Managing Prospect Strategies

This section discusses how to:

  • Select a prospect name.

  • Edit or add a prospect strategy.

  • Edit or add prospect strategy details.

  • Link a prospect strategy to initiatives.

  • Link a prospect strategy to actions.

  • View a prospect strategy summary.

Page Name

Definition Name

Navigation

Usage

Prospect Strategy - Select a Prospect

AV_OUTR_SRCH

Self Service > Outreach > My Prospects > My Stewardship Plans > Add/Update a Strategy

Search for and select a prospect strategy record from the My Prospects workset.

Prospect Strategy - Edit Strategy

AV_OUTR_STRT_LIST

Click a prospect name in the Search Results area of the Prospect Strategy - Select a Prospect page.

Select a prospect strategy to edit, add, or delete.

Prospect Strategy - Strategy Detail

AV_OUTR_STRT_DTL

Click a link under the Strategy Name heading or click the Add a Strategy button on the Prospect Strategy - Edit Strategy page.

Enter or update a specific strategy plan for cultivating the prospect.

Prospect Strategy - Linked Initiatives

AV_OUTR_STRT_INIT

Click the Next button on the Prospect Strategy - Strategy Detail page.

Link a prospect strategy to one or more initiatives, if appropriate.

Prospect Strategy - Linked Actions

AV_OUTR_STRT_ACTN

Click the Next button on the Prospect Strategy - Linked Initiatives page.

Link a prospect strategy to one or more actions. Users can also use this page to view linked spouse actions.

Prospect Strategy - Summary

AV_OUTR_STRT_SMRY

Click the Next button on the Prospect Strategy - Linked Actions page.

View and print a prospect strategy summary.

Access the Prospect Strategy - Select a Prospect page (Self Service > Outreach > My Prospects > My Stewardship Plans > Add/Update a Strategy).

To add or update prospect strategies, outreach officers must first access the Prospect Strategy page, search their prospect worksets, and select prospect names. After a user selects a name, that user can then add new strategies or edit existing ones on that prospect record.

To search for a prospect, select an institution and any additional combination of search values.

When you click the Search button, the results appear at the bottom of the page in alphabetical order. At any point, you can clear search values.

Note: Search pages for strategies and actions in PeopleSoft Outreach are populated only with members of the My Prospects workset.

The following format restrictions apply to the fields on this page: The value in the Class Year field must be in CCYY format (century/year), the value in the City field must use initial capitals and include spaces between words, and the value in the Org Name field must be uppercase and exclude spaces between words. In addition, note that the values in the ID fields (Last Name, First Name, and Org Name) convert to uppercase when you click the Search button.

Person Criteria

The fields in this group box apply only to person records. When you enter search criteria in this group box and click the Search button, the system also uses criteria entered in the Common Criteria group box, but ignores any criteria entered in the Organization Criteria group box.

To search for a person, enter an employee ID, first name, last name, or class year.

Organization Criteria

The fields in this group box apply only to organization records. When you enter search criteria in this group box and click the Search button, the system also uses criteria entered in the Common Criteria group box, but ignores any criteria entered in the Person Criteria group box.

To search for an organization, enter values in the Org ID, Org Name, or Industry Code (SIC) fields.

Common Criteria

Use the fields in this group box to search for people, organizations, or both.

The system populates the Institution and Country fields by default. The default country value depends on your installation setup, but you can change the value here. The values in the State field depend on the country selected.

Constituent Type field values relate specifically to either people or organizations. The value that you select affects your search results. For example, if you search for organizations but choose a person constituent type of Alumni, the search displays no prospect records.

Note: Valid constituent types are shipped with your system and should not be altered.

Examples

Here are three examples of search results:

  • If you enter a city and a constituent type, the search results display all prospects with the selected constituent type who live in that city.

  • If you enter a person ID, but select the Organizations Only search option, the system ignores the values in the Person Criteria group box.

    The search results display no people, but instead display all organizations that meet the common criteria.

  • If you enter a person's partial last name and a partial organization name and then select the Both search option, the system searches for person and organization prospects that meet the criteria in either group box.

    The search results display all people and all organizations that meet the partial name criteria.

