Setting Up Campaigns

To set up campaigns, use the Campaign Donor Phase Table component (AV_DONOR_PHASE_TBL).

This section discusses how to:

  • Define donor phases.

  • Set up an anticipated gift table.

  • Define reporting rules.

Page Name

Definition Name

Navigation

Usage

Donor Phase Table

AV_DONOR_PHASE_TBL

Set Up SACR > Product Related > Contributor Relations > Initiatives > Campaign Donor Phase Table

Define the valid donor phases used to create gift tables for campaigns at an institution. Phases identify the various gift (such as major gifts or leadership gifts) levels that you track.

Gift Table

AV_CMPGN_GIFT_TBL

Contributor Relations > Initiatives > Campaign Initiatives > Manage Campaigns > Gift Table

Estimate the number of donors and prospects that you need at each gift level to reach a campaign goal.

Reporting Rules

AV_CAMPAIGN_TABLE

Contributor Relations > Initiatives > Campaign Initiatives > Manage Campaigns > Reporting Rules

Define the rules used in reporting campaign activity to the Council for the Advancement and Support of Education (CASE).

Rules can vary from campaign to campaign, but cannot vary within a single campaign. After a campaign initiative is approved, the rules that you define cannot be altered. You use the approval process when you print the CASE campaign report.

Access the Donor Phase Table page (Set Up SACR > Product Related > Contributor Relations > Initiatives > Campaign Donor Phase Table).

After you define donor phases, you can use them in the Gift Table page.

Access the Gift Table page (Contributor Relations > Initiatives > Campaign Initiatives > Manage Campaigns > Gift Table).

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

 Gift Table page

Field or Control

Description

Created By

Select the ID number of the person creating the gift table. The default value is the ID of the person entering the gift table information but can be overridden.

Donor Phase

Select which section of the campaign, such as Major Gifts, Leadership Gifts, Special Gifts, or General Campaign is being defined in the gift table. Donor phases are defined by your institution.

Gift Level

Enter the minimum amount of a gift required at this level. Gift levels cannot be duplicated, and the amount generally decreases by donor phase when you create a table from the major gifts level down to the general campaign level.

Nbr Donors (number of donors)

Enter the number of donors needed at this gift level for the campaign to be successful. This number generally increases with lower gift levels. For example, you can project a need for five major gifts, and a need for 5,000 general campaign gifts.

Nbr Prspcts (number of prospects)

Enter the number of prospects needed at this gift level to generate the required number of donors. This number generally increases with lower gift levels and is generally greater than the number of donors.

Total

Enter the amount expected from the gift level.

Financial Goal

Displays the financial goal of a campaign.

Gift Table Total

Displays the sum of the Total column.

Example

This is an example of a standard gift table for a 25,000,000 USD campaign:

Phase

Gift Level (USD)

Nbr Donors

Nbr Prosp

Total (USD)

Major Gifts

2,500,000

1

5

2,500,000

 

1,000,000

4

10

4,000,000

 

500,000

4

10

2,000,000

 

250,000

6

15

1,500,000

 

150,000

10

20

1,500,000

 

100,000

23

46

2,300,000

Special Gifts

50,000

42

84

2,100,000

 

25,000

54

110

1,350,000

 

10,000

135

350

1,350,000

General Campaign

5,000

420

1,000

2,100,000

 

1,000

2,100

5,000

2,100,000

 

50

33,000

60,000

2,200,000

Total

 

35,799

66,650

25,000,000

Access the Reporting Rules page (Contributor Relations > Initiatives > Campaign Initiatives > Manage Campaigns > Reporting Rules).

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

 Reporting Rules page

Note: The rules that you establish on this page are used for CASE campaign reporting. Setting up these rules enables you to create your own version of these reports; it does not affect the data that you view on inquiry pages throughout the system.

Campaign Scope

Field or Control

Description

Single Unit

Select to have only one unit (school, center) reflected in the campaign scope.

Multiple Units

Select to have more than one but not all units reflected in the campaign scope.

Comprehensive

Select to have all units reflected in the campaign scope.

Maximum Pledge Payment Period

This selection indicates an institution's preference for how long a pledge can be outstanding. When a campaign is in the post-campaign reporting phase, any pledges that have exceeded the maximum payment period and are not yet fulfilled should be subtracted from campaign totals. Select Other to indicate a maximum payment period greater than five years. Enter an explanation if you select Other. CASE recommends that no campaign period exceed seven years in duration.

Bequests

Field or Control

Description

Include Bequests

Select this option to include in campaign totals only those bequests that meet the following criteria:

  • The will must have a specified amount or percentage of the estate, and the prospect's donor record must reflect a future value of the estate.

  • A written commitment to the institution must be on file.

Include Bequests by Exception

Select this option to include in campaign totals only those bequests that are specifically selected for inclusion.

Life Insurance

Indicate the institution's preference for accepting life insurance as contributions to the campaign. If you select any option other than Do Not Include Insurance, life insurance that has not been realized is included in campaign totals based on the selected value.

Field or Control

Description

Cash Surrender Value

Select to have the life insurance counted as a current outright gift.

Face Value/Present Value

Select to have the life insurance reported as deferred gifts.

Realized Death Benefit Only

Select to have the life insurance reported in campaign totals if they have not been reported in another campaign.

Advance-Gifts Phase in Totals

Field or Control

Description

Featured Objectives Only

Select this option to include in campaign totals only those gifts received by the institution in support of the campaign or its related initiatives.

All Gifts Rcvd by Institution (all gifts received by institution)

Select this option to include in campaign totals any gift received by the institution during the specified campaign period.

Important! All gifts to campaigns are counted. No featured objective totals are calculated.