Functional Areas:

Analysis

BBIS

Blackbaud Internet Solutions – This is an email client that can be used to send out basic, informational newsletters, quarterly reports, etc. via email where no response is desired from the recipients.

BBMS

Blackbaud Merchant Services – a service used to process credit card transactions of donor gifts.

CRM

Constituent Relationship Management

Query

A down and dirty way to compile information using specific search criteria with an output that follows an Excel format.

Report

A formal list with pretty format that shows information searched on.

Constituents

Attribute

Some characteristic of a constituent that doesn’t fit in another functional area in GAIL that can be used to track multiple records.

Benefit

Goods or services provided to a donor in exchange for their gift. Benefits reduce the receipt amount.

Committee

A distinct type of group record used for UGA-related groups. These come with additional summary screens and information tabs for fundraising goals, etc. Committees can be related to other committees to create subcommittee structures.

Constituency

Describes how a constituent is related to the University, e.g. “Student”, “Alumni”, or “Donor”. A constituent can be described by multiple constituencies.

Constituent

An individual, group, or organization record within the GAIL system.

Documentation

Notes, media links, and attachments added within the GAIL system.

Duplicate

A constituent that is represented by two or more constituent records, duplicates must be kept to a minimum. Each individual, organization, or group should only be represented by a single constituent record in GAIL in order to avoid confusion, miscommunication or worse.

Group

The constituent record type for a logical grouping of individuals, when the individual records are made members of the group record.

Individual

The constituent record type for a person in GAIL. Individuals can be related to other individual, organizations, or be members of a group.

Organization

The constituent record type for an organization. Individuals can be related to organizations as employees and contact persons, and organizations can be related to each other to create parent/subsidiary structures.

Recognition Program

The distinction given to certain donors who meet certain giving criteria. These can be configured according to the terms of a particular program.

Relationship

The connection between two constituent records. These can take the form of simple relationships or complex relationship types with additional functionality, such as employment, marriage, or parent company/subsidiary relationships.

Report

A formatted list of information based on filtered criteria chosen by the user.

Tribute

A tribute is created for each individual honored or memorialized through gifts, storing information related to the acknowledgement recipient and a default designation, if appropriate. They also allow tribute gifts to be easily viewed together.

Events

Event

Can be single or multi-level.

Event Attribute

Commonly referred to as a junk drawer. Event attributes can be used to supplement the information already stored on event records in order to track additional information. You can create an unlimited number of attributes for events.

Event Coordinator

Can be staff members or committees that are chosen to oversee an event.

Event Invitations

Can be sent through mail or email and are used as a way to tag constituent records.

Event Registrant

Constituent who has registered to attend an event.

Events Calendar

Can be viewed by day, week, month or year and displays all events that have been set up to display on the main calendar. Events will only be listed on the calendar if they have been entered in the GAIL system.

Expenses

An event expense is a debt your organization incurs or plans to incur when you host an event.

Lodging Options

Facilities where your registrants can stay when they travel to events. For each location, you can view its name, phone number, address, and contact. You can also view any additional comments entered about a location.

Naming Convention

Set abbreviations to identify schools/colleges, departments, and units at UGA. Please see the “Naming Conventions” link on the GAIL website. Naming conventions are used to correctly link all events, marketing efforts, etc. to the appropriate school, college, or unit. Example of an event name is as follows: COE – Alumni Tailgate – 2013.

Registration Options

Specific options that you define for each registration type included in the event.

Registration Packages

A package of registration options used in multi-level events which allow registrants to register for more than one option at a time.

Speakers

Registrants who have agreed to speak at your event. Speakers must also be constituents in the system.

Task

An event task is a job required in preparation for an event. You can use the task tab to track tasks for an event, the date the task must be completed, and the owner of the task. Reminder: when adding a task “Name” is the name of the task and “Owner” is the person to whom the task is assigned.

Fundraising

Campaign Hierarchy

Campaigns in a hierarchy can offer a consolidated view of progress toward goals. When you add a new campaign, it is a top-level campaign in its hierarchy by default. You can add the campaign to the hierarchy of another campaign if needed.

Donor Challenge

A fundraising tool to help increase support for a specific cause. A major donor or corporate sponsor can pledge a large sum to challenge the organization to raise a specific amount from other donors. A donor challenge can have an internal sponsor or an external one. The program includes two types of donor challenges: “Match per gift” and “Lump sum match.”

Fundraiser

The people who are involved with a prospect’s management, including planning, cultivation, and solicitation stages.

Naming Opportunity

A recognition, such as an engraved brick or the ability to determine the name of a building, constituents may receive when they contribute a specific amount to your organization.

