Using Plans & Portfolios for Grant Tracking

We are currently working on doing the same thing. My gift officers are beginning to transfer data from their spreadsheets and calendars into Plans.

• I highly recommend looking at and having a planning conversation with your grant officer or team for each parameter/selection within the Plans, and see how your spreadsheet or columns or calendar planning will compare.
• Use your TEST database when trying out these things. TEST, ADJUST, then TEST AGAIN.
• Start small, so as not to overwhelm yourself or your higher management! Choose a set of grants to start playing around with the Plans. Maybe look at a set of grants due within a particular month.
• Plans can be added one at a time to records, to start.
• Look into the Plans Maintenance function – this is great for adding Plans to multiple records at a time. And updating multiple plans at a time.
• Once you get your drop downs set in TEST how you like them, chat with your DBA about transferring your settings from TEST to your live environment; to start adding them to the constituent records for real.
• The Steps are what will come in handy for the unique deadlines and tasks for each grant. Steps can be assigned to different co-workers. Those steps appear as reminders within that person’s Tessitura, so they know what their next assignment is on a particular grant. Warning days/lead time can be set for each task to give time for discussion and completion. It is also great for creating internal deadlines, ahead of the real deadline.
• You have the ability to create the descriptions for each step:
  1. Send Proposal
  2. Send Additional Materials
  3. Follow-Up
  4. Schedule Meeting
  5. Send Invoice
  6. Send Invitation
• The Plans Summary is very customizable. It can be very open-ended or very specific. The planning discussions on how to use each option within Plans will make the report parameters easier to navigate.
• Examples of Plan Types
  1. Annual Fund Gift
  2. Corporate Prospect
  3. Foundation Prospect
  4. Individual Prospect
  5. Board Prospect
  6. “Gift Level” Renewal – Qt1 (thru Q4 – to help with planning who needs to be stewarded for the next 3 months.)
  7. Ball/Gala Gift
  8. Yellow Light
  9. Green Light
• Examples of Status Types:
  1. 1 Identify
  2. 2 Cultivate – Beg
  3. 3 Cultivate – Mid
  4. 4 Cultivate – Final
  5. 5 Solicit
  6. 6 Proposal Pending
  7. 7 Proposal Received
  8. 8 Gift Received
  9. 9 Declined Proposal
• Examples of Source Types
  1. Trade List
  2. by Board Member
  3. Unsolicited

I hope this gets you started!

Marie

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Marie Kocher | Development Assistant

Kansas City Ballet | Todd Bolender Center for Dance & Creativity

500 W. Pershing Road, Kansas City, MO 64108

816.216.5582 (D) | 816.931.2232 x1382 (O) | 816.931.1172 (fax)

kcballet.org

Reply to Christine Freiburger:

Here’s an idea…What about having multiple “Plan Types”?

Or mutiple "Designations"?

• Gen Op – Prop 1
• Gen Op – Prop 2

I think as long as something is different between the two Plans, it should allow you to have multiple?

Thanks,

Marie

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Marie Kocher | Development Assistant

Kansas City Ballet | Todd Bolender Center for Dance & Creativity

500 W. Pershing Road, Kansas City, MO 64108

816.216.5582 (D) | 816.931.2232 x1382 (O) | 816.931.1172 (fax)

kcballet.org

From: Christine Freiburger [mailto:bounce-christinefreiburger3937@tessituranetwork.com]
Sent: Monday, July 24, 2017 12:44 PM
To: forums-development@tessituranetwork.com
Subject: [Tessitura Development Forum] RE: [Tessitura Development Forum] Using Plans & Portfolios for Grant Tracking

Does anyone have experience with having multiple plans open for the same granting organization? Our Grants Manager has been using Plans to track grants and grant applications, but we’re bumping into the issue where we have one organization that we have a few grant applications out to for the same type of money (say Operations) but Tessitura won’t allow us to have 2 plans open on the same organizations record for the same campaign. They are indeed 2 separate applications and we can’t and wouldn’t want to merge them into 1 plan. This doesn’t happen often but we want to be able to accurately track the grants as opposed to having to change the campaign type just to get the plan to save.

Reply to Christine Freiburger:

Here’s an idea…What about having multiple “Plan Types”?

Or mutiple "Designations"?

• Gen Op – Prop 1
• Gen Op – Prop 2

I think as long as something is different between the two Plans, it should allow you to have multiple?

Thanks,

Marie

---

Marie Kocher | Development Assistant

Kansas City Ballet | Todd Bolender Center for Dance & Creativity

500 W. Pershing Road, Kansas City, MO 64108

816.216.5582 (D) | 816.931.2232 x1382 (O) | 816.931.1172 (fax)

kcballet.org

From: Christine Freiburger [mailto:bounce-christinefreiburger3937@tessituranetwork.com]
Sent: Monday, July 24, 2017 12:44 PM
To: forums-development@tessituranetwork.com
Subject: [Tessitura Development Forum] RE: [Tessitura Development Forum] Using Plans & Portfolios for Grant Tracking

Does anyone have experience with having multiple plans open for the same granting organization? Our Grants Manager has been using Plans to track grants and grant applications, but we’re bumping into the issue where we have one organization that we have a few grant applications out to for the same type of money (say Operations) but Tessitura won’t allow us to have 2 plans open on the same organizations record for the same campaign. They are indeed 2 separate applications and we can’t and wouldn’t want to merge them into 1 plan. This doesn’t happen often but we want to be able to accurately track the grants as opposed to having to change the campaign type just to get the plan to save.