Graphic: Arrow Join Now! Graphic: Arrow AFP Canada Graphic: Arrow MY AFP Profile Graphic: Arrow AFP2P Graphic: Arrow Español Graphic: Star MAKE A GIFT



















Print PRINT Share SHARE Comment COMMENT

Annual Fundraising Effectiveness Survey

October 24, 2006

Instructions
for Nonprofit Responders to the

Fundraising Effective Project (FEP) Surveys

These instructions are intended for use together with a printed copy of the Survey, which can be found HERE.

Confidentiality policy: All of the information you provide will be kept confidential, treated as anonymous and reported in aggregate form only. If you have questions, contact FEP@afpnet.org.

The FEP surveys are designed to measure annual growth in giving from “Period 1” to “Period 2,” as specified in survey fields 10 and 11.  These two dates are used for extracting data for the giving data fields 17 to 55.  You can submit separate FEP surveys for more than one year by entering relevant period-ending dates in fields 10 and 11 and repeating the survey process.

Introduction

These instructions are primarily for use when your donor software provider is not able to give you FEP survey software and/or guidance for responding to the FEP surveys, along with specific instructions tailored for their software.  Such software and guidance eliminates the need for you to figure out how to follow these instructions for extracting the needed data from your donor database.  A current list of donor software firms participating in the FEP surveys is available on the survey page.  Some participating donor software firms are providing clients with software programs and/or services that can reduce or virtually eliminate the staff time required to respond to the survey.

The AFP web-based, online version of the FEP surveys has 56 fields and takes less than 30 minutes to complete -- once the data has been organized.  Because AFP’s on-line survey service does not allow you to save a partially completed survey and return to it at a later time to complete, you need to organize the data for all 56 fields off-line before you begin entering data for the FEP Survey.

Important: We recommend you set up a “FEP Survey Data” folder now for gathering data for the 56 fields as you collect it.

If you want to respond but are declining because it would be too time consuming and complicated without the help of your software provider, please advise them that you would like them join the other donor software firms and participate in the Fundraising Effectiveness Project and FEP Surveys. Have your firm contact FEP@afpnet.org for information.

Respondents receive growth-in-giving Gain/Loss performance data

Respondents to the annual FEP surveys receive growth-in-giving performance statistics for each Gain/Loss category in Figure 1 for all donors, with separate statistics for individual donors and for organizations.  This illustrative Gain/Loss Report is for all donors.  It can also be produced for individuals and organizations in separate reports.  See statistics in the FEP Pilot 2004-05 Survey Report at: http://www.afpnet.org/files/ContentDocuments/FEP%20report%20final.pdf.

Overall growth in giving is the net result of gains minus losses.  Growth in giving is increased by maximizing gains and minimizing losses.

Funds raised include cash gifts, pledge payments, recurring gift payments, gifts of marketable securities, and the gift portion of special event income.  Count these gifts whether unrestricted or restricted.  Funds raised exclude pledges and pledge balances, all in-kind donations such as equipment, materials, services or use of facilities; deferred gifts such as known bequests and charitable remainder trusts or annuities and the costs-benefiting-donors portion of special event income.

Definitions for the Gain/Loss categories

New   donors who never gave prior to the second period.
Recapture   previously lapsed donors who gave again in the second period.
Upgrade   donors who gave more in the second period than in the first.
Same   donors who gave the same amount in both periods.
Downgrade   donors who gave less in the second period than in the first.
Lapsed new   new donors in the first period who did not give in the second period.
Lapsed other   other lapsed donors who gave in the first and prior periods but not in the second.

See page 2 of Exhibit I at the end of these instructions for further description of the gain/loss categories.

Figure 1a – Illustrative Gain/Loss Growth-in-Giving Performance Indicators
Based on Gain/Loss percentages in Figure 1

Note that once you have invested the time and effort of setting up a procedure for extracting the relevant gain/loss data from your donor database, you will be able to easily repeat this procedure with little effort as often as desired for internal management purposes (e.g., quarterly, monthly). You will be able to use this procedure for measuring and comparing growth in giving over time by detail-level sources of funding, method of fundraising, types and purposes of gifts.

If you have questions, contact FEP@afpnet.org.

Steps for Responding to the FEP Annual Surveys

  • Overview of Exhibit I – FEP Survey Data Fields 1 to 56

Please review Exhibit I at the end of this document. Fields 1 to 16 (Parts I and II) ask for contact and descriptive information about your organization and development program.   Fields 10 and 11 contain the period-ending dates for the two 12 month periods for the FEP survey (e.g., “12/31/2005” and “12/31/2006” for the second annual FEP survey).  Fields 17 to 55 (Part III) ask for numerical giving data extracted from your donor database.

