Presidential Acknowledgment Process

Indiana University of PA

By

Micki Hart, IA Division Technical Manager

Debbie Brosch, Systems Analyst

Presentation Goal We will be reviewing the process

that enabled us to decide on using a custom system to create our presidential acknowledgment letters, as well as reviewing the actual process itself.

About IUP 14,000 students; 1,800 employees Largest Member, SSHE 3 campuses; 1 center; 1 academy Clock-hour programs Doctoral I

Banner at IUP Implemented five baseline modules and

three “Web For” products 1998-2000 Banner 5.x (soon to be Banner 6) Oracle 9i, OAS (soon to be 9IAS) Sun Solaris

BANNEBANNERR

Banner IT Support at IUP Application Development Group

1 Coordinator 1 Senior Systems Analyst/DBA 2 Senior DBAs 7 Developers

Miscellaneous Entities User Services, Tech. Services,

Academic Support Reps., Power Users

The Challenge We wanted to identify donors, including memo

credit donors, whose donations met certain criteria in order to give them one of 13 letter types signed by the university president.

Initial Set of Letter Rules

Why We Did Not Use AGPACKNWhile used for other acknowledgements at IUP

AGPACKN wasn’t flexible enough this time.

Unable to send letters to memo credit donors. (could not associate gift number with memo pidm)

Solicitation Codes – AGAACKN has no rules for solicitation codes (our capital campaign is identified by SOLC_CODE of GTO%)

We Needed to Mimic AGPACKN

Identify donor gifts/pledges that need acknowledged.

Enter gift or pledge and letter information into a table so no duplication occurs.

No gift or pledge is acknowledged by the president more than once.

Donor never receives same letter more than once within a fiscal year.

First Solution

Develop population selections for each set of criteria (each letter).

Load donor/letter info into AGRACKN table (underlying table to AGPACKN) to avoid duplication.

Problems with First Solution…

Entry via AGAACKN updates the receipted/acknowledgment indicator on AGBGIFT which would interfere with our receipt process.

No way to assign the gift/pledge number to the memo credit donor in the AGRACKN table.

Unsure how to populate AGRACKN, manually or via a program.

Using a pop sel made the same entry eligible for all variations of the letter.

Second Solution Create our own table similar to

AGRACKN designed to fit our needs. Create our own program

To identify donors and assign specified letter codes.

Populate our custom table. Program e-mails listing with

detailed information to end user.

AZRACKN vs AGRACKN

Main additions to our custom table AZRACKN AZRACKN_PIDM is the pidm of the person who

actually receives the letter, could be the memo pidm.

AZRACKN_ORIG_DONOR_PIDM used to track the pidm associated with the gift or pledge.

AZRACKN_FSYR_CODE allows us to track if a letter was already received for current fiscal year.

Custom Built Pro C Program - AWPACKN

AWPACKN is run nightly after business hours by our automatic job submission process. All donations given that day (entry_date) are checked for eligibility.

Determines which letter a donor is eligible for and inserts the information into the AZRACKN table.

Insures no duplicate letters are permitted within the same fiscal year.

Option for Manual Run

If need be, AWPACKN can be run manually

if the nightly auto process fails.

AWPACKN can be run from banner and accepts date parameters to specify what day data should be pulled from.

View AWPACKN listing to determine which of the 30 letters need run.

Program Specifications

Letter Types – AWPACKN ($500 minimum)

  1.. Monetary Gift 2.. Memo Credit from a Monetary Gift  3.. Monetary Gift with a Matching Gift Form  4.. Pledge  5.. Pledge with an initial payment  6.. Memo Credit from a pledge  7.. Gift-in-Kind/Gift of Security  8.. Memo Credit from a Gift-in-Kind/Security  9.. Gift with a non-gift amount  10.. Memo Credit from a pledge with a non-gift amount  11.. Pledge with an initial payment and a matching gift form  12.. Memo Credit from a gift with a non-gift amount

Accumulated Giving - AWPACGV

We also have a 13th letter which has its own custom Pro C program.

It is manually run at the close of the fiscal year and calculates the accumulated giving for anyone who has not received a presidential letter.

If the accumulated giving is $500 or more, a letter is inserted into AZRACKN.

The amount is not shown on the letter.

ALD_PR_ACC1

AWPACKN Report Listing

Letter Generation Process After AWPACKN completes, the 30 letter

generation jobs are initiated. Each job looks at the AZRACKN table for print

date = current date and a specified letter code. Letters are generated when matching data is

found. Completed letters are saved in an online folder for

user review.

