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Managing Your RP Campaign

Learn how to effectively manage your RP campaign electronically with the main ASHRAE Page and private RP Page. Access public information, general links, brochures, and contribute online. Monthly reports, training materials, and chapter support info are available.

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Managing Your RP Campaign

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  1. Managing Your RP Campaign Electronically

  2. The Main Sites: • Main ASHRAE Page • www.ashrae.org/rp • Private RP Page • www.ashraerp.com

  3. ASHRAE Page: www.ashrae.org/rp • Public Information • General links • Brochures • ASHRAE informational Items • Contribute Online! • www.ashrae.org/contribute

  4. Private RP Page: www.ashraerp.com • Main Audience = RP Chairs • and anyone else interested in the Chapter • Monthly Reports • Training Materials • Chapter Support Info

  5. The all important “Reports!” • Real Time Reports • #1: 10 Year History • #2: Donor Detail • Log In • Email Address • Password case sensitive!! • www.ashraerp.com

  6. Two Reports Two POVs, Two Purposes

  7. Two Reports – Two POV • Even though you may think these reports are “basically the same”, there are some key differences and it comes down to the Point of View of the Reports • 10 Yr History POV = Donor (donor history, total giving, contact info) • Donor Detail POV = Gift (exact date, exact fund, Chapter receiving credit)

  8. Report #1: 10 Year History • Find LYBUNTs and SYBUNTs • Letters • Calling Campaigns • Past Giving History • Date & fund of last gift

  9. But … do not forget … The 10 Yr History Report caveat: HOME CHAPTER

  10. What’s that mean? • No matter how many Chapters a donor gives to, no matter how many gifts, the 10-Yr History Report rolls all the donations into Giving Total! • The default Chapter listed is always the HOME CHAPTER Confused? Think about Trane Matching Gifts …. • Home Chapter = Lacrosse even though they give to over 90 Chapters because of their Matching Gift Program

  11. Report #2: Donor Detail • YTD Donors • Run Monthly • Credited Properly • Online Gifts • Updated Instantly

  12. But … do not forget … The Donor Detail Report caveat: Each gift is listed separately

  13. What’s that mean? • Because the POV of the Donor Detail is the Gift, each gift is listed separately. • Donor gives 3 times during the Campaign? All 3 gifts will be listed & there is no ‘Year to Date Total’ • Make sure you recognized donors for the total giving! • Total Number of Donors may be different than Total Number of Gifts

  14. Running the Reports Tips, Ideas, and Uses

  15. Running the Reports • Runs best in Internet Explorer • Don’t “Open” the report once it’s run – Do“Save As”! • Then … open Excel and open the report you just ran • If you receive a pop-up message about format not matching, click “OK”. The report will open in Excel without a problem and is treated like any other excel document.

  16. You ran your report, …… now what?

  17. Lots of things! • Merge into a letter (10 Yr history) • Merge into Receipt Invoices (10 Yr History) • Check on LYBUNTS & SYBUNTS (10 Yr history) • Check status of pledges (Donor Detail) • Check which fund donors support (Donor Detail) • Confirm contributions were applied to the requested fund & donor name (Donor Detail) • The list is endless!

  18. Questions? Patricia Adelmann: 678/539-1114 Megan Hezlep: 678/539-1112 Meredith Gunter: 678/539-1147

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