Presentation from Blackbaud's Conference on Philanthropy, 2008.

1. Advanced Moves Management in
The Raiser’s Edge
Jenny Cooke, Fundraising & Communications Consultant, Target Analytics- a Blackbaud Company
Jennifer Paquette, Fundraising Systems Consultant, Blackbaud
11/19/08
Advanced Moves Management in The Raiser’s Edge
Agenda
Define Moves Management
Benefits
Phases
Ratings
Moves
Constituent tracking
Portfolio Management
Reporting & Analysis
Key Performance Indicators (KPI’s)
Challenges
Results
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #2
1

2. Advanced Moves Management in The Raiser’s Edge
Moves Management Defined
A system of planning, recording, and reporting significant
moments in the relationship between the prospect and the
nonprofit organization …
…
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #3
Advanced Moves Management in The Raiser’s Edge
Benefits to a Moves Management System
Allows Development Officers to easily manage their portfolios
Encourages sharing of prospect activities with team and leadership
Allows for strategic planning and communications
Focuses on substantial moves leads to successful solicitations
Focuses on continually on converting prospects into donors
Provides ability to accurately forecast gift revenue (pipeline) for
budgeting purposes
Scalable from higher ed to small shops
Provides consistent staff performance benchmarking & evaluation
Encompasses MG, PG, CFR, AG, etc.
Focuses on strategically encouraging prospects to make gifts to their
highest capacity
Focuses on building a relationship with the donor and the nonprofit that
is positive and rewarding
Proven strategy to raising more $$$
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #4
2

3. Advanced Moves Management in The Raiser’s Edge
Moves Management Pipeline Stages
Final Preparation
Identification
Qualification
Solicitation
Cultivation
Potential Assignment
Stewardship
Pool
Proposal Stages
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #5
Advanced Moves Management in The Raiser’s Edge
Moves Management – Prospect Tab
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #6
3

4. Advanced Moves Management in The Raiser’s Edge
The Prospect Pool: Who needs to be managed?
Management systems and techniques can apply to prospects of any
capability
– Each prospect has an ultimate gift capacity
– Proper management should move the prospects toward their ultimate gift
level over time
Major gift prospects have a special need for systematic management
– Major gift capacity >= $25,000
• Target Analytics Data: High score on Target Gift Range (suggested ask
amount)
• Assets of at least $1MM identified
• Other indicators of wealth
– High likelihood to make a major gift
• Target Analytics Data: High score on Major Gift Likelihood
• Large gifts in the past
• Large gifts to other orgs
• High involvement
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #7
Advanced Moves Management in The Raiser’s Edge
Ratings
Code prospect with ratings:
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #8
4

5. Advanced Moves Management in The Raiser’s Edge
What needs to be managed?
A prospect management system doesn’t track people, it tracks gifts
People don’t have statuses like discovery, cultivation, solicitation, etc.
Gift expectancies do
One person may have several gift expectancies in different statuses
All major gift expectancies are tracked through Proposals, whether or
not an actual proposal or ask has been made
– Raiser’s Edge uses a Proposal to record any major gift expectancy
– A Proposal in Raiser’s Edge may represent a confident strategy or an plan
for a prospect who has just been identified and needs further discovery
– One prospect may have one or many Proposals
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #9
Advanced Moves Management in The Raiser’s Edge
Create a proposal when the assignment is made
Qualification
• Name = the anticipated name of the project to be funded • Solicitor = prospect manager
• Purpose = the type of funding anticipated • Amount expected (based on
(unrestricted/restricted, current use/endowment) prospect research)
• Status = discovery (means unverified potential) • Date expected = today + 2 years
• Status date = the date the status is added
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #10
5

6. Advanced Moves Management in The Raiser’s Edge
Information to go into Proposal
Required Used when gift is made
– Name of the project to be – Amount funded
funded – Date funded
– Purpose of the project Optional?
– Manager (solicitor) – Campaign
– Status = “qualficiation” – Fund
– Status Date (originally date
Not used
rated in The Raiser’s Edge)
– Reason
– Expected amount
– Instrument
– Expected date
– Type of gift
Used when ask is made
– Rating
– Amount asked
– Date asked
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #11
Advanced Moves Management in The Raiser’s Edge
Moves Management Pipeline Stages
Final Preparation
Qualification
Identification
Solicitation
Cultivation
Assignment
Potential Stewardship
Pool
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #12
6

7. Advanced Moves Management in The Raiser’s Edge
Qualification Stage
Contact is made with the prospect by an agent of the
development office, all under supervision by Prospect Manager
Key goals for qualification stage
– Explore and verify inclination to give
– Explore and verify capacity to give
Record qualification contact as an proposal action
Exit routes from discovery stage
– Capacity and/or inclination are not supported or…
• Note the action and notify prospect research to Inactivate the proposal
– Lack of contact – back to prospect pool or reassignment to another
development officer
– Contact that leads to discovery - move on to Cultivation Stage
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #13
Advanced Moves Management in The Raiser’s Edge
Actions and Contact Reports
Contact reports must be recorded in an action
Contacts that have to do with a proposal should be recorded as a
proposal action
Actions can serve as ticklers for future contacts
If, after the contact, there is a change in status of the proposal, change
the status and status date on the proposal record
Consider changing the action status to reflect the status of the proposal
(if it is a proposal action)
Utilize the Notes tab of the action to record the details. Consider the
Load from file option if you have a template
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #14
7

