Transcript Document

Advance Illinois:
Creating a Legacy and
Foundation for WorldClass Advancement
Strategies and Practice
INTRODUCTION
Michael Hites
Interim Chief Information Officer, University of Illinois Foundation
Mike Davis
Technical Lead, Advance Illinois Project
Joe O’Neill
University of Illinois Foundation User Support
PROJECT PURPOSE AND VALUE
The Advance Illinois project is an opportunity to
create a long-lasting foundation for world class
advancement strategies and practices. AI will be a
catalyst in the strategic transformation that will
improve advancement beyond management into
understanding and engagement at many levels, and
with that, the results of fundraising.
WHAT IS ADVANCEMENT?
Advancement is the strategic, integrated method of identifying
and managing relationships to increase support among an
educational institution's key constituents, including alumni,
friends and business and philanthropic entities of all types.
Advancement facilitates the University’s academic, research,
economic development and public service excellence through
the integration of marketing, communications, alumni relations
and development.
ADVANCEMENT AT ILLINOIS
Three campuses (UIUC, UIC,UIS), deans and directors of colleges and
units, University Administration (UA), the University of Illinois Foundation
(UIF) and the University of Illinois Alumni Association (UIAA) all have staff
devoted to advancement work.
The Advancement Community at the University of Illinois is made up of
over 500 individuals. From time to time even more users will interact with
advancement IT systems.
CURRENT IT SYSTEM
The current advancement technology infrastructure is primarily based on
a core system (FACTS) that is over 20 years old. UIF owns and maintains
source code for FACTS. UIF has enhanced FACTS and related software
over the years, but the infrastructure is old and difficult to maintain.
The lack of Constituent Relationship Management (CRM) technologies
and analytics means communications are inefficient. Event management is
not supported or integrated and engagement cannot be tracked and
managed, lowering overall outcomes.
Better information on alumni, donors, potential donors and friends is
essential to transforming philanthropy at the University of Illinois.
THE ROADMAP
A plan created in partnership between UIF, UIAA and campus,
colleges and units.
Private Funding for a Public University to offset reductions in
public funding.
A comprehensive development program that seeks to double
giving within 7-10 years and increase engagement (volunteers,
events, annual giving) at the same level.
UNIVERSITY OF ILLINOIS SYSTEM FUNDRAISING
In millions of dollars. Figures as of February 28, 2014.
See the full presentation under March 14 2014 meeting materials at http://www.trustees.uillinois.edu/trustees/agenda/March-6-2014
UNIVERSITY OF ILLINOIS SYSTEM FUNDRAISING
In millions of dollars. Figures as of May 29, 2014.
The Advance Illinois project is focused
on cross department/campus/unit
cooperation in the Advancement
Community to achieve collaborations
and consensus in implementing new
technology.
Individuals Represented
88 Individuals serving in 162 Functional
Team Positions
Individuals Not Represented
Project Office Members and Technical Team
Members Assigned as Technical
Other 6%
UIUC 27%
UIF 36%
UIS 8%
UIAA 13%
Functional Teams
Alumni Membership and Groups
Annual Giving and Marketing
Communications
Core Principles
Corporate and Foundation Relations
Development / Prospect Management
Donor Stewardship and Recognition
Electronic Documents Management System
Event Management
Reporting/ Business Intelligence
Research
Revenue Operations
UIC 10%
FUNCTIONAL TEAM REPRESENTATION
AI IMPLEMENTATION
Blackbaud Constituent Relationship Management (CRM) Alumni and
Donor Enterprise Advancement system: Transition from desktop-based
FACTS to web-based CRM with UIF as custodian of database on behalf
of the Advancement Community.
Hyland OnBase: Active Electronic Documents Management System
replacing current Documents Manager and Records Manager systems.
Business Intelligence: Rebuilding and enhancing all reporting tools
integrated with CRM.
BLACKBAUD CRM
BB CRM is a web based relational database that automatically tracks
relationships between individuals and organizations. BB integrates different
functions performed within the Advancement lifecycle.
• CRM, Events and Marketing and Communications will be web-based
• Fund Database (Part of the Fund DB will be absorbed by BB)
• Donor Portal for Donor self-service
• Accessible via mobile devices and multiple browsers
• Able to use international characters (e.g. Mandarin Chinese)
• Includes performance monitoring and reports via dashboards
CRM FUNCTIONALITY
Corp.
Dev. &
Event
Mgmt
Web
Integration
Constituent
MG,PG &
Prospect
Mngmt.
Core Principles
Revenue
Operations
Annual
Giving &
Direct Mail
Donor
Relations &
Stewardship
Foundation
Giving
Security &
System Admin.
Technical Integration
Data Warehouse
& Reporting
FUNCTIONAL AREAS AND TEAMS
PROJECT TIMELINE
INITIATE
11/2013
Contract
Approval
(11/25/13)
PLAN
11/2013 2/2014
DESIGN
2/2014 3/2015
Project Kickoff
Design Sessions &
Walkthroughs
Project Team
Orientation
System
Configuration
Communication
Conversion Test
Run 1 (TR1)
Change
Management
Project Team
Training
Environment
Installation
Custom Work –
Sprints
Enterprise
Document
Management
System (EDMS)
Data Warehouse
and Business
Intelligence (BI)
Reporting
TEST
2/2015 –
9/2015
DELIVER
10/2015
SUPPORT
11/2015 1/2016
Conversion Test
Runs (TR2-TR4)
Final Run
Conversion
System
Stabilization
User Acceptance
Testing (UAT)
Mock Go Live
Ongoing
Support
Go-Live for all
Users 11/2015
End User Training
IMPACT ON IT PROFESSIONALS
• Single access point for anyone associated with advancement
activities at all campuses, departments and units.
• Document management at the point of creation complete with
metadata and secure archive.
• Elimination of shadow databases and document stashes.
• New support functions based at UIF.
• Live data in Sandbox environment January 2015.
• End user training (via UIF and Blackbaud) beginning February 2015.
WHAT THIS MEANS TO YOU
• Fewer “Where is X?” questions. Intuitive interface at one stop CRM
database for means fewer support inquiries from advancement
community users at college, department and units.
• Menu of reports and queries available on a dashboard and a
streamlined process for request and creation of custom reports.
• Integration with Outlook for eased Communications and Events
Management creation and tracking.
• Constituent self-service portal to integrate into college, unit and
department development web pages.
BLACKBAUD CRM DEMONSTRATION
Joe O’Neill
University of Illinois Foundation
User Support
COMMUNICATIONS
Advance Illinois website:
http://web.uillinois.edu/advanceillinois/
You can email the project at [email protected],
email Bruce Adams at [email protected]
or send a suggestion via the website feedback form.
Monthly newsletter on comes out the 15th of each month.
Email [email protected] to be added.
Project members are available to brief groups
across campuses and units. Get in touch for more information.