UCSF Fundraising System Replacement

Project

Steve DownsExecutive Director, Financial Services and AdministrationDebbie AnglinSenior Director, Information Management

February,, 2012

University Development and Alumni Relations

• CRM for non-profits is focused on maintaining a life long relationship with the constituent (Donor, Alumni, Volunteer) and the organization

• CRM for UCSF is the responsibility of more than the development/alumni relations officers. Every encounter the constituent has with UCSF is an opportunity to influence the constituent’s relationship with UCSF, positively or negatively.

• A CRM system for UCSF must be an enterprise system that informs how we interact with each constituent and how the constituent prefers to interact with us.

Constituent Relationship Management

Contributor Life Cycle

Gift ReceiptingGift Acknowledgement Letter

Donor Honor Roll

ProspectResearch

Prospect Management

Annual GivingMajor/Principal Gifts

Gift & Endwoment Planning

Alumni RelationsEvents

Social MediaCommunication

VolunteersFaculty

UCSF Administrators

Personal Solicitations/Proposals

Direct Mail/Telemarketing Appeals

Alumni RelationsEvents

Social MediaCommunications

VolunteersFaculty/Campus Administrators

Donor RelationsDevelopment Officers

FacultyStudent Beneficiary

PhysiciansUCSF Administrators

VolunteersEvents

UCSF constituents can have multiple relationships/connections within the university.

To see the complete picture we need an enterprise CRM system that tracks the relationship across the university

• The current Fundraising and Constituent Relationship Management system was implemented in 1999 and is built using Oracle/ PowerBuilder client server technology.

• This system does not currently support the growing business requirements of the campus leadership, University Development and Alumni Relations (UDAR), the UCSF professional schools and Medical Center.

• The system requires extensive technical staff resources to deliver UDAR’s business requirements

History

• There are many manual processes used to manage prospects and process donations that are inefficient and lend themselves to error due to the constraints of the system

• With more automation of workflow, there is opportunity to speed administrative processes and improve the quality of information managed in the fundraising system.

History

• UDAR worked with ITS to conduct a Fit/Gap analysis to determine how well the current system was meeting UCSF’s fundraising and alumni engagement business requirements

• We vetted our analysis through Opinder Bawa, CTO – SOM/ITS

Fit Gap Analysis of the Current System

Capitalize on the benefits of shared and readily accessible Development data across UCSF

Create an on-line presence that increases engagement of university constituent

Utilize the enterprise system model to improve effectiveness

Deliver a system that meets UCSF compliance needs

Support a comprehensive multi-billion dollar campaign to increase private philanthropic support to the university

Project Objectives

• We will present our findings and business case to the following UCSF committees to understand how best to incorporate the system/business needs of the Schools, Department and Medical Center.

– Committee on Business Technology

– SOM MSO Group

– Enterprise Architecture Application Group

– System and Technology Advisory Council

– Information Technology Guidance Committee

• It is our hope that once vetted through these committees, ITGC will present the business case for funding to the Chancellor’s Executive Committee

Inclusive Process

Fit/Gap Analysis Results

The following table summarizes how well the current system meets future needs:

# Short Name Fit/Gap

1 Enterprise Access to Constituent Information

0%

2 Streamline process for updating donor biographical records

50%

3 Gift Administration 50%

4 Business Intelligence/Reporting 25%

5 Utilize Web Social Media / Mobile

25%

6 Integrate with External Systems 25%

7 Alumni Relations 25%

8 Annual Giving 25%

9 Gift Planning 25%

10 Corporate and Foundation Relations

25%

11 Donor Relations and Stewardship

50%

12 Major/Principal Gifts 25%

13 Prospect Management 25%

14 Volunteer Management 25%

UDAR Information Systems Environment

FinanceSystem

Schools and

InstitutesUBOC

Alumni Portal

HR System

Med Ctr Systems (Concierge,

Finance)

Online Donations

Ruffalo Cody

Crystal Report Server

ADMDocument

Management

iModulesAlumni Directory

Alumni Event Registration

Social Network

QASAddress

Validation

Match-ItDup Record Identification

External Daa

(NCOA)

Student System

FinanceSystem

Schools and

InstitutesUBOC

Alumni Portal

HR System

Med Ctr Systems (Concierge,

Finance)

Online Donations

Advance (DASP – Production)

DASR (RPT)

DAST Testing

Vendor DataWeath Engiine,

CAPWiZ

ConvioOn-line Giving

Email Blast

iModulesAlumni Directory

Alumni Event Registration

Social Network

• University-wide investment to:– Provide an enterprise wide system to manage

constituent and donor relationships across the university

– Track all information about constituents seamlessly in one book of record

– Enable better information integration with the university’s administrative and financial systems

– Enhance our online presence to improve the alumni and donor experience

– Reduce supplemental and shadow systems

– Meet UCSF compliance needs effectively (e.g., security, HIPAA and financial reporting

– Enhance and leverage e-communication, on-line/Social Networking presence

Investment for the Future

Vendor Solutions Being Reviewed

• Sungard Advance Web application

• Blackbaud Enterprise Constituent Management System

• Salesforce.com

• Sage Software Millennium System

• Budget request will range between $900K and $2.3Million based on selected vendor

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Project Milestones – Phase I Target Date (02/28/2012)

• Project Start 09/15/2011

• Finalize Subject Matter and Technical User Groups 10/14/2011

• Business process review and requirements gathering

11/18/2011

• Complete Business Process Flowcharts & Business Requirements Documents

12/31/2011

• Complete Gap Analysis 01/30/2011

• Identify System Solution Options 01/31/2012

• Draft Business Case and Budget for Proposed Solutions

3/15/2012

• Present Business Case and Budget to ITGC 4/1/2012

Phase I – Timelines

Q & A

UDAR System Replacement Project