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AFPNWO Administration Manual Prepared by Jacquie Skrzyipec, Jacq Connect www.JacqConnect.us | [email protected] © 2018 AFPNWO, Toledo OH 43606. All rights reserved.
Transcript of afpnwo.org · Web viewModifying the Broadcast Email Lists. If it is a large list (e.g., more than...
AFPNWO Administration Manual
Prepared by Jacquie Skrzyipec, Jacq Connectwww.JacqConnect.us | [email protected]
© 2018 AFPNWO, Toledo OH 43606. All rights reserved.
ContentsResources & Passwords............................................................................................................................................1
New Year Tasks........................................................................................................................................................2
End-of-Year Tasks.....................................................................................................................................................3
Ongoing Tasks..........................................................................................................................................................5
First Board Meeting..................................................................................................................................................5
Board Meetings........................................................................................................................................................5
Welcome Packets.....................................................................................................................................................6
Broadcast Emails......................................................................................................................................................7Modifying the Broadcast Email Lists.....................................................................................................................7Sending Broadcast Emails.....................................................................................................................................7
Webinars..................................................................................................................................................................8
Meetings..................................................................................................................................................................9Prep......................................................................................................................................................................9Registrations.......................................................................................................................................................10Day-of Logistics...................................................................................................................................................12Meeting Follow-Up.............................................................................................................................................13
National Philanthropy Day.....................................................................................................................................15Planning Page Set Up..........................................................................................................................................15Listservs..............................................................................................................................................................15Website Pages....................................................................................................................................................16Nominations.......................................................................................................................................................16Announcing the Award Recipients......................................................................................................................17The eBlast Schedule............................................................................................................................................17
Financials................................................................................................................................................................18Receipts for Reimbursement..............................................................................................................................18Documenting the Receivables............................................................................................................................18Recording the Deposits in Quickbooks...............................................................................................................20
The Database..........................................................................................................................................................23
The Annual Report.................................................................................................................................................24
BE the CAUSE..........................................................................................................................................................25
AFPNWO Administration Manual – page 1
Resources & Passwords
General email: [email protected]
Website: www.AFPNWO.orgDreamweaver – http://www.AFPNWO.org/public_htmlusername: nwo789; password: Ohio000-
Website – board documents - http://www.AFPNWO.org/board/board.phppassword: b2018nwo
Website – planning documents (npd and other committee)password: aa
Board page – www.AFPNWO.org/board/board.phppassword: 111
Member directory – http://www.AFPNWO.org/directory.php (the password is go2018)
AFPI chapter reports – www.afpnet.org - go to chapters, scroll down and select chapter portalusername: OH6; password: 1987123
AFPI BTC chapter reports – www.afpnet.org - go to MY AFP PROFILE, scroll down and select chapter tally reportusername: OH6BTC; password: OH6BTC
LinkedIn account – https://www.linkedin.com/company/11298971/
Facebook account – https://www.facebook.com/AFPNWO
Twitter account – https://twitter.com/afp_ohio (admin username: [email protected]; password: Toledo10)
CFRE – www.cfre.orgusername: xx; password xx
Vertical Response (email broadcast system) – www.verticalresponse.com username: [email protected]; password baba789789
Paypal – administrator, president, president-elect & treasurer only
AFPNWO Administration Manual – page 2
New Year Tasks
Create a new folder in the afp dropbox account and name it YYYYfinancials. Send an invite link to the treasurer and president. Inform them of the PayPal username and password.
Update the board list at www.AFPNWO.org/board.htm.
Update the president at www.AFPNWO.org/zbottom.htm.
Update the database at www.AFPNWO.org/data/afpdb.mdb – specifically bm, board sort, and board home addresses.
Update the board contact list using board directory merge – no home.docx and save it as www.AFPNWO.org/board/BoardContactList.pdf. This list will also be used for the new member packet.
Update the board packet at www.AFPNWO.org/board/BoardPacket.pdf. Use board directory merge.docx to create the board list. Send to the president for review.
Add deadline dates from the AFP Calendar.
Send email calendar invites to appropriate board members.
Update the new member packet at www.AFPNWO.org/MemberPacket.pdf. Send to VP, Membership and president for review.
Update the website – change copyright notice date, committee chairs, etc.
Add a folder for that year in YYYY format (e.g., www.AFPNWO.org/2018). All files and images specific to that year are placed in that folder.
Add a folder for that year in YYYY format in the board folder (e.g., www.AFPNWO.org/board/2018). All files specific to that year regarding board governance are placed in that folder.
Change the directory password and ask the new president for content of an email to members – see http://www.AFPNWO.org/2018/sa2018-01-05president.htm.
