete members of that workset if the action to be created does not apply.

Completing a Mass Action

Development officers and other users can use the functionality of the Mass Actions component (AV_MASS_ACTN) to capture unscheduled actions or enter and complete an action for a group of constituents.

To create a completed mass action:

Set the Status field to Complete.
Click the Complete action link.

Note. If you attempt to save the page before you click the link, the system displays a reminder message.

The Mass Action Completion page appears.

To complete a mass action:

Enter any information that you want to capture about the completed action.

The result code is a required field. The user's ID is the default for the Author ID field. Today's date is the default for the Complete Date and Report Date fields.

The common contact report information that you enter appears on all of the selected donors' records. If the Require Contact Report check box is selected on the CR Installation page, the system notifies you that you must enter some information in the Contact Report field.
Click OK.
Save the page.
On the Mass Actions page, assign the action to a list of constituents or to a workset.

Completed actions that you create here appear on the To Do List page. However, since they are complete, you can only view them in the All or Historical time frames. You can add or personalize donor-specific contact report information individually through your To Do List (To Do List, Details, Edit Action) or through the constituent's action summary (in Contributor Relations or in PeopleSoft Outreach).

Creating Actions for Individual Prospects

Access the Prospect Action page (Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Actions - Person, Prospect Action).

Actions are the individual contacts that you have with a prospect throughout the cultivation process.

Prospect Manager	When using mass actions, the system displays the constituent's prospect manager, if one is assigned to the prospect in the system, at the time the action is created. This information appears on the Prospect Action page of the Actions and Actions-Org components.
Status	Select the overall state, such as Scheduled, In Process, or Complete, of an action at a particular time. Status values are defined on the Action Status page.
Action	Enter a description (up to 100 characters) of the action.
Description	Enter descriptive information (up to 254 characters) about the purpose and goal of the action.
Strategy	Select a prospect strategy to associate with the action. Selecting a strategy ties this action to a particular prospect strategy.
Planned Date	Enter the date on which the action is scheduled to occur. Today's date is the default.
Complete Date	If the action is complete, enter the completion date or the date on which the action occurred. Setting an action to Complete requires that you enter an action result code before the action can be saved. If the Require Contact Report check box is selected on the CR Installation page, then you are required to enter this information for the Contact Report when an action is complete.
Action Type	Select the classification, such as Ask, Dinner, or Phone Call, for the action. Action types are defined on the Action Types page.
Expiration Date	Enter the date on which the action is no longer valid, regardless of whether it is complete. If the expiration date has passed, the action does not appear in the current view of the To Do list.
Contact Type	Select the value that determines how the action is made, for example, by Telephone Call, Letter, Email, or Personal Visit. Contact types are defined on the Action Contact Type page.
Assignment Type and Responsible	Select the type of resource that carries out the task, and then enter the ID of the person who is overseeing the action. When you select an ID, the person's name appears to the right of this field.

Others Assigned

If you assign a staff resource in this area, the system adds the action to the staff member's to do list. If a person is assigned to this action through mass actions, the system populates that information here, along with the person's role.

Type and Resource Assigned

Select the type of resource that is assigned to the action and enter the ID of the resource assigned.

The values for resource types are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Role

Select the role or capacity of the resource that is assigned to the prospect for this action.

Initiatives

Initiative Type and Initiative Code

Enter the initiative type and the initiative code to relate to the action.

Ask Information

Ask From and Ask To	If the action type that you selected on the Prospect Action page is Ask, enter an ask amount range in these fields. The currency for these fields appears in the default currency for the institution. If the ask amount is not a range, enter only the ask from amount.
Solicitor	If the action type that you selected on the Prospect Action page is Ask, you must select the type of resource that carries out the task and then enter the solicitor's ID. Values include the resources that are assigned to the role of solicitor.

Attachments

Click the View link to open the attachment in a new window. Click the Add Attachment button to upload a new attachment from within the component.

See Also

Creating Prospect Strategies

Implementing a Prospect Plan

Entering Action Results

Access the Action Results page (Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Actions - Person, Action Results).

Before you can access the fields on this page, you must change the status of the action to Complete on the Prospect Action page.

