lessons learned from graland country day school - jenny grimm

LESSONS LEARNED FROM GRALAND COUNTRY DAY SCHOOL

Connect Raiser’s Edge:

#BBK12UC

Welcome!

Jennifer GrimmDatabase Manager and Registrarjgrimm@graland.org

Ruth SegalWhipple Hill Webmasterrsegal@graland.org

Graland Country Day School

• Preschool – 8th grade independent school in Denver, Colorado

• Over 700 enrolled students• Established in 1924• Blackbaud—Raiser’s Edge (RE), Education

Edge (EE), Financial Edge (FE), Spark, NetClassroom/Faculty Access

• Whipple Hill—Core, onMessage, onCampus (athletics and community groups)

#BBK12UC

Graland’s Environment

• Whipple Hill– When did we purchase?– Front of house

www.graland.org– Lower school class/grade

pages (teachers – Parent portal for news

and resources– Current and past

parents, current and past students and alumni

• Blackbaud– Back of house for

Admissions, Registrar, Business Office, Faculty, and Parents for applying and reenrollment

– Online giving and event registration

– All constituents

#BBK12UC

#BBK12UC

Early Adopter Program (EAP)

• Blackbaud acquired Whipple Hill• First step was Raiser’s Edge Connect• Graland volunteered to be EAP

#BBK12UC

Integrated Environment Prior to RE Connect

Data flow from Education Edge to Raiser’s Edge. Manual Import into Whipple Hill.

Integration Environment after RE Connect Implemented

Whipple Hill records become primary records and changes the way we update information.

#BBK12UC

#BBK12UC

Lessons Learned

• Go through our timeline• What We Did• Results• Data Clean-up• Lessons Learned

#BBK12UC

Round 1: What We Did

• Refreshed WH data with information– From EE: Current parent and student

information– From RE: Alumni and alumni spouses

• RE Connect installed and configured– Data scrubbing– Constituent codes

• Linked/Added record with RE– Over 7000 records

#BBK12UC

Round 1: Result

• Data Deleted– Student and alumni ethnicity, parents missing middle names,

marital status (living status), schools and businesses

• Different data types– Wireless contact type

• Constituent codes added– Duplicate constituent codes added for students and parents with

the date of integration

• Ex-spouse relationships– Non-Constituent spouses were added as constituents

• New relationship with Spouse/Partner added• Spouse unchecked• Salutations

#BBK12UC

Round 1: Data Clean-up

• Installed EE and RE backup databases– Exported student ethnicity and parent marital status and imported into WH

• Spouse/Partner and Ex-Spouse – Deleted non-constituent relationship– Checked spouse box– Updated relationship to Spouse (not Spouse/Partner)– Checked salutations/addressees

• Constituent Codes– Queried everyone with a date of the integration and manually deleted

codes• Tested school and business relationships

– Schools and businesses will be deleted in RE. If it is not in WH—it will disappear from RE!

– Exported parent businesses from EE and imported into WH.

#BBK12UC

Round 1: Lessons Learned

• Data Mapping– All data in WH– Update any export currently using– Know who is in your WH database

• RE Connect Configuration– Update profile in WH

• Over communicate

#BBK12UC

Round 2: What We Did

• BB PATCH!

#BBK12UC

Round 2: Result

• Lost parent email addresses in RE and EE• Added contact information to all

constituents where applicable

#BBK12UC

Round 2: Data Clean-up

• Deleting the email address and re-adding the information into WH did not trigger a profile update in RE Connect.

• Other data restoration from WH triggered email address updates.

#BBK12UC

Round 2: Lesson Learned

• What triggers the update?– All new and/or different information

#BBK12UC

Round 3: What We Did

• Trained staff on new data entry process for demographic and business information

• Only some constituents in WH

#BBK12UC

Round 3: Results

• Created more work for the development office

• Decided to delete constituents who are not current parents, students, and employees from the database.

#BBK12UC

Round 3: Data Clean-up

• Removed past parents, alumni, past employees, and anyone with an All School role only from WH.

#BBK12UC

Round 3: Lessons Learned

• Decide who you want to have in WH—who is your audience?– Current parents, students, and employees

only?– Alumni?– Grandparents?– Past parents and employees?

#BBK12UC

Round 4: What We Did

• 2015-16 Online Registration– Configured a single sign on (SSO)– Instruction page in WH– Submit form reenrollment form online (BBNC)– Collect parent business information– Added incoming students and parents to WH

#BBK12UC

Round 4: Result

• Parent reenrollment time reduced• Address changes handled by parents• Faster form processing time into EE from

NetCommunity

#BBK12UC

Round 4: Data Clean-up

• Manually add and/or update parent businesses in WH. This information is not available to parents as it may have historical data.

• Double check RE Connect changes and updated WH if needed (ie removing marital status, business, ethnicity)

• Double check addresses between EE and WH (relink correct addresses in EE Integration)

• Verify User IDs between WH and BBNC

#BBK12UC

Round 4: Lessons Learned

• SSO is awesome• Lock down profile for parents and incoming

parents– Businesses: Historical data and edit=delete.

• Test all integration points• Be sure addresses are linked correctly

within EE and RE integration• Check all the changes in RE Connect

before processing

#BBK12UC

Round 5: What We Did

#BBK12UC

Round 5: Result

• Link and verify information in RE Connect• Double check the information in RE and

EE.• Worked OK but there was a possible link

missing in the chain—no checks and balances.

#BBK12UC

Data Clean-Up

• Re-add information lost through linking process

• Double check that new parents were in WH and RE—linked.

• Determined a best practice for linking/adding records

#BBK12UC

Round 5: Lessons LearnedRecommended integration order:

Add records to WH

Link/Add records to RE

Link/Add records between EE and RE

#BBK12UC

Round 6: What We Did

• Graduated, Promoted, and Enrolled incoming students

• Updated accounts for employees leaving Graland

#BBK12UC

Round 6: Results

• All parents were given end dates to their Parent constituent codes and given new Past Parent constituent codes.

• Graduating Students constituent code given ending dates and new Alumni code

#BBK12UC

Round 6: Data Clean-up

• Pulled a query to include anyone with a start date between 6/1/15 – 6/30/15

• Manually cleaned parent and student records– Removed Past Parent codes and cleaned up

dates.

#BBK12UC

Round 6: Lessons Learned

• Understand how to configure constituent codes in RE Connect and what the result will be. I prefer to manage constituent codes in RE rather than RE Connect.

#BBK12UC

All Lessons Learned

• Data Mapping• Know how RE Connect Behaves

– What triggers an update– What information will be deleted in RE– Account for new data types (wireless, living status, etc)

• Determine your audience—who needs to be in WH?

• Over communicate with your organization • Link your data in the correct order• EE and RE addresses linked correctly

#BBK12UC

Lessons Learned (cont)

• Configure constituent code options in RE Connect after you link records—or not at all.

• Understand what constituents can see in their profile and what they have access to delete.

• Be ready for data clean-up• Take everything in stride!

#BBK12UC

Looking Ahead

• Implementing onBoard• New onMessage and full onCampus

modules• RE NXT and FE NXT• Hope RE Connect becomes bi-directional• Setting ourselves up for the future of the

on products.

#BBK12UC

Questions?

#BBK12UC

Thank you!