8. Advanced Moves Management in The Raiser’s Edge
Examples of Actions to Put in Contact Report
Nominal Moves: – Seeing the prospect at an event
– Invitation to an event – Asking the prospect to work on
– Sending newsletter or other a committee
publication – Tour of school, hospital, etc.
– Financial planning letter Power Moves:
– Holiday/birthday card – First personal visit with a
– Sending Annual Report candidate (move from discovery
– Sending news release to cultivation)
– Telephone message – The ask (move from cultivation
to solicitation)
Substantial Moves:
– The contribution (move from
– Calling or visiting with the solicitation to stewardship)
prospect personally
– Writing a personal note
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #15
Advanced Moves Management in The Raiser’s Edge
Action Screen Shot
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #16
8

9. Advanced Moves Management in The Raiser’s Edge
Moves Management Pipeline Stages
Final Preparation
Identification
Qualification
Cultivation
Solicitation
Potential Assignment
Stewardship
Pool
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #17
Advanced Moves Management in The Raiser’s Edge
Cultivation Stage
After qualification, manager writes a plan for cultivation that states:
– Likely gift purposes
– Who can help you get there
– Timing
– Strategies
Add plan as a Proposal Note (note type: Solicitation Plan)
Manager uses prospect research and personal contact to refine
understanding of the prospect’s
– Capacity
– Linkage
– Interest
Timeframe of this stage varies by readiness of the prospect –
benchmark timeframe is 18 -24 months
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #18
9

10. Advanced Moves Management in The Raiser’s Edge
Cultivation Outcomes and Time Limits
Strengthen natural ties
Increase involvement
Ascertain 4 ½ rights
– Right purpose
– Right amount
– Right person
– Right time
– Relevant factors
Prospects are reassigned or disqualified when
– No contact has been made for 6 months
– Prospect has been cultivated for two years with no ask –
exceptions can be made
– Insufficient progress has been made during annual portfolio review
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #19
Advanced Moves Management in The Raiser’s Edge
Moves Management Pipeline Stages
Final Preparation
Identification
Qualification
Solicitation
Cultivation
Assignment
Potential Stewardship
Pool
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #20
10

11. Advanced Moves Management in The Raiser’s Edge
Final Preparation (Intense Cultivation) Stage
Zero to six months from ask
4 ½ rights pinned down
Refine and refresh research data
Increased level of contact
Prepare the prospect
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #21
Advanced Moves Management in The Raiser’s Edge
Moves Management Pipeline Stages
Final Preparation
Identification
Qualification
Solicitation
Cultivation
Assignment
Potential Stewardship
Pool
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #22
11

12. Advanced Moves Management in The Raiser’s Edge
Solicitation & Stewardship Stages
Solicitation can involve a period of negotiation or “fermentation”
– Sometimes the solicitation stage is instantaneous
Formal Proposal developed, if needed
Solicitation script developed
Potential objections identified
Stewardship
– Ensure the prospect of your gratitude and esteem
– Maintain relationship forged through cultivation
– Annual contact
– Prepare for the next ask
Each donor should have a personalized stewardship plan
– Use action tracks to automate the plan
– Check out . . . . for how to use action tracks for stewardship
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #23
Advanced Moves Management in The Raiser’s Edge
Portfolio Management Benchmarks
Large Shop:
Average portfolio for full time MGO = approx. 150 prospects
Full time MGO should be able to make 400 significant moves per
year
Each prospect should be touched at minimum every other month
Regular Prospect Review Meetings
Small Shop:
Every Development Team Member should manage a portfolio – even
if it’s only 10 prospects
Each prospect should be touched at minimum every other month
Scale portfolio management to focus on quality moves - not quantity
Regular Prospect Review Meetings
Consider potential additional resources – CEO, President,
Leadership Vols, Curators, Program Staff, etc.
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #24
12

13. Advanced Moves Management in The Raiser’s Edge
Key Performance Indicators
Sample KPI’s:
# of quality/substantial moves (preferably face-to-face)
# of qualified cultivation plans for portfolio prospects
# of actual solicitations
# of successful solicitations
$$$ raised vs. goal
% of pledge revenue fulfilled
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #25
Advanced Moves Management in The Raiser’s Edge
Dashboard – Solicitor Performance Graph
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #26
13

14. Advanced Moves Management in The Raiser’s Edge
Dashboard – Solicitor Status
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #27
Advanced Moves Management in The Raiser’s Edge
Results of a Formal Moves Management System
Improved organizational effectiveness
Systematic performance evaluations & benchmarks
Allows Development Officers to easily manage their portfolios
Encourages sharing of prospect activities with team and leadership
Allows for strategic planning and communications
Focuses on continually on converting prospects into donors
Provides ability to accurately forecast gift revenue (pipeline) for
budgeting purposes
Focuses on strategically encouraging prospects to make gifts to their
highest capacity
Proven dividends within two years
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #28
14

15. Advanced Moves Management in The Raiser’s Edge
Reporting in The Raiser’s Edge
Canned reports in Prospect Research Reports are based on
proposals
Proposal and Solicitor Dashboards
Custom View: Prospect View is available through Install Samples
Custom export to Word to show all fields from a proposal:
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #29
Advanced Moves Management in The Raiser’s Edge
Report - Proposal Pipeline Summary
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #30
15

16. Advanced Moves Management in The Raiser’s Edge
Contact Info
Jenny Cooke
Fundraising & Communications Consultant
Target Analytics, a Blackbaud Company
Jenny.Cooke@Blackbaud.com
Office: 843.654.3762
Jennifer Vaughan Paquette, CFRE
Fundraising Solutions Consultant
Blackbaud, Inc.
Jennifer.Paquette@Blackbaud.com
Cell: 843.860.6361
Blackbaud’s Conference for Nonprofits — Charleston | Cooke & Paquette | Page #31
16