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Procedure/Guide

Portfolio Report Complete Reference


Constituent Data,
Fundraising
| 3 minutes to read
Last Updated: 09-15-2021

Summary

The Portfolio Report is a self-service report used to query assigned prospect plans to aid in managing development activity.

Key Takeaways

  • When to use the Portfolio Report
  • What is included in the Portfolio Report
  • How to generate the Portfolio Report
  • Such information is confidential and may only be used in accordance with WFAA’s polices, including its data disclosure and confidentiality policies.

When to Use

The Portfolio Report outputs information about assigned prospect plans. A fundraiser’s group of assigned plans is referred to as their “portfolio” and includes any plan for which the selected user holds a primary manager, secondary manager, or WFAA solicitor role.

Given the variety of useful data points — such as capacity, likelihood, recent giving, opportunity information, and next/last interaction — fundraisers and development support can use this report to conduct portfolio maintenance and prioritization.

The report can be exported into Excel for easy sorting and filtering, and it can be viewed in ABE CRM or as a PDF.

RELATED REPORTS

If you wish to view your unassigned plans — those you may be working on for qualification or stewardship, use the Qualification Report.

What Is Included in the Report

The Portfolio Report outputs all plans to which a specified user is assigned as primary plan manager, secondary plan manager, or WFAA solicitor role, including but not limited to the following fields:

Lookup ID

This is the unique ID used in the ABE CRM system. The report includes a hotlink that will redirect you to the constituent record in ABE CRM.

Deceased Flag

A Y/N indicator. Unless actions must still be taken, plans on deceased prospects should be made historical.

Region

The geographic region as defined by address and the ABE regional definition

Disqualified for Site

Outputs the site for which the research and/or development disqualification note is applied and is still active (not end-dated). The site of WFA — Wisconsin Foundation and Alumni Association encompasses all UW sites and indicates a prospect has been disqualified for the entire organization. If several disqualifications have been made for a constituent, the sites will be listed in alphabetical order.

Plan Name

The name of the plan displays as a hyperlink to the plan in ABE CRM.

Plan names follow a standard syntax: [SITE] [DOD/QUAL/BLANK] [Plan Type]. Examples:

  • LET KATIER Major Gift
  • EGR BRADG/RUSSA Gift Planning
  • MED Major Gift

Plan Group

Selecting “All Plans” as a parameter is the recommended default. While uncommon, a plan group can be applied as a parameter, which allows users to view only assigned plans for a plan manager that have specific attributes associated with a WFAA initiative, e.g., “Legacy Project” or “LET A-RATED Project.” Selecting a plan group will limit the output to plans that contain the selected attribute. The plan group also appears as an output.

Planned Gift/Interest

A “Y” will populate under the Planned Gift column if the constituent has a planned gift on record. A blank field indicates that the constituent does not have a planned gift on record.

A “Y” in the Planned Gift Interest column indicates that the constituent has responded positively to a planned giving survey question.

Prospect Status

Indicates whether a constituent is a VIP-level prospect or has been marked as “Not a Prospect”

Fundraiser Role

Indicates the selected plan manager’s role assignment on the plan (e.g., primary plan manager, secondary plan manager, secondary solicitor)

Plan Type

The plan type — such as Major Gift, Leadership Annual Gift, or Gift Planning — provides quick insight into the type of development activity happening with the prospect.

Plan Stage

Indicates where the plan falls on the advancement continuum, based on the stage indicated on the most recent contact report entered on the plan

Plan Site

The site associated with the plan, e.g., EDU – Education. This field will return “multiple (x),” where X is the number of sites, when more than one site is attached to a prospect plan.

Ind. GCR

Returns the individual gift capacity rating, which is an estimate of a prospect’s ability to give a gift of a certain size, payable over a five-year time frame

HH GCR

Returns the household gift capacity rating, which is the largest individual gift capacity rating of both household members

Recent Gift to UW (Amount, Date, Site)

Returns details related to the most recent gift to WFAA

Recent Gift to Site (Amount, Date, Site)

Returns details related to the most recent gift to the unit selected in the report parameters

Likelihood MG Rating

Returns the predictive model score that indicates a prospect’s likelihood to make a $25,000+ gift

Likelihood LAG Rating

Returns the predictive model score that indicates a prospect’s likelihood to make a $1,000–$24,999 gift

Likelihood PG Rating

Returns the predictive model score that indicates a prospect’s likelihood to make a planned gift

Composite Priority Score

A combination of likelihood and individual gift capacity intended to help a user prioritize a prospect among a group of prospects. Higher composite priority scores should be prioritized first.

Opportunity Status

If an opportunity exists on the plan, the status of that opportunity is shown; otherwise, the field will be blank. Possible values include: qualified, response pending, accepted, rejected, canceled.

Last Step Fields

Displays details related to the last completed step on a plan. If no step has been completed on the plan, the fields will be blank. Only contact reports will be returned by these fields.

Next Step Fields

Displays details related to the next step on a plan. All step types (including staff tasks) will display in these fields. If these fields are blank, then no future step exists on the plan.

How to Generate the Portfolio Report

  1. Log in to ABE CRM.
  2. On the navigation bar, click WFAA Reports.
  3. Click DEV – Prospect – Portfolio Report.
  4. If necessary, select the applicable Plan Group. To see all plans, select All Plans. (Most plans do not have a Plan Group associated with them.)
  5. Select the Plan Manager.
  6. Select whether or not to Include Preferential Seating Gifts (only affects data pertaining to Recent Gift to UW columns).
  7. Select applicable Unit (only affects data pertaining to Recent Gift to Site columns).
  8. Select applicable Department (only affects data pertaining to Recent Gift to Site columns).
  9. Select applicable Prospect Status.
  10. Select Excel-Ready Formatting.
  11. Click View Report.

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