REQUIREMENTS FOR THE EXTERNAL RELATIONS SYSTEM
The External Relations system will be used by the various units of the External Relations Division such as: Communications, Community Relations, Corporate Relations, Government
Relations, Ceremonies and Events, Marketing, and Alumni and Development, as well as by other UVIc units such as the University Secretary's office and the Office of the President.
Constituents will consist of alumni, donors, government officials, community leaders, friends of the university, staff, board members, committee members, etc.
Solution: The External relations unit is currently using Banner Advancement for gift processing. The division is looking for a system solution that will meet all of its requirements
listed in this document either by providing 1) a total solution package or 2) an integrated combination of Banner Advancement's gift processing capabilities and a bolt-on product for
the other requirements.
The product must: a) be well deployed across higher education institutions, b) be a proven, well tested product in the marketplace, c) have a track record of R&D investment resulting
in improvements in each new version, and d) be easy to use (key requirement that will be determined based on descriptions in the comment field and on product demonstrations).
Instructions: For each requirement please describe the solution in the comment field (such as steps required to accomplish an action, # of screens used to accomplish, if the process
is automatic or manual, etc.) The preferred solution is for functionality to be a standard function included in the product; requirements that are met through customization will
receive lower rankings. If the solution does require customization, please describe how this is accomplished including length of time to accomplish and cost. If there is more than one
solution, please describe each one.
function Available with
No. Topic Requirement Description Priority Comments
included in customization
Ability for user to access the External Relations system remotely. Please describe all
1 remote access Preferred Yes or No Yes or No
methods of access.
Ability to provide customized user interfaces based on roles within the organization, or
2 allow the user to customize their interface as required. Describe how interfaces can be Preferred Yes or No Yes or No
customized and the extent of the customization.
3 data entry - 1 screen Ability to perform data entry via a user customized single data entry screen. Preferred Yes or No Yes or No
Ability for users to attach an unlimited number and variety of documents, photos, multi-
4 attachments Preferred Yes or No Yes or No
media presentations and urls to records at the constituent and gift/funding level.
Ability to search all data fields through "Google" type searches, drop down boxes, tick
boxes and custom searches. Describe how your system accomplishes various types of
5 search of data fields Preferred Yes or No Yes or No
searches - please give examples of searches for different types of fields (alpha/numeric,
Ability for users to search on constituent names using wild cards, "similar to" or phonetic
search for searching. Name searches must include middle names, nicknames, maiden names and
6 Preferred Yes or No Yes or No
constituents former names. Describe all the ways a quick search for a constituent can be done, and
what is returned (i.e. all fields, selected fields).
Ability for users to create, run, save and manipulate many types of reports without
programming assistance. Users must be able to customize the formatting and the fields
7 reports included in the reports, and use nested if/and/or. The system must be capable of full Preferred Yes or No Yes or No
exporting to MS Word, Excel, MS Exchange, PowerPoint and Adobe Acrobat. Users must
be able to customize reports with logos.
Ability for report interface to support the creation of complex SQL statements that
8 reports & SQL Preferred Yes or No Yes or No
support parentheses (), and have the ability to perform nested if/and/or.
9 scheduled reports Ability to automatically run reports at scheduled times. Preferred Yes or No Yes or No
Ability to have drill down capabilities in queries - queries must allow user to open the
10 drill down in queries Preferred Yes or No Yes or No
records in the report directly from the query record set.
Ability to fully integrate with MS Exchange (calendar, tasks and email) - for example, by
initiating calendar appointments, tasks and emails in fundraiser's Exchange account from
11 MS Exchange Preferred Yes or No Yes or No
within External Relations system, without having to re-enter data into Exchange.
Describe in detail how this works.
Ability to generate emails from within the system to 1 or more constituents and send on
12 create emails behalf of someone else (i.e. assistants can send emails for managers). Must be able to Preferred Yes or No Yes or No
send via a query record set and via each record.
Ability to attach emails and email attachments to a constituent's record directly from the
attach emails and
13 email writing screen without having to copy and paste the message into the External Preferred Yes or No Yes or No
user defined Ability for each Faculty/Unit to use their own templates for Word documents & emails
14 templates for emails, such as briefings, profiles, letterhead, receipts, acknowledgements, pledge reminders, Preferred Yes or No Yes or No
receipts, etc etc.
Ability to update database in real time (i.e. no overnight updates) so that once data
15 real time data changes have been saved, users can run reports within minutes of the changes and have Preferred Yes or No Yes or No
the reports reflect the changes.
Ability to provide alerts via dashboard in form of message on screen when record
16 alerts Preferred Yes or No Yes or No
touched, and via MS exchange in form of an email or task.
17 alerts Ability to set alerts to occur either when opening a record or saving a record. Preferred Yes or No Yes or No
18 alerts Ability to send alerts to 1 or more selected individuals. Preferred Yes or No Yes or No
19 alerts Ability to have user not programmers set up alerts. Preferred Yes or No Yes or No
Ability to set up alerts for specific types of updates to a record (deceased, address
20 alerts Preferred Yes or No Yes or No
Ability to generate automatic alerts for new gifts or reached target gift levels from
specific constituent or specific group of constituents, for gifts solicited by specific method
21 alerts Preferred Yes or No Yes or No
or all methods; to specific designations; or combination (i.e. all gifts over xx from calling
program to undergraduate scholarships).
Ability to generate automatic alerts for no activity within a time period on a constituent
22 alerts Preferred Yes or No Yes or No
(i.e. No contact report filed in past 6 months).
23 alerts Ability to generate automatic alerts when prospects are available again. Preferred Yes or No Yes or No
Ability to generate alerts for overdue activity reminders, or upcoming activity reminders.
24 alerts Preferred Yes or No Yes or No
Resulting list can be sorted by date order or due this week.