Ask the programmer to add a BTCYYYY field for the database.
Check all csv files to make sure they are cleared of all previous year data.
Create the new meetings workbook by copying and renaming the old workbook in Dropbox. Update the ongoing spreadsheets – the meeting dates in the summary, the topic history, final attendee analysis, board history, and presidents. Delete the monthly meeting spreadsheets. Send the new workbook to the new president and VP Professional Development so that they have a history of previous programs and activities.
AFPNWO Administration Manual – page 3
In Adobe Illustrator, update the CFRE logo in the artNEO folder with the new year. Save it as a PDF. Open it in Adobe Photoshop, resize it to 72 dpi and 120 pixels wide and save it as a .png file, both in the artNEO folder and www.AFPNWO.org/images folder. Publish the image.
Download the AFP Ten-Star/Gold Ten-Star application in Word and complete it. Send it to the past president and current president for review. Once it is approved, submit it.
End-of-Year Tasks
Complete the accord leadership requirements online by December 15th. Go to www.afpnet.org, select chapters, scroll down to the bottom and select Accord, log in, select the accord website, log in again, and then start the process.
Click on [Go to Chapter Officer], [Add Chapter Volunteer], [Search], and find the name of the chapter officer. Once that person is found, select the position and click [Update].
Try to complete as many of the available positions as possible. Sometimes, you will enter one person more than once – e.g., one person can be the chapter administrator, chapter webmaster, chapter check recipient, and chapter contact.
When done, do screen shots of the positions and send to the current president and president-elect to make sure everything is correct.
Complete the accord requirements by January 15th. Go to www.afpnet.org, select chapters, scroll down to the bottom and select Accord, log in, select the accord website, log in again, and then start the process.
Download all document agreements and forward them to the president for review. Once she has said she has read them and agrees to abide, check them on the accord website and [save and continue]. Copy those documents to the website’s board folder for future reference – use the same file name so that the links will remain updated. Publish those files.
Download the word version of the chapter activity report and complete it. Send it to the current president and president-elect for review. When approved, log into the accord website and complete the report online. Save the word document to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
Create a nicely formatted program schedule in word for all programs held in 2018 (see http://www.AFPNWO.org/board/2018/AFPNWO-2018ChapterProgramSchedule.docx for sample). Send it to the current president and president-elect for review. When approved, save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
Go to http://www.sos.state.oh.us/SOS/recordsIndexes.aspx and select perform a search. Select corporate filings. Enter ASSOCIATION OF FUNDRAISING PROFESSIONALS and click [search]. Select the appropriate entity number. Print that page as a PDF. Save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
AFPNWO Administration Manual – page 4
Ask the treasurer to send the 990 for the previous year. Save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
Ask the treasurer to send the financial statement for the previous year and print it. Save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
Attach all documents to an email and send it to [email protected], cc’ing the current president and president elect.
Note: all of the above, with the exception of the financials file, can be done before December 31 st. When sending the financials , ask for confirmation that the chapter is now in accord. When that email is received, print it as a PDF, save it to the website’s YYYY board folder for the new year and link to it on the board page. Publish the files.
AFPNWO Administration Manual – page 5
Ongoing Tasks
Answer all AFP emails using the [email protected] email.
Track hours in the tracking file.
Track mileage in the mileage file.
Maintain the chapter database.
Maintain the listserv.
First Board Meeting
Collect all signed agreements from the board members – Key Expectations, Fair Behavior, Conflict of Interest, and BTC forms. Scan the first 3 and file them.
If any agreements are missing, follow up with those board members to ensure all agreements have been received.
Board Meetings
The secretary will send the minutes. If they have not been approved by the president, send them to the president for review.
Ask the treasurer for the treasurer report and add that to the end of the minutes as an appendix.
Name the file YYYY-MMBoardMinutes.docx (e.g., 2018-01BoardMinutes.docx) and save it to that year’s board folder. Publish the file.
Open the board page – www.AFPNWO.org/board/board.php and create a link to that meeting’s minutes. Publish the file.
AFPNWO Administration Manual – page 6
Welcome Packets
When you receive the email from AFPI that memberships have been processed for the previous month, open the new member report.
Go to www.afpnet.org and click on [chapters].
Scroll to the bottom of the page and click on access chapter reports.
Enter OH7 as the username and 1987123 as the password.
Click on new member download.
Remove the excess rows at the top so that the only rows are the headers and the names of the new members. Save the file to the desktop.
Open the welcome packet file in the web files folder. Test it to make sure it works.
Complete the mail merge.
