Navigating TED
TED is the Tracking & Engagement Database used by the University of Illinois Advancement community to track a wide range of information related to advancement work. TED helps improve constituent engagement, build stronger relationships, and meet fundraising challenges by providing an organization-wide toolset for managing our constituent base. TED has valuable information to support SDR efforts and should be the primary place to pull and store information regarding donors, funds, gifts, and stewardship plans. The following information will provide a deeper insight into how TED is utilized by SDR professionals across campus, as well as an overview of common stewardship processes.
Reports
Presented below are the most frequently utilized TED reports for SDR efforts. To gain a comprehensive understanding of all reports within TED, review the UI Reporting Basics & UI Reporting Overview trainings available in iLearn. The following reports can be accessed via the UI reporting tab. Note: Business Managers and Advancement Users may access these reports in different areas of TED.
EGAD Dashboard
The Enhanced Gift Acknowledgement Download Dashboard (EGAD) provides access to three reports intended to be used to acknowledge gifts. See the Gift Receipting & Acknowledgement section of this guide for more details regarding process and strategy. Note: If a member of your team is involved in weekly gift acknowledgement and does not have access to the EGAD Dashboard, the Weekly Gift Report can provide similar information.
Pledge Reports
Pledge Reports include the Active Pledge Report which is a comprehensive list of active pledges in TED, the Follow-up Report which outlines pledges that are past due or the payment term has expired, and the Pledge Termination Report which outlines pledges that have been written off during a certain time period. SDR employees may be involved in reviewing pledges for write-offs before fiscal year-end and/or confirming which donors should receive pledge statements for UIF.
Top Donors Report
The Top Donors Report enables users to pull lists of donors with the highest Illinois Household Giving during a given timeframe based on the selection criteria, and can be used to review top donors to a unit to confirm they are being stewarded.
Interaction Detail Report
The Interaction Detail Report generates a list of all interactions, by fundraiser and employing unit, during a given time frame. This can be helpful to stay informed of interactions both with existing donors with stewardship plans and with prospects nearing the solicitation stage. See the Gift Proposals section of this guide for more information on the proposal process.
Search Functions
Presented below are the multiple search functions in TED used to look up information about donors, gifts, and funds.
Fund Search
Found under UI Reporting > Designation (Fund), Fund Search features a user-defined search capability providing balance, market value, fund synopsis and guidelines, unit-managed fund attributes, and other information pertinent to gift funds, and can also build ad-hoc reports to identify funds based on the criteria choices. Fund Search is commonly used to assess the status of gift funds as of a specified date and can serve as a platform for conducting annual fund reviews. Please note that the information provided here is only current as of the balance date indicated. For real-time updates on each column, work with your business manager, who possesses access to Banner, or reach out to gift admin at UIF.
To better understand the information presented in the Fund Search Report, click on the Help button on the Fund Search screen to access the “High Level Overview for Searching Funds” document. Also see the Fund Management section of this document for resources to determine if funds are being spent or accumulated.
Purpose search
Found under the Fundraising tab, the Fundraising Purpose Search area provides fundraising information about a specific fund, including a list of all donors and donations, stewardship recipients, endowment statement recipients, recipients of the funds, naming opportunities, and attributes. See the Stewardship Functions in TED section below for more information regarding stewardship recipients and fund recipients.
Designation search
Found under the Fundraising tab, the Designation Search can be used to review all documents associated with the fund for all donors, such as governing documents, pledge statements, and endowment statements.
Custom Search
Use Custom Search to find that needle in the haystack! Found under Constituents tab > Constituents, Custom Search can be used to search for individual records by education, employer, and ZIP code radius information, as well as to find large groups of constituents based on the same type of information. This area is useful when trying to find constituents in TED when you have limited information on them. For example, you may only have the name of a scholarship recipient or donor and have trouble finding them in TED. You can add additional information in the custom search area, such as UIN, their major, or age range to help you identify the correct record in TED.
- iLearn: Custom Search
Documents
In TED, you’ll find documents accessible across different sections, all stored in OnBase, the University of Illinois Foundation document management system. Below is a list of documents often referenced by SDR, along with their respective locations within TED.
Endowment Statements
Each year the University of Illinois Foundation prepares an annual statement for each endowment at UIF for which we can identify a living donor or other interested person. These statements provide donors with a financial update on their fund/s, such as the current book value and market value and amount available for spending in accordance with the purpose of the fund. UIF requests units to review endowment statement recipients annually in August, but units may request recipients be added or removed at any time by emailing Gift Admin.
