NFP Partners has compiled the ten most important maintenance areas for Sage Fundraising 50
1. Address Maintenance
Questions: Too many returned mailings? When was the last time you had your addresses updated?
Solution: Correct data by Sage. This service will take your database, correct the addresses, replace the addresses with the current and then update all addresses. The fee is less than having it done by a mailing house.
2. Salutations and Names
Questions: Do you need to create salutations for special mailings? Are there couples with different last names? How are they setup?
Solution: There is no easy way of doing this than by doing it by hand. But the effort is well worth it.
3. Attributes and Gift Coding
Questions: Should old attributes be inactivated? Every year new fund raising solicitations and programs are started: does your gift coding reflect those changes?
Solution: In Table Maintenance search for the coding you need to change the Status. Under this column you have three choices: Active, Inactive, and Discontinued. All the Attributes are in the Attribute Category section.
4. Deceased Constituents
Questions: Does the surviving spouse name appear on the Basic card? What about changing the salutations on the Name Card? How do you mark that a spouse is deceased?
Solutions: There are several types of solutions: Add a Name Type called Spouse Deceased. Change the name on the Basic card and Name card. Add a Sticky note. Place the spouse name so it appears on the Basic card. Add comments in the Note card.
5. Lapsed Donors
Questions: Do you have donors who gave several years ago but have not given recently?
Solution: There are several reports that can list who the donor is, the amount and the date of their last gift: First, Largest, Last, LYBUNT report, any of the reports that have defined fields.
Question: What is your policy for keeping records of people or organizations that have never given a gift?
Solution: Define a time period 5 years? 10 years? 10+ years? Reports: First Gift, First, Largest, Last, or simply run a query.
Question: Have you removed all the duplicate records in your system?
Solution: Administration Utilities: Duplicate Check creates a report of possible duplicate records. Merge/Purge combines all the information from both records and removes one of them.
8. Write Off Open Pledges
Questions: Are there old outstanding pledges? Have you written off those pledges?
Solutions: Pledge Status report can show all outstanding pledges. Utilities>Write Off Open Pledges this utility will close one or several open pledges.
9. Security Maintenance
Question: Have there been staff changes recently that require adding new ones and removing previous staff?
Solution: Administration>Security>Users and Passwords. You can remove or add new users. Also change their password and/or group.
Questions: Do you have a backup system in place? If so, has it been tested lately with a restore? When are the backups done at your organization?
Solutions: In Sage FR50 there are two ways to backup the data. File>Backup will make a quick backup at any time. Server backup can be done on a regular basis using any of the available systems.
Questions about maintenance?
Senior Fundraising Technology Consultant