Ability to generate alert when a constituent has done activities with UVIC, such as joined
25 alerts board, attended an event, etc. Ability to choose the criteria as to which activities appear Preferred Yes or No Yes or No
in these alerts.
Ability to store all data required to support constituent engagement activities. Such data
includes individual personal information, academic history, multiple addresses, career
regular data needed -
26 history, relationships, affiliations, geographic region, etc. For organizations, such data Preferred Yes or No Yes or No
includes multiple addresses, corporate history (mergers, acquisitions, name changes),
corporate structure (head office, branches, international offices), employees, etc.
Additional user defined fields can be added to a constituent's record (i.e. a unique
27 additional fields Preferred Yes or No Yes or No
28 currencies Ability for External Relations system to record, convert and report on multiple currencies. Preferred Yes or No Yes or No
cultural/language Ability to accommodate cultural differences regarding name, title, addressee and
29 Preferred Yes or No Yes or No
30 Ability for memo fields to be unlimited to cut & paste data from outside sources. Preferred Yes or No Yes or No
Ability of data fields to be a min of 60 characters long in order to display the full name of
31 data fields min of 60 Preferred Yes or No Yes or No
organizations, funds and projects.
Ability for changes to data fields to be tracked in a data audit system with the ability to
32 track changes Preferred Yes or No Yes or No
add notes to the changes.
Ability to automatically populate ID update field with the ID of the person making the
33 track changes Preferred Yes or No Yes or No
change to a field.
34 batch entries Ability to allow batch entries and manual overrides. Preferred Yes or No Yes or No
Ability to provide security controls at the data field, memo field and attachment level
35 security Preferred Yes or No Yes or No
for each user. Security controls can be modified by an assigned user.
Ability to track constituents by type i.e. Alumni, Donors, Prospects, Faculty, Staff,
36 constituent type Students, Friend, Government Official, Corporate Sponsor, etc.; ability to identify Preferred Yes or No Yes or No
primary code (each constituent can be one or more types).
Ability to link constituents by their relationships (i.e. parent, child, family member,
37 link relationships Preferred Yes or No Yes or No
spouse, etc). Relationship types can be customized (i.e. great aunt, guardian).
38 drill down on links Ability to drill down on all linked relationships to see the linked record. Preferred Yes or No Yes or No
Ability to link a constituent to another constituent based on a "referral" relationship.
39 link on referrals Desirable Yes or No Yes or No
Automatic counting of number of referrals by a constituent.
40 Ability to record relationship history, i.e. former spouses. Preferred Yes or No Yes or No
advisory committees Ability to track constituents on advisory committees and boards (both current and
41 Preferred Yes or No Yes or No
and boards historical members) as well as their start and end term dates.
Ability to assign constituents to a "group", i.e.. family and company and family
42 group of constituents Preferred Yes or No Yes or No
Ability to provide graphical representation of all relationships a constituent has, with
drill down on
43 drill down capability (meaning that if you drill to one of the relationships, it takes user to Preferred Yes or No Yes or No
this record and so on).
link corporate Ability to link corporate structure - i.e. foundation, branch and subsidiary records. Ability
44 Preferred Yes or No Yes or No
structure to drill to one of these entities and see their record, etc.
45 Ability to record corporate history, i.e. mergers, acquisitions, name changes. Preferred Yes or No Yes or No
Ability to record multiple contact fields on organization records (i.e. primary contact,
receipt contact, events contact, mailings contact). Company contacts may also have their
46 organization contacts own contacts (i.e. executive assistants) and these must be tracked as a specific contact Preferred Yes or No Yes or No
and linked to another company contact. Each contact should be able to be linked to a
link people w.
47 Ability to link individual records with corporations. Preferred Yes or No Yes or No
48 alumni types Ability to accommodate other definitions of alumni, such as associate and honorary. Preferred Yes or No Yes or No
customize and link Ability for users to customize degrees and schools, and link degree and school name
49 Desirable Yes or No Yes or No
degrees and schools changes to former degree and school names.
defaults for new
50 Ability to set defaults for data entry of a constituent record. Preferred Yes or No Yes or No
Ability to provide address cleansing (to Canada Post standards or to UVic's desired
51 address tool Preferred Yes or No Yes or No
Ability to do National Change of Address processing on constituent addresses and
52 prevent recent addresses updates from being overwritten. Describe how this is Preferred Yes or No Yes or No
53 Track activities Ability to track constituents involvement in campus activities (events, lectures). Preferred Yes or No Yes or No
Ability to track constituent's career - all places of employment, industry awards,
54 Track career Preferred Yes or No Yes or No
Ability to merge constituent records that have been identified as duplicates, ideally by
55 merge duplicates providing a screen which allows users to select which components of the existing records Preferred Yes or No Yes or No
to keep for the new record. Describe who would be able to do this and how.
56 table codes Ability for specified user to maintain table entries (i.e. creating them or making inactive). Preferred Yes or No Yes or No
Ability to create customized "business rules" that create automatic changes to other
57 workflows fields (i.e. when deceasing a constituent, their spouses marital status changes to Preferred Yes or No Yes or No
widow(er), and to notify specified user that automatic change has occurred.
Ability to track contact parameters: mail (including various types of mail), email (various
58 mailing codes email addresses, purpose of each, preferred) and phone (various phone numbers, Preferred Yes or No Yes or No
purpose of each and preferred).
59 Ability of the users to customize contact parameters. Preferred Yes or No Yes or No
data entry of mailing Using a single data entry screen, ability for specified users to turn off and on various
60 Preferred Yes or No Yes or No
codes types of contact parameters according to the constituent's preferences.
display of mailing
61 Ability to display constituents preferences on their record. Preferred Yes or No Yes or No
Ability to provide report for all activities or specific type of activity from list of
62 constituents within a time frame set by users. (i.e. all face to face meeting with x, all Preferred Yes or No Yes or No
constituents sent annual review, etc).