Send the spreadsheet to the Chair Membership and the President to let them know welcome packets were sent to those new members.
AFPNWO Administration Manual – page 7
Broadcast Emails
Modifying the Broadcast Email Lists If it is a large list (e.g., more than 5), enter the emails in a column labeled email in an Excel worksheet.
Save the file as a .csv (comma delimited).
Sign into www.verticalresponse.com (username: [email protected]; password: baba789789).
Go to Lists/Mailing Lists.
For one or two emails, simply click on add new record under actions. Follow the instructions.
For several emails, select an existing list or a create a new one. Under actions, select append file. Choose the csv file you created and click [next]. Select Import newer data and click [next]. If those emails existed, it will ignore them. Download the rejected emails to see why they were rejected, correct the issue, and then import again or add them manually one at a time.
Sending Broadcast Emails First, open the previous email page in Dreamweaver and save it with the new date (e.g., 2018-01-18). All
links and images must include full mapping – e.g., http://www.AFPNWO.org/images/bullet.jpg vs ../images/bullet.jpg.
Click in the source code and Ctrl +A to select all and Ctrl +C to copy.
Sign into www.verticalresponse.com (username: [email protected]; password: baba789789).
Go to Emails/New. Name the email with the date and general topic (e.g., 2018-01-07 eNews). Give it a subject line (e.g., AFPNWO eNews) and click [next].
Select Freeform Email and click [next].
Click in the large box that says “Compose your email here.” Ctrl +A to select all and Ctrl +V to paste in the code from the Dreamweaver page. Click [next].
Preview the page to make sure all images show up. If not, then you forgot to include the full mapping. Go back into Dreamweaver, add the mapping, select and copy the code again. Return to Vertical Reponses and click the [back] button. Ctrl +A to select all and Ctrl +V to paste in the new code. Click [next].
If all images appear, click on [preview text] and then scroll to the bottom and click on [send test email].
Preview the test email when it arrives. If there are errors, go back into Dreamweaver to fix them, select and copy the code again. Return to Vertical Reponses and click the [back] button. Ctrl +A to select all and Ctrl +V to paste in the new code. Click [next] and send the test email again. If all is well, go back into vertical response and click [next].
Select the list to send to (in most cases, it is the master list with everyone). Click [next].
AFPNWO Administration Manual – page 8
If appropriate, change the send date. In the social media section, select the twitter account and AFP Northwest Ohio group. In the pale yellow box, remove #vr4smallbiz (this is a link to Vertical Response’s small business page – it confuses people). Click [send email].
Webinars
When the webinars have been purchased and the schedule for the year determined, go to http://afp.peachnewmedia.com and login as [email protected] with password 20PcWeb16.
Download the mp4 and handout files for the webinars.
Open the downloads folder and rename the mp4 as YYYY-MM.mp4.
Rename the handouts as wYYYY-MMh.pdf. If there are multiple handout files, combine them into one.
Move the mp4 and pdf files into the dreamweaver webinars folder.
Copy the pdf files into the year folder as well.
Copy a previous webinar page and create a new page in the year folder for each webinar. At the bottom of the each page, link to the handouts file for that webinar.
Publish the pages and then update the list page in the webinars folder. Send to the link to the list page to the Chair, Programs and President for review.
After the pages have been approved, update the webcards and banners for the next webinar:
Edit the webcard for the meeting – see www.AFPNWO.org/images/webcardWebinar.jpg for a sample – and save it in the www.AFPNWO.org/images folder.
Open afphome.pdf in photoshop and edit the meeting portion. Save it as afphome.png.
Open afpnews.pdf in photoshop and edit the meeting portion. Save it as afpnews.png.
Registrations go to three sources:
A confirmation page with all the info that the person entered asking them to print it for their records. It also has payment info – for both credit cards and checks. See http://www.AFPNWO.org/wregisterC.php.
www.AFPNWO.org/forms/webinar.csv - this is a spreadsheet that committee member can access to track who has registered. It is also used to create the attendance list in the meeting spreadsheet.
[email protected] – reply with a confirmation signature. Be sure to update the link to the current handout file.
AFPNWO Administration Manual – page 9
One day before the webinar is to be shown:
Update the registration list linked the webinar list page.
Send an email to the Programs Chair, President, and liaison with ABLE with a link to the registration list and how many people will be at each location.
Send a webinar reminder to the people who have registered. Be sure to include a link to the handouts file.
Meetings
Prep Delete all records from www.AFPNWO.org/forms/meeting.csv and publish the file.
Receive information about the meeting from the committee. Need topic, short description of the description, short bio of the presenter(s), and professional headshot(s) as well as logistics – date and location.
