The Vendor is required to provide constituent relationship management (CRM) system providers to replace its existing technology with a comprehensive, transformative solution that will enable the organization to realize a robust and modern environment that optimally supports current fundraising needs while being customizable and scalable for the growth and development required by our institution’s bold future plans.
- Data is difficult to access and transferred from one system to another through flat files or through duplicate data entry, leading to missed or mis-entered data.
- A CRM and vendor partner that offers innovative solutions, is adaptive to industry change, and holds donor security to the highest standards and controls.
- A highly engaging and intuitive user interface that helps drive user adoption and encourages end users to leverage the system for their work.
- A solution that supports both complex and on-demand reporting, analytics, predictive modeling, and enables reliable decision-making.
- A solution that provides options for end-to-end fundraising functionality through native or well-tested partner applications with the ability to seamlessly integrate with third-party systems as well as internal custom solutions.
- A solution that delivers configurable and comprehensive role-based security (RBS) throughout the system.
- A solution that provides thoughtful integration of AI to drive staff efficiency while supporting a personalized alumni engagement strategy.
- key features such as constituent management, campaign management, gift processing, prospect and moves management, event management, reporting and analytics, and integration with third-party tools or platforms commonly used in fundraising. Include details on any specialized modules or add-ons available to enhance the CRM system's functionality for fundraising purposes, such as online donation processing, peer-to-peer fundraising, and event management.
- Include all key features available for marketing automation, content management, and any additional features for marketing and communication strategy deployment aimed at donor acquisition, retention, and stewardship.
- Activities/Tasks
• Automatically copy activity record (e.g., contact reports) to records of all constituents included in activity.
• Create, assign, and send notifications and alerts for activities and tasks.
• Log integrated social media texts and other communications (e.g., LinkedIn, what's app).
• Offer standard and customizable fields and tools to track and report on activity details by type (e.g., call, email, text, and visit).
• Provide in-application Omni channel (e.g., phone, text, email, mail, social media) marketing, engagement, and communication options.
• Tag activities and tasks to facilitate segmentation and searching capabilities.
• View upcoming and overdue tasks on personalized dashboards.
- Affiliations/relationships
• Automate reciprocal relationship and affiliation record creation.
• Create visual representations of relationships and affiliations.
• Identify affiliations and relationships between organizations, people, and organizations and people.
- Constituent management
• Act as the single source of truth for the advancement team.
• Create constituent records without requiring mailing address.
• Deliver automated contact (address, email, phone, and social media handles) verification.
• Facilitate deceasing process through appropriate built-in fields, page layout, automations, and use of AI to identify potential constituents for verification.
• Include the option to display constituent photo on profile page.
• Make easy house holding options available to bring constituent records together or separate them, while maintaining giving, contact, and activity data on appropriate individual records.
• Identify organization hierarchies and offer reporting options that aggregate data at any level of the hierarchy.
• Make standard and customized fields available to track donor research, including wealth ratings and other prioritization metrics.
• Notify gift officers when their donors reach defined milestones (society membership levels, athletic point levels, etc.).
• Permit multiple "current" contacts of the same type, dating seasonal contact data and tagging different contact information of the same type for use with different people/for different purposes, etc.
• Provide 360-degree view of constituents, compiling data from all areas of the university.
• Self-select to receive notifications when i am a team member or owner of a record that gets modified.
• Track, manage, and report on current and historic contact data, including time stamping and recording user's name when changes are made.
- Data quality
• Offer standard and customizable required fields.
• Perform automated data quality checks based on custom criteria (e.g., different gift officers assigned to people in the same household).
• Provide full range of data quality tools, including those to aid data validation and deduplication.
• Supply data audits and historical data tracking capabilities.
- Document management
• Allow options to generate documents from templates in pdf or editable (e.g., word) format to provide editing options.
• Create or upload and store contact reports, proposals, and donor profiles on specific records.
• Permit users to upload and attach documents or include live links to documents in a shared storage area.
• Provide standard and customizable mail and email templates with field merge capabilities that can be saved, stored, and edited.
• Upload bulk, individual documents at one time and attach to specified records.
• Upload gift processing documentation and make them easily accessible from the gift record.
- Engagement
• Automate contact reports based on activity entries.
• Create and track digital journey mapping based on defined time cadences and/or actions of constituent.
• Filter and segment constituents based on variety of criteria, including--but not limited to--relationship to the university, volunteer interests, award recipients, funding interests, school attended, employment, giving history, class year and/or participation in athletics, clubs, performing arts, and/or other group activities.
• Outline and track success of moves management strategies.
• Provide social media plug-ins and metrics.
• Record engagement details, including email and text results, for use in analysis and creation of automated prospect/donor journeys.
• Send manual and bulk emails, texts, and other communications based on protocols and permissions established by university.
• Supply peer-to-peer fundraising tools and tracking.
• Track, create, flag and automate nuanced communication preferences (exclusion rules) based on individualized constituent needs.
- Fund management
• Designate, manage, and report on gift funds in near-real time.
• Generate reports on funds for donors using stored templates.
• Provide donor fund information and history on a consolidated page.
- Gift administration
• Allow multiple manual and automated ways to soft credit donors and influences, in addition to providing separate fundraiser credit to one or more staff involved in the gift.
• Deliver user-friendly options for making gift adjustments.
• Enhance online giving experience by simplifying the input requirements, designation selection, and payment options.
• Furnish appropriate fields and page layouts to process and administer the full variety of planned, property, and cash pledges, matches, and donations, as well as appropriate crediting for irs-compliant receipting.
