Tracking trustees' donor portfolios

Hi all,

How do you create and maintain portfolios of donors and prospects for your trustees? Do you track them as solicitors in plans for each fiscal year? And if so, do you then just create new plans each fiscal year with those trustees as solicitors/workers? 

Or do you use a non-fiscal year campaign plan to track them year over year?

And does your system work well for you?

Thanks, 

Laura