SayPro Week 1: Goal: Ensure that no donations are missing from the database and all new donor information is entered

SayPro Week 1: Goal – Ensure No Donations are Missing and All New Donor Information is Entered

Objective:

The goal for Week 1 is to ensure that every donation—both online and offline—is accurately entered into the donor database. This includes making sure that no donations are missing and that all new donor information is entered correctly. This is crucial for maintaining an accurate, up-to-date record of donor activities, ensuring transparency, and enabling effective future engagement with donors.

Task Breakdown

1. Collect Donation Data from All Sources

• Online Donations:
  • Source: Retrieve data from online donation platforms (e.g., website donation page, third-party services like PayPal, Stripe).
  • Key Information to Collect:
    • Donor Name
    • Contact Information (Email, Phone Number, Address)
    • Donation Amount
    • Donation Date
    • Payment Method (Credit Card, Bank Transfer, etc.)
    • Event/Campaign (if applicable)
  • Action: Export or download a list of all donations made during the week, ensuring that the data includes all transactions, regardless of size.
• Offline Donations:
  • Source: Collect data from offline donations, such as checks, bank transfers, cash donations, or in-person event donations.
  • Key Information to Collect:
    • Donor Name
    • Contact Information (Email, Phone Number, Address)
    • Donation Amount
    • Payment Method (Check, Cash, Bank Transfer)
    • Donation Date
    • Event/Campaign (if applicable)
  • Action: Gather records from donation forms, bank statements, or receipts. Ensure all offline donations are documented properly.

2. Verify Data for Accuracy and Completeness

• Cross-Check Online and Offline Data:
  • Online Data Verification: Ensure that all online donation records are present, correct, and correspond to actual transactions in the online donation platform.
  • Offline Data Verification: Manually verify offline donations through checks, receipts, and bank records.
  • Matching Donations: Cross-reference online and offline records to ensure that every transaction is captured in the database, and no donations have been overlooked.
• Check for Missing Data:
  • Review all donation records to ensure that no key fields (such as donor name, amount, or contact information) are missing or incomplete.
  • If information is missing, follow up with the donor or relevant department (e.g., Finance or Event Management) to obtain the correct details.
• Verify Payment Method and Date:
  • Confirm that the payment method and donation date match the donor’s transaction details.
  • Ensure any donation-related metadata (such as donation type: one-time vs. recurring) is correctly reflected.

3. Update the Donor Database

• Enter New Donor Information:
  • Ensure that new donors (those who have made their first donation) are added to the database with complete and accurate contact information.
  • Ensure that existing donor records are updated with new donation details, especially if the donor has made a new contribution since the last record update.
• Add Donation Details:
  • Donation History: Each donor’s record should reflect all donations made in the current period (week).
  • Contribution Totals: Update or calculate the total amount contributed by each donor during the current period.
  • Campaign/Event Association: Associate donations with relevant campaigns or events to maintain accurate reporting and analytics.
• Duplicate Prevention:
  • Perform checks to ensure that duplicate entries are not created for returning donors. If duplicates are found, merge the records to maintain a single, comprehensive entry for each donor.
• Tagging New Donors:
  • Label or tag new donors (those who made their first donation) in the database. This helps with targeted follow-ups, special acknowledgment, and future engagement efforts.

4. Generate a Report for Week 1

• Data Summary Report:
  • Create a summary report that includes key statistics for the week, such as:
    • Total Donations Received: $[Total Amount]
    • Number of Donations Recorded: [Number of Donations]
    • New Donors Added: [Number of New Donors]
    • Repeat Donors: [Number of Repeat Donors]
    • Donor Segmentation: Breakdown of donors by donation size or method (e.g., small donations, large donations, online vs offline).
• Verification Report:
  • Generate a report detailing the number of donations cross-checked, missing or incorrect data points, and actions taken to resolve discrepancies.
• Database Update Report:
  • Summarize the updates made to the donor database, including new donors entered, updates to existing donor records, and any issues found during the verification process (e.g., missing data, duplicate entries).

5. Review and Resolve Any Outstanding Issues

• Follow-Up with Donors (if needed):
  • If any data or donation details are missing or unclear (e.g., incomplete address, phone number), reach out to donors for clarification.
  • This can be done via email, phone call, or other communication methods.
• Communication with Internal Teams:
  • If discrepancies are found that require further investigation (e.g., payment issues, missing donations), communicate with the Finance, Event Management, or IT departments for resolution.

Expected Outcome for Week 1

• Comprehensive Donor Database:
  • The database is fully updated with all donations, including new donors and recurring donations.
  • The data is complete, accurate, and reflects the most recent contributions.
• No Missing Donations:
  • All donations from the week are accounted for, ensuring no donations are missing from the system, whether from online platforms or offline sources.
• Report Generated:
  • A detailed report has been created, summarizing the donations, donor updates, and any actions taken during the process.
• Actionable Insights:
  • Insights from the report are available for future fundraising efforts, donor engagement strategies, and campaign performance analysis.

Timeline for Week 1

• Day 1: Collect donation data from online and offline sources.
• Day 2-3: Verify the collected data for accuracy and completeness.
• Day 4-5: Update the donor database with the verified data.
• Day 6: Generate the weekly donation and database update reports.
• Day 7: Review the data, resolve any discrepancies, and follow up with donors or internal teams if necessary.

By the end of Week 1, SayPro will have a fully updated donor database with accurate records of all donations and complete donor information, setting a strong foundation for future donor engagement, reporting, and fundraising efforts.