Ability for users to request assignment of a prospect or group of linked prospects from
within the system via an online request form that tags the prospect as pending request
63 pending prospect Preferred Yes or No Yes or No
and requires user to enter a rationale for request. The system must alert users if the
prospect is already assigned or deceased.
forward pending to Ability for all pending requests to be forwarded to selected users for review and
64 Preferred Yes or No Yes or No
research management. Describe how the system handles pending requests and follow ups.
65 history of primaries Ability to store history of prospect requests and assignments on the constituent's record. Preferred Yes or No Yes or No
66 multiple primaries Ability to assign constituents to multiple external relations staff. Preferred Yes or No Yes or No
multiple rankings of Ability to have multiple rankings of a constituents by capacity, inclination and interest (a
67 Preferred Yes or No Yes or No
a constituent prospect can be in several moves management stages by different faculties/units).
Ability to identify/flag constituents as connectors/natural partners and manage in
68 connectors Preferred Yes or No Yes or No
pipeline but not be included as major gift prospects.
Ability to globally (mass) release all prospects from a specific development officer and
69 global release globally (mass) assign all to a different development officer or assign to multiple Preferred Yes or No Yes or No
Ability to transfer all primaries from one development officer to another in one step (not
70 primary transfer Preferred Yes or No Yes or No
Ability to track constituents interests as well as non interests using: user defined interest
71 constituent interests fields, memo fields for further comments, and source of information field (Research Preferred Yes or No Yes or No
Department or User), and date field.
Ability to track gifts/funding to other organizations, amounts, type of organization,
72 gifts to others Preferred Yes or No Yes or No
source (who found out this information) and date.
Ability to track proposal details with user defined fields such as: Proposal Name, Purpose,
Campaign/Project, Fund, author (multiple), date of report creation, primary
73 track proposals (development officer), research officer, faculty, geographic region, target ask range, ask Preferred Yes or No Yes or No
amount and ask date, expected amount and expected date, and % of certainty, contact
field details, proposal notes field, and deadline field.
dashboard- Ability to provide dashboard with constituent summary page that can be customized by
74 Preferred Yes or No Yes or No
constituent summary users.
Ability to send upcoming activities to Dashboard for a user defined timeframe and type
75 upcoming activities Preferred Yes or No Yes or No
Ability to create standard and customized "activity" categories that can be counted and
76 activities Preferred Yes or No Yes or No
compared to their activity goals.
dashboard activity Ability for dashboard report that shows activities vs. goal for a specified period for a
77 Preferred Yes or No Yes or No
vs. goal specified user or group of users (i.e. face to face, new prospects, etc).
activity of linked Ability to see full activity of linked/grouped prospects in one area, spouse, children,
78 Preferred Yes or No Yes or No
prospects corporation, foundation, etc.
Ability to track a constituent in multiple pipelines - as a donor (in the stages of
qualification, identification, cultivation, solicitation and stewardship) and as an alumni
79 multiple pipelines Preferred Yes or No Yes or No
(volunteer, ambassador). An example would be a donor that is in cultivation with Faculty
of Law, in identification with Faculty of Business and as volunteer in Alumni.
report on length of
80 Ability to report on how long a constituent has been in a stage(s) of the pipeline(s). Preferred Yes or No Yes or No
81 stage and gift Ability to report on what stage donor was in when gifts were made. Preferred Yes or No Yes or No
Ability to record collaboration by multiple units in moves management system. For
other contributors to
82 example, ability to record activities of central unit team members or research unit in Preferred Yes or No Yes or No
assisting other units to secure gifts and increasing alumni engagement.
Ability to perform moves management tasks such as entering strategies, entering
contacts, altering strategies, etc, all from one screen so that development officer is not
83 ease of use Preferred Yes or No Yes or No
exiting and entering multiple screens or interfaces. This is a key element where ease of
use and timing will be evaluated in demonstrations.
Ability to customize moves management system for estate administration. Estate
84 administration has particular cycles that are not the same as the traditional fundraising Preferred Yes or No Yes or No
management for PG
85 mass contact reports Ability to enter mass contact reports into the system (i.e. sent annual review). Preferred Yes or No Yes or No
86 mass strategies Ability to enter mass strategies into the system (will invite group to legacy dinner). Yes or No Yes or No
87 D.O. to faculties Ability to assign development officer to 1 or more faculties or units. Preferred Yes or No Yes or No
assign other staff to Ability to track non fundraising staff members on a proposal - who else was involved in
88 Desirable Yes or No Yes or No
proposals building the proposal such as a Volunteer, Dean, Professor.
Ability to record why proposal is declined in a searchable field. For example if a proposal
89 declined proposal Preferred Yes or No Yes or No
failed because the prospect will not give to "X", this needs to be easy to find out.
90 inactive proposal Ability to make a proposal inactive. Preferred Yes or No Yes or No
link activities to the Ability to link activities related to the proposal to the constituent and to the proposal
91 Desirable Yes or No Yes or No
attach documents to
Ability to attach documents that accompanied the proposal with the constituent and the
92 proposal and Preferred Yes or No Yes or No
proposal (such as actual proposal, case statements, and backup documentation).
93 search for proposals Ability to search for proposals on required keywords. Preferred Yes or No Yes or No
94 link gifts to proposal Ability to link gift/pledge to proposal. Preferred Yes or No Yes or No
Ability to track proposal status using status field and comment field (i.e. In progress,
95 status of proposal Pending approval, Submitted, More Information Requested, Resent, Accepted, In Preferred Yes or No Yes or No
Stewardship, Declined, Deferred, etc).
goals for overall and Ability to have annual and cumulative revenue goals for campaign overall and for various
96 Preferred Yes or No Yes or No
breakdown appeals and funds (designations -i.e. different buildings) within the campaign.
