10%: Data/CRM Research

Understand Advocate Fundraising Needs:

• Familiarize yourself with the mission and objectives of Advocate Fundraising to grasp the specific information required for managing client and grantor relationships.
• Identify key data fields needed for the CRM, including:
• Organization
• Contact Person
• Contact Email
• Contact Phone
• Organization Address
• Funding Interests
• Eligibility Requirements for Applicants
• Website
• Other Notes or Important Information
• Application Deadline(s) (if applicable)
• Maximum Funding Ask (Amount)

Find a Suitable CRM System:

• Conduct online research to identify free CRM systems that align with the needs of Advocate Fundraising. Evaluate options, considering features relevant to tracking communications and managing contacts.
• Create a comparison table summarizing the pros and cons of each CRM option to facilitate informed decision-making.

40%: Data Collection

Utilize Existing Lists:

• Leverage the multiple lists already created by Advocate Fundraising, reviewing them for completeness and relevance.
• Collect any additional information as needed, ensuring that all relevant fields are populated.

Data Gathering Methods:

• Supplement existing information by collecting data on potential funders and clients through online sources, including organizational websites, LinkedIn profiles, and other credible databases.
• Use a standardized template (spreadsheet format) to capture all relevant information consistently, including columns for:
• Organization
• Contact Person
• Contact Email
• Contact Phone
• Organization Address
• Funding Interests
• Eligibility Requirements for Applicants
• Website
• Other Notes or Important Information
• Application Deadline(s)
• Maximum Funding Ask (Amount)
• Ensure the integrity of the collected data by following consistent formatting and organization.
• 
  

50%: Data Entry

Enter Data into CRM:

• After completing the data collection phase, carefully review the standardized template to ensure all information is accurate and comprehensive.
• Input the collected data into the selected CRM system, ensuring alignment with the predefined data structure.
• Maintain consistent formatting during data entry (e.g., standardizing phone number formats and accurately entering email addresses).

Communication Tracking:

• Implement a system within the CRM to track past, present, and future communications that Advocate Fundraising has with funders/clients, as well as report application submission details.

Documentation and Best Practices:

• Keep a journal or log to document the data entry process, noting any challenges faced and solutions implemented for reference in future projects.
• If necessary, create guidelines or best practices to assist future users in managing the CRM system effectively.

To achieve the project goal of streamlining data management for Advocate Fundraising, learners are expected to complete the following tasks and deliverables:

1. CRM Research Presentation

• Task: Conduct research on at least three potential free CRM systems that meet Advocate Fundraising's needs.
• Deliverable: A presentation to showcase findings, including:
• A comparison of features, pros, and cons for each CRM.
• Recommendations on the best fit based on Advocate Fundraising’s data management requirements.
• Outcome: A meeting scheduled with stakeholders to discuss the research findings and decide on the CRM system.

2. Data Collection

• Task: Review existing lists provided by Advocate Fundraising and identify gaps in information.
• Deliverable: A completed data collection template (in spreadsheet format) that includes:
• Organization
• Contact Person
• Contact Email
• Contact Phone
• Organization Address
• Funding Interests
• Eligibility Requirements for Applicants
• Website
• Other Notes or Important Information
• Application Deadline(s) (if applicable)
• Maximum Funding Ask (Amount)

3. Data Entry into CRM

• Task: Input the collected data into the selected CRM system according to the established structure.
• Deliverable: A fully populated CRM system with:
• All entries from the data collection template accurately entered.
• A log of data entry activities, including any issues encountered and solutions applied.

4. Communication Tracking System

• Task: Implement and document a system within the CRM to track communications with funders and clients.
• Deliverable: A documented communication tracking template or protocol that allows future users to log:
• Date of communication
• Type of communication (email, call, meeting)
• Summary of discussions
• Any follow-up actions required

5. Guidelines and Best Practices Document

• Task: Create a comprehensive document detailing best practices for using the CRM and managing data.
• Deliverable: A guidelines document that includes:
• Step-by-step instructions for using the CRM.
• Data entry formatting standards.
• Recommendations for maintaining data integrity and consistency.
• Strategies for effective communication tracking.

Summary of Expected Deliverables

1. CRM Research Presentation (to discuss findings and decide on a CRM)
2. Completed Data Collection Template (spreadsheet)
3. Populated CRM System (with all relevant entries)
4. Communication Tracking Template/Protocol (document)
5. Guidelines and Best Practices Document (comprehensive guide)

By completing these tasks and deliverables, learners will successfully contribute to the organizational capabilities of Advocate Fundraising and gain valuable hands-on experience in data collection and CRM management.