A JOURNALIST’S APPROACH TO PROSPECT MANAGEMENT

1. A JOURNALIST’S APPROACH TO PROSPECT MANAGEMENT ORTHE SIX QUESTIONSEVERY MOVES MANAGERSHOULD ASK CHRIS MILDNER PORTLAND STATE UNIVERSITY JUNE 26, 2001

2. COORDINATED ACCESS IN THEORY: EVERYONE HAS ACCESS TO ANY PROSPECT AT ANY TIME PRACTICALLY: ACCESS BASED ON SOLICITATION PRIORITY PROSPECT PREFERENCES DETERMINE WHO HAS A RELATIONSHIP WITH A PROSPECT

3. THE BIG QUESTIONS • WHY -- COORDINATE? • HOW -- TO COORDINATE? • WHO -- IS TRACKED? • WHAT -- ACTIVITIES ARE SIGNIFICANT? • WHEN -- TO COORDINATE? • WHERE -- IS IT ALL TRACKED?

4. WHY? TO KEEP IT ALL ABOUT THE PROSPECT

5. Appropriate and Open Access • Respect and Honor Prospect: • interests and intent • stated contact preference(s) -time and commitments • Maximize satisfaction with the giving process • Facilitate better evaluation and decision-making • Encourage partnering and relationship-building

6. HOW? MASS PROSPECT REVIEW PROCESS STEP 1: COMPILED A HUGE SPREADSHEET OF EXISTING AND POTENTIAL PROSPECTS STEP 2: SENT IT TO THE TEAM FOR INPUT AND RATINGS STEP 3: REVIEWED THE LISTS TO DETERMINE POTENTIAL PROSPECT INTERESTS STEP 4: STRATEGY MEETINGS DETERMINED TEAM STEP 5: DO IT AGAIN SAM!

7. HOW? INDIVIDUAL PROSPECT COORDINATION STEP 1: IDENTIFICATION BY STAFF, VOLUNTEERS, RESEARCH STEP 2: NAME SENT TO STAFF LISTSERV STEP 3: STRATEGY SESSION DETERMINES TEAM STEP 4: INITIAL PLAN ENTERED IN BENEFACTOR (REM) STEP 5: MOVES -- COORDINATION CHECK (MPT, MPC, GPDI, SRK) STEP 6: CONTACT REPORTS AND NEXT STEPS (CON/REM) STEP 7: TOP 100 STATUS REVIEWED AT MONTHLY MEETING STEP 8: REPEAT 2-7 FOR COORDINATION/EVALUATION

8. WHO? BASED ON FINANCIAL CAPACITY, LEVEL OF INVOLVEMENT AND INTERESTS • MAJOR DONORS • PROSPECTS • VOLUNTEERS • LEVEL DETERMINED BY: • WHO ENTERS DATA • LEVEL OF STAFFING

9. QUALIFICATION CRITERIA Asset criteria (PRT) $10,000 annually for 5 years $25,000 outright gift $50,000 life income agreement Affiliation criteria (ACA, AFF, GPDI) degree, partnership or other relationship with PSU gift history or sponsorship historical family involvement or one degree of separation Interest criteria (AFF, MPF, EMPI) demonstrated personal interest philanthropic involvement with similar programs business interests

10. WHAT ACTIVITIES? It is the outcome, not the mode of contact, that measures significance. SIGNIFICANT ACTIVITIES: » INCREASE PROSPECT INVOLVEMENT » MOTIVATE INTEREST » GATHER NEW INFORMATION » MOVE THE PROSPECT CLOSER TO A GIFT

11. WHAT ACTIVITIES? PERSONAL VISITS VOLUNTEER ACTIVITIES PHONE, FAX & E-MAIL CONTACT EVENTS CHANCE ENCOUNTERS

12. WHEN TO COORDINATE? IF THERE IS A RELATIONSHIP WITH ANOTHER UNIT DEMONSTRATED BY: • TRACKS (MPT) • CONTACTS OR PLANS (MPC) • GIFTS (GPDI) • HISTORY (SRK)

13. WHERE IS IT ALLTRACKED?

14. MPF PROSPECT STATUS CODES INDICATE: top tiers (major prospects) high annual fund volunteer or organization contact qualification discontinued or suspended disqualified