97 Ability to create "records" for these campaigns/contracts and attach documents. Preferred Yes or No Yes or No
Ability to track activities/actions taken on any of these campaign/contract records with
create activities for the ability to copy these activities over to a new campaign/contract record in order to
98 Preferred Yes or No Yes or No
"campaigns" use as a planning tool and to understand what efforts have gone into that Campaign,
Fund, Appeal, Package, etc.
assign faculties to
99 Ability to assign campaigns, appeals to faculties. Preferred Yes or No Yes or No
Ability to add track alumni interactions with the university. The interactions must be user
100 alumni interactions defined and unlimited (i.e. participates in travel program, volunteers at events, organizes Preferred Yes or No Yes or No
alumni events, nominates alumni, responded to survey x, etc).
Ability to track all student awards on constituents record (scholarship, bursaries, awards,
101 alumni award info Preferred Yes or No Yes or No
fellowships) and amounts and dates.
102 alumni semesters Ability to track semesters attended for alumni. Preferred Yes or No Yes or No
103 alumni co-op Ability to track co-ops, exchange programs. Preferred Yes or No Yes or No
104 alumni residences Ability to track residence and dates. Preferred Yes or No Yes or No
105 Ability to track Alumnus preferred grad year/faculty/department to be used for events. Preferred Yes or No Yes or No
email blasts to
Ability to send email blasts based on interests to potential advocates to drive them to the
106 interested Preferred Yes or No Yes or No
website for more information.
107 alumni mailing lists Ability to generate alumni mailing lists using the report interface. Preferred Yes or No Yes or No
Ability to track constituents athletic history at UVIC - position, team, coaches, years
108 Track athletics played. Ability to link athletes to multiple sports and for various years. (i.e. constituent X Preferred Yes or No Yes or No
played soccer in 1999 and 2002, baseball in 2000).
Track university Ability to track alumni involvement in campus activities such as student government,
109 Preferred Yes or No Yes or No
activities clubs, etc.
double majors and Ability for users to manage alumni with double majors and or multiple degrees,
110 Preferred Yes or No Yes or No
multiple degrees according to the needs of the users and the preferences of the alumni.
111 alumni survey Ability to upload survey data into alumni records. Preferred Yes or No Yes or No
Ability for constituent to make a web donation. The donation must be automatically
112 web donation attached to the constituent's record, and the system must be payment card industry (PCI) Preferred Yes or No Yes or No
compliant. Please describe this feature.
Ability for donor to select to be anonymous, or to select particular name for donor
113 web anonymous Preferred Yes or No Yes or No
Ability for constituent to make one time gift, pledge with varying payment size and
114 web pledge/gift Preferred Yes or No Yes or No
115 web designation Ability for donor to choose designation fund using keyword search or browse list. Preferred Yes or No Yes or No
For memorial gifts, ability for constituent to check off "Notify the family of my gift";
116 web memorial Preferred Yes or No Yes or No
"Notify the family of my gift and the amount".
Ability for donors to make an "In Celebration" gift, for birthdays, anniversaries,
117 web celebration gift retirement, and other special occasions and provide email or address of person they are Preferred Yes or No Yes or No
118 Ability to automatically generate email notification or letter for the above gift. Desirable Yes or No Yes or No
Ability to ask the constituent: Where did you hear about this website/what prompted
119 "'where did you Preferred Yes or No Yes or No
you to give. Provide choices.
Ability to transfer/upload all information to the donor's record, with option of having
120 web upload Preferred Yes or No Yes or No
manual review prior to upload.
Constituent Relations and Stewardship
Ability for system to automatically assign a giving level to a constituent (i.e. president's
circle) based on gifts/funding within a specific year and lifetime giving. Also must have
121 giving level Desirable Yes or No Yes or No
ability for user to override this by assigning a giving level name to a constituent -
comment field needed to explain rationale for override.
Ability to report on individual constituent's giving/funding as well as all linked
122 group reporting Preferred Yes or No Yes or No
constituents as a whole.
123 anonymity levels Ability for users to set levels of anonymity according to the preferences of donors. Preferred Yes or No Yes or No
Ability to track recognition naming (i.e. building naming, donor walls, outdoor spaces,
124 naming Preferred Yes or No Yes or No
Ability to create recognition activity track - a planning tool to allow us to plan recognition
steps (i.e. a number of user specified activities in a specified order - a user created
125 recognition pipeline Preferred Yes or No Yes or No
activity template). Such as what happens, when, the next steps, reminders for follow-up,
report on recognition
126 Ability to report on constituents and what recognition activity track they are in. Preferred Yes or No Yes or No
Ability for users to create a record for each event, tracking on date, location, hosts,
speakers and speakers' preferences, invitees, attendees and guests, declines, no shows,
127 event record Preferred Yes or No Yes or No
volunteers, recognition gifts, programs, menus, suppliers, budget, seating arrangements,
sponsors, gifts in kind.
event - multiple Ability to track multiple events over multiple days - a main event and many sub-events -
128 Preferred Yes or No Yes or No
events in 1 such a reunion weekend.
129 Ability to have a master calendar to record events, mailing, etc. Preferred Yes or No Yes or No
events mailing to Ability to segment invitees from multiple events and send follow up communications
130 Preferred Yes or No Yes or No
invitees such as copies of programs, pod casts, etc.
Ability to manage purchases of multiple tickets by one constituent and track attendees to
131 events track tickets Preferred Yes or No Yes or No
132 events Ability to email invitations to large, segmented groups. Preferred Yes or No Yes or No
133 events Ability to add constituents not in the system to the invitation list. Preferred Yes or No Yes or No
134 events Ability to prevent duplicate invitations. Preferred Yes or No Yes or No
Ability to generates name tags with user defined formatting of names, degrees, honorary
135 events titles, professional designations, etc. Must be able to manipulate names based on Preferred Yes or No Yes or No
Ability to generate seating plans as lists and diagrams for planning purposes and print
136 events Preferred Yes or No Yes or No
ready table layouts.