Where to find Endowment Statements
- On the Individual Donor’s Record: Open the donor’s individual record, click on the Documents tab, filter by Document Type to find “UIF Gift Admin – Annual Endowment Statement”, click on the chevron by each document type, then click on the link to open the document stored in OnBase.
- Through the Fund Designation search: Endowment statements can be accessed by the designation search if you know the fund associated with it. Open Designation search, search by the fund, then click on the documents tab.
Pledge Documents
Pledges are processed by the UIF Gift Administration Department by recording, monitoring, and maintaining recorded pledges for the entire University of Illinois System. To properly steward these commitments, confirmations, reminders, and annual pledge statements are sent to donors which greatly enhances the likelihood of contribution fulfillment.
Where to find Pledges
- Pledges appear on the individual constituent’s record on the Revenue tab, Revenue History sub-tab. Look for a transaction type of Pledge. Navigate to the pledge details by clicking on the Gift link for the associated pledge. Each pledge has a details page with additional tabs related to that specific pledge.
- Pledges can also be found using Transaction Search if you have the Revenue ID.
Where to find Pledge Files
- On the Pledge: Documentation tab, then click the link to open the document stored in OnBase.
- On the Individual Donor’s Record: Documents tab, sort by Document Type or Date to find “UIF Gift Admin – Pledge Statement”, “UIF Gift Admin – Pledge Reminder”, or UIF Gift Admin – Pledges Files”, click on the chevron by each document type, then click on the link to open the document stored in OnBase.
- Through the Fund Designation search: search by the fund, then click on the documents tab. Note: This will not include pledge statements or pledge reminders sent to donors.
Governing Documents
The underlying documentation that established the guidelines for a gift fund are called Governing Documents, and could include a Fund Agreement, Statement of Gift, letter of purpose, solicitation, or other written documentation of the original donor intent for the fund.
Where to find Governing Documents
- On the Individual Donor’s Record: Documents tab, sort by Document Type or Date to find “UIF Gift Admin – Governing Documents” or “UIF Gift Admin – Statement of Gift”, click on the chevron by each document type, then click on the link to open the document stored in OnBase.
- Through the Fund Designation search: search by the fund, then click on the documents tab.
Donor Information
On the individual and household donor records in TED, you will find valuable information to support SDR efforts. Below is a list of tabs and subtabs often utilized by SDR, along with an explanation of why they are utilized.
Prospect & Plans tab
The Prospect & Plans tab contains the current and historical prospect information for the constituent.
Plans subtab
The Plans subtab shows all plans (Prospect and Stewardship) created for the donor.
- iLearn: Managing Prospect Strategy with Plans & Managing Stewardship Plans (Note: This training has to be completed in order to gain access to stewardship plans)
Planned Gifts subtab
The Planned Gifts sub-tab displays any gifts the constituent has agreed to give at a much later date. Planned gifts can be revocable or irrevocable depending on the wishes of the constituent. Since planned gifts come in at a much later date it is important to document these gifts outside of a standard Prospect Management plan. Click on the chevron to view more details about the gift or click on the link for the vehicle to view full details about the gift. You can also reach out to Gift Planning and Trust Services (GPTS) if you need more information or have questions about a planned gift.
Personal Info tab
The Personal Info tab contains general biological data and the different classifications of affiliation the constituent has with the university. The Personal sub-tab stores the constituent’s name, title, suffix, marital status, and birth date. This area provides different name formats to use for formal and information correspondence, such as for addressing donors for gift acknowledgements.
- iLearn: Name Formats Overview
Communications tab
The communications tab provides information about mass communications sent to the donor, along with mass communication requests made by the donor or units.
Communications subtab
Includes a history of appeals, emails, and communications for the constituent. Click on the chevron next to each communication or on the communication link to find out more information.
- iLearn: Communication Basics
Preference subtab
Mail Preferences are used to add constituents to a unit’s mass communication mailing list. Solicit codes prevent people from receiving certain kinds of mass communications. Mail Preferences and Solicit Codes are updated manually. Contact Annual Giving for more information: giving@illinois.edu
Documentation and Interactions tab
The Documentation and Interactions tab houses the details of visits, calls, and contacts with donors and potential donors. This tab shows a summary, as well as detailed information. It is up to each advancement employee to manually maintain and record this valuable information. Interactions are entered on household records and are linked to individual constituent records. The Interactions subtab shows a list of all interactions (pending, completed, and canceled) entered into TED by advancement staff, either via a plan or as an interaction.
- iLearn Resource: Interactions
Documents tab
Many of the constituent documents that are stored in OnBase will surface on the Documents subtab for easy access. Documents here include those added by UIF and Advancement, such as governing documents, stewardship pieces, and constituent correspondence.