Copy a previous meeting page and rename it for the meeting as mYYYY-MM.htm (e.g., m2018-01.htm). Change the information as appropriate, publish the page, and send to the Chair, Programs and President for review.
After the page has been approved, update the webcards and banners:
Edit the webcard for the meeting – see www.AFPNWO.org/images/webcardMeeting.jpg for a sample – and save it in the www.AFPNWO.org/images folder.
Open afphome.pdf in photoshop and edit the meeting portion. Save it as afphome.png.
Open afpnews.pdf in photoshop and edit the meeting portion. Save it as afpnews.png.
Submit the meeting for CFRE approval.
Go to www.cfre.org and select provider application. Sign in as info2 with password of 789789.
Follow the instructions for completing the form. Be sure to select the option to add it to the CFRE calendar.
Once the approval email has been received, add the meeting to that year’s CFRE documentation page in the www.AFPNWO.org/YYYY folder (if it is a new year, use a previous page as a template – see www.AFPNWO.org/2018/2018CFRETracker.docx). Publish that page.
Add the meeting to the next eNews and eReminder.
Send the eReminder to the publicity list.
AFPNWO Administration Manual – page 10
Registrations Registrations go to three sources:
A confirmation page with all the info that the person entered asking them to print it for their records. It also has payment info – for both credit cards and checks. See http://www.AFPNWO.org/mregisterC.php.
www.AFPNWO.org/forms/meeting.csv - this is a spreadsheet that committee member can access to track who has registered. It is also used to create the attendance list in the meeting spreadsheet.
[email protected] – reply with a confirmation signature – e.g.:
Thank you for registering for …
Your Career. Your Plan.January 24 | 8:00 - 9:45 am
Toledo Club: 235 14th St, Toledo, OH 43604 - directions
11:30 – 12:00 ... Networking
12:00 – 1:00 ... Lunch & Program
Cancellation Deadline: January 19, 4:00 pm
Payment & Refund Policy: The AFPNWO Chapter accepts credit card payments only, and all payments must be received in advance. If you have not paid yet, you can do so by clicking here. If you do not pay by the registration deadline, you will be charged the additional $5.00 late fee. If you make a reservation, you are responsible for the fee even if you do not attend. Cancellations must be received by the posted reservation deadline to be eligible for a refund or non-payment.
Please let me know if you have any questions that I can forward to the speakers.
Thank you for your participation in AFP!
Jacquie SkrzypiecChapter AdministratorAssociation of Fundraising ProfessionalsNorthwest Ohio ChapterPO Box 2507, Toledo OH 43606330-329-2472 | Fax [email protected]
AFPNWO Administration Manual – page 11
Open the admin workbook and create a tab for the meeting labeled YYYY-MM-DD for the meeting – e.g., 2018-01-29.
On an ongoing basis, open www.AFPNWO.org/forms/meeting.csv. Review it and eliminate any duplicate registrations (sometimes people have a heavy submit hand!). If any changes were made, publish the csv file to replace the existing one on the server. Copy the registrations and paste them into the meeting tab of the meetings workbook.
In the meeting workbook tab, enter the following five column headings: paid, date, via, balance, and nametag.
When you receive check or credit card payments, enter in these columns the amount paid, the date of the credit card payment or the check, and whether they paid by credit card or check. See FINANCIALS for more details on payments.
Two days before the meeting, send an email using Word mail merge to all attendees with meeting details. See www.AFPNWO.org/2018/MeetingEmail01.docx for a sample.
In the meeting tab, in the nametag column, enter the following formula in the row 2: if(L2=”yes”,”Member,””) (if the member column says yes, then enter Member; otherwise, leave it blank). Fill that down to the end of the registrations.
Review the name list. Remove all middle initials. Enter a hard space (Alt +0160) between double first names (e.g., Laura Jo), double last names (e.g., Lass Wojno) and lastname-suffix combinations (e.g., Becker, CFRE). Highlight the name column and go to the data ribbon and select [text to columns]. Review the results of using a space separator. If you missed a space and three columns appear, go back and fix. When done, make sure the first three headings are first, last, and org. Insert a column at A and label it print.
Open the Nametags merge.docx from the Dropbox folder. Mail merge the name tags to a new document and print the nametags. Split, stuff and alphabetize the nametags.
Check the meeting suitcase. It should contain several copies of the following:
Official AFPI collateral
BTC Pledge Forms
Ten Reasons to Join/Why Your Organization Should Support Your Membership
Latest annual report
CFRE info
AFPNWO Administration Manual – page 12
Day-of Logistics Open AFP Meeting spreadsheet.