Purposes

The reasons your organization raises money and they indicate how to allocate your donors’ gifts. Fundraising purpose types are the basis for fundraising purposes. You define characteristics for each type so that purposes based on that type will include specific information.

Marketing and Communications

Acknowledgement

Gift thank-you (letter, …)

Appeal

Identifies as annual marketing effort.

• Appeals will be established annually and labeled as … FY14 Georgia Fund, FY14 Business, FY14 Warnell

Appeal Mailings

Smaller mailings with simple messages.

• no specific ask amounts

• simple selection

Ask Ladder

Sets fixed or calculated ask amounts included on a solicitation.

• ask ladders are based on a value from the constituent’s giving history

Channel

Identifies the type of solicitation – phone, direct mail or email.

Communication

Recorded on a constituent’s record individually, through a direct marketing effort, or through an acknowledgement process. These describe written communications to constituents, e.g. appeals, acknowledgements, or newsletters.

Creatives

Individual art pieces, letters, scripts, emails, etc.

Direct Marketing Efforts

Robust mailings with greater variability.

• ask amounts may be specific to a previous gift

• segments may receive variable packages

Exclusion

offers an overall exclusion to a marketing effort.

Finder Number

Assigns a sequential number to an individual when an appeal is activated.

• finder number associates marketing effort, segment, fund designation and markers for reporting

Marketing Effort

Name for an individual solicitation.

• multiple marketing efforts are conducted for an appeal

Marketing Planner

Outlines the strategies (audience and timing) for unit marketing efforts.

• planner provides a work space to chart annual solicitations and communications

• plans must also be added to the planning calendar when activated for all users to view

Packages

Groups items delivered to an individual in a marketing effort.

•packages may contain a letter, envelope, contribution card and return envelope

Planning Calendar

Charts system-wide communications for all users.

• planner documents when efforts (marketing, communication, invitations, activities) are activated

Pledge Record

Allows a user to view the content and costs of a particular package.

Receipt

Received for gift/donation made.

Seeds

Represents people who can be included in a marketing effort.

• seeds may be used for the purpose of sharing information with benchmarking groups or verifying that the job is produced correctly

Segment

Specifies a collection of donors/prospects who will receive the marketing effort.

• a segment is built from selections

• selections are developed from queries

• enables users to group donors by choosing selections and filtering

• multiple segments take existing selections and combine multiple selections to create a segment based on filtering specific criteria

• group segments allow a user to add multiple segments to a marketing effort

• order is important in the group listing because records can only be in one segment

Segment Record

Allows a user to view the components of a segment – KPIs, efforts and members.

Selections

Identifies the individuals who are targeted for the communication, activity, solicitation.

• selections are the low-level building blocks used to create segments

Source Code

Serves as measurement of response.

• source codes help establish the combination of segment, package, solicitation effort, etc. for a particular gift

Source Code Parts

Serve as the building blocks for the source code.

Universe

Provides overall inclusion to a marketing effort.

Vendors

Allows users to manage and track vendors who provide products and/or services.

• vendors become a constituent record within the system and are set-up as an organization

• search constituent records first before adding a new vendor

Prospects

Annual Fund/Gift

Is any contribution that is not a payment on a Major Gift Opportunity/Pledge unless established as a Leadership Annual Gift component ($1,000+) of the total opportunity.

Completed Step

Pending steps should be updated to completed status after the task is accomplished. If you enter a contact report on a pending step, it will automatically have a completed status which will enable you to make the next step pending.

Contact Report

Entered on a pending step and will mark that task complete; this will show up as an interaction.

Designation

The specific fund identified to benefit from the opportunity.

Fundraiser

An individual must have this Constituency added to their record to have access to a My Fundraiser Page, to request research, or act as a Plan Manager or Solicitor on a Prospect Plan.

Interactions

Where you will enter any exchange with a constituent that is not associated with a plan. Interactions will not show up as a contact report.

Liklihood

The confidence level of an accepted opportunity by the projected ask date. This subjective definition assumes the actual response will be within the fiscal year of the ask with some exceptions. Default categories of likelihood are limited to:

• Low — interest is unclear and/or priorities have changed 25%

• Medium – confirmed interest, but noncommittal on amount and/or timing. 50%

• Strong – high confidence of commitment; date and/or amount in question. 75%

• Definite – highest confidence of both commitment level and date 100%

Major Gift

Any gift tied to an opportunity in GAIL.

Major Giving Prospect

Constituency required in order to enter Plans.

Opportunity

Records the financial details associated with a Plan and links the ask amount with Gift Accounting, completing the transaction. Cannot be entered without being tied to a plan.

Pending Step

The steps that are associated with a plan that will show up on your my fundraiser page.