Access the Prospect Strategy - Edit Strategy page (click a prospect name in the Search Results area of the Prospect Strategy - Select a Prospect page).

To edit an existing strategy, click a link under the Strategy Name heading. If no strategies exist for the prospect and you want to add a new strategy, then click the Add a Strategy button. Both the link and the button access the Prospect Strategy - Strategy Detail page. If you are adding a new strategy, then you must enter the strategy detail information on the Prospect Strategy - Strategy Detail page. If you are editing an existing strategy, the system populates the Prospect Strategy - Strategy Detail page with the existing data.

To remove an entire strategy from a prospect's record, select the appropriate check box and click the Delete button. A warning message appears, asking you to click the OK button to confirm the deletion or click the Cancel button to return to the Prospect Strategy - Edit Strategy page. You can delete multiple strategies at the same time.

Access the Prospect Strategy - Strategy Detail page (click a link under the Strategy Name heading or click the Add a Strategy button on the Prospect Strategy - Edit Strategy page).

Page Layout

All of the Prospect Strategy pages display the same information at the top of the page: the step of the process; the prospect's name, email address, and highest-ranking constituent type; and the name of the assigned prospect manager. You can click the email address link to launch your email program and send a message to the prospect, then return to this page in the process. For a prospect who is a person, you can access the Constituent Type Summary page, which lists all assigned constituent types for the prospect.

Several buttons can appear in the upper-right corner of the page:

Field or Control

Definition

View information for the prospect's spouse icon

View information for the prospect's spouse record in the system.

Assign or view communication records icon

Assign or view communication records for the prospect.

Assign or view checklists icon

Assign or view checklists for the prospect.

Add a comment or view a list of all comments icon

Add a comment or view a list of all comments about the prospect.

View Family Educational Rights and Privacy Act (FERPA) biographic information icon

View Family Educational Rights and Privacy Act (FERPA) biographic information for the prospect.

View details of service restrictions associated with negative service indicators icon

View details about the service restrictions that are associated with negative service indicators for the prospect.

View details about the positive service indicators icon

View details about the positive service indicators for the prospect.

In addition, the navigation buttons on this page apply to all of the Prospect Strategy pages.

Strategy Detail

In this section, you enter or change a strategy name, select its status, and select whether to link the strategy to the prospect's spouse and manage the prospects as a couple.

Note: The Apply Strategy to Spouse option is available only if a spouse exists for the prospect in the system.

You can also enter or edit a detailed strategy description using the long free-text description field and mark the date and time of each descriptive entry.

Access the Prospect Strategy - Link Strategy to Initiatives page (click the Next button on the Prospect Strategy - Strategy Detail page).

The instructions on the page lead you through this optional process of linking an initiative to the strategy. Adding a campaign initiative to a prospect's strategy results in the prospect being identified as a prospect for that campaign. You select an initiative type from the available options. In addition to these delivered types, the organization can define more types on the Setup Initiative Types page. After selecting the type, you enter an initiative of that type or selects one from the prompt.

Access the Prospect Strategy - Linked Actions page (click the Next button on the Prospect Strategy - Linked Initiatives page).

Outreach officers can use the Prospect Strategy - Linked Actions page to manage specific actions to achieve the strategy. The page instructions lead you through the process of editing any existing actions; you can also click the Add an Action button to link new ones. Any actions previously added and linked to the strategy appear on this page. You can click a link under the Action heading to display the populated Prospect Action - Action Detail page; you can click the Add an Action button to display a blank Prospect Action - Action Detail page.

This page also displays any actions that have been added to a spouse's record that are linked to this strategy. You can click the Action link to display the Prospect Action - Action Detail page.

Access the Prospect Strategy - Summary page (click the Next button on the Prospect Strategy - Linked Actions page).

You can print the page using your web browser's print functionality (File, Print, or Ctrl+P). You can edit any section or click the appropriate number in the upper-left portion of the page to return to the step that enables you to edit that part of the process.

To return directly to the summary from the edited step, you can click the last of the numbered circles in the upper-left corner of the page.

After viewing the summary information, you must save the transaction if you did not save the strategy in a prior step.