Adding Resources

To add resources, use these components: Roles (AV_PRPS), Staff (AV_STAFF), Volunteers (AV_VOLUNTEERS), and Units (AV_UNIT_TBL).

This section provides an overview of resources and discusses how to:

  • Define roles.

  • Define staff and volunteers.

  • Define units.

You can add staff members, volunteers, and business units to the system and you can assign the roles they play at your institution. Resources are used throughout the system for managing prospects, controlling gift sessions, and so on.

Important! A person must have an ID in the system before she or he can be added as a staff member or volunteer. Adding a person is required to enable access to functions throughout the Contributor Relations system. You should carefully decide on the roles at your institution and assign resources to the roles.

This table lists the editable pages that are affected by roles throughout the Contributor Relations system. The values in the Role field depend on how you assign roles. In some cases, the values also depend on the settings on the CR Installation page. Titles preceded by an asterisk contain a Role field that is dependent on the settings on the CR Installation page.

Page Name

Page Title

AV_ACKNLDG_SETUP

Acknowledgement Setup1

AV_ACKNLDG_SETUP2

Acknowledgement Setup2

AV_ACKNLDG_SETUP3

Acknowledgement Setup3

AV_BEQUEST_INFO

* Bequest Information

AV_CNST_ACTN2

* Action Info (for Prospect Actions)

AV_DESIGNATION

Designation Funds

AV_GIFTAN_INFO

* Gift Annuity Information

AV_INTV_ACTN2

* Action Info (for Initiative Actions)

AV_INTV_CMPGN_RSRC

* Campaign Resources

AV_INTV_EVNT_RSRC

* Event Resources

AV_INTV_MEMBR_RSRC

* Membership Resources

AV_INTV_OTHR_RSRC

* Other Resources

AV_INTV_VOL_RSRC

* Volunteer Resources

AV_LDR_TYPE_TBL

Leadership Types

AV_MASS_PRSN

* Mass Assign Staff

AV_MASS_PRSN_WS

* Mass Assign Staff (workset version)

AV_MASS_UNIT

* Mass Assign Units

AV_MASS_UNIT_WS

* Mass Assign Units (workset version)

AV_MASS_VOL

* Mass Assign Volunteers

AV_MASS_VOL_WS

* Mass Assign Volunteers (workset version)

AV_OUTR_ACTN_ASGN

* Outreach Constituent Action

AV_PINC_INFO

* Pooled Income Information

AV_RUNCTL_ROLE

* Role Assignments Report

AV_STAFF_ASGN

* Staff Assignment

AV_TRUST_INFO

* Trust Information

AV_UNIT_ASGN

* Unit Assignment

AV_VOL_ASGN

* Volunteer Assignment

AV_VOL_GRP1_ASGN

Volunteer Group Assignments

AV_VOL_GRP2_ASGN

Sub-Group Assignments

AV_VOL_LDR_GRP

Volunteer Structure

AV_VOL_LDR_GRP_M

Volunteer Structure 2

AV_VOL_SUB_GRP

Sub-Groups

AV_VOL_SUB_GRP_M

Sub-Groups 2

Page Name

Definition Name

Navigation

Usage

Roles

AV_PRPS_TBL

Set Up SACR > Product Related > Contributor Relations > CR Common Definitions > Resources > Roles

Set up the resource roles at your institution.

Define Staff, Define Volunteers

AV_STAFF_TBL

  • Set Up SACR > Product Related > Contributor Relations > CR Common Definitions > Resources > Staff

  • Set Up SACR > Product Related > Contributor Relations > CR Common Definitions > Resources > Volunteers

Add staff members and volunteers to the system individually, and assign roles to them.

Units

AV_UNIT_TBL

Set Up SACR > Product Related > Contributor Relations > CR Common Definitions > Resources > Units

Define the formal and informal organizational units at your institution for fund-raising and cultivation purposes, and assign roles to them.

View Staff, View Volunteers

AV_INST_STAFF

AV_INST_VOL

Contributor Relations > Initiatives > Volunteer Initiatives > Volunteer Listing

View a list of all the staff members and volunteers defined for your institution.

Access the Roles page (Set Up SACR > Product Related > Contributor Relations > CR Common Definitions > Resources > Roles).

This example illustrates the fields and controls on the Roles page. You can find definitions for the fields and controls later on this page.