Change the print column to attend.
As people come in, mark an x in the attend column and check to see if they are paid.
If they have not paid, accept payment by credit card. If they are not prepared to pay, let them know we will invoice them.
Close the Meetings Spreadsheet
Open the AFP receipt.
Click on the mailings tab and select recipients, existing list.
Find the AFP meetings spreadsheet and select the appropriate tab for that meeting.
Click on [edit recipient list] and select one of the drop-down arrows and go to advance.
Enter balance equal 0 and pay greater than 0.
Click ok and ok. Finish and merge to email.
Close the Meetings Spreadsheet
Open the AFP invoice.
Click on the mailings tab and select recipients, existing list.
Find the AFP meetings spreadsheet and select the appropriate tab for that meeting.
Click on [edit recipient list] and select one of the drop-down arrows and go to advance.
Enter balance greater than 0. Click ok and ok. Finish and merge to email.
Close the Meetings Spreadsheet
Open the AFP meeting evaluation
Click on the mailings tab and select recipients, existing list.
Find the AFP meetings spreadsheet and select the appropriate tab for that meeting.
Make any necessary changes. Finish and merge to email.
AFPNWO Administration Manual – page 13
Update the \Final Attendee Analysis/ in the meeting workbook.
Need name, email, member status, and the meetings they attended.
For people who have attended meetings before, mark an “x” in the column for that meeting.
For each new person who has attended a meeting, add the first, last, org, and county. Put a check in the column for the month of that meeting.
Meeting Follow-Up Copy the emails of attendees into the listserv.
Copy the email column and paste it to a new workbook. Save the workbook as a .csv file.
Sign into www.verticalresponse.com (username: [email protected]; password: baba789789).
Go to Lists/Mailing Lists.
Under actions, select append file. Choose the csv file you created and click [next]. Select Import newer data and click [next]. If those emails existed, it will ignore them. Download the rejected emails to see why they were rejected, correct the issue, and then import again or add them manually one at a time.
Go through the list of attendees and mark the ones who are not in the database and import them.
Copy the afpdb table to a spreadsheet. Name that tab \data/.
Create a new worksheet called \meetings/.
Save that as DATABASE.xlsx.
Copy the first row from a meeting tab in the meetings workbook to the \meetings/ tab in the DATABASE workbook.
Go to the first meeting worksheet of the year. If there is an ATTEND column, click on the A and delete the entire column. For each meeting tab, make sure that the columns are ordered last first and not first last.
Ctrl +C to copy the last name of the first person listed in the meeting workbook. Alt +Tab to go to the data worksheet of DATABASE and Ctrl +F to find. Paste the last name of the person and enter to find.
If the person is found, then Alt +Tab to go back to the meeting workbook and repeat step 6. If the meeting spreadsheet has newer information, copy that row into the \meetings/ worksheet of the DATABASE workbook and HIGHLIGHT IT IN RED to indicate that the database record should be deleted.
AFPNWO Administration Manual – page 14
If the person is NOT found, then Alt +Tab to go back to the meeting worksheet and Ctrl +C to copy the row for that person. Alt +Tab to go to the \meetings/ tab of the DATABASE workbook and Ctrl +V to paste that row in the next available row.
Repeat step 6 for each person who attended all the meetings.
When all the new people who attended meetings have been added to the \meetings/ tab of the DATABASE workbook, check to make sure that the headings at the top of the meeting tab match the database. Delete all columns after the email column. Hit the hotspot to select everything in the spreadsheet and Ctrl +C to copy.
Return to the database and go to paste append to add the new people.
Every week, invoice people who have not paid until all payments are received.
AFPNWO Administration Manual – page 15
National Philanthropy Day
Planning Page Set Up Update www.AFPNWO.org/npd.htm with the date and chairs for the current event.
Go to website and add a folder for the new year labeled YYYYnpd – e.g., 2018npd.
Open the previous year’s planning page and save it in the new folder.
Change the date of the event.
Change the name and emails of the committee chairs.
Open the previous year’s files, update them, and save them in the new folder. Confirm with the Chairs, Nomination Chair, and President that the signatures are ok as is or need changes.
NPD Analysis
Timeline
Chairs/Responsibilities
Sponsor Letter
eBlast Schedule
Signatures – After these are approved, save each signature in Outlook for responding to NPD nominations, reservations, sponsors, etc.
Update the database: change current awardees to past awardees, update the source field to remove all data, update the NPD level for the previous year’s sponsors to the HIGHEST level achieved, etc.
Listservs There are several listservs used for npd. All listservs include the co-chairs and the chapter president.
All committee chairs: [email protected].
