AdvantageNFP Fundraiser CHASE 2015 data cleaning seminar - February 2015

CHASE 2015

How Clean Is Your Data?

17th February 2015

© AdvantageNFPRedbourn Business Systems Limited

POLITE NOTICEThis presentation is

Copyright © Steve Cast, of Redbourn Business Systems Limited 2015 with

all rights reserved. Please do not distribute this presentation without

first confirming with [email protected]

Thank You

How Clean Is Your Data? Slide 2 © Steve Cast, AdvantageNFP Limited

mailto:[email protected]

Please switch OFF your Phones

Thank You


Question and Answer Session

At The End


Introduction

Developers of the AdvantageNFP Fundraiser integrated fundraising, membership and alumni database and AdvantageNFP Box Office integrated fundraising and box office systems

Redbourn Business Systems formed in 1994

Steve Cast, Founder and Managing Director of Redbourn Business Systems Limited


Please Give Us Your Feedback

[email protected]

For a copy of this presentation please visit AdvantageNFP.com or leave your business card with my colleague, or visit us on our stand today.



So a few mailed letters

didn’t arrive?

Maybe we have upset

the odd widow

now and then

How bad can it be?


Some Facts:

Every Day in the UK:

1,600 people pass away

1,000 people emigrate

18,000 people move house

Source: QAS and CCR Data


Some Facts

3,250 addresses are changed by the Royal Mail

18,000 people register with the Telephone Preference Service

Perhaps Even More Surprising:


Source: QAS and CCR Data

If left alone personal data in your database decays at 11% per year, business data at 37%!


Some Facts

80% of UK Respondents face significantchallenges in complying with new EU Data Protection Regulations

HMRC Gift Aid Claims Will Require Postcodes from April 2015 onwards for UK Addresses.

No Postcode = No Claim

Legislation Issues:

Sources: HMRC & Trend Micro


“Any database is only as good as the information it holds, and old out of date data is of no use to anyone”


Wake Up Call

Has this got your attention?


So What’s the Answer?Presenting a Three Phase Approach to Data

Quality “Data quality

is a journey

not a destination”


Data

Capture

Data Maintenance

Data

Cleaning

Three Phase Approach

Phase 1


Data

Capture

Data

Cleaning

Data Maintenance

Data

Capture

Data

Cleaning

Data Maintenance

Data CaptureStart With The Objectives

• What data do you need to capture?

• What will you use the data for?

• Who will have access to the data?

• Where will it be stored?

• How will it be secured?

• How will you get accuracy at entry?


Address

Membership

Fundraising

Marketing

Data Capture

Take A Postal Address

Central to all these types of databases

How could we

improve capture?


Data CaptureRoyal Mail Post Office Address File - PAF

• Contains All UK Postal Addresses

• Search For Address by Postcode and Optionally by House Name or House Number.

• Match Addresses to the Royal Mail “Accepted” Version.

• Enhance Address Information


Data Capture

Fast,

Accurate,

Correction and

Enhancement

PAF


Demonstration


Powered by AdvantageNFP and AFD Postcode Plus

Demonstration



Data Capture

Case StudyWaterAid has seen an increasing number of supporters responding to ‘fundraising asks’ as a result of more accurate data.

The charity estimates that it raises an additional £12,000 appeal income each year. In addition £1,000 is saved each year from a reduction in the amount of returned mail.

Source: QAS Case StudyHow Clean Is Your Data? Slide 21 © Steve Cast, AdvantageNFP Limited

http://www.wateraid.org/uk/


Data Capture

Case Study

“We estimate that WaterAid raises an

additional £12,000 appeal income each year

because of more accurate data on our contacts”

Dan Lockeretz, Database Manager, WaterAid

Source: QAS Case Study





Phase 2 Data

Capture

Data

Cleaning

Data Maintenance

Data

Capture

Data

Cleaning

Data Maintenance


Data Maintenance

What tools can we expect within the database to help keep captured data clean?


Data Maintenance

Database Tools

• De-duplicate data on entry, using Postcode + Name and fuzzy matching

• De-duplication Reports

• Intelligent Merging

• Segmentation

• User Defined “Do Not Correspond” Codes


Demonstration – De-duplication




Phase 3


Data

Capture

Data

Cleaning

Data Maintenance

Data

Capture

Data

Cleaning

Data Maintenance

Data Cleaning

Essential, but perhaps not the most popular of activities!


Data Cleaning

Extracting Data From Your

Database and Matching it

Against Suppression Files and

Other Data Sources.

What Is Data Cleaning?


Data Cleaning

What Data Is Available?


1,600 people pass away

1,000 people emigrate

18,000 people move houseNCOA – National Change of Address

Mortality Screening

“Goneaways”



18,000 people register with the Telephone Preference Service



Data Cleaning

What Data Is Available?

MPS and TPS Matching/Screening

Regular Postcode Updates and Refinement Regular Postcode Updates and Refinement

There are many data sources out there and with regular cleaning data stays current.

To Suppress Or To Flag?


Data Cleaning

Suppress

• For: Less Records

• Against: Loss of History

• Against: Incorrect data could be added again.

Flag

• For: Full History

• For: Ongoing Suppression List

• Against: More Records

To Suppress Or To Flag?


Data Cleaning

Steve Cast, AdvantageNFP

Recommends Data Flagging to all customers – because of the ongoing benefits of having the data available in the database.

Demonstration – Data Cleaning



Data Cleaning

Legislation Issues:

• Gift Aid Claims• EU Data Regulations


Data Cleaning

Legislation Issues: Gift Aid


Will Require a Postcode from 6th April 2015 for all UK addresses in a claim

Without this claims will be rejected, costing wasted time and loss of interest

Data Cleaning

Gift Aid Solution


Data

Capture

Data Audit

Data Clean

Contact Supporters

Data Cleaning

Legislation Issues: EU Data Rules


Replace UK Data Protection Regs, from as early as 2015 but probably 2017

Cost of noncompliance for organisations with >25 employees is up to 5% of turnover per breach!

Data Cleaning


EU Data Rules

5 Preparation Steps

• Where is Your Data?

• Who Can Access It?

• Your Response to a Breach?

• Invest In Protection Technology

• Education – Board Level Down


Summary



Data

Capture

Data Maintenance

Data

Cleaning

“Data

quality

is a

journey

not a

destination”

“Any database is only as

good as the information it holds, and old out of date

data is of no use to anyone”.

How Clean Is Your Data

Next Actions


Review

Data Capture

Data Maintenance

Data Cleaning


Need Help?

Visit our Stand

www.AdvantageNFP.com

[email protected]


Consider This:How Clean Is Your Data?


Imagine the response rates if your marketing reaches the right contacts because you hold accurate data and you understand what is relevant to your audience.

And furthermore, could responses be even higher if you used those wasted resources to invest in better, more targeted and creative communications?

Consider the real cost of sending communications that end up as waste

Thank You For Your Time


Question and Answer Session


Please Give Me Your Feedback

[email protected]

For a copy of this presentation please leave your business card or details with my colleague, or visit us on Stand 8 today.

AdvantageNFP Fundraiser CHASE 2015 data cleaning seminar - February 2015

Government & Nonprofit

Transcript of AdvantageNFP Fundraiser CHASE 2015 data cleaning seminar - February 2015