I am starting to work on a process/procedure to share with our team for consistency in entering new profiles. Would anyone be willing to share what you use with your team?
Hi Karen - I'm interested in how others handle this.
We don't have a formal document yet - a wish list!
We have some data clean up to do, as we have changed how we are using households. Now, we use households for those individuals that are in the same residence, each member having their own profile, and link their individual profiles together with their association (spouse, child etc)
For those that belong to an organization, we always add their title and organization, as well as mark their address as "office address" and phone as "work phone" if it is a direct line.
We link them to a fund, if appropriate, with a profile category of fund advisor, donor, founder, primary and/or secondary.
We link organizations to a fund with a profile category of grant recipient, if they have received granting, and the year.
We link business contacts with organizational profiles. When that person is no longer associated with the business, we change their association to "former employee" and delete their business contact information.
We keep documents and notes related to a fund on the fund profile, not the profiles of the fund advisor, donor etc
Contact with an organization is kept with the organizational profile, not the business contact profile.
We sync all business contacts that may be associated with organizational grant with the GLM.
Grant related documents are kept with the grant. We do all our granting out of the GLM - even if it originates in CSuite because it is an interfund, payment directly to scholarship recipient or from the Donor Portal. We sync all grants.
We need to rethink how we are using the profile link function between businesses and organizations - which field should we use as the actual title field, and which should be our generic capture? For example, someone who is "Director of Philanthropy" in one organization could be a "Director of Donor Relations and Philanthropy" at another.
If we receive an update on contact info or other, we make the change and add a note indicating why a change was made.
And, I check obituaries everyday to see if someone within our system has passed on (and mark their profile as deceased/do not mail/add copy of obit) or someone close to them has (adding the obit to their individual profile).
Hope this helps!
we have struggled with this for awhile, as we were early users and the system had not been as robust. We currently start the profile with a household if there are partners, and then if we find that we have more frequent contact with the partners - we create individual profiles and connect them to the household. If it is a married couple with a community foundation fund, then we automatically create a household and link the individuals to it. We do most of our note taking on the household and most of the gifts on the household. If the partner is giving a gift such as a qcd, then we put that gift on the individual. For organizations and companies, we create the organization and put in a main contact, we then link individuals associated to the organization.
I hope this is helpful!
Whatcom Community Foundation
For the moment, we have decided to have one person do profile entering and editing so it doesn't get muddy.