15. MPT TRACK MULTIPLE PROSPECT OR UNIT INTERESTS TRACK: 1. $1K+ ANNUAL PROSPECTS 2. UNIT PROSPECTS 3. ANNUAL DINNER SPONSORS WHO IS WORKING WITH WHOM IN WHAT TIME FRAME? =

16. MPT CODES THESE CODES, IN COMBINATION WITH THE SOLICITATION DATE, REVEAL THE STAGE OF RELATIONSHIP AND ORDER OF SOLICITATION TO HELP US COORDINATE

17. MPC REMINDERS ARE COORDINATED PROSPECT PLANS CONTACTS ARE PLAN OUTCOMES 1 + REMINDERS ENTERED AFTER EACH CONTACT CONTACTS AND REMINDER REPORTS ISSUED WEEKLY

18. MPC CODING CONTACT RESULT CODES, ALONG WITH CONTACT REPORT CONTENTS, HELP US KEEP PROSPECT STATUS IN MPF AND PROGRESS LEVEL IN MPT UPDATED

19. ACTIVITIES AND EVENTS BOARD MEETINGS AND MAJOR PROSPECT EVENTS

20. REPORTS XPRO -- SIMPLE PROSPECT LISTS XOTR -- OPEN TRACKS XPRS -- PROSPECT SUMMARY (FULL TRACK DETAIL, LAST 2 CONTACTS, ALL OPEN REMINDERS) XTEA -- PROSPECT REVIEW (TRACKS & GOALS, LAST CONTACT, 3 UPCOMING REMINDERS XREM -- CONTACT AND REMINDER SUMMARIES XCAL -- FULL TEXT CONTACT REPORTS

21. XOTR: OPEN TRACKS USED TO FACILITATE PROSPECT AND VOLUNTEER COORDINATION AND MANAGEMENT AND CREATE UNIT AND PROJECT PYRAMIDS FROM MPT DATA SELECTION OPTIONS 1. TRACK 2. CAMPAIGN 3. DESIGNATION 4. STAFF 5. VOLUNTEER 6. SOLICITOR 7. PROSPECT (ALPHA) 8. GOAL 9. SOLICIT DATE • SORTS VARY BY TRACK • SORT OPTIONS ARE NESTED • AND MAY COMBINE: • ALPHA • GOAL • PERSONNEL ASSIGNED • DESIGNATION • DATE

22. XPRS: PROSPECT SUMMARY USED ONE-ON-ONE BY THE ASSOCIATE VP TO HELP DEVELOPMENT OFFICERS DETERMINE GOALS, STRATEGIES AND TIMELINES • SELECTIONS • SPECIFIC PROSPECTS BY ID • ALL PROSPECTS FOR A PROSPECT MANAGER • ALL PROSPECTS WITH OPEN TRACKS • SAVEDLIST

23. XTEA: TEAMS REPORT • FOR MONTHLY PROSPECT REVIEW MEETINGS AND ENSURING STRATEGIES AND CONTACTS ARE CURRENT • RUNS FROM A SAVED LIST, WHICH CAN BE BASED ON PROSPECT TIER, UNITS OR STAFF ASSIGNED, ETC.

24. XREM: CONTACTS/REMINDERSKEEPING IT AT THE SPEED OF LIFE REMINDERS OPTION... 1. REMINDERS FOR A SPECIFIC PROSPECT MANAGER 2. REMINDERS FOR SPECIFIC PROSPECTS 3. REMINDERS ENTERED IN A DATE RANGE 4. PROSPECTS WITH UNATTENDED REMINDERS 5. PROSPECTS WITH NO OPEN REMINDERS CONTACTS OPTION... 1. CONTACT REPORTS FOR SPECIFIC MANAGER 2. CONTACT REPORTS FOR SPECIFIC PROSPECTS 3. CONTACTS ENTERED IN A DATE RANGE

25. XCAL: FULL TEXT CONTACTS DOUBLE CHECK FULL REPORTING AND ENSUREDATA IS ENTERED IN OTHER SCREENS SELECTIONS: 1. FOR SPECIFIC PROSPECT MANAGERS 2. FOR SPECIFIC PROSPECT(S) 3. FOR ALL STAFF LIMIT BY DATE RANGE

26. ?QUESTIONS? ? ? ? ? ? ?