Result Code	Select the result of the action from these values: Gift, Pledge, Ask Again, Accepted, and Negotiate. These codes are defined on the Action Results page. Note. This field is required for a Complete action.
Expected Commitment	If the ask resulted in a commitment, enter the monetary amount, if known, that you expect to receive from the donor because of this action.
Actual Commitment	Displays the sum of gifts and pledges resulting from this action. If a gift is a pledge payment toward a pledge that is associated with the ask, it is not included in this total because that would count it twice.
Pledge Number	If the action that you are completing resulted in a pledge, enter the pledge number associated with the pledge that the prospect made. If you enter a pledge number, the amount that is associated with the commitment appears in the Commitment Amount field. This amount is derived from the gift entry component in the system. Important! You can retrieve information about pledges that were made and recorded in the past 60 days.

Action Commitments

Use this group box to associate gifts or pledges with a single action; you can specify more than one.

Action Gifts

The Result Code field value activates the prompt that creates the list of gifts that appear here, based on the Gift Days value on the Institution Installation 2 page.

Similarly, the Pledge Number field value activates the prompt that creates the list of pledges that appear here, based on the Pledge Days value on the Institution Installation 2 page.

Gift Number	Enter the gift number for any gifts the prospect made that are associated with the action. Important! The Gift Amount field displays the entire amount of the gift, regardless of recognition or soft credit allocations. In the Gift Nbr field, you can retrieve information about all gifts that were given and recorded in the past 60 days.
Detail	If you selected a pledge, click to view detailed information about the pledge on the Pledge Detail page. If you selected a gift, click to view detailed information about the gift on the Gift Detail page.
Author ID	Enter the name of the contact report author. This field populates by default to your user ID.
Report Date	Enter the date on which the contact report is created. This field populates by default to today's date.
Report	Describe the outcome of the action, including any biographic or demographic changes that you have learned about the action. This free-text field is required.

Link Report

ID Type	Select ID types of any additional prospects to link to this contact report.
ID	Enter the IDs of any additional prospects to link to this contact report. When a contact report is linked to a prospect, it appears in the Linked Reports group box on the Contact Report Summary page for that prospect.
Link	Click this button to link the contact report to the prospect's spouse. The system adds a record in the Link Report group box with the spouse's ID.

Technical Information

If your institution requires a contact report and the Require Contact Report check box is selected on the CR Installation page, then you cannot save a completed action without at least beginning a contact report. However, contact reports can be entered any time after an action is created; an action does not need to be complete in order to enter a report.

See Also

Viewing Pledge Details

Viewing Gift Details

Implementing a Prospect Plan

Viewing Contact Reports

Maintaining Donor Appreciation Items

Access the Donor Appreciation page (Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation).

Appreciation Item Detail

Business Unit	Enter the business unit bestowing the item that you are giving the donor. The items that are associated with the setID for the business unit that you select appear in the Item field.
Item	Describe the item that you're giving to the prospect. Appreciation items are defined on the Appreciation Items page. Donor appreciation gifts might include items such as pens, artwork, and books.
Date Given	Enter the date on which you gave the appreciation item. The default is today's date.

Given By

Type

Select the type of resource—Staff, Volunteer, or Unit—that is giving the gift.

The values in this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

The resource type that you select determines which choices are available in the Resource field.

Resource

Enter the ID of the resource that is giving the gift.

Comments

Enter any descriptive text about the token of appreciation or the reason for giving it.

Viewing a List of Appreciation Items Given

Access the Donor Appreciation Summary page (Contributor Relations, Prospect Management, Donor Appreciation, Donor Appreciation Summary).

See Also

Maintaining Donor Appreciation Items

Viewing Donor Appreciation Details

Access the Donor Appreciation Detail page (Click the Details link on the Donor Appreciation Summary page).

See Also

Maintaining Donor Appreciation Items

Viewing Clearances for a Prospect

Access the Clearance inquiry page (Contributor Relations, Prospect Management, Stewardship Plans, Clearances, View Clearances).

See Also

Clearing a Prospect for Cultivation

Filtering Prospect Actions

Access the Action Filter page (Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Person, Action Filter).

Enter any combination of search criteria to narrow the list of actions that appear for the constituent. Click the Search button to display the search results on the Action List page. Selection of multiple criteria implies an AND, requiring the action to meet all criteria that is selected.

Note. The fields on this page are the same ones used to filter actions in the Action Summary – Person component.

Action Type Code	Enter an action type code. The action type is a classification for the action. Values include ASK, INVIT (invitation), and Phone Call.
Action Status	Enter an action status for the overall state of an action. Values are Scheduled, In Process, or Complete.
Responsible Person	Enter the person who is overseeing the action to see only actions involving this resource.
Solicitor and Solicitor ID	Select a solicitor type and enter an ID to see actions for a particular solicitor. The solicitor type indicates whether the resource is a staff member, a unit, or a volunteer. The solicitor is the resource who makes the actual ask to the prospect. Important! Solicitors apply only to actions with the type Ask. If you select a solicitor, the Action Type Code field changes to Ask.
Search	Click to retrieve a list of the actions matching the criteria that you selected. The Action List page displays the list of actions meeting your criteria.