NPD sponsorship committee: [email protected].
NPD communications committee: [email protected].
NPD logistics committee: [email protected].
NPD nominations committee: [email protected].
These are already created in GoDaddy and just need to be edited for that year’s committee. Simply go in to edit that email address and send a copy to that year’s email list:
AFPNWO Administration Manual – page 16
Once the listserv has been created, send an email letting the chair of the committee know that it has been done.
Website Pages NPD---- and npdZ--- and organization dividers to help separate
the NPD pages from the other website pages.
NPD.htm is the main NPD page.
NPD-noms and npd-awards are never linked or accessed – they are history pages which eliminate the need to recreate content.
At the beginning of the NPD year, open NPD-noms.htm and make sure the previous year’s awardees are added to the past recipients history at the bottom of the page. Save that page and then save it as npd.htm.
Go to the bottom of the page and change the link of the o at the bottom of the page to that year’s planning page.
Update the date of the next event, the chairs, location, etc., and save again.
Update the rest of the pages with the npd prefix, including znpdmenu.
Nominations Confirm with the Chairs, Nomination Chair, and President that the nomination policy and form are ok as
is or need changes: http://www.AFPNWO.org/npdnoms.php.
Publicize the nominations in the updates and special eblasts. See http://www.AFPNWO.org/2018npd/saNominate.htm for an example.
Nomination info goes to three places:
1) A confirmation page for the nominator to review.
2) A csv file to track all nominations in one source.
3) An email to [email protected]. When these are received, check to see if the nominator is a member.
a. If yes, reply with “Thank you for your nomination” signature.
b. If no, reply with “You are not on our roster” signature.
AFPNWO Administration Manual – page 17
After the nomination deadline, create a matrix based on the csv file at http://www.AFPNWO.org/forms/noms.csv. See http://www.AFPNWO.org/2018npd/2018Matrix.xlsx for an example. Use the NomMerge.docx word file to merge the info to a word document. Copy the Nominee, Ward, Nominator, Member, and Awarded columns from the matrix to the first page. Save this as the Nominations Packet and send it to the nominations committee. See http://www.AFPNWO.org/2018npd/NominationPacket.docx for an example.
In SurveyMonkey, update the AFP NPD Nominations survey to reflect the current nominees and send the survey to the nominations committee and ask them to complete it the day before the committee meets.
Announcing the Award Recipients The nominations committee is responsible for contacting the awardees to confirm that they will accept
the award. Nothing gets announced until this is completed.
Once the award recipients have accepted, create a new worksheet in the matrix detailing the info for the awardees only.
Use the NPDAwardLetter to mail-merge the award recipient info into letters (see http://www.AFPNWO.org/2018npd/NPDAwardLetter.docx). Merge each one individually since there will be so many unique changes to each one that need to be captured. Save and send the nominations committee to proofread. Once they have been approved, mail and email each one to the award recipient and the nominator (bcc to the nominations committee upon request).
Note: each award recipient is offered two tickets, but the Youth in Philanthropy awardee is offered three tickets so that both parents can be invited. Additions can be made if there are siblings.
Each recipient is asked to provide four items. Create a folder for each one and save these items as they are received. In addition, save the matrix in that year’s npd folder and mark them with an “x” when they are received so that the nominations committee can follow up close to deadline.
A headshot to be used in the program and ad.
A bio. These should be forwarded to the communications committee who will edit to 250-260 words for the program and eblasts.
An invite list. These should be entered into the database and marked as “NPD guests” so that they can be reviewed and deleted after the annual reports have been mailed.
Several photos to be used in the powerpoint presentation.
Once the nominations committee has given the “go” to announce the award recipients, update the NPD page on the website and make the announcement in the AFPNWO Update. Begin the eblast schedule.
AFPNWO Administration Manual – page 18
The eBlast Schedule Copy the three special announcement pages from the previous year – saNPD1, saNPD2, and
saNPD3 - and update them with the new information. Use this as the basis of the eblast schedule.
Financials
Receipts for Reimbursement Any board members who wish reimbursement should complete the reimbursement form located at the
board portal (see www.afpnwo.org/board/Reimbursements.xlsx), attach scans of all receipts, and email both the form and all scans to the Chapter Administrator at [email protected].
The Chapter Administrator will save the documentation as RECEIPTS – BOARD MEMBER – YYYY-MM-DD.PDF, enter the documentation into Quickbooks as an invoice, and assign appropriate account numbers to each line item. She will then inform the treasurer of the need for the check.
Unless otherwise notified, the treasurer will have the check ready for the board member at the next board meeting.
