University Advancement provides and supports several widely used computer applications to get our Advancement work done. Depending on your job role, you might use all of them or none. But most of Advancement uses at least one or two of them very regularly. These applications are Advance and its reporting components and Convio.
Advance and Advance Reporting
The UW’s alumni/donor data base has taken several forms over the years. Since 1998 we have been using a database application called Advance, which is currently provided by the vendor called Ellucian. The current version of Advance is accessed within a web browser.
Who and What is in Advance?
|Students very close to graduating, alumni and their degrees New degree information is added on a monthly basis from the Student Database.|
Non-alumni People with a UW relationship of various sorts, such as people on a mailing list, attendees of an event, staff or faculty, key contacts for corporate prospects, and corporations and foundations themselves.
Gift and pledge history Detailed information is tracked on all UW gifts, pledge commitments and fulfillment of pledges. This includes gifts made in kind (non-cash such as computers or medical equipment), by stock transfer, estate giving, and matching company program giving, to name a few common types, and gifts made in all sorts of ways including over the phone, by mail and even online through our SupportUW web site.
|Prospect Management & Tracking (PMATS) ARRM (Advancement Research and Relationship Management) staff utilize Advance to track information about our top prospects’ capacity and likelihood of giving. Frontline fundraisers, usually major gift officers and their support staff, use that research information in the PMATS system, and also enter new information gained as they cultivate deeper relationships toward asking for specific gifts.||
Members of UWAA, Pharmacy Alumni Association, Burke Museum and the UWRA These UW organizations post membership transactions into Advance and use that data to generate membership cards, acknowledgments and memership renewal letters.
|Broad-based engagement tracking“Constituency Group Codes” are used to record our relationships with groups of people who have a common attribute. The most common examples are Activity codes for event invitations, RSVP’s, and attendance tracking, Mailing List codes for mass communication preferences, and Committee codes for tracking participants on all sorts of UW sponsored committees, task forces, or advisory boards.This also includes Appeals which identify what direct mail and Student Calling campaigns have been used to reach out to constituent groups.|
|Contact information and preferences For all of our constituents, we store as many addresses, phone numbers and email addresses as possible, along with statuses and preferences that help us communicate with constituents in the manner they most prefer for various purposes.||
Stewardship information Associated with our endowed gift allocations (funds) we store a range of information about those endowments that guides us in properly thanking their donors and telling them and others the compelling stories about how they came to give those particular generous gifts and the achievements that are made possible by them.
Putting information into Advance and looking at it in a web browser is only half of the equation. Advancement has a Reporting unit that provides information to University administration, Advancement leadership, and even to you individually if you request it. Reports facilitate leadership decision-making, donor stewardship, gift receipts, fundraiser trip planning, event invitations, and many more functions involved in advancing the mission and reputation of the UW.
Standard reports published on a regular basis provide bench marking over time such as the ROC, or Report of Contributions. It is published monthly for the overall University and also for individual units. ReportWriter.NET is the web-based online reporting tool supported by our Reporting unit. You can utilize queries that give customized data for your purposes and frequently tailored to your unit, time period and dollar ranges, and that is just the beginning. If you have an Advance account you automatically get access to ReportWriter.NET. Staff can get a limited account for just a couple of reports if needed as well. Ad hoc reports are available on request for your specific need if the online tool does not have a report that fits your purpose.
If you access alumni/donor information from Advance or reports, you will first have signed a confidentiality agreement binding you to the obligations of keeping the information confidential and using it only for purposes that pertain to carrying out your UW work.
ATS supports and trains staff in the use of Convio, our broadcast email application. We support staff across the institution in sending out broadcast email communications such as departmental newsletters or event invitations, and also for enabling event registrations.
See also these relevant links:
- Alumni /donor confidentiality orientation
- Advance home page
- Advance training calendar and registration
- “Data Out” or Advance Reporting
- “Data In” or information on Advance updates and maintenance
- Convio support & training