Item

Ask Amount From and Ask Amount To	Enter a range for the ask amount. The Ask Amount From field contains the lowest amount in the range of actions to view; and the Ask Amount To field contains the highest amount. Ask amounts apply only to actions with the type Ask. If you enter an ask amount range, the value in the Action Type Code field changes to Ask.
Commitment Amount From and Commitment Amount To	Enter a range for the commitment amount. The Commitment Amount From field contains the lowest amount in the range of actions to view, and the Commitment Amount To field contains the highest amount. Commitment amounts apply only to actions that have the type Ask. If you enter a commitment amount range, the value in the Action Type Code field changes to Ask. This filter value returns only actions that have commitment information on the Results page and that fall into the range that you entered.
Planned Date From and Planned Date To	Enter a planned from and to date range. The planned date is the date on which the action is tentatively scheduled to occur.
Complete Date From and Complete Date To	Enter a complete from and to date range. The complete date is the date on which the action is actually complete.

Viewing Existing Actions for a Prospect

Access the Action Summary page (Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action Summary - Person, Action Summary).

The fields on this page also appear on the Prospect Action page.

Managing an Action List

Access the Action List page (Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Action List - Person).

Note. You can control access to this component through PeopleTools menu security.

Click the spouse rings icon to access an action list for the prospect's linked spouse, if one exists in the system.

Action Description	Click a linked action description to access the Prospect Action page, where you can update the constituent's action. When you are finished, the system returns you to the action list.
Delete	Click this button to remove the constituent's action from the system. You can only delete an action after all related data, such as assignments, strategies, and initiatives, have been removed from the action.
Add an Action	Click this button to access the Prospect Action page, where you can create a new action for the constituent. When you are finished, the system returns you to the action list.

To delete a constituent action:

Click the Select check box next to the action to be removed.
Click the Delete button.

If the action has any related attributes, you receive an error message. The system dynamically creates the error message text to advise you of exactly what else must be removed from the action before the action itself can be removed. These error messages prevent orphan data from remaining in the system after the action has been removed.

If the action has no related attributes, you receive a warning message. Click OK to continue and completely remove the action from the system.
If you must remove related attributes before deleting the action, click the Action Description link and edit the action as appropriate on the pages of the Constituent Action component.
Click OK to return to the Action List page.

Viewing Action Details

Access the Action Detail page (Click the Detail link on the Action Summary page).

This page displays all fields related to an action. All group boxes are collapsible and expandable. If a group box is collapsed upon entering the page, it has no data. You can print this page using your browser's print functionality.

The fields on this page are the same as those on the pages of the Prospect Action component. Click the Edit Action button to access the Prospect Action pages and update any part of the action. When finished, click the OK button to return to the summary page that launched the Action Detail page to select Details, which the system displays with the updated action data.

Entering Action Results

Viewing Contact Reports

Access the Contact Report Summary page (Contributor Relations, Prospect Management, Stewardship Plans, Constituent Actions, Contact Reports - Person).

Constituent Contact Reports

Details

Click to view detailed information about a specific contact report on the Contact Report Detail page.

Linked Contact Reports

This section of the page includes contact reports that contain further information about the prospect.

Viewing Contact Report Details

The Link Report group box displays the ID and name of other prospects to whom this contact report pertains. These prospects are linked to the contact report for the original prospect.

Viewing To Do Lists

Access the To Do List - Staff page (Contributor Relations, Prospect Management, To Do Lists, To Do List - Staff or To Do List - Volunteer or To Do List - Unit).

The actions that appear on this page are either manually generated as prospect or initiative actions or generated by running the Build Actions process when defining a public relations plan for an initiative.

Institution	Enter a code for the institution name. Note. If your security access limits you to one academic institution, this field does not appear.
Resource Assigned	Enter the resource for which to view actions.
Designee Type	Select the category of constituents or initiatives that is affected by the action. Values are Constituents Only, Initiatives Only, and All. The values for this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.
Refresh	Click to retrieve a new list of actions meeting the criteria that you selected earlier on this page.

Assigned Prospect	Displays the name of the donor prospect for which a resource assignment exists.
Assigned Resource	Displays the name of the staff member, volunteer, or unit assigned to the prospect.
Role	Displays the function of the resource assigned, such as Prospect Manager or Solicitor.
Active	Indicates that the resource assignment is currently active.
Details	Click this link in any row to view detailed information about the prospect's assignment on the Assignment Detail page.