All of the information you provide will be treated as confidential and will not be distributed with the rest of the data or made available to FEP survey responders or other survey data users.

  • Part I – Identification and contact information – Fields 1 to 5

Review fields 1 to 5 in Exhibit I and collect the information you’ll need to be able to enter the data when you go online to complete the FEP Survey.

These fields are optional.  However, without contact information, FEP will not be able to send you the comparative fundraising performance data, give you free access to the Survey data or otherwise communicate with you regarding FEP activities.

  • Part II – Other descriptive information – Fields 6 to 16

Review fields 6 to 16 in Exhibit I and collect the information you’ll need to be able to enter the data when you go online to complete the FEP Survey.

Fields 6 to 9 are required.  They are used to develop performance statistics by geographic area, age of development program and subsector.

Fields 10 and 11 are required period-ending dates for Period 1 and Period 2.  These two dates are used for extracting data for the giving data fields 17 to 55. 

For responding to the second annual FEP 2005-2006 Survey, enter “mm/dd/2005” in field 10 – Period 1 and “mm/dd/2006” in field 11 – Period 2.  

You can respond for more than one year.  For responding to the Pilot FEP 2004-2005 Survey, enter “mm/dd/2004” in field 10 – Period 1 and “mm/dd/2005” in field 11 – Period 2.  

“12/31” is the preferred, but not required, month and day (mm/dd) for the FEP Surveys.  If you are unable to extract data on a calendar year basis (12/31), you need to enter the actual period-ending dates that you use for extracting data in Part III.

Fields 12 to 16 are optional because, while the personnel and expense data in these fields would be very useful for ancillary performance analysis, it is important not to let collection of data for these fields interrupt or delay your response to the FEP Survey.

  • Part III – Numerical growth-in-giving data – Fields 17 to 55

Specifications for counting gifts: Funds raised include cash gifts, pledge payments, recurring gift payments, gifts of marketable securities, and the gift portion of special event income.  Count these gifts whether unrestricted or restricted.  Funds raised exclude pledges and pledge balances, all in-kind donations such as equipment, materials, services or use of facilities; deferred gifts such as known bequests and charitable remainder trusts or annuities and the costs-benefiting-donors portion of special event income.

Review fields 17 to 55 in Exhibit I.  For better understanding of the FEP Gain/Loss concepts, carefully study the “Definitions for Gain/Loss categories,” which provide criteria for fields 22 to 55.

Query #1 for Field 17Individual donors of record

Select all current and lapsed individual donors in your donor database – preferably those with valid, current email and/or postal addresses.  Include all individuals who have ever given.

Note: If you are unable to segregate individuals and non-individuals, select all donors and make certain you are consistent with this selection in queries #3 to #8 below.

Compute total number selected.

Print resulting number of donors for field 17 and file in your FEP Survey Data folder.

Query #2 for Fields 18 & 19Largest gift in periods 1 & 2 

Select the largest total giving for period received from any single source in period 1 and in period 2.  Use sum of all gifts by a donor during a period.  Note FEP Survey specifications above for counting gifts.

Compute  for the two donors’ gift records selected – sum of all gifts by a single donor during a period.

Print results for fields 18 & 19 and file in your FEP Survey Data folder.

Query #3 for Fields 20a & 20bNumber of gift transactions for periods 1 & 2

Select all gift transactions received in period 1 and in period 2.  Each payment for a single pledge are counted as separate gift transactions.  Note that the Gain/Loss data in fields 22 to 55 contain numbers of donors, not numbers of gifts, which is why fields 20a and 20b are included in the FEP Survey.  Note FEP survey specifications above for counting gifts.

Compute total number of gift transactions selected for period 1 and for period 2.

Print results for fields 20a & 20b and file in your FEP Survey Data folder.

Queries #4 through #8Extracting Gain/Loss Data for individuals and for organizations (non-individuals) for Period 1 and Period 2 (fields 21-55) 

Note: If unable to segregate individuals and non-individuals, choose the “Overall Data” option and select all donor records for the “individuals” section (fields 21 to 38).

