Planned Giving

Amber,

I’d be curious to know how you track prospects that are not active. In other words how do you track a prospect at identification and tag them as a prospect if you are not ready to solicit, just cultivate. Or do have you already devised a moves management in Tess?

Thanks,

Kristin

Emily,

We don’t have an official “planned giving” campaign at the Center at this time, but we do track prospective planned giving donors in Tessitura. 

Campaign Structure

For our on-going endowment campaign we used a date from before our facility opened as the start date, and our end date is 1/1/2100.  We left the fyear field blank.  I imagine you could set-up your planned giving campaign in a similar way. 

Prospect Management - Solicitations

We do use solicitations to manage current prospects that we are actively cultivating or speaking to for planned gifts and estate planning.  This helps us manage notes about the moves process.

Tracking Specifics – Planned Gifts

The fields that are available to use under History-Planned Gifts were set-up awhile back, and though they will require refinement when we officially launch a planned giving campaign in the future, they suffice for now.  We attempt to track all of the specific details we are able to glean in regard to the donor’s intentions/plans.  For many of the patrons who are still just prospects, we have a status called “future prospect.”  This allows us to pull all of these records into the planned giving reports.  (If we are currently working on a prospect, they will also have a solicitation.)  We fill in the notes field with as much data as we can muster and also try to keep up with the last date, first date, expected amount and expected date fields.  As staff has turned over, we have found this to be a great location to store this information; even if there is just a note to reference more information in solicitations and research, everyone knows where to start when researching these records. 

As I mentioned, we’re not using this as robustly as we could, but I’m happy to share what we have available.  Please feel free to contact me if you have additional questions.

Amber Newsome

Segerstrom Center for the Arts

(714) 556-2122 ext. 4259

ANewsome@SCFTA.org

These fields are really outdated… please don’t judge too harshly!  Here is what we have, though I honestly don’t know what the intended use was for some of the options.

Code

(None)

Anonymous “non-Associate”

Bad address/lost contact

Closed

Confirmed Donor

Do not mail, solicit, invite, etc

Estate

Invitations Only

Possible Prospect

Prime Prospect

Special Case

Status

Closed File

Completed Proposal

Confirmed Gift

Cultivate Prospect

Declined Proposal

Dormant File

Estate-Continual Payments

Estate-Ongoing Trust

Estate Depleted

Estate in Probate

Estate Probate closed

Followed Up

Future Prospect

Gift Paid on Termination

Inquiry about PG

Investigate Potential

Likely Gift (Assumed)

Lost (Bad Address)

No Response to Follow Ups

Notified of Gift

Pending Proposal

Postponed Proposal
Previous PG Donor

Revived Old Cont./Prop.

Send Info as Requested

Unknown No Old File

Source

Null (we have nothing listed)

Type

Bequest through will

Charitable Lead Annuity Trust

Charitable Lead Unitrust

Charitable Rem Annuity Trust

Charitable Remainder Unitrust

Contingent bequest

Deferred Gift Annuity

Gift Annuity

Life Insurance Policy

Other

Outright Endowment-General

Outright Endowment-Restricted

Pension/IRA/Retirement Plan

Percentage bequest

Pooled Income Fund

Real Estate

Specific dollar bequest

Tangible Personal Property

Trust Instrument (non-exempt)

Unknown

Amber,

I’d be curious to know how you track prospects that are not active. In other words how do you track a prospect at identification and tag them as a prospect if you are not ready to solicit, just cultivate. Or do have you already devised a moves management in Tess?

Thanks,

Kristin

Emily,

We don’t have an official “planned giving” campaign at the Center at this time, but we do track prospective planned giving donors in Tessitura. 

Campaign Structure

For our on-going endowment campaign we used a date from before our facility opened as the start date, and our end date is 1/1/2100.  We left the fyear field blank.  I imagine you could set-up your planned giving campaign in a similar way. 

Prospect Management - Solicitations

We do use solicitations to manage current prospects that we are actively cultivating or speaking to for planned gifts and estate planning.  This helps us manage notes about the moves process.

Tracking Specifics – Planned Gifts

The fields that are available to use under History-Planned Gifts were set-up awhile back, and though they will require refinement when we officially launch a planned giving campaign in the future, they suffice for now.  We attempt to track all of the specific details we are able to glean in regard to the donor’s intentions/plans.  For many of the patrons who are still just prospects, we have a status called “future prospect.”  This allows us to pull all of these records into the planned giving reports.  (If we are currently working on a prospect, they will also have a solicitation.)  We fill in the notes field with as much data as we can muster and also try to keep up with the last date, first date, expected amount and expected date fields.  As staff has turned over, we have found this to be a great location to store this information; even if there is just a note to reference more information in solicitations and research, everyone knows where to start when researching these records. 

As I mentioned, we’re not using this as robustly as we could, but I’m happy to share what we have available.  Please feel free to contact me if you have additional questions.

Amber Newsome

Segerstrom Center for the Arts

(714) 556-2122 ext. 4259

ANewsome@SCFTA.org

These fields are really outdated… please don’t judge too harshly!  Here is what we have, though I honestly don’t know what the intended use was for some of the options.

Code

(None)

Anonymous “non-Associate”

Bad address/lost contact

Closed

Confirmed Donor

Do not mail, solicit, invite, etc

Estate

Invitations Only

Possible Prospect

Prime Prospect

Special Case

Status

Closed File

Completed Proposal

Confirmed Gift

Cultivate Prospect

Declined Proposal

Dormant File

Estate-Continual Payments

Estate-Ongoing Trust

Estate Depleted

Estate in Probate

Estate Probate closed

Followed Up

Future Prospect

Gift Paid on Termination

Inquiry about PG

Investigate Potential

Likely Gift (Assumed)

Lost (Bad Address)

No Response to Follow Ups

Notified of Gift

Pending Proposal

Postponed Proposal
Previous PG Donor

Revived Old Cont./Prop.

Send Info as Requested

Unknown No Old File

Source

Null (we have nothing listed)

Type

Bequest through will

Charitable Lead Annuity Trust

Charitable Lead Unitrust

Charitable Rem Annuity Trust

Charitable Remainder Unitrust

Contingent bequest

Deferred Gift Annuity

Gift Annuity

Life Insurance Policy

Other

Outright Endowment-General

Outright Endowment-Restricted

Pension/IRA/Retirement Plan

Percentage bequest

Pooled Income Fund

Real Estate

Specific dollar bequest

Tangible Personal Property

Trust Instrument (non-exempt)

Unknown