SayPro Week 1: Task: Collect and verify data from all recent donations (both online and offline)

SayPro Week 1: Collect and Verify Data from All Recent Donations

Objective:

To collect, verify, and update the donor database with all recent donations made both online and offline. This task ensures that the donor information is accurate and up-to-date, which is crucial for maintaining the integrity of the database, generating accurate reports, and strengthening donor relationships.

Task Breakdown

1. Collect Data from Recent Donations

• Online Donations:
  • Source: Retrieve donation data from the online platform (e.g., website, donation portal, third-party services like PayPal or Stripe).
  • Details to Collect:
    • Donor Name
    • Contact Information (Email, Address, Phone)
    • Donation Amount
    • Payment Method (Credit Card, Bank Transfer, etc.)
    • Donation Date
    • Campaign/Event Associated (if applicable)
  • Action: Download or export the online donation data for the specific week (or the most recent data available).
• Offline Donations:
  • Source: Gather donation records from offline sources, such as checks, bank transfers, cash donations, or in-person event donations.
  • Details to Collect:
    • Donor Name
    • Contact Information (Email, Address, Phone)
    • Donation Amount
    • Payment Method (Check, Cash, Bank Transfer)
    • Donation Date
    • Campaign/Event Associated (if applicable)
  • Action: Collect forms, receipts, or bank records that correspond to the offline donations. Ensure all offline donations are properly documented in a digital format (if necessary).

2. Verify Data Accuracy

• Cross-Check Data:
  • Cross-reference online donation data with the payment processor or platform records to ensure there are no discrepancies.
  • Review offline donation forms and receipts for completeness and accuracy.
  • Ensure all donor contact information (email, phone number, address) is current and matches the latest submission or record.
  • Ensure that donation amounts match the records on both the payment processing system (for online donations) and bank or receipt records (for offline donations).
• Correct Errors/Discrepancies:
  • Address any discrepancies in donor information, such as missing contact details, incorrect payment methods, or mismatched donation amounts.
  • Flag any duplicate entries for further review or consolidation.
• Update Donor Records:
  • Input or update donor information in the donor database.
  • Update contribution histories with the most recent donations, ensuring that recurring donors’ records are accurately updated to reflect new donations.

3. Update Donor Database

• Organize Data:
  • Enter or update donor data into the SayPro Donor Database, ensuring that each donor’s record includes up-to-date donation information and contact details.
  • Create or update donation entries to reflect the latest contributions for accurate reporting and donor tracking.
• Categorize Donors:
  • New Donors: Flag or label new donors who made their first contribution.
  • Repeat Donors: Ensure repeat donations are tracked and appropriately labeled in the donor’s history.
  • Large Donors: Highlight any major donations or key contributors for special acknowledgment or follow-up.
• Check for Duplicates:
  • Perform a routine check for any duplicate donor entries in the system.
  • Merge duplicate records where applicable to maintain a clean and accurate database.

4. Documentation and Reporting

• Record Updates:
  • Document any changes made to the database, including newly added donors or changes to existing records.
• Generate Update Report:
  • Generate a brief report summarizing the number of donations collected (both online and offline), total funds raised, and any notable changes made to the donor database.
  • Include information such as:
    • Total Donations Collected: $[Amount]
    • New Donors: [Number]
    • Updated Contact Information: [Number]
    • Duplicate Records Merged: [Number]
  • Share the report with the relevant stakeholders (e.g., Resource Mobilization Manager, Finance Team, Fundraising Team).

5. Address Outstanding Issues (If Any)

• Follow-up with Donors (if needed):
  • If there are discrepancies or missing information from donors, reach out to them for clarification or further details.
  • Send polite acknowledgment emails or phone calls to confirm any missing information or donations.
• Internal Communication:
  • Communicate any significant issues found (e.g., large discrepancies, multiple duplicates) to the appropriate team members for further action or investigation.

Expected Outcome for Week 1

• Accurate Donor Database: All recent donations (online and offline) are accurately entered into the donor database, with updated contact information, donation amounts, and campaign/event associations.
• Error-Free Data: All discrepancies, errors, and duplicates are resolved and corrected to maintain the integrity of the donor database.
• Up-to-Date Reporting: A comprehensive report is generated for internal use, summarizing the week’s donations and any updates to donor records.
• Donor Engagement: The database is ready for follow-up actions, including acknowledgment emails, tax receipts, and further engagement with new and recurring donors.

Timeline

• Day 1-2: Collect data from online platforms and offline sources.
• Day 3-4: Verify accuracy of collected data, cross-check records, and resolve any discrepancies.
• Day 5: Update the donor database and perform a final review for duplicates or missing information.
• Day 6: Prepare and share the report with relevant stakeholders.
• Day 7: Address any follow-up actions or additional data-related issues.

This task will lay a solid foundation for the ongoing maintenance of the donor database and ensure that SayPro has the most accurate and up-to-date information for future fundraising efforts.