Planned Gifts

The tab where you can find the details on a Planned Gift.

Planned Giver

Donor who has a documented planned gift.

Planned Step

This steps will not show on your my fundraiser page until status is updated until pending.

Primary (Plan) Manager

Fundraiser responsible for overseeing a specific plan on a Prospect.

Prospect

The functional area in GAIL that includes tools, reports, and views of constituents that have been defined as potential sources of support, whether individual, corporate, organization, or foundation. In order to operate in this area, an individual must have a “Fundraiser Constituency” added to their record.

Prospect Analysis

This is a query tool; recommend that you work with IT to set up your query.

Prospect Manager

Person who is the key point of contact regarding all aspects of a prospect’s interactions with the University of Georgia, including cultivation, solicitation, stewardship, etc.

Prospect Plan

The fundraiser’s outline of the strategy to engage a prospect in the cultivation, solicitation, stewardship cycle.

Prospect Research Page

This page is tailored for the central office for advancement research. Please use the research request tab from your my fundraiser page.

Prospect Research Request

This initiates the gathering of data pertinent to the fundraising cycle on a specific prospect. To request research you must have a “Fundraiser Constituency”.

Prospect Summary

This is a summary of all active and historical prospects. Not a relevant indicator at this time.

Prospect Team

A summary of fundraisers associated with a Prospect. (This is not where you add additional Plan Managers, Solicitors, etc. Add them to the Plan.)

Research Groups

static groups of constituents that researchers use to locate prospects and determine the quantity, quality, and type of prospects available in their database.

Secondary (Plan) Manager

Additional fundraiser responsible for overseeing a specific plan on a Prospect.

Secondary (Plan) Solicitor

Additional fundraisers and others, including Deans, Directors, and Volunteers, involved in advancing a plan on a Prospect.

Stewardship Plan

Is a series of steps that stewards complete in order to initiate and manage contact with constituents. Each plan details how often plan stewards should contact the constituent, the contact method, and the objective. A plan also provides information about the constituent so stewards can coordinate personal and meaningful interactions.

Unplanned Contact Report

Is associated with the plan, but not part of a step: this will show up as an interaction.

Wealth & Ratings

Scores are a collection of identifiers from previous capacity screenings. They are refreshed periodically through batch processes through third party suppliers and also from manual review and documentation by the Advancement Research staff.

Revenue

Application Area

Most useful for describing payments, the application area “donation” indicates a new outright gift and the application areas “pledge”, “recurring gift”, and “planned gift” indicate the payment is attached to a prior expectancy. Somewhat confusingly, when an expectance is first recorded as transaction type pledge, recurring gift, or planned gift, it is applied to “donation”, representing the new expectancy. See the chart below describing revenue in terms of transaction type and application area.

Batch

A group of biographical or revenue records being processed together.

Chart of Common Revenue Scenarios

(described in terms of transaction type and application area)

———————————————————–Transaction Type——–Application Area

New Outright Gift————————————Payment———————-Donation

New Pledge——————————————Pledge————————-Donation

New Recurring Gift———————————Recurring Gift—————-Donation

New Planned Gift———————————–Planned Gift——————Donation

Payment on a Pledge——————————Payment———————-Pledge

Payment on a Recurring Gift———————Payment———————-Recurring Gift

Payment on a Planned Gift———————–Payment———————-Planned Gift

Event Registration or Sponsorship————Payment———————-Event Registration

Non-Gift Payment———————————–Payment———————-Other

Donation

Is a single, one-time payment in the form of a gift to your organization.

Matching Gift

Contributions made by organizations which match the gifts given to approved nonprofit organizations by their employees or other qualified persons.

Matching Gift Claim

Represents a constituent’s claim that an organization will make a donation based on revenue given by the constituent.

Payment

Transaction type representing money, goods, or services received.

Planned Gift

Is a philanthropic gift that is funded either during the donor’s lifetime or after his or her death. The gift is part of a larger estate-planning process in which the donor decides how certain assets are distributed.

Pledge

Is a promise to make a specific total amount donation that can be paid in single or multiple payments. Pledges are considered unrealized revenue and are recorded as revenue and a receivable in the general ledger.

Recognition

Attributed to the payer or pledger of gift revenue, as well as anyone else deemed appropriate (e.g. spouses, business owners).

Recurring Gift

Is a set amount of revenue donated at specific intervals. Recurring gifts are similar to pledges paid in installments in that a constituent agrees to contribute a certain amount over an extended period of time. Recurring gifts do not require a fixed end date. Once you create the recurring gift record, you can apply payments each time your organization receives the revenue.

Revenue

Describes all forms of revenue, both gift and non-gift, as well as received and expected. Revenue is further distinguished by transaction type and application area.