Data Integrity Puzzle

8/8/2019 Data Integrity Puzzle

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Coding and decoding theCoding and decoding thedatabase puzzle; keepingdatabase puzzle; keeping

constituent informationconstituent information

current and accuratecurrent and accurate


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GoalsGoals

Creative strategies for informationCreative strategies for informationacquisition and maintenance.acquisition and maintenance.

Concepts.Concepts.

Broad brush.Broad brush.


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Who Are You?Who Are You?

Advancement Services?Advancement Services?Annual Fund?Annual Fund?

Alumni Professionals?Alumni Professionals?Is your role clearly defined in regardsIs your role clearly defined in regards

to data collection and acquisition, orto data collection and acquisition, or

are these activities relegated toare these activities relegated toanother area of responsibility?another area of responsibility?

Other areas?Other areas?


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Information ChallengesInformation Challenges


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Data is ComplicatedData is Complicated

Giving Biographical

Solicitation Key for EnterpriseAnalysisMost Difficult to Get

Research

Finance

StudentInformation

System

EventsTelemarketing

WebOthers Outbound to the Web - Internal & External

Consumers

GlobalEconomic &

Other ExternalData Sources


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Not all Data is VisibleNot all Data is Visible

Data Mining Resources

http://www.supportingadvancement.com/reporting/reports.htm

Your Data is Transparent Until You Start to Analyze ItBecomes Opaque Very Quickly


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InternationalizationInternationalization

https://www.starbucks.com/card/default.asp


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BudgetBudget

Commit Resources Now & Plan Ahead

Resources Related to Volume


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StaffingStaffing


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StaffingStaffing


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StaffingStaffing

Records is Often Back RoomRecords Often Least Amount of Budget

Certification of Records Skill SetWere Not Always Good at Marketing


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PrivacyPrivacy

One of the single biggest, if not theOne of the single biggest, if not thebiggest issue in the future forbiggest issue in the future for

acquiring information.acquiring information.

Complication of optComplication of opt--outs.outs.

Ongoing reactivity of privacyOngoing reactivity of privacy

legislation.legislation.

http://www.supportingadvancement.com/records/records.htm


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Getting StartedGetting Started


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Prioritize Elements toPrioritize Elements toCollectCollect


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First ContactFirst Contact


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Your Web SpaceYour Web Space

Next to the personal visit,Next to the personal visit, your alumniyour alumniweb site and alumni communityweb site and alumni community willwill

become the most important and costbecome the most important and cost

effective vehicle for collectingeffective vehicle for collectinginformation.information.

Data, networking, interests, behavior,Data, networking, interests, behavior,

wealth tracking and much morewealth tracking and much more


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Information UpdateInformation UpdateFormsForms

WhatWhats in your form?s in your form?

Compelling case statement?Compelling case statement?

Are you collecting everything you needAre you collecting everything you need

for the new age?for the new age?

Contest, with published winners list?Contest, with published winners list? Encrypted?Encrypted?

Internal and external forms.Internal and external forms.


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Information UpdateInformation UpdateFormsForms

50 Site Survey50 Site Survey

# of clicks to information update# of clicks to information update

11 1 sites1 sites22 6 sites6 sites

33 13 sites13 sites44 2 sites2 sites55 3 sites3 sites

No information update formNo information update form

25 sites25 sites


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Lost AlumniLost Alumni

http://alumni.brandeis.edu/web/classes/lost_alumni.html


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Acquisition prizes for turning in.Acquisition prizes for turning in. Online information on lost alumniOnline information on lost alumni

database driven always.database driven always.

Blind contact friend to contact a friendBlind contact friend to contact a friendas part of the piece.as part of the piece.

Work lost alumni at events on and offWork lost alumni at events on and off

web.web. Lost alumni and ties to reunion bothLost alumni and ties to reunion both

on and off the web.on and off the web.


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Six Degrees of SeparationSix Degrees of SeparationPursuant GroupPursuant Group

Flash solicitation for finding lost alumniFlash solicitation for finding lost alumni

including elements of gorillaincluding elements of gorillamarketing.marketing.

http://pdt.findyourbrothers.org/sixdeghttp://pdt.findyourbrothers.org/sixdegrees/email_1.asp?tpgid=59943944&snrees/email_1.asp?tpgid=59943944&sn

=1=1


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Steps to EffectivenessSteps to Effectiveness


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PartnershipsPartnerships

Information Integrity/AcquisitionInformation Integrity/AcquisitionCommitteeCommittee

Annual fund for volume activities.Annual fund for volume activities.

Partnerships with campus. CareerPartnerships with campus. Career

services, student services.services, student services.

