PROSPECT MANAGEMENT

(Solicitors, Actions, Proposals)

Adding a Prospect to the Master Prospect List

To add a prospect to the Master Prospect List:

  1. Open a record and go to the Attributes tab
  1. In the first open line in the list of attributes, click in the category space and choose Master Prospect List from the pull down menu. Repeat process in next open line and choose Geographic Reach from the pull down menu and in the description choose the appropriate region. There can be multiple attributes on a record for geographic reach.
  1. Save the record.

Assigning Prospects to a Solicitor

To assign a prospect to a solicitor:

In order for a solicitor relationship to be created, the solicitor must first be created as a solicitor on the Bio 1 tab. All Development Directors for Ivy Tech Community College are solicitors.

Click solicitor on Bio 1 tab.

  1. Open a constituent record to be assigned to a solicitor and click on the Relationship tab.
  1. Click on Assigned Solicitors in the left pane. Choose New Assigned Solicitor. A data entry window will appear to enter the relationship.

  1. Do a search for the solicitor to be assigned to the constituent and select.
  1. Choose Solicitor type (Prospect Manager, Primary Solicitor, or Secondary Solicitor).
  • Prospect Manager – the person responsible for coordinatingthe overall management of the prospect. There can only be one Prospect Manager per prospect.
  • Primary Solicitor – the main person assigned to the prospect for the purposes of solicitation. Therecan only be one Primary Solicitor per prospect.
  • Secondary Solicitor – any other person that will be involved with the prospect. There can be more than one Secondary Solicitor.
  1. Add any other pertinent information about the assigned solicitor relationship. Notes can be used to record any general information about the relationship or the reason why a certain solicitor is assigned to the constituent.

To enter basic prospect information:

  1. Open a constituent record and go to the Prospect Tab.
  2. Under the General section, enter a prospect classification (how was prospect identified).

  • Staff Identified – by Ivy Tech staff
  • Campaign Identified – through campaign activities or consultant
  • WED Identified– referred through WED
  • Volunteer State Trustee Identified– identified by State Trustee
  • Volunteer Region Identified – identified by regional board, advisory council, etc.
  • Volunteer – Foundation Director Identified – identified by a Foundation board

member

  • Self-identified- for unsolicited gifts
  1. Enter a Prospect Status
  • Active – prospect is in the cycle (cultivation, solicitation, stewardship)
  • Inactive – the prospect has been deemed not in an active cycle or not a prospect. This can be either permanent or temporary.
  1. Enter any Philanthropic Interests if they apply to the prospect.

To enter an action on a prospect:

  1. Open a prospect record and go to the Action tab
  2. Click on New Action
  1. Click the radio button for the appropriate action category
  1. Choose the appropriate action type and the date the action occurred. NOTE: Today’s date defaults in. Change if action did not occur today.
  • PROSPECT Cultivation – Any action that occurs when involving a prospect with Ivy Tech
  • PROSPECT Solicitation – Any action that occurs when asking a prospect for a gift
  • PROSPECT Stewardship – Any action occurring after a prospect has made a gift that nurtures the donor relationship, e.g. thank-you note, invitation to donor recognition luncheon, plaque installation, etc.
  • Appointment – general appointment with a constituent.
  • Closure – any interaction that concludes with acceptance or rejection of a gift request
  • Follow-up – any action that is related to a previous action
  • Initial Contact –the first interactionina prospect relationship
  • Pledge Reminders – action associated with a pledge reminder for a constituent
  • Prospect Research – action associated with gathering prospect research
  • Screening – action associated with a screening (peer or external)
  • Thank You – action to thank a constituent for a gift or visit who is not a prospect
  1. Enter start and end time if known
  2. If a specific Solicitor is assigned to this action, click the Solicitor button and search for the name of the solicitor.
  3. Enter a status for the action, if known.
  4. Click the check box if the action has been completed and the date it was completed
  5. Choose a phone number to contact the prospect, if known.
  6. If the action is to happen in the future, set a notify reminder. Click on the Notify button to choose the Raiser’s Edge user to notify and the number of days, etc. beforehand to notify the user of the upcoming action.

NOTE: Action reminders can be viewed on the user’s home page in Raiser’s Edge in the bottom panel.

  1. Enter priority level, campaign, fund, or an existing proposal, if appropriate.
  1. On the Notes tab, enter a notepad type and any notes about the action.

  1. Save and close the record.

To enter a proposal for a prospect:

  1. On the prospect tab, click on Proposal in the left pane.
  1. Click on new proposal.
  2. On the General tab, enter a name for the proposal using a regional naming convention.

Example: A1 – Gary Campaign Scholarship

  1. Enter a purpose for the proposal that relates to one of the 5 areas of investment in Changing Lives, Making Indiana Great
  • Investing in Students – Scholarships for Ivy Tech students
  • Investing in Technology – Support for technology systems, equipment and instruction
  • Investing in Workforce – Support for workforce programs aligned with Indiana’s key growth sectors
  • Investing in Instruction – Faculty and program development
  • Investing in Capacity – Building and student services
  1. Enter a status for the proposal.
  • In Development – proposal is being developed
  • Agreed to Gift – Prospect has agreed to a gift for the proposal. Payment may or may not have been received.
  • Agreed to Pledge – Prospect has agreed to a pledge for the proposal. Signed pledge agreement may or may not have been received.
  • Gift Received – Gift or pledge agreementhas been received and processed
  • Requires Follow-up – Follow-up is necessary to move the proposal along, e.g., prospect requests more information, prospect requests time to respond
  • Cannot Contact – cannot get a meeting set with prospect, but proposal on record
  • Refused – Proposal was refused by prospect
  1. Enter a campaign and fund that the proposal is linked to, if any.
  2. If a solicitor is linked to the proposal, click on the Solicitor button and choose the solicitor.
  3. Enter a deadline for the proposal, if known.
  4. Enter a type of gift, if known.

Cash, Pledge, Gift in Kind, Planned Gift

  1. Enter a gift instrument, if known.

Bargain Sale, Bequest, Charitable Remainder Trust, Charitable Remainder Unitrust, Gift Annuity, Life Estate.

  1. Enter a rating for the proposal, if known and a date rated

Excellent, good, fair, not rated

  1. Enter amount asked for, amount expected, and amount funded along with corresponding dates.
  1. When proposal is funded, the gift can also be linked to the proposal for reporting purposes.
  2. Mark the proposal inactive if necessary.
  3. Save the record.

Actions related to Proposals

  • Actions can be entered for proposals from the Action tab within the proposal.
  • Click on the Action tab within the proposal and add a new action that will be displayed with the proposal.

Media tab for Proposals

  • A copy of the proposal or any supporting documents can be added to the proposal record through the media tab.
  • The document needs to be saved in the regional Blackbaud folder to be accessed.
  • Click on New Media and search for the file to be added.

Notes for Proposals

  • Notes about the proposal can be entered on the Notes tab. Choose new notepad type.
  • Enter a notepad type (Planning, General or Follow-up), a brief description and any detail in the body of the note.

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