Transcript Data Management - Institute of Fundraising

Data Management
John Speed
Agenda
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Introduction
Information is Power
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Sources of Data
Processing
Reporting
With Great Power comes Great Responsibility
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What is the Data Protection Act
Why should you care?
What are the principles
Questions
Introduction
 Who am I
 Why care about Managing your data
Information is Power
Data | Processing | Reporting
Sources of Data
 Where does it come from?
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Professional Fundraising Organisations (PFOs)
Payroll Giving Agencies (PGAs)
Charities Own Fundraising Activities
Supporter Management Systems (CRM)
Employers
Telemarketing
Third Party Lists (e.g. Royal Mail)
Sources of Data
PFOs (New Only)
Management System
PGAs (Monthly Payments)
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Name
Address
Contact Info
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
Mail and Com. Prefs
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Name
Address
Contact Info
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
Mail and Com. Prefs
Monthly Donation
Amounts
Matching
Unique PGA Ref. No.
Unique Charity Ref. No.
Name
Address
Employer
Donation Amount (-Admin Fee)
Matching
Unique PGA Ref. No.
Management Systems
 Where do you store & How process your information?
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On paper
In a spreadsheet (e.g. Excel)
In a custom database (e.g. Access)
With a third party provider
In a dedicated CRM package (e.g. Razors Edge)
Processing: Check Existing
PFOs (New Only)
Charity Own Data
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Name
Address
Contact Info
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
Mail and Com. Prefs
Name
Address
Contact Info
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
Mail and Com. Prefs
Monthly Donation Amounts
Matching
Unique PGA Donor Ref. No.
Unique Charity Ref. No.
Processing: Thank You Letter
New Donor Information
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Name
Address
Dear Mr Smith,
We would like to take this opportunity
to thank you for…………
………………………….
Contact Info
Mail and Com. Prefs
Yours Sincerely,
NI Number
Payroll No.
Employer
Agency
Pledge Amounts
A Charity
Processing: Reconciliation
Charity Data
PGAs (Monthly)
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Name
Address
Employer
Agency
Donation Amounts
Contact Info
Name
Address
Employer
Donation Amount post Admin Fee
Matching
Unique PGA Ref. No.
NI Number
Payroll No.
Mail and Com. Prefs
Unique Charity Ref. No.
Unique PGA Ref. No.
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Unique Charity Ref. No.
Processing: PFO Credits
Check Data
Request
Credit
PFO
Investigates
PFO Issues
Credit
Management Reporting
What's the purpose?
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Forecasting
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Attrition
Previous Year Comparisons
Budgets
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Income / Cost Estimates
Marketing Opportunities
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Newsletters
Statistical Analysis
Sector / Region Comparisons
Strategic Development
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ROI
Marketing
Growth
Attrition
What's the purpose?
 Forecasting
 Budgets
How we calculate:
 Group donors together by the month they are
recruited
 Calculate what % of the donors then stop each
subsequent month with 6 month grace period
 Average attrition values for each month after
signup
Attrition Rate
Attrition
Months after signup
Attrition
Simplified Method:
 Calculate total number of donors giving one
month
 As a % how many of those donors how many
fail to make a payment after
e.g. 100 Donors giving in January, only 99 giving
in February (and never do again) so attrition is
1%
Marketing Opportunities
 Newsletters -> National Change of Address
Database (NCOA)
 Newsletters / Reactivations -> Deceased /
Gone away listings
 Finding Opportunities in Sectors -> SIC Codes
ROI
Costs Per Donor
Income:
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Recruitment (PFO) Figures
Thank You Letters /
Newsletters
Generic Costs
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Materials
Donor Management
Agency Statements
Direct PG
Employer Matching
Summaries
 Can you create 1 page summary reports?
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Recruitment
Previous Year Comparisons
YTD vs. Targets
ROI
With Great Power Comes Great
Responsibility
Data Protection Act - ico.org.uk
Why Should You Care?
 Bank of Scotland £75,000 fax error
 NHS Surrey £200,000 destruction of old
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computers
Call centre £225,000 nuisance calls
B&SUH NHS Foundation Trust fined £325,000
Norwood Ravenswood Ltd: £70,000
British Pregnancy and Abortion Service:
£200,000
What is the Data Protection Act
(DPA)?
 Data Protection Act 1998
 8 Principles of good information handling
 Personal Data
 Rights to individuals
 Data Controllers or Data Processors
Personal Data
Personal data means data which relate to a living
individual who can be identified –
 from those data, or
 from those data and other information which is in
the possession of, or is likely to come into the
possession of, the data controller,
and includes any expression of opinion about the
individual and any indication of the intentions of the
data controller or any other person in respect of the
individual.
Terms
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Data subject means an individual who is the subject of
personal data.
Data controller means … a person who (either alone
or jointly or in common with other persons)
determines the purposes for which and the manner in
which any personal data are, or are to be, processed.
Data processor, in relation to personal data, means
any person (other than an employee of the data
controller) who processes the data on behalf of the
data controller.
8 Principles
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used fairly and lawfully
used for limited, specifically stated purposes
used in a way that is adequate, relevant and not
excessive
accurate
kept for no longer than is absolutely necessary
handled according to people’s data protection rights
kept safe and secure
not transferred outside the EU without adequate
protection
What Next…
 Review the Data Protection Act (ico.gov.uk)
 Seek Professional Advice
 Produce a Data Protection Policy
 Enforce the Policy
Key decisions we have made
 Who has access to what information
 How do we store online / offline records
 How long is the data retained
 When is personal information removed
 How do we share data
Questions
Thank You
John Speed | [email protected]