Revenue tab
The Revenue tab contains information on the constituents current and historical giving, including gifts in kind, company matched gifts, revenue the constituent is receiving recognition for, and direct giving.
The revenue tab has multiple subtabs to be able to look at a donor’s giving based on revenue and recognition. To determine what tab to use, it is best to understand the difference between Revenue and Recognition:
- Revenue refers to the funds generated through Advancement’s primary operations. The four main counting methods are New Business, Cash, Campaign, and Annual Giving. The revenue donor is the donor who receives the self-credit for a gift. Only one individual or organization can have self-credit for a revenue transaction. Revenue-based reports are used when you need to see the totals of giving dollars. Revenue is the gift and how it is monetarily counted in TED.
- Recognition is information about gifts from “recognition” donors, the donors who have received any kind of recognition credit for a gift. Multiple individuals or organizations can have recognition credit for any single revenue transaction. Recognition-based reports are used when you need information about the number of donors. Recognition is the constituent who gets credit for giving the gift.
- Note: Revenue does NOT equal recognition, avoid using the “Revenue History” and “Revenue Summary” sub-tabs unless you have a specific need to do so. When reviewing gift data from a constituent’s record always begin on the UI Household Giving sub-tab.
UI Household Giving sub-tab
Gives a comprehensive breakdown of the constituent’s total giving by university, campus, department, and fund. It captures individuals’ and organizations’ total philanthropic commitments to the University of Illinois System (including the three Universities, Alumni Alliance and Foundation). Household Giving includes Direct (Self Credit) and Indirect Credit Types (Spouse/Life Partner Credit, Partner/Owner Credit, Grant Awards, Contract Awards, Outright Gifts, and Soft Credit) recognition types. Household Giving data excludes non-charitable giving such as event registration fees.
Revenue Summary and Revenue History sub-tabs
Show detailed information on any direct giving from the constituent.
Recognition and Recognition History sub-tabs
Show any revenue the constituent is receiving credit for. This can include gifts in kind, matching contributions, or soft credit.
Gifts, Tributes, and Grants and Contracts sub-tabs
Identify those specific types of giving into separate areas for easy view.
Accounts sub-tab
Allows for providing financial account information such as Financial Institution, Routing Number, Account Number/Type and EFT status.
Stewardship Functions in TED
SDR staff are responsible for adding information to TED to track fund use and stewardship activities with donors. This includes:
Stewardship Recipients
Stewardship recipients within the fund purpose functionality in TED facilitate the connection between key donors and friends with specific funds, ensuring they receive stewardship about the use of those funds.
To identify who should be listed as a stewardship recipient on a fund, you can check signatories on governing documents and endowment statement recipients, or reach out to Gift Admin to see who established the fund. In addition, constituents may be added as stewardship recipients at the request of the donor who established the fund. It is recommended to review stewardship recipients on an annual basis.
- iLearn Resource: Fundraising Purpose – Add Stewardship Recipient
Fund Recipients
Recipients of funds within the fund purpose functionality in TED is a place to keep track of all recipients of a fund. To add recipients to a fund, confirm the name, email, and UIN of each recipient with your business office and add relevant information on the Recipients tab on the fund. Recipients of funds are not limited to students and may include scholarship recipients, endowed professors, graduate fellows, faculty award recipients, etc.
Tips and Tricks
- Scholarship recipients must have a 1009 Scholarship Release attribute in Banner for their names to be recorded and released. After confirming this, check the FERPA box when recording recipients. You should also work with your unit’s awarding body to confirm that funds are awarded in accordance with merit- and need-based guidelines. OSFA will provide a needs list based on FAFSA information to each unit as part of the awarding process.
- Award date should be the first date of the term in which they were awarded, and award amount should be $0. Scholarship term should be the fiscal year in which the funds were awarded.
- It is recommended to add recipients annually as soon as funds are awarded. For scholarships, this must be after the 10-day point in the semester to confirm enrollment. Scholarships awarded later in the semester may result in more complicated accounting and refunds if the student has already paid off their student account, and also cause additional complications when creating impact reports. From an advancement perspective, it is not recommended to award funds except at the beginning of the term.
- Recipients should be recorded on the endowment fund if there is a correlating current use fund.
Stewardship Plans
Each unit is responsible for establishing a stewardship portfolio and stewardship plans for their donors, including donors with endowment funds, current use funds, planned gifts, pledges, and top donors for their unit. Reference the Stewardship Plans section of this guide for more information.
Your stewardship portfolio can be accessed on your individual record in TED via the Fundraiser tab and Portfolio subtab. It is recommended to review your stewardship portfolio on an annual basis and update plans and steps as needed.
- iLearn: Managing Stewardship Plans