Final Step User reviews AWPACKN email

listing and compares to completed letters.

Letters are reviewed and edited when necessary.

… Printed … … Signed … … Sent …

ConclusionWe have been using this process since August.

Benefits we have found: It is very easy – manual tracking is no longer

necessary. Process from gift entry through final acknowledgment

letter is very efficient. Generation of letter can now be viewed on AUAMAIL. We are SURE no donors are missed.

Questions Debbie Brosch dbrosch@iup.edu

Phone Number: (724) 357-2673

Micki Hart mhart@iup.edu Phone Number: (724) 357-3809

Monetary Gift Letters GIFT AMOUNT – split by designation name

Example: $750.00 to the Regional Development Complex$500.00 to the University Museum Endowment$750.00 to the Smith Family Scholarships

The total gift amount of $2000 would be stored in AZRACKN.

ALD_PR_GIF*

Memo Credit from a Monetary Gift Letters

GIFT AMOUNT – split by designation name ORIGINAL DONOR NAME –the name of

the person or business actually associated with the gift number.

Example: $2,000.00 to the Hoover Family Scholarship through Hoover Vacuums Inc.

ALD_PR_GMC*

Monetary Gift with a Matching Gift Form

GIFT AMOUNT – split by designation name MATCHING GIFT COMPANY NAME – the

name of the business who matches the gift. Example: $250.00 to the Unrestricted Scholarship

Fund…… matching gift from FirstEnergy Foundation

ALD_PR_MG*

Pledge PLEDGE AMOUNT – split by designation

name Example:

$1,000.00 to the Jim & Jamie Self Tuba Fund

$500.00 to the Nancy Drew Scholarship

ALD_PR_PLG*

Pledge with an Initial Payment PLEDGE AMOUNT – split by designation

name INITIAL PAYMENT AMOUNT

Example: $500.00 to the Nancy Drew Scholarship

and your initial payment of $125.00

ALD_PR_PLP*

Memo Credit from a Pledge PLEDGE AMOUNT – split by designation

name ORIGINAL DONOR NAME –the name of

the person or business actually associated with the pledge number.

Example: $520.00 to the Legend Club …… through Indiana Nissan

ALD_PR_PMC*

Gift-in-Kind/Gift of Security DESCRIPTION – describes gift DESIGNATION NAME – designation gift is

associated with Amount is not shown.

Example: 60 Shares of Ebay @ $ 86.20 per share to the John and Jane Donor Scholarship

ALD_PR_GKS*

Memo Credit from a Gift-in-Kind/Security

DESCRIPTION – describes gift ORIGINAL DONOR NAME – the name of the

person or business actually associated with the gift number.

DESIGNATION NAME – designation gift is associated with

Amount is not shown. Example: Gift - In - Kind to Hart Hockey

Scholarship through Hart Charitable Foundation

ALD_PR_GSM*

Gift with a Non-Gift Amount DESIGNATION NAME – designation gift is

associated with Amount is not shown.

Example: French Faculty Memorial Fund

ALD_PR_GNG*

Memo Credit from a Pledge with a Non-Gift Amount

DESIGNATION NAME – designation pledge is associated with

ORIGINAL DONOR NAME – the name of the person or business actually associated with the pledge number.

Amount is not shown. Example: through Smith & Company in support

of the Golf Team Business Athletic Scholarships

ALD_PR_PMNG*

Pledge with an initial payment and a matching gift form

PLEDGE AMOUNT – split by designation name MATCHING GIFT COMPANY NAME – the name

of the business who matches the pledge payment.

INITIAL PAYMENT AMOUNT Example:

$400.00 to the Mozart Music Scholarship Fund$600.00 to the Smith Football Scholarship Fund and initial payment of $200.00 … matching gift from FirstEnergy Foundation

ALD_PR_PMG*

Memo Credit from a gift with a non-gift amount

DESIGNATION NAME – designation gift is associated with

ORIGINAL DONOR NAME – the name of the person or business actually associated with the gift number.

Amount is not shown. Example: through Peel Brothers Inc in support of

the Tiger Wood Golf Classic Holding Account

ALD_PR_GMNG*

More Questions Debbie Brosch dbrosch@iup.edu

Phone Number: (724) 357-2673

Micki Hart mhart@iup.edu Phone Number: (724) 357-3809