on portfolios productively with gift officers Cristi Hendry, - - PowerPoint PPT Presentation
Herding cats: how to work on portfolios productively with gift officers Cristi Hendry, Director, Prospect Research and Management San Diego State University 2019 CARA Conference, Lake Tahoe! Agenda My institutions History of meetings
Cristi Hendry, Director, Prospect Research and Management San Diego State University 2019 CARA Conference, Lake Tahoe!
My institutions History of meetings with gift officers Creating a system Managing change Portfolio coverage meeting The report Demonstration Results Going forward Q&A
San Diego State University
422,000 alumni
30 officers
2 ½ Prospect and research management staff
New stadium and $25M match
Meet bi-annually
Pitzer College
6,000 alumni students
11 officers
2 researchers
No specific initiatives – build endowment
Met monthly
Harvey Mudd College
5,000 alumni
6 officers
2 researchers
4 initiatives
Did not meet
University of California, Riverside
200,000 alumni?
30 officers
3 researchers
Can’t recall
Met as needed
Review of contact reports (are we supposed to nudge?) Lists of leads (ok – but this can be handled more efficiently) Metrics (steer clear—we are not the boss of them) Leading questions (travel? new initiatives?) Schedule as needed (never scheduled)
The Prospect Management system is not enough to get everyone on the
same page
Shout out to Doug Cogswell, Advizor Solutions “Key Metrics in Major Gift Fundraising” Size of portfolio—goal is to get the portfolio to the recommended
size
Portfolio coverage—are they contacting everyone once a year? Time in stage—are they moving the prospect?
Leave to management
Solicitation levels Asks vs. gifts received (yield)
https://www.advizorinsights.com/key-metrics-in-major-giving-fundraising/
A portfolio coverage meeting provides:
Accountability Dedicated time for sitting down and reviewing prospects Helps officers to stay current with their prospects Can move officers to schedule an ask Highlights coverage—how many people are they getting to in a
year
Secure buy-in from leadership How often? Purpose Publicize Make sure the team is onboard and understands purpose
Time to sit down and think about portfolio in a relaxed environment Points to emphasize Most recent contact date (coverage) Assignment date (stage) Most recent gift Goals Call list for officer Remove deadwood Update stages Follow up list for Research Update capacity? Contact needed? Make the updates discussed in the meeting
Two weeks in advance of the meeting, send a portfolio report
showing recommended drops
Criteria
Assignment date 1+ years ago and
No giving past 3 years and
No contact past year or contacted 3 times with no response
Rated less than $100K by research (or amount you determine with leadership)
Skip portfolios that are less than 12 months old
Date assigned Cultivation stage Last contact date by the relationship manager Most recent meeting date Most recent gift date and amount Total giving Solicitation information or proposal Other?
Use filters to show the prospects who need contact Review Last contact by officer Assignment date and stage Ratings As you go along, note changes and drops and make notes for follow
up by Prospect management and the officer
ID_NUMBER PM follow up Officer follow up Name RECORD_TY PE HOME_C ITY HOME _STAT E JOB_TITLE COMPANY_NAME TOTAL_GIVING most recent gift date most recent gift amount ASSIGNMEN T_START_D ATE Prospect stage MAJOR_G IFT_CAPA CITY LAST_CONTACT_R M_DATE LAST_CONTACT_R M_TYPE -- not including mass mail and mass email 135714need more info Alumnus Saratog a CA Consultant Hf-Pure, Inc. $
$250,000
19-Mar-18Phone Call 74178 Alumnus Lemon Grove CA Member, Board of Directors LOGIC Devices Incorporated $ 45,684 2/24/2004 $ 884 3/26/2018Cultivation $25,000 - $49,999 26-Mar-18Email 220474 Alumnus Encinita s CA Ethereal Research, TSI $ 9,131 2/16/2007 $ 8,131 3/16/2018Cultivation $50,000 - $99,999 26-Mar-18Email 1743perm stew Alumnus San Diego CA $ 283,141 12/17/2018 $ 10,000 3/16/2018Cultivation To Be Determin ed 20-Apr-18Email 414596 remove - not a major gift prospect add contact report re: not major gift prospect Alumnus MikrosScan Technologies, Inc. $ 75 6/30/2000 $ 75 3/16/2018Cultivation $25,000 - $49,999 23-Apr-18Email 221454solicitation Faculty Emeritus San Diego CA Instr Fac AY San Diego State University $ 612 9/11/2003 $ 567 5/14/2018 Stewardshi p $25,000 - $49,999 14-May-18Face to face 468771remove add contact report re: not major gift prospect Past Parent San Diego CA Principal I.D.E.A. District $ 97,886 3/14/2018 $ 6,850 3/16/2018Cultivation $50,000 - $99,999 12-Jun-18Face to face 39461 Alumnus La Jolla CA President and CEO Molam International, Inc. $
$10,000 - $24,999 25-Jul-18Email 445149 Company $
Identified Suspect 1-Aug-18Phone Call 36979 Alumnus Descans
Nasland Engineering $ 250 4/17/2012 $ 250 3/16/2018Solicitation $100,000
10-Aug-18Phone Call
portfolio as of 3/25/2019 sorted in descending order by date of last contact - no contact is at the end
Leadership supported Cohesive teamwork between Prospect management and Research
and Officers
2 officers resisted/ 1 came around after several months and
saw the value
Leadership supports! Cohesive team leads to cooperation One instance of resistance but we overcame that They have liked the report as a call sheet Portfolio sizes are slimming
Reduced 10% on average
We plan to meet twice a year—spring and fall Start scheduling in August for September—November