Proven Practice: Source Coding & Data Tracking Virginia M. - - PowerPoint PPT Presentation

Proven Practice: Source Coding & Data Tracking

Virginia M. Dambach Dambach & more

Virginia Dambach

Dambach & more vdambach@qwestoffice.net 701-293-7281

Sarah Tron

Allegiance Software, Inc. webinars@allegiancesoftware.com 800-858-7654

Why Keep Track?

• Know what’s working…and what’s not
• Make Changes to improve results
• Become more productive and efficient
• Demonstrate Return on Investment
• Keep your boss informed

Where Do You Start?

• In the beginning, there was Source Coding
• A mechanism to track how many people are responding

to which ask.

• Every APPEAL is assigned a unique source code which

appears on every response device

• Every incoming GIFT is coded with the appropriate source

code to enable you to generate reports.

Source Code Protocol

Should be:

• Standardized
• Easy to interpret
• Easy to sort
• Easy to chart over time

Include:

• Type of Solicitation
• Method of Solicitation
• Solicitation Year/Month
• Other details

Say What?

Type of Solicitation N = New R = Renewal A = Add Gift E = Expired/Lapsed/Re-Join Method of Solicitation M = Mail W = Web/Email P = Pledge Drive T = Telemarketing

Date of Solicitation Year/Month = YYMM Effort/Sequence Detail 1, 2, 3, 4, 5 as needed

Source Code Samples

1601AM1

• January 2016
• Add Gift Mail Appeal
• Drop 1

1601AM2

• January 2016
• Add Gift Mail Appeal
• Drop 2

Renewal Code:

MM

1511RM1 1511RE1

9th

1511RM2 1511RE2

10th

1511RM3 1511RE3

11th

1511RM4 1511RE4 12th 1011RT4 1511RM5 1511RE5 13th 1511RM6 1511RE6

14th

Another Source Code Protocol

Type/Method/Year/Month/Detail

Source Code Type Year Month Method Detail N1601M New Member Acquisition 2016 January Mail L1601T Lapsed solicitation 2016 January Telemarketing R1511M1 Renewal solicitation 2015 November Mail Drop 1 R1511E1 Renewal solicitation 2015 November Email msg Reminder 1

Code Every Appeal

Every appeal should have the source code on the response device.

What do you need to know about each Appeal?

• Source Code of Appeal
• # Dropped/Sent
• # Responded
• Total $ from that Campaign
• % Response Rate
• Average Gift $
• Direct Costs
• Net $ (Total $ - Costs = Net $)

Track and Compile

Monthly Reports by Type & Method

Pledge Drive Tracking

Other Helpful Reports

• # of Members by Solicitation Type & Method
• $ and # by Giving Ranges
• Under $30
• $30 – 59
• $60 - $74

Why?

Analyzing Data Helps you

• Make informed decisions
• Get increased budgets for things that are working
• Generate increased net revenue to support the mission
• Better implementation of proven practice

Remember our Charts from Last Month?

Renewal Rates for Add Gift Responders

Who Should Get Add Gift Appeals?

• Suppress only those in the

renewal cycle.

• Send add gifts to people who

have recently joined.

• An add gift appeal within 90

days of joining is ideal

• Each member will get two of

three mailings.

Using Data for Analysis

• Use source codes to make sure you can get reliable

data out of your system.

• Run standard reports monthly
• Campaign Reports
• Renewal Reports by Month w previous FY comparison
• Income/Expense Tracking
• Actual/Projections Comparison by Month/Year

Generating Reports

Fundraising Report by Type and Method Sustainer/Auto Renew Report by Mode

Raw Report Data vs Presentation Data

Data Drives Decisions

Data shows a spotlight on a problem area. YOU must decide what to do to improve your results For those first year pledge acquired donors who had the lowest renewal rates we:

• Sent 3 additional program communications
• Invited them to renew during the upcoming drive
• Sent them to telemarketing earlier in the renewal cycle.
• At the end of the year renewals for this segment improved

from 19% to 49%!

Last Chance Questions?



Wishes?

Join Us Next Month

Proven Practice: Increase Retention with Renewals and Sustainers

Wednesday, March 2, 2016 at 1:00 PM CST For webinar content questions email vdambach@qwestoffice.net

allegiancesoftware.com sales@allegiancesoftware.com support@allgiancesoftware.com 844-858-7654 sales 877-858-7654 support