In our CRM (Ellucian Advance 2015), one of our top data management issues that we struggle with is: Organizational Data.
As an example – we have at least 5 organizational records for Xerox (all slightly different).
What I'm curious about is –
What are your institution's best practices when it comes to managing organizations within your CRM?
(It could be anything from how you are managing corporate hierarchies (subsidiaries/business units/divisions/mergers and acquisitions) to industry codes/coding to org contacts or even handling prospect assignments)
Looking forward to hearing what others are doing.
Christopher Amherst (he, him, his)
Assistant Director of Advancement Information Systems
M 240.412.7929 P 585.475.2959 F 585.475.7004
Rochester Institute of Technology 116 Lomb Memorial Drive, USC 03401/Rochester, NY 14623
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I only have a minute, and in some ways managing organizational records is as much an art as a science, but here are a few thoughts. (I should add that our Advancement database, in Ellucian Advance, is a stand-alone database used just by Advancement, so we don't have to worry about how Finance or Career Services or HR or anyone else want to organize their organizational data.)
Our starting point is that we try to create records only for organizations that are distinct legal entities, so we try not to create entities for the branch of a bank or a department at a university. That separate entity might be the subsidiary of another corporation, but in general would be a distinct entity.
Within that rubric, we try to create records mostly for organizations when having a record would support some Advancement purpose or activity, for example
Our current pan-institutional Advance implementation pulled together many individual museum/unit databases, so we had quite a few duplicate records to review and resolve, which we did using the basic rubrics above. One red line was that we needed to maintain any record for any entity that was the legal donor for a gift. We could merge it with other records for the same entity, but not, for example, merge it with the record of a company that acquired it (in which case we inactivate the legal donor entity and link it in an organizational hierarchy as merged/acquired.)
My US$0.02 worth; the usual disclaimers apply.
Alan S. Hejnal
Data Quality Manager
Smithsonian Institution - Office of Advancement
600 Maryland Ave SW Ste 600E
PO Box 37012, MRC 527
Washington, DC 20013-7012
Voice: 202-633-8754 | Email: HejnalA@si.edu