Fundraising Module Design
From Sfiabwiki
Contents |
Preliminary Features
- Database to manage/maintain sponsors, what fields/data to collect?
- Database should be integrated with related awards section information so you don't have to enter it twice.
- Allow multiple contacts for each sponsor
- Track sponsors over all years (last year you gave $xyz, can we count on your support again?)
- Send emails to all or specific contacts from all or specific sponsors
- Interface for sponsors to confirm their sponsorship directly within SFIAB
- Easy backend interface for fundraising chair to manage:
- Received Funds
- Promised Funds
- Possible Funds (with %confidence)
- Goal setting & overall budget
- PayPal integration?
- Other Credit Card modules? (iTransact, etc?)
- Use of payment services should be user configurable
Specific Details about Each Feature
Database to manage/maintain sponsors, what fields/data to collect?
Fields: * indicates fields that should NOT be manditory
- Company Name / Sponsor Name (Sponsor could be an company or an individual person)
- Mailing Address
- City
- Province
- Postal Code
- Phone *
- Phone Toll Free *
- Fax *
- System should force at least one phone number
- Web Site *
- Donation Policy URL/PDF link
- Funding selection date
- This Donor is a Registered Charity (Yes/No) (Required for the CRA T3010A return)
- Should be able to upload a company logo as well
- A waiver of some sort is required, that would give the region permission to use the company/individuals name and logo in advertising and also to allow for links to the sponsor to be put on the regions website. This could be as simple as a check box beside a statement that the region would create.
Contacts Fields
- Salutation
- First Name
- Last Name
- Position/Title
- Organization
- Phone Work *
- Phone Home *
- Phone Cell *
- Phone Toll Free *
- Fax*
- System should force at least one phone number
- Type (primary, secondary) Force one primary contact per sponsor
- Tax receipt requred (Yes/No) for the Primary Sponsor only. NB Donations from other Registered Charities are not eligible for tax receipts.
- Presenter (Yes/No)
The "Sponsorship" record will allow user-customizable types (general, special award, etc) and will handle the tracking of pending/received, %probability, etc, on a per sponsorship basis.
User-defined sponsorship levels (friend/bronze/silver/gold/platinum/diamond/etc) with clear price ranges and descriptions of benefits of each level.
Each sponsor also has a "contact log" associated with it, that the user can make custom notes (eg, called sponsor left voicemail) as well as system defined notes when certain actions take place (eg. donation received)
Each "Sponsor" has multiple "Sponsor Contacts", "Sponsorship" and "Sponsor Log" records. Sponsorship records are tied to the current fairyear, whereas Sponsors&Contacts persist through multiple years. Sponsor Log records are timestamped
Eg)Sponsor-> Lightbox Technologies
Sponsor Contact-> James Grant (primary)
Sponsor Contact-> Dave Grant (secondary)
Sponsorship 2008 -> $500 general
Sponsorship 2008 -> $200 special award
Sponsorship 2009 -> $1000 general
Sponsorship 2009 -> $500 special award
Sponsor Log -> 2007-10-02: Funds promised
Sponsor Log -> 2008-03-02: Funds received
Sponsor Log -> 2008-04-15: Thank you email sent
Sponsor Log -> 2008-10-01: Initial email sent
Sponsor Log -> 2008-10-05: Contact called to discuss raising donation from previous year
Sponsor Log -> 2008-10-15: Funds promised
The front ends below must be controlled by a configuration variable. Some RSF will use them, others will not.
Front-end for NEW sponsors to fill out required information and make a donation easily.
Front-end for EXISTING sponsors to access previously saved information, and make new donations or confirm amounts easily
Check box to flag that "We have received your cheque"
Some sponsors have web sites with their donation policies listed. A link to these for easy reference is needed.
Some sponsors have deadlines for submisisons. A link to these for easy reference is needed.
Links are needed between the Sponsors data and the Awards table, so that when a Sponsor has signed on for an award, it shows up in the Awards table.
Reports
There will be a need for several Reports:
Contact information for the Sponsor.
Contact Information for the Primary Contact.
Amounts donated in this and previous years.
Tax Receipts and mailing labels for the Primary Contact.
For the T3010A CRA Form:
Line 4500 Total eligible amount of tax-receipted gifts
Line 4510 Total amount received from other registered charities (See below)
Receipts. Businesses may require a regular receipt that is not a tax receipt.
Invoice. Some businesses require an invoice before they can issue a cheque.
