AVE-38 Business consultation to understand the current Bequest process

Business Process

• start from when the team is notified of a bequest all the way to the point where they complete work and pass the money to the relevant stakeholders

• Two types of bequest:

  • Normal standard Bequest

  • Through a Trust

• Hapreet Barsan does this job mainly and is Managed by Demelza Birtchnell

• Obtain the copy of will and assess. Check if the person is in Jarvis. If existing record, decease the person. Check if opportunity exist and mark it as Closed Won

• Alexander Miller’s team manage the Planned Giving, they go out and acquire Bequest opportunities

• There are cases where the Bequest have some conditions which needs to be consulted with office of general counsel. (if we can receive the donation or not)

• Create a Estate account. Primary contact is usually the solicitor or the executor. Secondary contact is the deceased contact. 90% of the time contacts are brand new

• create org account for the law firm and link the solicitor to that account.

• For existing contacts, the change the account now to the new Estate Account.

• Draft email to the delegate and request approval from office of general counsel

• Prepare spend plan

• Try to store all documents in Jarvis, but there are some documents that are stored in university drive specially if there are sensitive information

• if contact type has alumni, it is considered as Alumni .the same thing applies for Gift Recognition credit. For estate, we check the Signator contact for alumni contact type.

• Reports used are in USYD Planned Giving Dashboard. Reports on Gift Record Type is “Planned Gift”.

The diagram below is focused on the creation of contacts and accounts.

Record Structure

Illustrated below is the structure of record for Bequest process. It needs to be fleshed out and communicated to the team with proper documentation. Based on initial assessment, inconsistencies in data arise when certain connections are missed because linkage of objects are loose which then may lead to inconsistent interpretation of data.

Referring to a comment made in AQ community, having the Account to Account relation as in our example below makes a lot of sense. What could be looked into then is do we have to connect the deceased contact to its former account?

Open

Challenges:

• Alain: Big part of the planned giving is not solicited. which is not TAP driven.

• Harpeet: Alot of the time they don’t know if the donor is an Alumni or not. The matching process is manual process

• Harpeet: main is is on Reporting. Currently it takes a lot of manually going through lists. For example he needs to report on all the estates received last month. He has to manually prepare them. The reporting process is challenging.

• Alain: Challenge is mapping the estate and the deceased person.

• Allain: wants to generally have a wholistic view of a contact how much hard and soft credit given. As well as if a person left us a bequest.

• Alain: its not easy to understand different activities of a contact based on their estates. (engagement history) before the bequest.

BI DRS Taskforce Wishlist from Alain

Meeting recording

https://uni-sydney.zoom.us/rec/share/ga0cVqIEbyNPLSOSRqKmT9P7FD4qAIsxLepM3mG0teCAiRPKFqG1zE-vR-EmG9Di.9xqBzeadM2KnjSrp
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