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.
Blackbaud Merchant Services – a service used to process credit card transactions of donor gifts.
Constituent Relationship Management
A down and dirty way to compile information using specific search criteria with an output that follows an Excel format.
A formal list with pretty format that shows information searched on.
Some characteristic of a constituent that doesn’t fit in another functional area in GAIL that can be used to track multiple records.
Goods or services provided to a donor in exchange for their gift. Benefits reduce the receipt amount.
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.
Describes how a constituent is related to the University, e.g. “Student”, “Alumni”, or “Donor”. A constituent can be described by multiple constituencies.
An individual, group, or organization record within the GAIL system.
Notes, media links, and attachments added within the GAIL system.
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.
The constituent record type for a logical grouping of individuals, when the individual records are made members of the group record.
The constituent record type for a person in GAIL. Individuals can be related to other individual, organizations, or be members of a group.
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.
The distinction given to certain donors who meet certain giving criteria. These can be configured according to the terms of a particular program.
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.
A formatted list of information based on filtered criteria chosen by the user.
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.
Can be single or multi-level.
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.
Can be staff members or committees that are chosen to oversee an event.
Can be sent through mail or email and are used as a way to tag constituent records.
Constituent who has registered to attend an event.
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.
An event expense is a debt your organization incurs or plans to incur when you host an event.
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.
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.
Specific options that you define for each registration type included in the event.
A package of registration options used in multi-level events which allow registrants to register for more than one option at a time.
Registrants who have agreed to speak at your event. Speakers must also be constituents in the system.
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.
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.
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.”
The people who are involved with a prospect’s management, including planning, cultivation, and solicitation stages.
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.
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
Gift thank-you (letter, …)
Identifies as annual marketing effort.
• Appeals will be established annually and labeled as … FY14 Georgia Fund, FY14 Business, FY14 Warnell
Smaller mailings with simple messages.
• no specific ask amounts
• simple selection
Sets fixed or calculated ask amounts included on a solicitation.
• ask ladders are based on a value from the constituent’s giving history
Identifies the type of solicitation – phone, direct mail or email.
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.
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
offers an overall exclusion to a marketing effort.
Assigns a sequential number to an individual when an appeal is activated.
• finder number associates marketing effort, segment, fund designation and markers for reporting
Name for an individual solicitation.
• multiple marketing efforts are conducted for an appeal
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
Groups items delivered to an individual in a marketing effort.
•packages may contain a letter, envelope, contribution card and return envelope
Charts system-wide communications for all users.
• planner documents when efforts (marketing, communication, invitations, activities) are activated
Allows a user to view the content and costs of a particular package.
Received for gift/donation made.
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
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
Allows a user to view the components of a segment – KPIs, efforts and members.
Identifies the individuals who are targeted for the communication, activity, solicitation.
• selections are the low-level building blocks used to create segments
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.
Provides overall inclusion to a marketing effort.
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
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.
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.
Entered on a pending step and will mark that task complete; this will show up as an interaction.
The specific fund identified to benefit from the opportunity.
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.
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.
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%
Any gift tied to an opportunity in GAIL.
Major Giving Prospect
Constituency required in order to enter Plans.
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.
The steps that are associated with a plan that will show up on your my fundraiser page.
The tab where you can find the details on a Planned Gift.
Donor who has a documented planned gift.
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.
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.
This is a query tool; recommend that you work with IT to set up your query.
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.
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”.
This is a summary of all active and historical prospects. Not a relevant indicator at this time.
A summary of fundraisers associated with a Prospect. (This is not where you add additional Plan Managers, Solicitors, etc. Add them to the Plan.)
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.
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.
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.
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 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
Is a single, one-time payment in the form of a gift to your organization.
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.
Transaction type representing money, goods, or services received.
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.
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.
Attributed to the payer or pledger of gift revenue, as well as anyone else deemed appropriate (e.g. spouses, business owners).
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.
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.