• Offer restricted online giving pages for pledge and fund payments.
• Offer standard and customizable acknowledgement, receipt, and pledge reminder templates with field merge capabilities that can be saved, stored, and edited.
• Provide flexible online processing options that accept and appropriately segment, process, tax, allocate, and receipt funds based on supporter selections (e.g., ability to manage a single purchase that includes reunion registrations, event tickets, merchandise purchases, and donations).
• Support flexibility in pledge/gift commitment arrangements, including holds, write-offs, changes to payment amounts and schedules, as well as distinguishing between formal (legal binding) pledges, conditional pledges, and informal (no legally binding) gift commitments.
- Integrations
• Deliver robust, reliable integration options for top fundraising solutions, including those in use and under consideration for use.
• Expedite the transfer of student, parent, and financial data from the campuses other systems.
• Integrate easily with leading analytics and reporting tools, including web focus and power bi.
• Integrate easily with banner, which will remain the core financial and student information system.
• Offer a variety of data append options, including wealth ratings and demographic data.
- Management of projects, events, campaigns, and volunteers
• Allow registration and check-in options by phone.
• Automate creation of activities on records for large mailings/emails, including for campaigns and events.
• Automate notification and level adjustments when constituents attain defined membership and/or society levels.
• Evaluate roi of projects, events, volunteer activities, and campaigns.
• Generate, filter, and pull event, volunteer, and campaign lists.
• Include geo-coding features to help with travel, event planning, volunteer recruitment, and donor assignments based on specific areas.
• Manage complex, tiered projects, campaigns, and volunteer opportunities.
• Offer built-in basic and supplemental, integrated tools for project, event, campaign, and volunteer management.
• Offer options for records owners to be notified when a constituent agency and/or checks in at an event.
• Provide customizable tables/objects to track membership benefit details, including requirements and deliverables.
• Tag and track volunteers and event participants to determine if later become donors.
• Tag gifts associated with specific events, volunteer activities, and campaigns.
• Track and report on the full variety of event, volunteer, and campaign participation.
• Track, manage, and report on members of athletic and giving societies.
- Portfolio management
• Assign and identify team role to university-wide members of the constituent relationship management team.
• Create and track constituent relationship management team communications on constituent records.
• Establish and visually track moves management progress within donor records.
• Track via dashboards and/or alerts when portfolio actions required (e.g., when pledges are coming to an end).
- Process optimization
• Automate creation of documents, including contact report summary, donor profiles, proposals, receipts, and acknowledgements.
• Create automated notifications, alerts, and tasks (required actions) based on organization-defined criterion.
• Define and track approval and other staged processes.
• Deliver increased efficiencies through standard and custom automations, workflows, and quick actions.
• Offer user-defined options for alerts and notifications.
• Provide multiple options for filtering and visualizing lists.
• Provide process to track and validate changes made to allow more people to make updates in a timely manner, while controlling quality.
• Track time in approval, fundraising, and other defined stages.
- Prospect management
• Manage and prioritize prospects in queue for assignment.
• Offer potential for users to drill into data behind constituent scoring metrics.
• Provide predictive modeling opportunities.
• Provide prospect analysis and identification tools.
• Provide standard and custom rating capabilities.
- Reporting, analytics, and AI
• Create, run, and save near real-time reports.
• Aggregate giving summaries in multiple ways with a high degree of accuracy.
• Automatically distribute reports based on a variety of scheduling options.
• Furnish both dynamic (personalized) vs. Static (same for all) reports and dashboards.
• Leverage AI to spot hidden potential through identification of such things as trends, giving and research opportunities, board membership potential, and engagement needs.
• Offer options for data visualization.
• Provide leading edge built-in tools for data analytics.
• Provide personalized dashboards based on roles and assigned metrics.
• Self-generate and filter standard prospect lists and reports based on defined criterion and security parameters.
• Tag, generate, and save both private and public reports.
- Security
• Define security parameters in a variety of ways, including—but not limited to—organizational hierarchy, functional role within organization, and functional role within constituent's relationship management team.
• Deliver enhanced security features, including ability to define limitations based on time and location.
• Offer appropriate levels of access to partners and constituent management team members across the campus.
• Provide options to customize access for certain staff or groups of staff based on defined parameters.
- Specialized features
• Allow entry, use, and reporting of foreign and special characters in name and contact fields.
• Include calendaring functionality and integrations.
• Offer opportunities to establish self-service portals for defined groups of constituents, including alumni, donors, volunteers, etc.
• Provide supporters opportunities to generate documents (fund reports, receipts, confirmations, etc.), update their contact and demographic data, register for events, unsubscribe to mailings/emailing’s, etc., through their secure portal.
• Pin comments and notes on records.
• Provide an in-system knowledge management location for storage of job aides and other training documentation.
• Provide audio clip field to record correct phonetic pronunciation of names.
• Provide mobile app with ability to access, enter, and manage all key user and admin functionality, including security settings.
• Provide personalization features for individual users.
- System
• Deliver easy and reliable bulk upload, update, and delete functionality.
• Deliver streamlined data entry options and a simple user interface.
• Offer customizable page layouts to better surface data based on user roles and needs.
• Offer reliable base-level and advanced search capabilities.
• Provide robust search capabilities on free text fields.
• Offer testing environments.
• Offer auto-complete options for searches and street addresses.
• Pair coding and description fields to ensure understanding by all users.
• Provide consolidated standard page layouts based on data being entered.
• Support no and low code customization and administration options.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: May 7, 2025