Other Random Notes
Thank You Letters
Thank You Letters from the Winners to the Sponsor of their award are an important component of fundraising, and so need to be implemented as part of the fiundraising module. Sponsors react very favourably to a letter of thanks, and so we need SFIAB to send an email to every winner. The sample draft letter, contained in the email will be written by the RSF committee, and contain some information abstracted from SFIAB:
Name and address of the winner. Name and address of the Primary Contact of the donor. The details of the award - name, cash amount; description of non-cash components.
Thank you Letters from the RSF Committee to the Sponsor of each each award. Sponsors react very favourably to a letter of thanks, so it important that the RSF committee also write a letter of thanks, in addition to the Winners. The letter will be written by the RSF, and contain some information abstracted from SFIAB:
Name and address of the winner. Name and address of the Primary Contact of the donor. The details of the award - name, cash amount; description of non-cash components.
Here is an example of a draft letter:
---Start of Letter---
Your Name
Your Address
Your City ON Your Postal Code
20 April 2008
Ms. April Shower, Expositions Sales Manager, Punky Doodle Corner Fair Association
123 Main St
Punky Doodle Corner ON A1A 1A1
PDC Fair Award: $50 Prize, display of project at PDC Fair
Dear Ms. Shower,
I was so excited to win the Punky Doodle Corner Fair Award, which you kindly sponsored.
In my project called ??? (please insert a paragraph or two about your project here)
I do hope that you will be able to continue sponsoring this award, which means so much, and encourages us to do science projects.
Yours sincerely,
(Sign the letter here)
(print your name here underneath your signature)
---End of letter---
Presenters
Presenters are often, but not always, sponsors, sponsors in kind eg school board trustees who can help provide logistical support, or potential sponsors. Thus I suggest that in the software, Presenters are treated as Sponsors, with an extra switch that lables them as a presenter. We need then to be able to assign a presenter to an award by selecting them from a drop down list.
Tax Matters
- Many Fairs, but not all, will be registered as charities by the CRA. These registered fairs can issue tax receipts for donations. SFIAB will need to capture:
Is this Fair registered as a Charity by the Canadian Revenue Agency (Yes/No). If "No" then skip this whole section on taxes. Name of the Fair; Address the Fair; CRA Business Number of the Fair. This number has this format: 123456789 RRnnnn
SFIAB will print tax receipts. The receipt will meet CRA Guidlines. SFIAB will also generate a report on tax donations in csv format:
First Name of Donor Middle Initial of Donor Last Name of Donor Salutation Address Line 1 Address Line 2 City Province / State Postal /Zip code Donation Amount Receipt number Date Received
Here is an example that prints on a single 8.5 x 11" sheet. Space for the Fair Logo should be added.
Official Donation Receipt for Income Tax Purposes Receipt Number: NNN Punky Doodle Science Fair Punky Doodle Corner ON N1N 1N1 Receipt Number: «Number» BN/Registration Number: 123456789 RR0001 Donated by: «First» «Initial» «Last» Date Donation Received: «Date_Received» Address : «Address_1» «Address_2» «City» «Province» «PC» Eligible amount of gift for tax purposes: «Gift» Date Receipt Issued: «Date_Issued» Location Issued: Punky Doodle Corner Ontario Authorized Signature For information on all registered charities in Canada under the Income Tax Act please visit the Canada Revenue Agency: http://www.cra.gc.ca/charities Send this copy to the Canada Revenue Agency.
Official Donation Receipt for Income Tax Purposes Receipt Number: NNN Punky Doodle Science Fair 1 Main Street, Punky Doodle Corner ON N1N 1N1 Receipt Number: «Number» BN/Registration Number: 123456789 RR0001 Donated by: «First» «Initial» «Last» Date Donation Received: «Date_Received» Address : «Address_1» «Address_2» «City» «Province» «PC» Eligible amount of gift for income tax purposes: «Gift» Date Receipt Issued: «Date_Issued» Location Issued: Punky Doodle Corner Ontario Authorized Signature For information on all registered charities in Canada under the Income Tax Act please visit the Canada Revenue Agency: http://www.cra.gc.ca/charities Keep this copy for your records.
- Information Required by the CRA on Form T3010A
This form requires the following Information, which can be supplied by SFIAB
Line 4500 Total eligible amount of tax-receipted gifts Line 4510 Total amount received from other registered charities
- Since SFAIB is being used by fairs outside Canada, you may wish to develop separate tax modules for these other countries.
