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Procedure/Guide

Fund Stewardship Report — Complete Reference


Gift and Fund Management,
Stewarding Donors
| 10 minutes to read
Last Updated: 08-25-2021

Summary

The Fund Stewardship Report is a tool for the Wisconsin Foundation and Alumni Association and UW–Madison staff to steward donors who have established a fund. It also tracks award recipients of a fund to further enable stewardship and ensure the funds are being awarded appropriately.

Key Takeaways

  • How to create a Fund Stewardship Report
  • How to interpret Fund Stewardship Report output
  • The Fund Stewardship Report enables stewardship of donors and other interested parties on a fund-by-fund basis

When to Use the Fund Stewardship Report

The Fund Stewardship Report supplies a summary of information available on the purpose record of a fund. It aggregates information specific to stewardship and award recipients for a set of funds defined by the user.

Use this report when you need to:

  • Share the status of award disbursement and stewardship activity for a fund with campus partners.
  • Take action with stewardship recipients for a fund.

RELATED REPORTS AND LIMITATIONS

  • This report is distinct from the Donor Acknowledgment Report (DAR) in that it is designed to steward recipients to a specific fund with impact reporting and award-recipient information. The DAR is designed to acknowledge donors for an instance of a specific gift.
  • This report contains three tabs to provide a broad overview of fund information and specific details for contacting individual stewardship and award recipients. Because of the variation in use across campus units and the need to summarize multiple years of information into the Fund Information Summary tab, some columns contain concatenated information separated by a pipe/bar.

How to Generate the Fund Stewardship Report

  1. Log in to the Gift and Fund Management Website.
  2. Click on the Fund Reporting tab and choose Fund List/Information.
  3. Use the Fund List & Information feature to filter your funds appropriately.
  4. Choose Fund Stewardship for the report menu.
  5. You will see a user interface with report parameter options:
    • Include Award Recipients — this will output fund award recipients with award details and contact information.
    • Include Stewardship Report Recipients — this will output stewardship report recipients, spouse linked when appropriate, with contact information.
    • Scholarship Terms — you may choose “all years” or a specific scholarship term. You must choose “all years” if you want to include faculty awards.
  6. After you select your parameters, click Create Report. Your report will be emailed to you.

What Is Included in the Fund Stewardship Report

The Fund Stewardship Report aggregates information specific to stewardship and award recipients for a set of funds defined by the user. To that end, this report:

  • Provides a summary of all information relevant to awards and stewardship specific to the chosen funds.
  • Identifies living stewardship recipients to these funds, when they last received stewardship, the method of that stewardship, and appropriate contact information.
  • Identifies award recipients (undergraduate students, graduate/professional students, and faculty), the years or terms of support, and appropriate contact information.
  • Provides address and salutation information to enable letter and email merging to facilitate communication.

TAB ONE: Fund Information Summary

Asterisks indicate fields that may be repeated on subsequent tabs.

Fund Number*

The fund’s number with a hotlink to ABE

Fund Name*

The name of the fund

Sort Name*

Fund name, configured to sort alphabetically.

Start Date*

The date on which the fund was created

Unit*

School/college unit the fund supports

Department*

Department within school/college unit the fund supports

Division

Development director who oversees this fund

Use*

Fund use code

Class

Fund class

Description

Fund description. Expand the column width to see full text.

Fund Groups

If the fund belongs to a fund group, the group name is listed here. Use this information to identify funds that are matched by any current matching programs (e.g., Nicholas or Morgridge matches).

Impact Report Notes*

Impact report notes from the Documentation tab on the purpose record, if populated

Related Staff

Wisconsin Foundation and Alumni Association staff or campus staff associated with the fund, or constituents who should be contacted for more information

Most Recent Stewardship Activity

For any given fund, the most recent stewardship activity recorded on the purpose record, with date, concatenated in one column and separated by a comma

Stewardship Recipients

All living stewardship recipients of the fund with no end date, as recorded in the fund purpose field in ABE. Contains ID and name, concatenated in one column, with each individual’s data separated by a comma. Individual recipients are separated by a pipe/bar.

Award Recipients*

Award recipients for terms chosen. Contains ID, name, and award year. Each individual awardee’s data is separated by a comma. Individual awardees are separated by a pipe/bar.

TAB TWO: Stewardship Report Recipients

This tab duplicates many of the fields available on the Fund Information Summary tab but formatted as one line for each stewardship recipient. Each fund may have multiple lines to accommodate this. Please refer to data definitions above for duplicated fields.

Note: The first four fields listed below are fields to be defined by the user in order to submit the report for tagging as Stewardship Packages in ABE.

Type

Dropdown list of values in ABE

Method

Dropdown list of values in ABE

Date (mm/dd/yyyy)

Date the stewardship package was sent

Comments

Additional comments about the stewardship package

Lookup ID

ABE Lookup ID for constituent recorded on fund as a stewardship recipient with no end date

First Name

First name of constituent recorded on fund as a stewardship recipient with no end date

Last name

Last name of constituent recorded on fund as a stewardship recipient with no end date

Spouse Lookup ID

Spouse Lookup ID is included if spouse is also indicated as a stewardship recipient with no end date.

Spouse First Name

Spouse first name if spouse is also indicated as a stewardship recipient with no end date

Spouse Last Name

Spouse last name if spouse is also indicated as a stewardship recipient with no end date

Addressee

Recipient address name. First-class format is provided. If spouse is also listed as a stewardship recipient with no end date, the joint addressee format will populate. If stewardship recipient is an organization constituent, constituent name will populate into this field.

Salutation

Recipient salutation. If spouse is also listed as a stewardship recipient with no end date, the joint salutation format will populate.

Address

First-class mailing full address

Email Address

Recipient email address. If there are solicit codes or other restrictions on email address, that information will populate.

Spouse Email Address

Will populate if spouse is also indicated on the fund record as stewardship recipient with no end date.

Stewardship Recipient Type

Indicates the type of stewardship constituent. Possible values include attorney, corporate contact, donor, executor, family member, financial advisor, foundation contact, honoree, and trustee. If blank, then type is not indicated on the record in ABE. Update if applicable.

Recognition Preference

Indicates whether a donor has preferences for public and/or private recognition of their gift.

Stewardship Activity

List of all stewardship activity, sorted in most-to-least-recent order. Each activity is a comma-separated date and stewardship type; instances are separated by a pipe/bar.

Gift Capacity Rating

Gift capacity rating and range from ABE

Total Giving To Fund

The recipient’s total giving to the listed fund

TAB THREE: Award Recipients

This tab duplicates many of the fields available in the Fund Information Summary tab, but is formatted as one line for each award recipient. Each fund may have multiple lines to accommodate this. Please refer to data definitions above for duplicated fields.

Most Recent Stewardship Activity

Most recent stewardship date and type for the fund. This is concatenated in one field and separated by a comma.

Lookup ID

ABE Lookup ID for constituent

First Name

First name of constituent listed on fund as stewardship recipient with no end date

Last name

Last name of constituent listed on fund as stewardship recipient with no end date

Addressee

Award recipient address name. First-class format provided.

Salutation

Award recipient salutation

Address

First-class mailing address

Email address

Recipient email address. If there are solicit codes or other restrictions on email address, that information will populate instead of the email.

Scholarship Term

For scholarship recipients, this will present as a range based on the academic year (2017–2018).

Award Start Date

The start date for either a scholarship or a faculty award

Faculty Award End Date

End dates for faculty awards only

Comment

Any comments from the award recipient entry on the fund will appear here.


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