Institution	Select the institution for which to generate a report. The report contains information about assignments only for the institution that you select.
Assigned Resource	Select the resource type for which to generate a list of assignments. You can select Staff, Volunteer, or Unit. The values in this field are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.
Sort By	Select the sort order for the list of resources that appears on the report. You can sort by Count, ID, or Name. If you select Count, the Role Assignments report will order the staff IDs by the highest number of assignments. If you select ID, the report will list the staff by their ID numbers. If you select Name, the report will list the staff in alphabetical order. Note. The values in the Sort By and Sort Order fields will appear on the report, so you'll know how you chose to sort this information. The sort by values are delivered with the system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.
Sort Order	Specify whether to view the information on the report in Ascending or Descending order. Descending order means that the values in the Sort By field will be sorted from highest value to lowest value. Ascending order means that the values will be sorted from lowest value to highest value.
Report Type	Select the type of report to generate. Select Summary to produce a one-page report that includes the ID and name of the assigned resource, and the number of assignments he or she has that meet the parameters that you set for the report. Select Detail to produce a one-page summary and a separate page for each resource. The separate page will include the ID and name of each prospect assigned, the associated campaign, start date, end date, and whether the spouse's record is linked.

Overall Status	Select the status of cultivation in which the prospect is currently involved. Values include Active, In Negotiation, Prospect, Suspect, and Ultimate Gift. Values for this field are delivered with the system as translate values. You can modify these translate values.
Strategy Name	Enter a descriptive title for the strategy that you are creating.
Spouse Link	Select to link the strategy to the prospect's spouse. When you link a strategy to a spouse's record, any updates that you make to the strategy on one prospect's record are automatically updated on the linked record. If you clear this check box, the strategy is no longer linked to the spouse's record. Clearing the check box creates a disconnect between the two spouse strategies. Changes to one record no longer change the other. Note. If a constituent does not have a spousal relationship in the system, this check box is unavailable for selection.
Strategy Status	Select the current state of progression for the strategy. Values for this field are delivered with the system as translate values. You can modify these translate values.
Add Action	Click to access the Actions component, where you can add actions that are related to the strategy that you have created. Note. You must save the prospect's strategy before this button becomes active.
Description	Describe the strategy.
Initiative Type	Select the type of initiative to relate to the prospect strategy. This selection narrows the choices that appear when you select an initiative.
Initiative	Select an initiative to relate to the prospect strategy. When you select an initiative, its descriptive name appears to the right of this field.

Rating Category	Select the type of rating that you are entering. Rating categories are defined on the Rating Categories page.
Rating Type	Indicate the type of source that provided the rating information to your institution. Rating types are defined on the Rating Types page.
Indicator	Select a code that describes the actual rating classification linked to a specific rating category. Indicators are defined on the Rating Indicators page. If the code requires additional values, the Value field appears.
Valid	Select a value that refines the indicator code to a more specific rating if the rating indicator requires it.
Rating Date	Enter the date on which rating information is provided. The default is today's date.
Potential Date	Enter the date on which a prospect may be qualified to give to your institution at a specified level.
From Amount and To Amount	Enter the minimum (from) and maximum (to) monetary ranges that specify a prospect's giving capacity or other rating that is measured in ranges of monetary amounts, like household income. A to amount is not required. The monetary values in the From Amount and To Amount fields appear here in base currency if you entered them in a currency other than your institution's base currency.
Initiative Code	The campaign initiative to which the rating applies. This code allows ratings to be created independently for separate campaigns for the same prospect, for example.
Source	Enter the name of the person, vendor, or publication providing rating information to your institution. This field can be 60 characters long.
	Click to spell check any comments you add to this page.

Clearance Required	Select to indicate that the constituent must be cleared before he or she can be selected as a volunteer or prospect for an initiative.
Prospect Manager	Displays the name of the person who is responsible for managing the institution contacts with this prospect. Contact this person if clearance is required.
Intv Type (initiative type)	If clearance is approved, enter the initiative type for which clearance is requested. Initiative types are Campaign, Volunteer, Membership, Event, and Other.
Initiative	Enter the initiative for which clearance is approved. This field displays the initiatives that match the initiative type that you selected.
Course of Action	Enter a description (up to 30 characters) of the course of action that you plan to take with the constituent.
Strategy	If the clearance is related to a prospect strategy, select the appropriate strategy from the list of strategies for that constituent.