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ANDAR System Overview
Database

Entity-Relationship Model

ANDAR is based on two account profile types: Organizations and Individuals.

Each profile is identified by a unique account number. Profiles are related to each other via relationships. For example, an individual could have an “employee” relationship to one organization, a “contact” or “membership” relationship to another  organization, a “spousal” relationship to another donor, etc. While viewing the information of one account profile, you  are only one mouse click away from viewing any of the related profiles.  Similarly, organizations can also be related. For example, each location of an organization might have a subsidiary relationship with its parent organization, and so on.

No Redundancy of Information

ANDAR stores the information collected by different departments of your organization together in a single place. An individual's name and address are recorded only once in the system, even if that individual is any or all of the following: a volunteer, a member, an employee, a contact, a donor, etc. A person giving at home and through the workplace has a single account number and profile. All information, including donation amounts is summarized into one account profile.

Handling Duplicate Accounts

Whenever a new account is created, ANDAR automatically checks and notifies the user if the account is a potential duplicate. A comprehensive “de-duping” function will search the database for possible duplicate accounts and merge them if desired.

Multiple Salutations, Names, Addresses, etc.

Donors can be addressed in several ways (Mr. John Smith; Mr. Smith; Mr. & Mrs. Smith) and many addresses can be recorded (Home, Winter Residence, Workplace, etc.). Similarly, accounts can have multiple names, “Also Known As” (AKA), maiden name, etc.  Names, addresses, and salutations can be selected depending on the circumstances.

On-Line History

ANDAR maintains an unlimited number of years of account history. Most information such as employment, other names, demographics, have associated “effective” and “expiry” dates enabling changes to be tracked. The history feature also enables the tracking of a donor’s history of giving over time.

User-defined Information Types

ANDAR enables users to define, organize and track an unlimited amount of account information. The user can define “information types” such as demographics, dates, and financials, etc. ANDAR can track assets, net worth, salary, even the number of cars, pets, anniversary dates, and birth dates. This information can then be used, in conjunction with other determining factors in the creation of mailing lists, or in the analysis of accounts for marketing or relationship management purposes.

Campaign

On-line Account Search

ANDAR enables users to access any account profile with ease. Searches can be performed by account name or number, alphabetically or by keyword(s). The keyword search feature allows users to find accounts using any word(s), or partial word(s) that appear in the account name.

In ANDAR, users have the ability to group accounts into manageable "sections," "divisions,” “groups.” The group structure is defined by the user and resembles an organization chart with the major groups located at the top, and each divided into sub-groupings as needed. Each group can be assigned any number of "managers" (staff or volunteer). In addition, each of these groups can be monitored, and reported on separately, or as part of the overall structure.

Both individual and organization accounts can also be retrieved by the "Bookmark" feature, or the "Recent" list which stores the last twenty accounts visited during that particular user session. “Bookmarks” are permanent and are restored every time the user accesses the system.

Multiple Concurrent Campaigns

ANDAR allows users to run and manage any number of campaigns such as the "Annual Campaign," the "Volunteer Campaign,” the "National Campaign,” at the same time, through the same database. The individual or organization account history shows the history for each campaign as well as combined totals for all campaigns.

User-Defined Campaign "Types"

The user can define any number of "campaign types" or "donation types" such as "Corporate," "Employee," “Individual,” "Special Event," etc., and record and summarize pledges accordingly.

Soft Credits

ANDAR allows for tracking of soft credits or "Memo Gifts," where an organization may match a donor's gift with "real" dollars while the donor is given a “Memo Gift” so that leadership-giving levels can be recognized.

Account Structuring

In ANDAR, users have the ability to group accounts into manageable "sections," "divisions,” “groups.” The group structure is defined by the user and resembles an organization chart with the major groups located at the top, and each divided into sub-groupings as needed. Each group can be assigned any number of "managers" (staff or volunteer). In addition, each of these groups can be monitored, and reported on separately, or as part of the overall structure.

The gifts from various "Campaigns" can be summarized by different groups. Similarly, the gifts from various "Campaign Types" can be summarized by group. Thus, staff or volunteers can be assigned the management of a group of accounts. Also, each group in the structure allows for the monitoring of total dollars and the setting of goals and projections.

 
Multiple Structures

The “Multiple Structures” feature in ANDAR offers the ability to define and create multiple simultaneous structures based on different sets of criteria. This feature is often used to segment accounts for analysis reasons or for the purpose of account relationship management.

Relationships between Individual and Organization Accounts

ANDAR records any gift from an individual, however, if the gift is pledged through the place of work, ANDAR establishes an "Employer/Employee" relationship between the individual’s and the company’s account. If the same individual pledges independently through another campaign, all of the individual's gifts will appear on the account history screen with a calculated total for leadership achievement purposes.

Accounts can also be “linked” or  “related” to one another as a result of  “contacts” or “memberships.” For example, the system will show that an individual donor is an alumnus of a particular university or a member of another group such as professional or personal memberships. Capturing these relationships in the database is very useful for marketing, and customer relationship management purposes.

Individual Relationships

Any number of individual relationship types (Parent/Child, Spouse, Cousin, Neighbor, Golf Buddy, etc.) can be defined and recorded between any pair or group of individuals. Furthermore, relationship types can be organized in groups and subgroups so that family relationships can be grouped together versus business relationships, or personal relationships.