Dovetail information acquisition withDovetail information acquisition withevents.events.

Affinity partners.Affinity partners.


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PartnershipsPartnerships

Cooperative purchases. (NationalCooperative purchases. (NationalChange of Address)Change of Address)

Colleges and departments provideColleges and departments provide

door prizes, raffle items to acquiredoor prizes, raffle items to acquireinformation etc. iPod a month.information etc. iPod a month.

Educating and presenting benefits toEducating and presenting benefits toall areas across campus.all areas across campus.


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EducationEducation BenefitsBenefitsof Good Addressesof Good Addresses

60 Mile Radius or 60 Minutes Driving Time

ConventionalApproach

KM

Approach

Saves MoneyTailored


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Justification WorksheetJustification Worksheet

http://www.supportingadvancement.com/records/data_integrity/impact_on_fundraising.htm


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Performance Track ingPerformance Tracking

By Division, By Record Type, % of Active

Also Available Month by Month for Performance Tracking


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% of Active Entities% of Active EntitiesWith Good Home AddressWith Good Home Address

0.0%

20.0%

40.0%

60.0%

80.0%

100.0%

% of Active 63.0% 64.0% 64.0% 64.0% 64.0% 64.0% 70.0% 71.0%

May 04 Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr 05

Simplify Reporting of this for Management


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Hybrid Data Entry ModelHybrid Data Entry Model

Gifts & PledgesGifts & Pledges CentralCentralEntity CreationEntity Creation CentralCentral

DegreesDegrees CentralCentral

Prospect RatingProspect Rating HybridHybrid

Bio MaintenanceBio Maintenance CentralCentral

Activities and SimilarActivities and Similar -- HybridHybridDemocratization of Database

Empowerment of UsersBuy in to System Use


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Hybrid Data Entry ModelHybrid Data Entry Model

Assign ResponsibilityAssign Responsibility

Easy to see whos notdoing their work.

Bring their dean in

for a tour.


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Data Control ReportsData Control Reports

Every time you find an error in theEvery time you find an error in thedatabase, store this and explanation indatabase, store this and explanation in

a table grouped by user.a table grouped by user.

1 Script, 1 Table1 Script, 1 Table

Hand out as a training tool.Hand out as a training tool.

Highly effective strategy in aHighly effective strategy in adecentralized data entry environment.decentralized data entry environment.


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Data Control ReportsData Control Reports


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AccountabilityAccountability

Job descriptions changed especially inJob descriptions changed especially innonnon--central office to measurecentral office to measureaccountability.accountability.

Accountability for data based on whoAccountability for data based on whossresponsible from a programmaticresponsible from a programmaticstandpoint.standpoint.

Separate update responsibility fromSeparate update responsibility frominformation acquisition.information acquisition.


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Random IdeasRandom Ideas

Laminated luggage tags for businessLaminated luggage tags for businesscards to acquire employment.cards to acquire employment.

Seeding ids in all mailings to getSeeding ids in all mailings to get

copied publications.copied publications.

Provide incentives to eliminate shadowProvide incentives to eliminate shadow

databases.databases.


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Lost DogsLost Dogs

Lost Dogs BrochureLost Dogs Brochure

Better response if theres a contest involved.Publish winners list on web.


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Pushing Your SitePushing Your Site


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The FutureThe Future


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No home phone numbers.No home phone numbers. No address information submitted.No address information submitted.

Checks may never be written.Checks may never be written.

Many email accounts.Many email accounts. New information on research profiles.New information on research profiles.

Web and Online BehaviorWeb and Online Behavior

National change of address services mayNational change of address services maybecome less useful.become less useful.


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Emails, documents, Podcasts, videoEmails, documents, Podcasts, videoclips, blog postings and more becomeclips, blog postings and more becomeessential pieces of information to trackessential pieces of information to track

and manage.and manage. Robots, Electronic ContentRobots, Electronic Content

Management Systems, Digital RightsManagement Systems, Digital Rights

Management.Management. Creative Acquisition, email, flash, moreCreative Acquisition, email, flash, more


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Too Much Info.Too Much Info.


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ResourcesResources

SupportingAdvancement.comSupportingAdvancement.comhttp://www.supportingadvancement.chttp://www.supportingadvancement.c

omom (On the records page.)(On the records page.)

ARMA and Other AssociationsARMA and Other Associations

Lots of web resources out there.Lots of web resources out there.

Google search.Google search.


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Any final questions?Any final questions?

http://www.supportingadvancement.combrian.dowling@supportingadvancement.com

Data Integrity Puzzle

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