D A T A A N A L Y S I S T I P S & T R I C K S

A R D C O N F E R E N C EA P R I L 1 6 , 2 0 1 3

User Group

Agenda

Chicago Affinity Programs Griffin to Sphere Email Data Griffin to Sphere New Graduate Status Updates Extracting Gifts to a Single Allocation Creating a Giving Spreadsheet Q & A

L U C I E S A N D E L

A S S I S T A N T D I R E C T O R , C A R E E R & A F F I N I T Y P R O G R A M S

Chicago Affinity Programs

W H A T I T I S ,I M P O R T A N T D A T A ,

A N D R E C O R D I N G T H E D A T A

Affinity Data

Chicago Affinity Programs

Industry or professional interest Shared identity Shared University experience (recognized student

organizations, athletics, house system, etc.)

Important Data to Track

Membership Volunteer Leaders Regions

Sorting the Data

Griffin Help creates new “activities” and “vol activities” as new groups are formed

Affinity Groups are “opt-in” Opportunity to learn more about members Create Google Docs based on Griffin reports

A N E X A M P L E : F I N D I N G , V I E W I N G , A N D A N A L Y Z I N G

A L U M N I I N T H E M I L I T A R Y

Finding Alumni

Bio: Exportable Bio Core

Data Analysis

Bio: Demographics

Where are members located?

Membership Heat Map

C R A I G W U

I N T E R A C T I V E M E D I A D A T A A S S I S T A N T , C O M M U N I C A T I O N S

Griffin to Sphere

E R R O R S U S I N G I N A D E Q U A T E D A T A A R E M U C H L E S S T H A N T H O S E U S I N G N O D A T A A T

A L L .

~ C H A R L E S B A B B A G E

Email Data Submission

Purpose

Providing alumni data for email solicitations, events or announcements

Exclude entities with special handling No Contact via Email No Solicit via Email Do Not Release ANY Information

Report for Emails

Bio.Exportable Email File Includes Special Handling Exceptions

Results of Report

Griffin ID Entity First Name Entity Last Name Preferred Email Address

Considerations

Appeal Codes Unnecessary to include within data file One code per email Not directly connected to data

Salutations WYSIWYG Preferable to have uniform salutations

Formal vs. First name

Griffin IDs & Without IDs Separate into two (2) lists

Email Exclusions

Coded as: President & Wife University Trustee Dean Officer Faculty

Also removes: Deceased Unsubscribed from Campaign Unsubscribed from all University emails

Data Validation Process

Data Validation

Tool

Data File

Segment ID

Sphere Data

Segment File

Add / Update

File

Sphere

Updating New Graduate Status

T H E M I N D O N C E E N L I G H T E N E D C A N N O T A G A I N B E C O M E D A R K .

~ T H O M A S P A I N E

Locating New Graduates

Completed on a quarterly basis Manual process to provide access to the Alumni

Directory

Export File for Upload

Bio.Exportable Bio Core

Updating Student Memberships

Griffin Export File

Data Formatter Sphere

V I C K I S C O T T - S A C H

G I F T M A N A G E M E N T S P E C I A L I S T , S T R A T E G I C R E S E A R C H & A N A L Y S I S

Extracting Giving Data

H O W T O G E T A L I S T O F A L L G I F T S T H A T W E R E M A D E T O A N A L L O C A T I O N A N D V I E W

I N M I C R O S O F T E X C E L

Gifts to a Single Allocation

Find the Account Number in Griffin

GrifFind: Search Type - Allocation Result Type - Allocation List Search Criteria - Quick Lookup Allocation Code - put in the 5 digit acct. number (i.e., 33391)

View Results

The entire 10 digit number is needed (i.e., 33391-4250-3)

Find the Gifts

GrifFind Search Type – Giving Transaction Result Type – Giving Transaction Search Criteria – Allocation Allocation Code – enter the entire 10 digit number

Narrow Results

Intersect results in GrifFind with additional criteria

Date Gift Type Appeal Amount

…

Gift.Exportable Giving Transaction

Analyze Data

Export to Excel Sort and filter as needed

Q U I C K L Y P L A C E A L L G I F T S F R O M A N E N T I T Y I N T O A M I C R O S O F T E X C E L S P R E A D S H E E T

Make a Quick Giving Spreadsheet

View Giving Data on Entity Record

Navigate to Giving Transactions on an Entity record

Export Gifts to Excel

Click on Options > Export Form

Click on Open when prompted

Export Data

Basic export Look at all columns to apply filters as needed Exports all gifts, not just where primary donor Field names not formatted Data not formatted

G E T I N F O R M A T I O N A B O U T A L L A C T I V E O U T S T A N D I N G P L E D G E S A N D P R O J E C T E D

F I S C A L Y E A R O F P A Y M E N T S

U S E D T O H E L P M A K E E S T I M A T E S A B O U T H O W M U C H C A S H W I L L B E R E C E I V E D D U R I N G E A C H

F I S C A L Y E A R I N T H E F U T U R E , I F D O N O R S W I L L P A Y O N T I M E

Pledge Projection Summary

Context Free Report

Process and View Report

View by (tabs on output): Units Allocation Fund Class Allocation Purpose Program Allocation Priority Underpaid Pledges

Sample Output

G R I F F I N H E L P @ U C H I C A G O . E D U

P L E A S E M A K E S U R E Y O U F I L L O U T Y O U R S E S S I O N E V A L U A T I O N

Questions

C O M I N G S O O N T O A C O M P U T E R N E A R Y O U !

Griffin 9.8 Upgrade

A Sample of New Features

Google maps integration More browsers supported (IE 9, Firefox, Safari, and

Chrome) Autoclearance emails will contain enhanced content

to help URM’s make better decisions faster Merge, Intersect, and Exclude clipboards New Address Validation Tool International addresses will be validated regularly

Timeline

Thursday, April 18, 2013 What’s New in 9.8 training-on-demand snippet

Thursday, April 25, 2013 at noon Maintaining Addresses in 9.8 training-on-demand snippet Griffin down for upgrade

Monday, April 29 Griffin 9.8 up and running Lunch ‘n Learn (Alumni House 12-1)

Monday, May 6 Lunch ‘n Learn (401 N. Michigan 12:30-1:30)

Griffin Help website: http://griffinhelp@uchicago.edu Training > Griffin Training on Demand

K E E P U P T O D A T E O N I M P O R T A N T A N N O U N C E M E N T S

L I K E U S

U N I V E R S I T Y O F C H I C A G O G R I F F I N H E L P

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