Published: 1st August 2017
These are the steps involved in creating a new proposal. If you have any questions at all about this process, please contact firstname.lastname@example.org
Open the prospect’s record in RE. In the Prospect tab, click on Proposal on the left hand menu. Click New Proposal.
Give the Proposal a Name. This is a free text field, so you may call the Proposal what you like, but of course you may not yet know what you will be asking for. The default value to use in this case is “MG” (i.e. Major Gift). If you can provide more, then please be as specific as possible (e.g. “MG – PhD Scholarship in Poverty Measurement” rather than “MG – Poverty”).
Select a Priority. This is a required field by the Raiser’s Edge, and therefore must be completed (although the table itself needs tidying up!). It’s fine to select “TBC” at the outset unless you can be more specific, and refine later.
Leave the Campaign and Fund fields blank.
Click on the Canvassers button, and, in the resulting box (see diagram below), click in the “Canvasser” column to use the binoculars to search for and add the appropriate name. This should usually be the current DDAR Manager (on occasion, a proposal may be led by someone other than the DDAR Manager. On these occasions, this person will be assigned to the proposal, but not necessarily as the DDAR Manager). No other canvassers should be entered. Click OK.
Complete the Targetdate This is the date by which you hope to have made the ask. It should be no more than 18 months from when the proposal is created unless there is a good reason for a longer time frame. However, you may change the target date at your discretion if the need arises.
Complete the Status field (this is a required field). Here, you indicate the stage that the proposal has reached in the giving cycle. The default value (to be added to all first-time prospects) is “Research”. See “As your Proposal progresses” information box below for a full explanation of the stages in the Status field.
Also, complete the Status Date This must always show the date on which the current Status stage was entered. Therefore, when you move the Proposal Status along, you must always update the Status Date in tandem. This allows us to see how long the Proposal has remained in a particular Status.
When you move the Proposal Status along, you must always update the Status Date in tandem.
Complete the Likelihood field. This indicates your sense about how likely you think it is that the ask will be successful. This may pivot on a range of things (prospect’s warmth and affinity, but also the chances of getting in front of them!) Of course, you will usually have no idea of likelihood until you meet them, so the default value here (to be added to all first-time prospects) is “Not yet seen”. However, you should update this to one of the other values (High / Medium / Low / Too early to say) as things progress.
The Response field can be left blank at the outset. This shows the outcome of the Proposal (for good or ill!), and does not need to be completed until the ask has been made (at the earliest).
Save and Close the Proposal. That’s it!
As your Proposal progresses
- Keep the Status up to date – and always change the Status Date as well when you change the Status! Notes on Statuses are above.
- Move the Targetdate at your discretion if necessary
- As you start to get a sense of this, complete the Anticipated Ask field with the amount you intend to ask for (this should be the gift value without Gift Aid). You may fill in the Date expected field if you have an idea, but this isn’t essential.
- Ensure the Likelihood field reflects your own sense of the chances of this Proposal being successful.