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 don't have a similar process, but you may want to use the combo of an "opportunities" function and "task report" in CSuite. We use something similar to track grant status, recognition opportunities, planned giving opportunities and the like.
Build the opportunity
You can create stages/levels that indicate where you at with the opportunity, like "Non-Endowed Fund opportunity identified, Discussions with donor, Agreement reached, fund created, fund review, ...
If you do this, add a number prior to the opportunity stage you create, so when you create your report you can group by stage eg: 1 - Non-Endowed Fund opportunity created, 2 - Discussions with donor ...
Create the opportunity in a profile
Opportunities have to related to a profile, so we use the individual or organization, and then associate it with a fund, so we know which fund we are working with.
We ignore the $ figure fields
We use whatever target date for completion of the last task we have
We add a task to every opportunity and use the current date. (and make sure you have edited your task types to "fund review" or the like so you can filter these in a report)
To have it show correctly in the task report you build so it will sort according to date, create a standard way of describing the task. For example, 07.08.2021 - Due Date for Fund Review - Renew
Build the Task Report and update as needed
When you build the task report, add the Op ID and total the column - that way you will see what fund is at what stage, and how many there are.
Filter to the opportunity type name/task type you will be pulling in.
Add the Stage name and group by this and total column
Add the profile id (so you can hyperlink to the opportunity, and then easily to the fund, when you run the report), fund name, task description and task type name.
Sort the task description by ascending (so the most pressing stuff appears first)
Add anything else that may be relevant for your purposes.
Once created, it is easy to use, but as with everything, updating takes time. 🙄
Other benefits: You can assign tasks from the opportunity that you can send to your email and import to your calendar (but use a different task type or it will muddy up your final report). You can attach documents or notes related to the opportunity to the opportunity.