 Roles page

A role is a description of the undertakings in which a resource participates at your institution. Examples of roles include Prospect Manager, Solicitor, Campaign Manager, and so on. Roles are used throughout the system in assigning resources to prospects and initiatives.

This table lists values that are required in the PURPOSE_CD field that resides in the AV_PRPS_TBL table:

Code

Value

Where Used

Purpose

PM

Prospect Manager

Prospect Management

Only one prospect manager can be assigned to a constituent for a specific period. Assignment periods must be unique.

SOL

Solicitor

Prospect Management

When assigning solicitors, only staff or volunteers who are identified as a solicitor appear as available values.

GPS

Gift and Pledge Supervisor

Session Management

Assigning the GPS role to an individual gives special authority in session management to reopen session expected amounts and counts, reopen a balanced session, or transfer sessions among users on the Session Summary page.

GE

Gift Entry Operator

Session Management

Assigning the GE role to a user provides the ability to access the user's sessions in session management and on the Session Summary page. The user cannot view another user's sessions. This limitation is based on user ID.

GCA

Giving Club Administrator

Giving Club Management

Only a user with this role can add members to a giving club.

MS

Membership Supervisor

Membership Management

Assigning the MS role to an individual gives special authority in session management to reopen membership session expected amounts and counts, reopen a balanced membership session, or transfer membership sessions among users on the Session Summary page.

Field or Control

Description

Purpose Type

Select Administrative when creating internal assignments, such as Gift and Pledge Supervisor, that are not used when assigning a resource to a prospect. Select Assignment, such as Prospect Manager, to assign a resource to a prospect.

Staff

Select this check box to indicate that this role applies to staff resources. For example, if a Prospect Manager must always be a staff member, select this check box and clear the others.

Volunteer

Select this check box to indicate that this role applies to volunteer resources.

Unit

Select this check box to indicate that this role applies to unit resources.

Warning! The Staff, Volunteer, and Unit check boxes only affect the system if you have selected the Class option on the CR Installation page. When you select the Class option, you indicate that all the role codes for a resource type are available to every person or unit that is part of that resource type. For example, if you define the role of Prospect Manager and select the Staff check box, then all the staff members at the institution can be assigned as prospect managers. If you select the Defined option on the CR Installation page, then resources can only be assigned to prospects for the roles that you select for them on the Staff Roles, Unit Roles, or Volunteer Roles pages. For example, if staff member Darla Perkins is a Prospect Manager, you must first define Prospect Manager as a role code, and then select that role code for Darla Perkins on the Staff Roles page. You should select the appropriate Staff, Volunteer, or Unit check box on this page, regardless of the option that you select on the CR Installation page. If you do so and your institution decides to switch from Defined to Class installation mode, your role codes will already be set up.

Access the Define Staff or the Define Volunteers page (Set Up SACR > Product Related > Contributor Relations > CR Common Definitions > Resources > Staff or Set Up SACR > Product Related > Contributor Relations > CR Common Definitions > Resources > Volunteers).

This example illustrates the fields and controls on the Define Staff page. You can find definitions for the fields and controls later on this page.

 Define Staff page

The appearance of this page changes, depending on whether you are adding staff or volunteers.

Staff Roles

Field or Control

Description

Role

Select one or more roles to associate with the resource. The description of the role appears to the right of the code.

Important! The system uses individual staff and volunteer roles if you select the Defined installation mode for assignments on the CR Installation page.

Access the Units page (Set Up SACR > Product Related > Contributor Relations > CR Common Definitions > Resources > Units).

This example illustrates the fields and controls on the Units page. You can find definitions for the fields and controls later on this page.

 Units page

The units that you define here are used by this application only; they are different from the business units that are used to differentiate between sectors of your institution throughout the system. Using prospect management functionality, you have the ability to assign institutional units to prospects for particular cultivation purposes. Common examples of units include Annual Fund, College of Fine Arts, and Development Office.

Field or Control

Description

Department

Select the department at your institution to which the unit belongs.

Note: This field is optional and is provided for use in reports only.

Unit Roles

Field or Control

Description

Role

Select one or more roles to associate with the resource. The description of the role appears to the right of the code.

Important! The system uses individual unit roles if you select the Defined installation mode for assignments on the CR Installation page.