Xerox® Workflow Automation Services Solution Brochure

Xerox® Workflow Automation Solutions for Higher Education—Institutional AdvancementStreamline advancement gift processing. Extend CRM functionality. Empower your staff.

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Providing gift officers with easy, immediate access to comprehensive donor and prospect information—from any campus location—is a goal of every advancement office. Xerox® Workflow Solutions for Higher Education—Institutional Advancement helps your institution achieve this goal by creating a secure digital record integrated directly with your advancement CRM. Donor and prospect files and supporting documentation are instantly retrievable campus-wide. And many of the manual advancement tasks such as policy and procedure sign-offs and donor contract review are automated.

Access donor information quickly and securely, from anywhere.

Xerox® Workflow Automation Solutions for Higher Education—Institutional Advancement provides advancement offices with a single place to acknowledge and archive policies. With tools to automatically distribute information, the solution makes sure every staff member is aware of the most current policies that are loaded into your system.

By automatically identifying missing documentation as determined by your requirements, Xerox® Workflow Automation Solutions for Higher Education—Institutional Advancement ensures staff information is captured as entered. This can eliminate the need for managers to manually track sign-offs, cutting time spent on administrative tasks.

Gift Agreement ManagementDonors expect institutional memory. With Xerox® Workflow Automation Solutions for Higher Education—Institutional Advancement, it is easy to review associated gift documentation, gift agreements, call reports, donor preferences and other wealth

management details that can help build donor confidence. This database enables gift officers to spend less time managing files and more time preparing for “the ask” and solidifying the gift.

Helps You Reach More Prospective Donors

When it comes to major gift giving, colleges and universities historically engage with a small percentage of donors in their alumni bases. However, institutions are seeing a dramatic rise in donor interest to make major gifts as part of multi-year institution-wide fundraising campaigns, leading to the need to prepare an increased amount of gift agreement documents.

Xerox® Workflow Automation Solutions for Higher Education—Institutional Advancement helps manage this increased volume by providing a central place to process agreements while seamlessly integrating with fundraising software systems. Via a custom-built e-form, you can capture information from the agreement and submit it to the preparation team. The completed form is automatically routed to stakeholders.

Key officers throughout the institution—including legal, academic and administrative leadership—can easily review to ensure that agreements are fully prepared to be presented to donors for final approval.

Donor File Management Xerox® Workflow Automation Solution for Donor File Management makes this dream a reality by creating a secure digital record integrated directly with your advancement CRM. That way, donor and prospect files and supporting documentation are retrievable campus-wide instantly.

Additionally, Xerox® Workflow Automation Solution for Donor File Management can automate many of the former manual advancement tasks such as policy and procedure sign-offs and donor contract review.

Create a Complete Electronic Donor Record

With Xerox® Workflow Automation Solution for Donor File Management, documents are captured and stored electronically—whether they’re scanned, faxed or emailed.

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In 2015 only 8.4% of undergrad alumni gave back to their institutions. Source: Inside Higher Ed “Voluntary Support of Higher Ed by Source,” 2015.

Your institution eliminates the need to manage paper-based documents, reducing associated costs and process delays while ensuring that confidential donor information remains secure.

By integrating with advancement’s CRM system, gift owners, deans, VPs and office staff easily retrieve relevant documents and information without leaving their preferred interfaces—minimizing the need for additional training.

Supports Compliance for Policies, Credentials and More

Xerox® Workflow Automation Solution for Donor File Management provides advancement offices with a single place to acknowledge and archive policies. With tools to automatically distribute information, the solution ensures every staff member has access to the most current policies and supporting compliance initiatives entered into the system. Additionally, the solution provides support for your compliance initiatives in higher education. By tracking the rules you define, Xerox® Workflow Automation Solution for Donor File Management simplifies the storage and retrieval of documents you determine are needed for compliance and audits.

Provides Faster, More Transparent Processes

With folders organized by donor and including information such as prospect research, correspondence and donation history details, tracking interactions becomes simpler. By centralizing this information, advancement staff turnover becomes less of an administrative hassle as donor information doesn’t disappear if a gift officer leaves your institution.

This transparency allows you to track donor information which can help you to keep donor relationships strong, even as staff changes. All of this information is also available online, while still providing the appropriate security donors expect. This enables staff to quickly access or update information, no matter where they are.

Gift ProcessingTo optimize fundraising goals and donor relations, advancement offices and university-based foundations are focusing on improving the efficiency of their business operations. With the advent of new technologies, it’s easier than ever to accelerate the processing of gifts, enabling staff to reduce manual work, allowing more time for stewardship and donor relations. With Xerox® Workflow Automation Solutions for Higher Education—Institutional Advancement, advancement offices and foundations leverage enterprise content management (ECM) to fully automate the receipt, processing and information retrieval of gifts and related documentation.

By leveraging Xerox® Workflow Automation Solutions for Higher Education—Institutional Advancement for gift processing, advancement offices electronically manage documents and utilize process automation tools to efficiently drive collection, matching and routing tasks. Automatically check for prospect matches, open pledges, gift amount thresholds and allocation designations, ensuring that no opportunities are missed.

With preconfigured business rules, our solutions can then create new records, or route items for further review or research before sending notifications to program directors, VPs and other stakeholders.

The system can even generate thank-you letters and other custom correspondence, automatically updating the donor records in the ERP, CRM or donor management system. All this automation frees up more time for staff members to cultivate relationships with donors and prospects.

Donor Process Workflow

Start with electronic donor record—complete donor and pledge history information

Automatic process checks (prospect matches, open pledges, gift amount thresholds, allocation designations, missing info, etc.)

Integrate with fundraising systems

Index and route incoming gifts

Capture and update electronic donor record

Notify departments of designated gifts

Recognize and thank donors

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