Ability to link constituents to events, and report on who and number that attended
137 events Preferred Yes or No Yes or No
Ability to sends out automatic reminders for events constituents have registered to
138 events Preferred Yes or No Yes or No
attend, and also override for specific invitees.
Ability to segment database on user specified criteria : such as preferred method of
139 segment db contact (phone, email, mail), and/or constituent's giving history, and/or activity history, Preferred Yes or No Yes or No
and/or interests, and/or degree faculties.
reduce dups. in Ability to reduce duplicates by ranking segments so that constituents that are in multiple
140 Preferred Yes or No Yes or No
segments segments will fall into highest priority segment.
Ability to check if constituents in a segment have recently been contacted (emails, mail
141 analyse segments or phone calls) within a specified time period and allow user to chose which to keep in Preferred Yes or No Yes or No
the current segment.
Ability to ensure that households are only solicited once based on the various segments.
142 analyse segments For example one spouse should not fall into one segment and the other spouse/family Preferred Yes or No Yes or No
member should not fall into another segment and then be solicited twice.
incl soft credits in Ability to include soft Credits when segmenting potential constituents as well as
143 Preferred Yes or No Yes or No
segments payments of pledges from a third party.
calendar for annual
144 Ability to populate a calendar with annual giving planned activities. Preferred Yes or No Yes or No
efficiency of annual Ability to track costs with each activity and to measure response (number and $'s) versus
145 Preferred Yes or No Yes or No
Ability to track various metrics such as # solicited, # donors, # gifts, $ raised, Avg$/donor,
metrics of annual
146 Avg$/gift, %participation, $ received, % received, ROI, relationship manager metrics, sub Preferred Yes or No Yes or No
groups and any other metrics to be determined.
eliminate donors Ability to identify / flag donors that pledge but never make payments so that they are not
147 Preferred Yes or No Yes or No
from segments segmented.
148 matching gifts Ability to flag and report on matching gift companies of donors. Preferred Yes or No Yes or No
move from annual to Ability to analyze annual giving donation history to determine giving patterns and
149 Preferred Yes or No Yes or No
major identify prospects to be moved towards larger gifts with the Alumni giving area.
Actual gift batches should allow for unlimited number of gifts to be entered with the
150 batches Preferred Yes or No Yes or No
ability to auto-save the batch throughout the process of entering the gifts into the batch.
Ability to have financial controls, such as Batch Headers, Validation and Batch Control
151 batch controls Preferred Yes or No Yes or No
152 demo of entry Ability to enter gifts quickly - this will need to be demonstrated. Preferred Yes or No Yes or No
153 pci compliance System must be PCI compliant. Preferred Yes or No Yes or No
Ability to correct transactions for cheques returned as insufficient funds (i.e. create
154 reverse payments Preferred Yes or No Yes or No
appropriate reversing entry for feed to Banner Finance module).
Ability to handle non-financial batches: A non-financial batch is when a Faculty deposits
their donation cheques and sends the donation information to Gift Processing for tax
155 self reversing Preferred Yes or No Yes or No
receipting purposes. These gifts must be flagged in the system as NOT being part of the
journal entries that will be generated to go into the Finance system.
Ability to have online gift form for development officer - they can fill out the form within
the system, select the designation or nominate a new one, select if a pledge payment
156 online gift form and select actual pledge if known, etc. This form would then be pending until cheque Desirable Yes or No Yes or No
arrived in gift processing and gift processor verify gift form, override any information and
submit to batch.
Ability to adjust gifts (i.e. designation, solicitation code, etc). Please describe all fields
157 adjust gifts Preferred Yes or No Yes or No
that can be adjusted.
158 audit trail Audit trail for every transaction on a gift record. Preferred Yes or No Yes or No
159 gift credit Ability to assign gift credit to multiple staff - i.e. split credit 75/25. Preferred Yes or No Yes or No
Ability to track gifts by project/campaign, by solicitation code, by project, by campaign,
160 campaign/project Preferred Yes or No Yes or No
by designation type.
Automatic pledge reminders are sent to assigned individual (may be different from
pledge reminder to
161 primary) for personal follow up with donor, deferral or referral back to central gift Preferred Yes or No Yes or No
162 foreign gifts Ability to track gifts from outside of Canada and compare to a goal. Preferred Yes or No Yes or No
Ability to create Charts on stats - i.e. Goals versus Actuals for each levels on a Campaign.
163 gift charts Preferred Yes or No Yes or No
Ability to have user defined ranges (revenue ranges).
include gifts in Ability for user to define which gifts are or are not to be included in the total actuals that
164 Preferred Yes or No Yes or No
counting are to be compared to goal.
Ability to always retain gift numbers of voided gifts - gift numbers should never be
165 gift numbers Preferred Yes or No Yes or No
Ability to have numerous date fields on a Gift (i.e. date the gift was received, receipted,
166 gift date fields acknowledged, sold, appraised, posted to Banner Finance, year to be counted). Ability to Preferred Yes or No Yes or No
have date automatically generated or manually entered.
Finance - g/l account Ability to attach G/L Account numbers (both debit and credit) to every designation.
167 Preferred Yes or No Yes or No
no. Ability to maintain history of account numbers and date they changed.
Ability to track the following for securities/property: fair market value, net proceeds, no.
168 gift fields for GIKS Preferred Yes or No Yes or No
of shares, fees, appraisal fees.
Ability to track the following for gifts: campaigns, faculty, primary, solicitation code,
169 gift fields Preferred Yes or No Yes or No
geography, type of fund (endowed, capital, etc), etc.