Organizational Relationships

Any number of relationship types (Parent/Subsidiary, Billing, etc.) can be defined and recorded between any pair or group of organizations. The historical information of parent organization accounts will show total pledges by campaign accounts and campaign types for the conglomerate. Similarly, billing relationships can be used for direct billing of a particular transaction type to a specific organization in a conglomerate. The historical information of the billing account will show A/R totals from all accounts billed to it.

Automatic Ranking

ANDAR can automatically rank accounts by various criteria such as gift type, participation, etc. Since all accounts are ranked, the account profile window can show how the accounts rank against each other. ANDAR's powerful Data Mining tool can easily select the top 10, 100, 500, or 1000 accounts, in terms of any of the ranking criteria.

Progress Tracking

ANDAR provides on-line, “up to the second” information tracking, both at the account level and at any level of any of the campaign structures.
Information including "goal," "verbals," "un-audited," "projected," etc., can be tracked, either on-line or by printed report, as the campaign progresses.
 
Campaign Plan

ANDAR has a campaign plan feature that can assign activities against accounts at the organization or individual level. Each plan consists of the necessary activities or steps to be performed over a given time schedule. Staff members can be assigned responsibilities within the plan, by account and by activity. As well, each activity in the plan can be assigned to specific staff members. Each user of ANDAR can view a list of the activities he/she is assigned, in the form of an activity calendar.

Mailing Lists

Any number of mailing lists can be created, and any number of accounts can be attached to each list. Mailing lists can also be created in support of those lists purchased from mailing houses. Each mailing list specifies "pecking orders" for name, address, salutation, telephone, fax, and e-mail address. Pecking orders determine the order in which the information is selected from the accounts in the list. For example, first select the "formal" salutation if there is one, otherwise select the "informal" salutation if there is one; otherwise create a “standard” salutation from the account name. Combined givers can automatically be combined for mailing so that only one letter is sent. The mailing list feature is integrated with Internet capability for distribution of e-mails.
Usages

When a mailing list is "used," ANDAR creates a "Usage" which consists of the list of accounts with the resolved pecking order of name, address, salutation, and e-mail address. This "Usage" is fixed in time. A "source code" can be assigned to each usage for tracking purposes.

Once a mailing list usage is created, it can be downloaded onto a workstation for mail merging with a Microsoft Word document or sent to a mailing house. Mailing list usages can also be used for mass-e-mailing, fax, or telephone solicitations.
 

Tracking Responses

ANDAR's transaction entry screen contains a "source code" entry field to allow tracking of responses from mailings. When these transactions are processed, the mailing list usage is immediately updated with the total number of responses and total pledges, giving the user accurate and prompt response rates, as well as average gift calculations.
Processing

ANDAR's pledge processing reflects the familiar “Balance Forward” model (as used by most department stores and credit card issuers) rather than the “Open Item” model. Whereas in the latter, payments are applied to specific pledges, in ANDAR payments are applied against the balance owed within a Campaign, Campaign Type, and Campaign Year. If, for example, a donor has pledged twice as an individual in the local campaign in 2002, his/her payment simply reduces the balance owing for that gift type/campaign/year. There is no need to identify which of the two pledges is being paid. This means that a payment can be recorded against the account even if the pledge has not yet been received.

The Balance Forward model used in ANDAR provides a realistic financial view, while the Open Item model creates an environment where there is room for incorrect assumptions to be made.

The ability to enter “batch” payments without having to assign a part of the payment to each individual pledge greatly speeds up payment processing runs.

 
Data Entry

Because ANDAR is multi-tasking, one user can be changing a donor's address while another user is in the process of entering a pledge. Users can perform any other function while entering data, including running reports and creating accounts.
 
The transaction entry window is designed to allow data entry without using the mouse. This greatly increases the speed at which information can be entered. Users can also create an unlimited number of customized "Tab Stops." This further increases the transaction entry speed.

Pledges, payments, and adjustments are "batched" into "envelopes" and entered into ANDAR. Each envelope has totals that can be entered first so that the campaign can be tracked promptly without having to enter all the transactions. Envelopes are a powerful auditing tool allowing totals to be verified and cross-checked at numerous points in the data entry process. This provides strong controls from the moment the envelope face is entered into the system until all transactions within it are processed and the bank deposit is recorded.
 
Donor Communication

ANDAR has built-in features to create IRS letters or tax receipts, statements, and Thank You letters using the information stored in the database. The system uses Microsoft Word to "mail merge" this information into your own custom designed document. Alternately, users may decide to use the sample Word documents supplied with ANDAR or customize them to suit their needs.

GL Interface

ANDAR allows users to define a GL account, to assign to each transaction type of each campaign. A comprehensive GL interface exists in ANDAR for the transfer of transactions into your financial software.

Volunteer Center

ANDAR includes a comprehensive volunteer matching system. Organizations can have an unlimited number of "volunteer opportunities" defined. Each opportunity has a start and end date, whether an emergency or not, whether internal to the fundraiser or in the community, whether for the general public or for leaders, minimum and maximum number of volunteers sought, and age range. Each opportunity is also further defined by location(s), time slot(s), populations served, services offered, skills, and training required.

Individual or organization accounts can be flagged as being available for volunteering. Just like opportunities, these accounts can fill in their desired locations, time slots, populations, etc., and ANDAR will automatically search the database for matching opportunities. The accounts can then be assigned or referred to the opportunity.