Individual or Household’s giving totals are combined using the combination of:

Hard Credit

Soft Credit

Matching Gifts

Balances

Cash in the door!

Value of a gift attributed to an individual whose gift came from a different source. The donor will receive $0 hard credit and another legal entity receives the hard credit for making the gift.

Voluntary Support of Education Survey solicited from CASE (Council for Advancement and Support of Education).

Organized by consultants GG+A (Grenzebach Glier + Associates), the Advancement Leadership Forum (ALF) is a group of the best fundraising organizations in higher education. The ALF surveys supports benchmarking between the member schools.

Delivered – Gift Officer delivers a written proposal or gift agreement to the prospect

Awarded – When a gift has been received or a GO has received proper documentation from a donor regarding a pledge.

Rejected – if a prospect declines to make a contribution

Expired – no action when a gift conversation has stalled and the GO has not received new information regarding the prospect’s interest in the proposal.

For more information, please visit: Prospect Management Policy: Individual – DevConnect (utexas.edu)

Started by former Vice President Scott Rabenold, Collaboration Credit is an incentive for gift officers to work together on multi-interest prospects. Utilizing Proposal Tags in VIP, gift officers & CSUs are able to receive full credit for major gifts and above.

Collaboration Credit will only show when a proposal is tagged by PRM with the proper CC tags & the proposal is awarded. Collaboration Credit is audited using Workbook: LT03 | Campaign Collaboration Credit Review Report (utexas.edu) (viewable to leadership).

Example: Athletics & Engineering work together to solicit a multi-interest prospect for $1,000,000. In the proposal, both are set to receive $500,000 each. Instead of each CSU & gift officer only receiving credit for their half of the proposal, both will receive credit for the full amount.

Contact reports are substantive communication or event that moves a relationship forward.

A communication that may or may not move a relationship forward.

To help reporting, it is derived from Purpose Codes to one of five areas: Faculty, Students, Buildings & Equipment, Programs, and Research.

From the Prospect Management Policy:

• Cultivation = prospect manager has a written strategy documented in VIP for a solicitation of $100,000+ within the next 36 months and is making ongoing, substantive contacts with the prospect

• Solicitation = prospect manager has presented prospect with a written proposal or gift agreement; verbal gift conversations must be followed with written documentation, which may include a letter, email, proposal or gift agreement, presented to the prospect; see “Solicitation & Proposal Protocol” below

• Stewardship = a pledge or gift has been made and the prospect is not likely to be solicited for a new gift within the next 36 months. GOs may develop new $100,000+strategies for donors who are in stewardship and move them back into the solicitation cycle.

• Principal Gift Prospect = used by RAs to enter prospects with $500,000+ capacity directly into GO portfolios; for tracking purposes, these prospects should be left in this stage until the GO begins active cultivation

• Coordination = used by PMs who are orchestrating strategy and tracking a unified cultivation and solicitation plan for multi-interest prospects

Visit Counts: A count of total visits (either Scheduled in-person meeting or Zoom/Video call)

Unique visit: A count of distinct prospects visited

• Example: Gift officer meets with a prospect 3 times across in person & zoom visits. This counts as 3 visits but only 1 unique visit

To gain access to Tableau, Michelangelo, and Cognos, please complete the following trainings: VI 100, VI 101, VI 220

General VIP notes:

1. A user must login to VIP every 90 days to retain access
2. Users must retake VI 101 annually to retain VIP access
3. A user that changes roles within Texas Development must be up to date on VI 101. If not, user needs to retake course.
4. Users that leave Texas Development later to return must retake all three courses to regain access to VIP + RAD reporting tools

Below are the timelines for granted access & use availability

Fix: The current Firefox update (version 68)  breaks Cognos reports on a Mac. Please use Chrome when running reports. Then apply the following:

1. Open the browser and clear the browsing history, cookies and cache.
2. Clear any old java files. Here is a link with instructions on how to do so: https://www.java.com/en/download/help/plugin_cache.xml

Fix:

1. Rerun in a minute or two. If data is being refreshed in the morning, you might get this error due to running processes locking or re-writing data. Waiting a minute or two can allow the processes to finish up
2. Be sure to reset the report (you will know it’s reset if the prompt page appears in place of the previously run data or the same error)
3. Reset the report:

Rerun the report by navigating to the folder instead of the ‘Recent’ reports on the home page:

If the error shows up before the prompt page is even loaded, this means the previous version of the report is being run and the reset did not happen as expected. Try to close the open report by using the dropdown welcome button:

1. Rerun
2. Clear the cache and cookies and rerun.
3. Email reporting@austin.utexas.edu if the error persists.

This error is typically encountered when you try to run a report by clicking on a ‘recent’ report on the homepage. If the report has been edited since you last ran it, there isn’t a previous version to run which results in ‘no access to the asset’. This can be fixed by going to the containing folder and running the report from there:

Most reports developed in Tableau begin with an introduction or cover page. This page is intended to provide you with useful information about the report you are accessing. The page typically includes a brief overview of the report along with a contents section used to describe what is on each page of your report. You can find when the report was last updated in the bottom left of each page. Along the top you will find tabs to navigate to each page of your report.

