Workplace Giving Solutions

After a pledge or donation campaign has been run what happens? Quite a bit.

Whether your site closes to new pledges and donations until the next campaign cycle or your site remains available for new pledges and donations, reports need to be generated from the site; finalized and balanced for the specific time frame and then the information needs to be made available to those that need it. Only after that can the hard work of doing distributions based on the contractual needs begin.

 

Campaign end date set prior to campaign going live. Part of go-live check list. Inform the tech team

Reconfirm with client the end date during campaign is live. To ensure there have been no changes. Then confirm with tech team to ensure proper closing of site. 

Closing down a site usually begins with shutting off donor logins, but keeping the site active for reports users and administrators.

Site/specific logins shut down.

*If a campaign includes actual paper forms, this is when the final paper forms need to be entered. And a date set for the last paper form to be entered should have been established prior to the site going live. On the go live check list

Hard cut-off date for new or changes to pledges/donation.

Reports are generated. Reports should be balanced against each other to be sure all gifts are captured correctly. Reports should have been checked while the campaign was live to ensure accuracy during the campaign and reduce the amount of cleanup time after the campaign is closed. This also allows for any issues to be resolved that might require donor action.

            Credit card gifts – need to be balanced against pledge reports from site and the transaction report from the account where the money is deposited. (see the distributions best practices for further details on the balancing)

Correct any issues.

Once balanced and corrected if necessary rerun all site reports and save them for backup.

If there is a payroll deduction option for giving an appropriately formatted file needs to be transmitted and uploaded into the client payroll system. Timing and formatting needs should be coordinated with the payroll department prior to launch and be included in the Go Live checklist

Remaining logins that require shut-off are shut-off.

Keep track of any issues that arise to discuss in a Lessons Learned planning session for the next campaign.