Project Brief v1.0

PROJECT BRIEF

Grantee Org:                                     Child Advocates of SW CT

Grantee Names:                              Stacey Sobel and Becky LeGette

Volunteer Name(s):                       Antonio Lim, Abigael Gonida and Kevin Durand

Date:                                                     May 14, 2014

Customer #:                                       1309098

Account Manager Name:             David Geilhufe

Project Type (i.e. Dashboard):   Saved Searches

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In Scope:

• Generate at least three (3) Saved Search Reports that could possibly meet the reporting requirements of Child Advocates of SW CT.

Below are the reporting requirements:

• When consultants originally set up our NetSuite account, they created a Saved Search entitled “CAC-Donors with Donations to Acknowledge”. A Dynamic Donor Group was then created from this Saved Search (“CAC - Donors with Donations to Acknowledge”), which we use to create mail merged tax-acknowledgement letters to thank donors for their contributions. The way it is currently set up, it lumps all donations together, however, it would be more beneficial if we could refine the searches so that the letters can be generated by Marketing Campaign (so that the letters can be detailed to address the donations that were made toward each Marketing Campaign).  We recently held a fundraising event where donations were made toward tickets, auction items or just general donations, and each of the tax letters for these categories is different.

Transaction fields we want to show in search result:

• § ID
• § Name/Family Name
• § First Name
• § Last Name
• § Transaction: Amount
• § Transaction: Date
• § Transaction: Type
• § Transaction: Number
• § Campaign Source
• § Payment Method
• § Transaction: Acknowledged
• § Transaction: Acknowledgement Date
• § Shipping Address
• § Transaction: Memo

• Extracting the donor information for last year’s annual report took lots of manual manipulation. We would like to set up a search/report that would return results in the format that our annual report is structured. This will save a tremendous amount of time, and bolster confidence that all of the information is correctly being captured. Criteria involved:

1. Household/Individuals/Businesses who contributed during Fiscal Year; (separate listing for Grants/Foundations)
2. Totaling all contributions by each household/individual
3. Sorting donors into our annual report contribution levels (e.g. $25,000 and up; $10,000-$24,999; $2,000-$9,999; etc.); the ability to easily change the search if these category ranges change
4. Listing the donors alphabetically by last name within the categories (with the full name listing including either just an individual first name or two names if it’s a couple; e.g. Jane Smith or Jane and Michael Smith)

Transaction fields we want to show in search result (sorted and listed as mentioned above):

• § ID
• § Name/Family Name
• § First Name
• § Last Name
• § Name for Letter Template
• § Total $ amount of donations this Fiscal Year
• § Reference at CAC
• § Learned about CAC

• Donor Reports for Board Meetings

1. Donors during certain time periods, marketing campaigns, etc.
2. Comparisons of donors/donations vs. previous years/time periods

Transaction fields we want to show in search result:

• § ID
• § Name/Family Name
• § First Name
• § Last Name
• § Name for Letter Template
• § Total $ amount of donations this specified time period(s)
• § Reference at CAC
• § Learned about CAC
• § Marketing Campaign (where appropriate)

• Searches/Reports to tailor fundraising letters to specific parameters

1. e.g. list of donors who did not donate at a certain event or who donated under $500 at that event?

• To conduct weekly meetings, if needed, to demonstrate the creation of the saved search reports.

 Out of scope:

• Customization of Saved Reports and Financial Reports.
• SQL Expressions

Completion Criteria:

• The project is complete when volunteers have delivered at least three (3) saved search reports.
• Walkthroughs on how the saved search reports were created.

Project Schedule:

Acceptance:

NetSuite Volunteers and Child Advocates of Connecticut are in agreement of the project scope and schedule.

NetSuite Acceptance:  Antonio Lim, Abigael Gonida and Kevin Durand

Customer Acceptance: Stacey Sobel and Becky LeGette