Ability to track user specified types of soft credits (family soft credit, business soft credit,
170 soft credits Preferred Yes or No Yes or No
171 flag potential major Ability to flag donors that are getting close to a next giving level. Preferred Yes or No Yes or No
Ability to recognize constituents with foreign currency gifts in either Canadian value or
172 currencies to cdn Foreign value (i.e. may want to recognize a US constituent at the $1m US level or may Preferred Yes or No Yes or No
choose to do it at Cdn rate).
Ability to produce list of all receipted gifts for CRA tax filing purposes. If receipt is not
generated by this system as in case of foundation, must also be able to flag these gifts as
173 receipted gifts Preferred Yes or No Yes or No
receipted. System must automatically flag gifts that are being receipted, and user must
also be able to manually flag gift as receipted.
174 matching gifts Ability to flag all matched gifts. Preferred Yes or No Yes or No
Ability to handle Third Party Giving such as for the United Way (cheque comes in from an
175 United Way Organization and the gifts are from the employees). Describe how this will be reported Preferred Yes or No Yes or No
on the donor giving history.
Ability to track a constituent that gave gift/funding to a different organization that then
176 Gift to other org Preferred Yes or No Yes or No
gave the gift to UVIC.
177 overdue pledges Ability to flag and report on overdue pledges. Preferred Yes or No Yes or No
Ability to handle pledge payments that are above and below the payment schedule
over or under
178 amount by offering user option of adjusting next payment, or final payment, adding new Preferred Yes or No Yes or No
Ability to handle currency fluctuations during a pledge payment. US donor may pay off
179 foreign pledges Preferred Yes or No Yes or No
exactly $1m in US$ but may end up over or under paying the Cdn equivalent.
Ability to write-off pledges and then opt to continue to count in a specific years revenue
180 write-off Preferred Yes or No Yes or No
or remove from the revenue.
Ability to adjust pledges mid schedule such as when donors want to give to different
181 adjust pledges designation. Adjustment will result in original portion counting towards initial Preferred Yes or No Yes or No
designation and adjusted portion counting towards goals of other designation.
3rd party pledge Ability for one or more constituents to be able to pay off another's Constituent's Pledge
182 Preferred Yes or No Yes or No
payments and show in reporting who made payments against which pledge.
Ability to create a group pledge and report on the various parts of the pledge (such as
183 group pledge when a group of business owners pledge to raise $1M - each of them pledge their Preferred Yes or No Yes or No
portion of the group pledge and then raise the rest).
184 varying schedule Ability to create varying payment schedules. Preferred Yes or No Yes or No
pledge payment Ability to report on cash flow projections by showing all pledge payments expected for
185 Preferred Yes or No Yes or No
schedule each quarter/month for specified period of time.
Ability to generate specific receipt based on designation and original currency (i.e. to a
186 entity receipts Preferred Yes or No Yes or No
US foundation, generate receipt in US$).
Ability to reissue or reprint Receipts with appropriate CRA standard notes on the
187 reissue receipts Preferred Yes or No Yes or No
Receipts explaining the reissue/reprint.
188 e-receipting option Ability to select E-receipting option for specific gifts of specific size. Preferred Yes or No Yes or No
189 Ability to generate non tax receipt to acknowledge a gift as determined by user. Preferred Yes or No Yes or No
190 1 end of year receipt Ability to generate 1 receipt at year end rather than after each pledge payment. Preferred Yes or No Yes or No
191 benefit receipt Ability to generate receipts recognizing benefit. Preferred Yes or No Yes or No
pledge amount on Ability for receipt to show payments for the period, initial pledge and amount
192 Preferred Yes or No Yes or No
receipt outstanding on the pledge.
Ability to attach Gift Agreements, Terms of Reference, Contracts and any other
193 agreements/contract Preferred Yes or No Yes or No
information to the gifts/payments, with security access.
Ability to have a customizable moves management system for corporate/government
194 corporate relations Preferred Yes or No Yes or No
non philanthropic Ability to track and code specific non-philanthropic gifts. Ability to assign to campaigns
195 Preferred Yes or No Yes or No
gifts and to corporate relations officers or government relations officers.
Ability to track and report on a corporate relations research pipeline (similar to the
requirement entitled "research pipeline" - for example: # of corporate prospects
corporate relations identified that became sponsors/strategic alliances and the amount of the contract, # of
196 Preferred Yes or No Yes or No
research pipeline prospects by industry delivered to each corporate relations officer per month, time from
corporate prospect identification to contract, # of requests for research per corporate
Gift and Estate Planning
197 planned giving Ability to have a customizable moves management system for estate administration. Preferred Yes or No Yes or No
Ability to create records for financial advisors, trustees for the planned gift and link to the
198 planned giving Preferred Yes or No Yes or No
Ability to record and report on a variety of planned giving vehicles, such as charitable
199 planned giving Preferred Yes or No Yes or No
remainder trusts, life insurance, securities, real property.
Ability to manage estates in administration by recording expected estate as a pledge and
then all payments towards the pledge. This pledge must be separate type of pledge than
200 planned giving Preferred Yes or No Yes or No
other gifts and user has ability to determine whether to include in fundraised revenue
numbers or not.
201 planned giving Ability to link deceased constituent's record with estate record. Preferred Yes or No Yes or No
202 planned giving Ability to flag the estate as being complete. Preferred Yes or No Yes or No
203 planned giving Ability to track expectancies using both face value and present value. Preferred Yes or No Yes or No
Ability to have multiple contacts for designations (contacts will receive endowment
204 awards Preferred Yes or No Yes or No
reports, donor notices, etc).
