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Revenue Administration Part 1

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Preface

This article will be updated on a regular basis. Updates may be required in response to updates to DARS or changes to business processes or errors.

Refer to DARSWiki Conventions for information on icons and other conventions which may apply to this article.

Refer to DARSWiki Conventions for information on icons and other conventions which may may apply to this article.

Ensure you are familiar with the Data Protection laws before adding data to records in DARS. Refer to DARSWiki Further Help for further information and relevant links.

Please think twice before printing this article. If a printed copy is necessary, ensure it is printed double-sided and always recycle old versions.

Introduction

The purpose of this manual is to provide information and process steps to enable you to deal effectively with revenue administration for donation processing in DARS.

In this article you will learn the various tasks and functions associated with processing matching gifts, challenge grants, gift aid in addition to revenue to GL processing, designations and campaigns and GL Mapping as well as any relevant business processes.

If you are a College user, you will require the ‘College/Dept Gift Admin’ and ‘Shared College/Dept Gift Admin’ roles in order to access and use the functionality described in this user guide. If you are a Central University user, you will require the ‘Central Gift Admin’ and ‘Shared Central Gift Admin’ roles in order to access and use the functionality described in this user guide. If you are unsure of your role and access rights to the DARS system, please contact the DARS Helpdesk (see DARSWiki Further Help for contact details).

Objectives

This manual specifically addresses information and process steps to:

  • Search and view constituent revenue information and records.
  • Add pledges, recurring gifts and payments individually, and in batch.
  • Edit pledge, recurring gift and payment details.
  • Manage foreign currency transactions.
  • Process donations for challenge grants and matching gift claims.
  • Add Gift Aid declarations to constituent records.
  • Run the R68 Report.

For system administration setup information see the Designations and Campaigns, and GL Mapping manuals.

Pre-requisites

It is assumed you already have a good basic knowledge of DARS, and a good working knowledge of the functionality and processes covered in the DARS Fundamentals 1 and Fundamentals 2 courses. It is also assumed you have a good knowledge of revenue administration for gifts within the Oxford collegiate university context.

Intended Audience

  1. OUDO Gift Registry
  2. College Development professionals and Finance professionals who process gifts.

This training user guide is split into the sequential sections listed below. To jump straight to a particular section, please click on the section headings below.


Advanced Revenue Update/Data tasks are described in the following mini-guides:

Background Information

Definitions

At the core of Revenue Administration is the coding and classification of records. The table below gives an overview of the terminology used in DARS. Refer to the Glossary, and other documentation, on the DARS website for further information.

Designations and Fundraising Purposes


How revenue is applied. Fundraising Purposes (the reasons your organisation raises money) form the building blocks of designations and the Fundraising Hierarchy is a visual representation of the organisational structure of your Purposes; these can be nested across up to five levels.

Gift totals at each level of the Hierarchy ‘roll up’ and are included in a Purpose’s parent total toward a goal.

After you establish your Designations, you can associate revenue with them. They can also be associated with Campaigns to track performance, and a variety of reports and KPIs are available to help you determine the effectiveness of your fundraising efforts.

Campaigns

Reporting structures for Participants to view and analyse the success of their fundraising activities. For example, you can set up Campaigns based on different Designations, Appeals and/or Opportunities.

Campaigns can themselves be grouped within a Campaign Hierarchy. The ‘Destination Fund’ Campaign Hierarchy details the final destination of a ‘Transfer’ gift. Typically, a campaign occurs across a specific time period and has a monetary goal.

Transfers

Refers to the transfer of gifts which are received by one entity (e.g. the Central University) with a specific instruction from the donor that the funds go to another entity (e.g. a college). DARS has customised functionality for this transfer process.

Tribute

Used to indicate that donations should be recognised ‘In memory of’, ‘In honour of’, or ‘On behalf of’ someone other than the donors.

It is usually associated with a specific designation.

Appeals

This describes how a donor was approached for a donation. An appeal can be thought of as a series of planned efforts such as direct mailings, e-mailings, telethons or even events to contact a group of constituents, often but not always in order to generate gifts. Typically, an appeal occurs across a specific time period and has a monetary goal. You can view the dates of the appeal, its associated marketing effort(s), event(s) and package(s), and whether the constituent responded.

Opportunities

These track unqualified, qualified, response pending, accepted, rejected and cancelled ask amounts, and other related information such as designations and likelihood, associated with the solicitation step of a Prospect Plan. Revenue can then be associated to an Opportunity.

Opportunities are usually associated with [a] specific designation/s.


Anonymous Constituents and Gifts

The table below outlines the various anonymity options available in DARS and, where relevant, how this affects the revenue record.

Type

Description

DARS Overview

Anonymous gift


No public recognition for specific donation.

Donation should not appear in publications.

Revenue record is marked anonymous.

Revenue record is suppressed from queries/exports for publications.

Donor gives anonymously


Donor doesn’t want their name appearing in any publications crediting them as a donor.

Constituent record is marked ‘gives anonymously’.

Constituent record is suppressed from queries/exports for publications.

Constituent’s revenue records default to anonymous.

Secure or Strictly Anonymous Constituent

Donor wants their identity to be hidden from other Participants

This can be achieved in DARS by adding a Secure Site (or Strictly Anonymous Site if the donor is to be hidden to all but senior staff within the Participant) to the constituent record – note therefore that this should only really apply to non-alumni that have a relationship only to one Participant.

Secure or Strictly Anonymous Revenue

Donor wants gift to be hidden from other Participants

This can be achieved in DARS by adding a Designation with a Secure Site (or Strictly Anonymous Site if the gift is to be hidden to all but senior staff within the Participant) to the revenue

Using Query for Revenue Analysis

You can use the query functionality to query on various components of Revenue.

Additional Source Views available within Query for revenue administration users include Revenue, Revenue Application, Planned Gifts, Designations, Fundraising Purposes, Appeal, Campaigns and Tributes. See the Fundamentals 2 manual for further information on creating and using queries.

Using the Gift Aid refunds query nodes

Gift Aid refunds query nodes are available and can be used for the R68 report. How to access the Gift aid query nodes can be found in the revenue section of the query glossary Query Glossary

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Several Smart Fields are also in development, to be implemented at a later date, and these will be available for use depending on your security level and role permissions. A separate Quick Reference Guide is available.

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Jump to next section: Constituent Revenue Records

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