Along the bottom of each page, you will see a tool bar like the one below:    

• Refresh allows you to refresh your report manually. Please note this will only refresh the connection to an extract and will not refresh the extract itself. Extracts are usually refreshed once a day.
• Pause allows you to pause automatic updates on the page you are currently on.
• View: Original allows you to revert the report back to its original view. This is useful if you have made changes to or hidden specific results within a report. The report will revert to its original state once closed.
• Alert allows you to set up an alert on a page within a report if a number drops below or above a defined value. Note this feature requires you to have an X and Y axis and will not work on tabular style reports.
• Subscribe allows your to subscribe yourself or others to a report. We will go into this further in the subscriptions section.
• Edit allows you to, with permissions, edit a report directly through Tableau server.
• Share allows you to share a report through embed code, a direct link, or through email.
• Download allows you to download a report through various formats.
• Image downloads a .png file of the report page you are currently on.
• Data allows you to download the data behind a report. Please see the data section for more information on this.
• Crosstab allows you to download the data in a report to Excel and keep the same cross tabular formatting.
• PDF allows you to download a .pdf of your report. This also provides you with the option of downloading a single page, or the entire report. Most reports are designed specifically to fit this format. To download the entire report, verify the layout of your report (portrait or landscape), paper size should be set to letter unless otherwise specified. Scaling should be set to automatic. In the content section, select “Sheets in Workbook” and press “Generate”. You will then have a pop-up widow asking you to cancel or download. Select “Download”.
• Tableau Workbook allows users to download a tableau workbook version of the report they are interacting with. Please note this will only work if you have Tableau Desktop installed on your machine (you probably don’t).
• Full Screen allows the user to navigate from a webpage view of a report, to a full screen view.

In Tableau, you can easily subscribe to reports that you need on a recurring basis.
Subscribe to reports to receive a snapshot of it by email without having to sign in to Tableau Server or Tableau Online.

Note: If you use Tableau Server, administrators determine whether subscriptions are enabled for a site.

Subscribe yourself or others to a view:

When you open a view in Tableau Server or Tableau Online, and you see a subscription icon () in the toolbar, you can subscribe to that view or the entire workbook. If you own a workbook or are a project leader or administrator, you can also subscribe other users who have permission to view the content.

1. Open a view either directly, or after opening the containing workbook.
2. In the toolbar above the view, click Subscribe.
3. 
4. Add the Tableau users or groups you want to receive the subscription.
5. This causes the subscribe dialog box to appear as shown below.
6. 

7. Select or enter the following values:

   1. Subscribe Users – enter the e-mail address associated with your account.
   2. Subscribe Users in Groups – select or enter the group name associated with the user.
   3. Include – choose whether to subscribe to the current sheet only or all sheets in the workbook.
   4. Schedule – select the schedule you’d like your snapshots to send on. These schedules are created and maintained by tableau server administrators.
   5. Subject – enter the desired subject for the subscription e-mail.
   6. Message – enter a custom message.
   7. Don’t send if view is empty – select this option is you don’t want to receive an email with empty view
   8. Subscribe Me – select this option if you want to subscribe yourself
   9. Click on Subscribe button to finish.

Note: To receive a subscription, users must have permission to view the content. If they use Tableau Server, their accounts must also have email addresses.

Unsubscribe yourself from a view

1. Access your Tableau Server or Tableau Online account settings by doing one of the following:

1. • Click Manage my subscriptions at the bottom of a subscription email.

• 1. Sign in to Tableau Server or Tableau Online. At the top of the page, select your name, and then select My Content.
  2. 
  3. Click Subscriptions.
  4. Select the check box next to the view you want to unsubscribe from, click Actions, and then click Unsubscribe.

Subscribed dashboards/sheets will be delivered to your inbox in the form of a PNG image. The image contains links to the interactive version of the dashboard.

Note: The download formats available to you depend on permissions granted by Tableau content owners and site administrators.

1. At the top of a view, click Download.
2. 
3. Select one of the following options:

1. • Image: Downloads an image of the view in .png format.

1. • Data: Opens a new tab in the browser window and displays the view’s data in summary and detail. You can then download the data as a comma-separated value (.csv) file. To download the underlying data, click Full Data and select the “Show All Columns” box prior to downloading.

When downloading from a dashboard, first click the specific sheet with data you want.

1. • Crosstab: Downloads the view, or the selected sheet in a dashboard, as a .csv file you can open in Microsoft Excel.

1. • PDF: Downloads a PDF of the view, specific sheets from a dashboard, or specific sheets from a workbook. Under Include, select the part of the workbook you want to download. Select specific sheets or select all. Select Scaling to control the image’s appearance on the PDF. Select Paper Size and Orientation. If you’re downloading a dashboard to PDF format, web page objects aren’t included.

1. • Tableau Workbook: Downloads a workbook you can open with Tableau Desktop.

Filters are an effective way to restrict the amount of data for analysis. Filters allows to customize the dashboard to specific needs. For example, if you want to filter based on a State, choose one or more values in a drop-down list as shown in below figure:

If you choose California state, the worksheet will display information only for the selected state.

For a process document on how to use Michelangelo, click here

For a video tutorial on how to use Michelangelo, click here

For an additional video on how to use Michelangelo’s Lookup feature, click here

NOTE: To upload a list in the Lookup feature, your file MUST be in .csv format.

To download your list, click the “Checkout” button in the bottom bar.

Here you can rename your report & select your output fields. A blue box with a white checkmark indicates that field will be included in the downloaded list. 

Your list will export as a .csv file.