Definitions for Gain/Loss Categories:

New   donors who never gave prior to Period 2
Recapture   previously lapsed donors who gave again in Period 2
Upgrade   donors who gave more in Period 2 than in Period 1
Same   donors who gave the same amount in both years
Downgrade   donors who gave less in Period 2 than in Period 1
Lapsed new   new, first-time donors in Period 1 who did not give in Period 2
Lapsed other   other lapsed donors who gave in Period 1 and prior years but not in Period 2

Query #4 for Fields 21a & 21bIndividuals [or overall data] – new in Period 1

Select all donors that gave in Period 1 who never gave prior to Period 1. Note that fields 21a and 21b are not used for computing the core gain/loss performance indicators, but are used with fields 22 and 23 to compute separate renewal ratios for new donor acquisition.

Compute total number of new donors and total amount of new gifts for records selected for period 1.

Print results for fields 21a & 21b and file in your FEP Survey Data folder.

The Gain/Loss concept is that overall growth in giving for your organization from one year to the next is the net result of gains minus losses.  Thus, growth in giving is increased both by maximizing gains and by minimizing losses.  Gains consist of gifts by new donors and recaptured lapsed donors and increases in gift amounts by upgraded donors.  Losses consist of decreases in gift amounts by downgraded donors and lost gifts from lapsed donors.

Query #5 for Fields 22 to 34Gain/Loss Data for Individuals [or Overall Data]

Select all donor records with gifts received from individuals in period 2.  Note FEP Survey specifications above for counting gifts. Note: If unable to segregate individuals and non-individuals, choose the “Overall Data” option, select all donor records and make certain you are consistent with this selection in query #1 above and #6 to #8 below.

Sort donor records selected according to gain/loss categories “New,” “Recaptured,” “Upgraded,” “Same,” and “Downgraded.”

For the donor records selected and sorted, compute for each of the gain/loss categories (a) the total number of donors and amount of gifts for period 2 and (b) the total amount of gifts (only) for period 1.  Note that the amount of gifts for “New” and “Recaptured” donors will always be zero, and, therefore, the FEP Survey does not include fields for these two gift amounts.

Print results for fields 22 to 34 and file in your FEP Survey Data folder.

For example (illustrative test data is included):



Query #6 for Fields 35 to 38Gain/Loss Data for Individuals [or Overall Data]

Select all donor records with gifts received from individuals in period 1 that did not renew (i.e., that lapsed) in period 2.  Note FEP Survey specifications above for counting gifts. Note: If you are unable to segregate individuals and non-individuals, choose the “Overall Data” option, select all donor records and make certain you are consistent with this selection in queries #1 to #5 above.

Sort donor records selected according to gain/loss categories “Lapsed new” and “Lapsed other.”

Compute, for the donor records selected and sorted, the total number of donors and amount of gifts for each of the two gain/loss categories for period 1.

Print results for fields 35 to 38 and file in your FEP Survey Data folder.

For example (illustrative test data is included):



Queries #7 and #8 for Fields 39 to 55Gain/Loss Data for Organizations [i.e., All Non-individuals]

Repeat queries #5 and #6 used for fields 22 to 38 for queries #7 and #8 to extract data for fields 39 to 55 – organizations (non-individuals). Important: If you are unable to segregate individuals and non-individuals, choose the “Overall Data” option for fields 22 to 38, leave fields 39 to 55 blank and make certain you are consistent with queries #1 to #6 above.

File printed results for each step in your FEP Survey Data folder.

Queries for Field 56Comments (optional)

This section is for noting circumstances impacting on giving data during periods 1 and 2.  It is important not to let collection of data for this optional field interrupt or delay your response to the FEP survey.

  • Part IV – When the Data is Ready

Once you have organized the data for fields 1 to 56 in your FEP Survey Data folder, you are ready to go online to http://vovici.com/wsb.dll/s/c13g2ad8e and enter fields 1 to 56 of the FEP Survey.  Note that you need to be ready to enter all 56 fields at one sitting.  AFP’s on-line survey service does not allow you to save a partially completed survey and return to it at a later time to complete it.

Once you have responded to the FEP Survey, you can expect to receive decision-useful comparative fundraising performance data and free access to all the Survey data within 60 days.  In addition, now that you have procedures in place, and/or possibly a new program from your software provider, you can begin immediately to apply the Gain/Loss concepts for measuring growth in giving, to your internal review and evaluation of fundraising performance by method or technique, detailed sources of funds and type and/or purpose of gift.


Exhibit I – FEP Survey Data Fields 1 to 56


 



4300 Wilson Blvd, Suite 300, Arlington, VA 22203 • 703-684-0410 | 800-666-3863 | Fax: 703-684-0540
©2009 AFP. This site content may not be copied, reproduced or redistributed without prior written
permission from the Association of Fundraising Professionals or its affiliates.
Privacy Policy | Feedback | Contact Us | Advertise with Us