205 terms of reference Ability to record terms of the award and attach to designation. Preferred Yes or No Yes or No
206 gift agreements Ability to attach gift agreement to the designation as well as to constituent record. Preferred Yes or No Yes or No
Ability to record biographies of donors who have set up the awards and link the
207 bios of donors Preferred Yes or No Yes or No
biographies to the funds.
208 Ability to track administrator of the designation (i.e. SAFA, faculty). Preferred Yes or No Yes or No
Ability to track types of awards and faculties/units - each award may have more than one
209 types of awards type and more than one faculty (i.e. smith endowment may pay for bursaries in science Preferred Yes or No Yes or No
and scholarships in English).
Ability to track payments for annual awards by flagging year of payment (i.e.. Payment
210 award payments Preferred Yes or No Yes or No
for 09-10 award), and ability to generate a report to show which awards are not paid.
Ability to record prospect research information such as multiple contact information,
family, colleagues and friends, marital status, birthday, business information, career
211 research fields history, memberships and awards, compensation, stock holdings, property, philanthropic Preferred Yes or No Yes or No
information, analysis. For corporations, subsidiaries, branches, directors, officers,
employees, financial info such as stock trading price, EBITA, etc.
Ability to track research requests by researcher, type of profile, requesting unit,
212 research requests development officer, project, constituent, moves management stage, day requested, day Preferred Yes or No Yes or No
completed, time spent, interest codes and industry codes.
Ability to track and report on a research prospect pipeline similar to a development
moves management system (for example: # of prospects identified by Research that
were eventually picked up by development officers, # of prospects identified by Research
213 research pipeline who eventually gave a gift and the amount of the gift, # of research items by type Preferred Yes or No Yes or No
delivered to each faculty/unit per month, # research items delivered to each
development officer per month, time from prospect identification to gift, # of requests
per development officer).
1 screen research
214 Ability for researchers to enter data into the system via a single screen. Preferred Yes or No Yes or No
Ability to generate customized research profile reports or call reports from the system
215 profiles with ability for user to select parameters and formatting. System offers users Preferred Yes or No Yes or No
standardized profile reports as well.
Ability to flag all history of those constituents with research profiles, including dates
216 research profiles Preferred Yes or No Yes or No
attachment to Ability to attach articles, web links and other sources as "footnotes" to profile
217 Preferred Yes or No Yes or No
218 profile comments Ability to add comments to research profiles with confidential access. Desirable Yes or No Yes or No
Ability to display a research "queue" - number of requests completed, number of
219 research queue Desirable Yes or No Yes or No
requests pending, by researcher and by unit.
220 analytics Ability to do predictive modeling based on database. Desirable Yes or No Yes or No
Ability to do trend Analysis capabilities: How often do donors give, at what levels, what
221 analytics Preferred Yes or No Yes or No
time of the year, what are their giving habits, increases/decreases in their donations, etc.
Ability to rate donors based on research done on them and their historical giving and
222 analytics alumni activity based on linking home ownership with valuation of their assets/net Preferred Yes or No Yes or No
Ability to analyze RFM( Recency, Frequency and Monetary) for donors divided into
223 analytics Preferred Yes or No Yes or No
various categories such as age ranges, geographical, Alumni versus non-Alumni, etc.
Ability to determine Retention/Attrition Rates: Donor and Alumni Engagement - by
224 analytics Preferred Yes or No Yes or No
various queries (such as by geographical area, age ranges, etc).
Ability to look for trends of Alumni that graduate from each program and if the have a
225 analytics Preferred Yes or No Yes or No
likelihood to give twice a year, once a year or only one gift in their lifetime.
Ability to do analysis such as how many activities / phone calls / led them to volunteer
226 analytics Preferred Yes or No Yes or No
and also led them to become donors.
Work plan Metrics
227 goals Ability to create constituent records for staff members with user defined goal fields. Preferred Yes or No Yes or No
Ability to track user defined metrics for staff members against goals. Metrics include
money raised, activities such as number and type of calls, number and level of proposals,
228 goals Preferred Yes or No Yes or No
number of prospects/alumni in user defined stages, joint calls with deans, academics and
colleagues and professional development.
Ability to show Revenue Goals and actuals on a daily basis for user defined period (by
229 goals Campaign, Fund, Appeal, Packages, Project, Campus, Faculty/Unit, Special Initiatives, Preferred Yes or No Yes or No
Objectives, and by Development Manager, Solicitation Team, etc.
Ability to report on user defined metrics at individual, unit and position levels for a
229 goals Preferred Yes or No Yes or No
predefined time frame.
Banner Finance interconnectivity
Ability to interface with Banner Finance. One way feed is required to feed gift
information to Banner Finance from the External Relations system. Gifts and pledge
230 Banner Finance Preferred Yes or No Yes or No
payment data (including adjusted and voided gifts) must be fed to Banner Finance
through an automated process (overall pledges will not be fed just their payments).
Ability for automated process to update gift records that have been fed from the External
231 Banner Finance Preferred Yes or No Yes or No
Relations system with a fed indicator and the batch ID/feed number.
Ability for automated process to populate the GURFEED table in Banner Finance, allowing
232 Banner Finance Preferred Yes or No Yes or No
Banner Finance to run a process to update Banner Finance with gift information.
Ability to feed gift details such as batch ID/feed number, gift amount, campaign,
designation, FOAPAL or G/L number for each designation, gift number, gift date, feed
233 Banner Finance Preferred Yes or No Yes or No
date, gift type, gift code, User ID, etc. The list of fields to feed must be alterable
depending on Finance requirements (i.e. upgrades may require additional fields).
Ability to run reconciliation report to verify that all batches fed correctly to finance
234 Banner Finance Preferred Yes or No Yes or No
235 Banner Finance Ability to re-run feeds to the Banner finance that bomb out on the finance side. Preferred Yes or No Yes or No
Ability to "cost recover" specific types of gifts within specific gift ranges. For example, we
236 Banner Finance currently take 25% off of gift raised from the annual giving program and send this money Preferred Yes or No Yes or No
to a different designation than the other 75% of the donation.
