Summary
Some ABE users have the ability to work with prospect plans. This page provides information on adding the prospect functionality to a constituent, as well as adding and maintaining prospect plans.
Key Takeaways
This guide helps you know how to:
- Add a prospect
- Add a prospect plan
- Edit plan names
- Assign plan managers
- Add an opportunity to a plan
What Is a Prospect Plan?
A prospect plan is functionality for tracking substantive interactions with a prospect, related to a specific solicitation.
How to Add a Prospect
- Log in to ABE CRM.
- Search for and select your constituent or organization record.
- If they do not display a prospect tab, you will need to make them a prospect.
- From the ABE home screen, navigate to the Prospects menu located in the banner at the top of the screen.
- Under the Prospect Management section, click the Add a Prospect link.
- Enter the constituent information in the first field or use the search function.
- Leave the Prospect Manager field blank.
- Leave the Prospect Manager Start Date field blank.
- Skip all other fields and select Save.
How to Add a Plan
- Log in to ABE CRM.
- Search for and select your constituent or organization record.
- Navigate to the Prospect tab — then to the Plans subtab, just below on the red bar.
- Review current plans. If an unassigned plan exists for your site, simply begin working it; otherwise move to step 5.
- Click the Add button.
- Choose Add major giving plan.
- Fill out the plan name: SITE QUAL PLANTYPE (e.g., EGR QUAL Major Gift or HEC QUAL Gift Planning).
- Choose plan type to correspond to your intended cultivation (e.g., Major Gift, Leadership Annual Gift, Gift Planning).
- Enter today’s date for start date (hit F3).
- Choose the site associated with the cultivation effort. Multiple sites may be selected.
- Provide a brief narrative (feel free to keep it simple initially; you can always add more later).
- To link a household together, add a spouse as a plan participant. There should not be a primary manager on a QUAL plan.
How to Add a Primary Plan Manager (make an assigned plan)
- Log in to ABE CRM.
- Locate the plan you want to work with.
- Select the plan, and then choose Edit primary manager from the left Tasks menu.
- Search for the name of the primary manager.
- Add today’s date as the start date.
- Select Save.
- Select Edit plan details from the left Tasks menu.
- Update the plan name in the pop-up window by adding the first name and last initial of the primary plan manager in ALL CAPS (e.g., EGR QUAL Major Gift becomes EGR KYLEB Major Gift).
- Click Save.
How to Add an Opportunity
- Log in to ABE CRM.
- Select the plan you want to work with.
- Select the Opportunities tab in the plan.
- Click the Add button.
- Enter the status; an opportunity is Qualified until an ask is made. Then the status is Response Pending, Accepted, or Rejected. Use Canceled if a qualified opportunity becomes invalid.
- Enter an Expected ask amount.
- Enter a percentage Likelihood that the gift will close.
- Enter an Opportunity type that matches the use most closely.
- Enter an Expected ask date.
- Enter a Designation — searching for an existing fund number or searching for “Qualified” in the search form and choosing a holding fund for the appropriate site. Multiple designations may be entered if the gift will be distributed.
- Reflect the appropriate amounts and types for each line. Most often, the type will be “not applicable.” Consult a WFAA team member for more guidance if needed.
- Click Save.
- Opportunities can and should be edited as more information is known through cultivation.
How to Make a Plan Historical
- Log in to ABE CRM.
- Locate the plan you want to make historical
- Select the plan, and then choose Edit plan details from the left “Tasks” menu
- Update the plan name in the pop-up window by adding the date of the most recently completed step to the end of the plan name (e.g., LAW ERICS Major Gift becomes LAW ERICS Major Gift 9/2/2020)
- Click Save.
- Return to the Tasks menu and select Make historical if you no longer plan to work with the prospect or Make historical and add a new unassigned plan if you intend to continue working with the prospect on a new solicitation.
- If there are any pending or planned steps on the plan, those will need to be canceled before the plan can be made historical.
- If there is an opportunity in Qualified or Response Pending status, it will need to be updated to Accepted, Rejected, or Canceled in order to make the plan historical.