Documenting the Receivables To ensure that the treasurer has copies of all financial information, scan all financial documents –
checks, invoices, AFPI reports, etc. – and save in that year’s dropbox folder according to the following naming conventions:
Thank you letters: THANKS - Sender.jpg … e.g., THANKS – Toledo Community Foundation.jpg
Invoices: INVOICE - PROGRAM - Sender Item.jpg/pdf … e.g., INVOICE - NPD – mad ave publicity.pdf
Deposits: DEPOSIT - YYYY-MM-DD.jpg … e.g., DEPOSIT - 2018-12-28.jpg
Receipts for reimbursement: RECEIPT - INITIALS - YYYY-MM-DD - vendor program purpose.jpg - RECEIPT - JS - 2018-04-21 - office depot npd printing.pdf
AFPI deposits: AFPI - YYYY-MM-DD - Membership Reimbursements amount.jpg … e.g., AFPI REIMBURSEMENTS - 2017-01-23 - Chapter Dues 275.pdf
Checks for deposit: purpose - YYYY-MM-DD - sender amount.jpg – e.g.:
NOTE: For security purposes, crop out the routing and bank account number from the check before saving.
NOTE: Sometimes, some checks might have two purposes – for example, sponsorship and tickets. Put both purposes in.
BTC - 2018-01-12 - N Miller 25.jpg
NPD SPONSOR - 2018-08-05 - Summa 2500.jpg
AFPNWO Administration Manual – page 19
NPD SPONSOR TICKETS - 2018-08-14 - OPRS 660.jpg
NPD TICKETS - 2018-09-22 - UDS 80.jpg
For each payment, enter the payment details – amount paid, date, via – in the appropriate tracking mechanism – the meeting spreadsheet, the BTC columns in the database, or the NPD database.
Toward the end of each month, log into PayPal and transfer all funds to the bank account.
Go to the Overview tab and click on View all of my transactions. Enter the date of the last download to the current date.
Click on download csv. Go to History/Download History and then click on Recently Downloaded Logs. Select the most recent one and click on [Download Log]. Open that file.
Select the row below the withdrawal row and insert 3 rows. Highlight the withdrawal row and turn the text red.
Highlight the previous withdrawal row and insert 3 rows. Highlight the withdrawal and turn the text red.
Delete the following columns: Time Zone, Type, Status, and everything after From Email.
Rename Time to Type. In that column, classify all the payments – e.g., MEETING, BTC, CSI, CSI SPONSOR, etc. Delete any paypal rows.
In the row below the first withdrawal row, sum up the numbers in the gross column. Fill two to the right. The Net sum should equal the withdrawal. If not, review and fix.
Hit the hotspot and Ctrl +C to copy all the information.
Open the financials spreadsheet and create a tab for that month’s PayPal and paste.
In the financials spreadsheet, create a tab for that month.
Enter the headings as pictured:
In column B, enter the file names of all the checks. In Column A, enter the purpose of the check – e.g., MEETING, BTC, NPD, NPD SPONSOR, etc. In column C, enter the amount. Sort the columns according to purpose. Add up the totals in column D.
In column G, enter the cash amount. In column F, enter the purpose. In column H, add up the total.
Copy the type, name, and net cells from the PayPal sheet. Paste those starting in column J. Sort the columns according to purpose. Add a row for PayPal and enter the negative amount of the PayPal fees and turn the text in those cells red. Also turn the text of any refund cells in red. Add up the totals in column M.
AFPNWO Administration Manual – page 20
Enter the purposes in column O and copy the totals for each purpose for each payment method. Total the sums.
The spreadsheet should appear as pictured:
Email the financials spreadsheet to the treasurer and president.
Mail the checks to the treasurer for deposit.
Recording the Deposits in QuickbooksNote: in order for QuickBooks to associate payments to the correct chart of account, you need to create an invoice for each and every deposit received. DO NOT SKIP THIS STEP!
The Chapter Administrator creates an invoice for each type of receivable (checks, credits, cash) from the financials spreadsheet.
For credit cards and checks, enter AFPNWO Credit Cards or AFPNWO Checks, the purpose in the item, column, the spreadsheet month in the description field, the number 1 for hours/qty and the rate for the total for that item. Enter the full amount for the total received but DO NOT enter the amount subtracted from Paypal for its fees. You will do that when you enter the deposit.
AFPNWO Administration Manual – page 21
When the Chapter Treasurer receives the checks and cash, scan the deposit slip and name it DEPOSIT YYYY-MM-DD.pdf/jpg (e.g., DEPOSIT 2017-01-28.jpg).
Click on the “Receive Payments” button on the QuickBooks home screen and mark that the payments have been received.