Banner Student interconnectivity
Ability to interface with Banner Student. One-way feed is required to feed graduated
student records to the External Relations system from Banner Student to create alumni
237 Banner Student Preferred Yes or No Yes or No
records. Student data from Banner Admissions, Academic History and Registration
modules must be fed to the External Relations system through an automated process.
Ability for automated process to create alumni records in the External Relations database
including (but not limited to) the following data: degree, degree date, degree year
(relates to academic year not calendar year), college/faculty, multiple departments
238 Banner Student related to area of study, multiple majors, minors and/or area of concentration, address Preferred Yes or No Yes or No
data, donor/alumni code, institutional honors, departmental honors, comments, student
employment history, comments and co-op studies data, student activity data (athletics,
student government, etc).
Banner HR interconnectivity
Ability to interface with Banner HR. Two-way feed is required to process staff payroll
deductions. External Relations system must feed pledge data to Banner HR then Banner
239 Banner HR Desirable Yes or No Yes or No
HR must feed deductions back to External Relations system to create the gift/installment
Ability for the External Relations system to Banner HR feed to include (but not be limited
to) the following fields: batch ID, constituent id, pledge amount, pledge type, date of
240 Banner HR Desirable Yes or No Yes or No
first installment, pledge frequency code, pledge number, pledge comment. Ability to
populate the PEAFDED table in Banner HR for setup of payroll deductions.
Ability for the Banner HR to External Relations system feed to contain all data required to
create gifts associated with payroll pledges in the External Relations system. An
241 Banner HR Desirable Yes or No Yes or No
automated process will create these gifts in the External Relations system using the data
from the GURALMP table in Banner HR.
(Separate requirement from payroll deductions described above). Ability to receive
242 Banner HR information from Banner HR to indicate new hires, retirees, staff who leave Uvic and Desirable Yes or No Yes or No
then flag External Relations system constituents accordingly.
Other Banner interconnectivity
Ability to interface with Banner General Person tables for address updates, deceased,
243 etc. A feed of all changes should be fed from Banner (if change has occurred in Banner) Desirable Yes or No Yes or No
to External Relations system and vice versa - with option of user including change.
Alumni web systems interconnectivity
Ability to interface with Alumni web system. Two-way feed is required to provide alumni
info for email blasts and to process updated alumni demographic info. External Relations
system feeds alumni data to the Alumni web system. Alumni web system feeds address
244 Alumni web systems changes and mailing preferences from Alumni web system to External Relations system. Preferred Yes or No Yes or No
An automated process uploads the changes into the External Relations systems (verified
by the user prior to upload). Please describe all APIs that are available to construct this
Protocols that we support (cryptographic protocols): SFTP, SCP (data file transport),
LDAPS (query and modify).API support: XMLRPC (system interaction via HTTPS), others
245 Protocols considered. Preference is given to XML encoded data, the Alumni web interfaces are Preferred Yes or No Yes or No
AJAX, XML/XSLT driven websites. Database connectivity: Oracle Generic Connectivity
(ODBC, OLEDB) may be an option (to be determined by UVic Systems).
Ruffalo Cody Campus Call interconnectivity
Ability to interface with Ruffalo Cody's Campus Call software. Two-way feed is required
to process annual giving donations. External Relations system feeds prospect data to
246 Campus Call Preferred Yes or No Yes or No
Campus call to be used for calling program then feeds resulting data from Campus Call to
External Relations system.
Ability to feed information that includes, but is not limited to, the following: call results,
247 Campus Call Preferred Yes or No Yes or No
demographic info, gifts and pledges.
Other System interconnectivity
Ability to interface with the Continuing Studies system via a one-way feed from the
continuing studies system to the External Relations system. An automated process in
248 Continuing Studies Preferred Yes or No Yes or No
the External Relations system will create alumni records for the diploma and certificate
grads similar to the process described under Banner Student.
Ability to interface with Uvic's ID card system. Two way feed is required to process the
alumni ID cards. Alumni eligibility is fed from the External Relations system to the ID card
249 ID Card system. Alumni ID card issued data is fed from the ID card system to the External Preferred Yes or No Yes or No
relations system. Please describe all APIs that are available to construct this two-way
Ability to interface with custom Oracle-based Convocation Management system
Convocation (CermRoll). One way feed is required to feed the honourary degree data from the
250 Desirable Yes or No Yes or No
management System CermRoll system to the External Relations system. Please describe all APIs that are
available to construct this one-way feed.
Ability to interface with custom Oracle-based electronic voting management system
Electronic Voting (Web Vote). One way feed is required to feed the voting eligibility data from the Web
251 Desirable Yes or No Yes or No
management system Vote System to the External Relations system. Please describe all APIs that are available
to construct this one-way feed.
Server Requirements and Software Update Process
The University of Victoria makes extensive use of x86-based servers running Windows or
Linux operating systems. Supported databases include Oracle, MS/SQL and MySQL, with
Oracle being the preferred database. Please describe the system and server architecture
252 Server Requirements that would enable the External Relations system to run under either Windows or Linux. Preferred Yes or No Yes or No
Please list all database and application servers required, including memory, CPU and disk
requirements assuming 80 concurrent users of the External Relations system and 200,000
The University of Victoria generally maintains development, preproduction and
production server environments. Production code and data is generally copied down to
development and preproduction prior to significant updates, to ensure that testing in
Software Update preproduction is as realistic as possible. Please describe whether or not your software
253 Preferred Yes or No Yes or No
Process supports this model. If so, please describe how production can be copied to
preproduction and development, and how the identical update set can be applied to
each. If not, please describe your recommended approach to ensure that updates are
fully tested before being applied to production.