Click on the “Record Deposits” button on the QuickBooks home screen, select the checks and cash invoice(s), and enter the deposit file name in the memo line and then click “save and close.”
When you receive notification that the credit card payments have been deposited, print the notification to a pdf file and name it DEPOSIT CC YYYY-MM-DD.pdf (e.g., DEPOSIT CC 2017-01-30.pdf).
Click on the “Receive Payments” button on the QuickBooks home screen and mark that the payments have been received.
Click on the “Record Deposits” button on the QuickBooks home screen, select the credit cards invoice, and enter the deposit file name in the memo line.
In the next line down, enter “PAYPAL” in the first column and 3863 – Paypal fees in the account column. Enter the Paypal fee as a negative number. The total amount should be what was deposited into the account and should match the financials spreadsheet for that month.
Save and close.
AFPNWO Administration Manual – page 22
When you notification that AFPI is submitting a payment electronically, save that email as a pdf with the purpose and date (e.g., AFPI CHAPTER REIMBURSEMENTS 2017-01-30.pdf). Create an invoice for that item with the name of that pdf file in the memo line. When you gets notification of that deposit, receive the payment and record the deposit.
AFPNWO Administration Manual – page 23
The Database
The database contains all contacts for membership, sponsorships, and events and controls the membership directory (http://www.AFPNWO.org/directory.php). The tables are linked to the sql tables on the website. When you make changes to the Access database, the changes are automatically updated online.
When the email that AFPI has finished processing membership for the month has arrived, open the database and check/uncheck current/lapsed members.
When mailings are returned, update the address changes or (if addresses are no longer available) delete the records from the database.
Because of the sql link, it takes a very long time for the database to complete a find. Ways to shorten this time are sorting so that the info you seek is at time or filtering members.
AFPNWO Administration Manual – page 24
The Annual Report
The VP of Communications has overall responsibility for the annual report. It should be completed and to the printers in time to be included in the packets for the Career Success Institute.
The VP will email the articles. Simply copy and paste them into the past year’s annual report in a pleasing format.
Use board member photos from the past National Philanthropy Day to illustrate the articles. For those without pictures, ask them to email high-quality jpg or pdf files.
Both the VP and the current President must approve the document before it is sent to the printers.
Order enough folded and tabbed quantities to mail to the current mailing list in the database.
Order 300 flat quantities and ask them to be mailed to the AFP office. These will be used for the CSI bags and to be distributed at meetings throughout the year.
AFPNWO Administration Manual – page 25
BE the CAUSE
AFPI will send minimum goals to the BTC chairs. They will identify the national goal and the local goal.
Do the following when donations come in.
Update the AFP database with the pledge, payment, and how the payment came in.
Add the person’s name to the website BE the CAUSE page: www.AFPNWO.org/donate.htm.
Send an email using the BTC signature, updating the amount appropriately. If it’s part of a pledge, add the pledge amount.
Thank you for your $10.00 contribution to the local AFP Northwest Ohio Chapter BE the CAUSE Campaign, bringing your total to $50 of your $100 2018 pledge. All of us benefit through our relationships with colleagues who serve our community through the fundraising profession. The strength of our chapter enables our own development as professionals and preserves the integrity of our profession in this community. Your tax-deductible gift makes this possible.
Again, thank you for supporting the AFP Northwest Ohio Chapter.
Tracy Schlemmer & Gina CampbellCo-Chairs, BE the CAUSE Campaign
Your gift is tax deductible to the extent provided for by law. No goods or services were provided in return for this donation. Please keep this acknowledgement of your donation for your tax records.
Tax exempt documentation is available at http://www.AFPNWO.org/AFPNWOW9.pdf.
Before board meetings and upon request, open the query qBTC from the AFP database, copy it, and paste it in the BTCtally.xlsx worksheet. Make sure the sums are correct and the board filter is correct on the board worksheet before you email the report.
At the beginning of each month, check the qBTC query. For the pledges requesting you to remind them at the beginning of that month, send the following reminder:
AFPNWO Administration Manual – page 26
Greetings! As per your instructions, I am sending you a reminder to pay towards your $100 BE the CAUSE pledge balance.
If you wish to pay by credit card, you can do so by visiting http://www.AFPNWO.org/pay.htm and clicking the appropriate payment button. Checks should be made payable to AFPNWO and mailed to PO Box 1286, Bath OH 44210.
All of us benefit through our relationships with colleagues who serve our community through the fundraising profession. The strength of our chapter enables our own development as professionals and preserves the integrity of our profession in this community. Your tax-deductible gift makes this possible.
Thank you.
