1. technology and computing
2. enterprise technology
3. customer relationship management

Kasia Wakarecy
and
Lola Slade
TRANSITIONING to CiviCRM
how to map your data into CiviCRM
how to design custom fields and profiles
to collect the data you want
Transitioning to CiviCRM
About Freeform Solutions
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Not-for-profit social enterprise
Mission - provide IT consulting for not-for-profits
Working with NFP for 10 years
CiviCRM 5 years
Open Source (Drupal, CiviCRM, Formulize)
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Transitioning to CiviCRM
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About this presentation
1.
2.
3.
4.
Understanding your current data
Understanding CiviCRM language and features
Mapping
Implementation – workshop part on custom fields and
profiles to adjust CiviCRM
Transitioning to CiviCRM
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CONGRATULATIONS!
● Your presence here – first step to proper transition to
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CiviCRM
Read the CiviCRM book on book.civicrm.org
Inquiring mind
Questioning the obvious
Willingness to examine the answers
Transitioning to CiviCRM
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Transitioning to CiviCRM
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Transitioning to CiviCRM
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Successful transition to CiviCRM
● All important data is preserved (paper, electronic
storage, staff’s memory)
● Collected from all sources - organization wide (shared
databases, spreadsheet files) and individual staff
(personal address books etc.)
● Re-organized to take advantage of CiviCRM features
● Proper access permissions
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Why understanding of CiviCRM is important
for this step
● Different “containers” to store data (contact record,
membership record, custom field)
● If not done correctly, may not be able to take
advantage of built-in CiviCRM functionality
● 60% of Freeform work – fixing existing CiviCRM
installations
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(bad) example
● Membership info was collected as a “state” of
constituents
● Custom field was create to keep track of membership
type and start/end dates
● Result: custom reports, manual membership
reminders
● Correct way – use CiviMember module
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CiviCRM
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Contacts
Relationships
Groups/Tags/Custom fields
Memberships
Donations/Other contributions (payments)
Event registrations (participants info)
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Transitioning to CiviCRM
Your data
History of Contact
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Membership
details
Regular
Called to ask to purchase
Basic details
(Dec
membership (Nov 1, membership
Relationships
info
Kasia Wakarecy
1, 2012 - Dec
1, for Freeform
2012)
Works
6 King St, Toronto,
2013) - $40Solutions
Ontario, Canada
Recorded membership
Classification of
sale (Regular forcontacts
$40 (1
Volunteers
for Habitat
Donations/other
phone: 613year), Dec 1, 2012)
forpayments
Humanity
“Potential volunteer”
3377223
“Possible donor” Donated $100 on Jan
email:
Asked to volunteer at the
Previous
1, 2013employer of
[email protected] “Mailing list
event
Dell
Canada Christmas
subscriber”
Purchased
Tree during fundraiser
Transitioning to CiviCRM
Basic details
Kasia Wakarecy
6 King St, Toronto,
Ontario, Canada
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CiviCRM installation
phone: 613-3377223
email:
[email protected]
Contact record
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Transitioning to CiviCRM
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CiviCRM contact record
● Basic record information = basic contact (used to
contact) information
● Basic means of communication: names, addresses,
phones, emails etc.
● Info about individuals and organizations
● Built-in (NFP wide) and custom fields (specific to your
organization)
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CiviCRM built-in and custom contact fields
BUILT-IN for all NFP
CUSTOM to your
organization
● Names (people and
companies)
● Volunteer interest
● Addresses - many types
● Volunteer availability
● Phone/fax numbers
● Courses completed (CPR)
● Emails and websites
BUT be aware of existing
● Prefixes, postfixes
CiviCRM “containers” to
● Contact/privacy preferences
store some of that data!
(do not mail, do not call) etc.
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Relationships
info
Works for
Freeform
Solutions
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CiviCRM installation
Volunteer for
Habitat for
Humanity
Relationships
Previous
employer of Dell
Canada
Contact record
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Transitioning to CiviCRM
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CiviCRM Relationships
● Always 2 sides: employee/employer, parent/child,
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board member of/for
A change from one side affects the other – (example:
terminated employment)
Start and end date can be collected (also in the
future)
Can have custom fields for each type
of relationship (Limitation: cannot
export in the built-in export tool)
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Classification
of contacts
“Potential
volunteer”
“Possible
donor”
“Mailing list
subscriber”
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CiviCRM installation
Tags &
groups
Relationships
Contact record
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CiviCRM Contacts - tags and groups
● Tags: more like a keyword, applicable to all contacts
● Groups: useful for mass-mailing, preserves the
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history
Smart Groups – dynamically updated by CiviCRM
based on provided criteria
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Exercises
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Exercise Instructions
We have existing information, the things about which we are collecting data. We can get these from the
text of the problem.
The solution consists of the pieces of the CiviCRM software we think we use to will store our information
There is always more than one way to do it, sometimes even more than one good way to do it.
Draw your solution on the back in a similar fashion to the sample (See next page), Connect Contacts
with Relationships if necessary.
Also, use extra space on the back to describe your solution if necessary.
You don't need to use all the suggested entities, sometimes as in real life they are red herrings due to
the wording used in the problem. You can use any other CiviCRM components you think fit.
Existing Information
PTA
Member
Committee
Possible solution in CiviCRM
CiviCRM
Contact
CiviCRM
Membership
Quality Goal: The data collection measurement we want to improve
Describe your Solution: Did you use any custom contact subtypes or relationships?
List of memberships, Do you think that your solution requires some custom work?
PTA Exercise (solution next pg.)
“In our PTA we want to know all the parents who have an interest in serving on committees
or the board. Right now we track them in Outlook via email and address book. We want to
keep a record of who was on each committee each year, who are the Board Members and
to be able to send an email to them.”
Committee
PTA
Member
Board
Board
Member
CiviCRM
Contact
CiviCRM
Membershi
p
CiviCRM
Relationshi
p
Quality Goal:
_________________________________________________________________
Describe your Solution:
___________________________________________________________
PTA Exercise Solution Sample
“In our PTA we want to know all the parents who have an interest in serving on committees
or the board. Right now we track them in Outlook via email and address book. We want to
keep a record of who was on each committee each year, who are the Board Members and
to be able to send an email to them.”
CiviCRM
Relationshi
p
Committee
Member of
CiviCRM
Contact
Committee
CiviCRM
Membershi
p
CiviCRM
Contact
Individual
Custom
Fields for
Committee
Interest
Quality Goal: __We have tracked everyone on each committee. Use smart groups to email
them.__
Describe your Solution:____We could use the same structure for Board members or just
make___
Microfinance Exercise
“I have been looking for a solution for a small microfinance institution in Sierra Leone. It
gives loans to small groups of traders.
However it wants to ensure that all inviduals are registered and issued with mifare ID
cards.”
Trade
Group
Loan
Mifare ID
Card
Trade
Group
Participant
CiviCRM
Custom
Field Set
CiviCRM
Contact
CiviCRM
________?
Quality Goal:
___________________________________________________________________
Describe your Solution:
___________________________________________________________
Parish Exercise
“Parish geography is key for our work, it's a small neighbourhood level administrative
boundary. We need to be able to identify groups within a parish but also which groups are
within a district (and county) the next highest administrative boundary (e.g. all parishes are
within a district all districts are within a county).
Groups using a hierarchy seems the most obvious and flexible. Two challenges: The
parent group doesn’t show up on the organisation’s record ... and we would need to add an
extra field to the groups table to contain a foreign key for reporting ... The other option
would be to use a custom field set ... have the development officer select the parish from a
dropdown and a custom hook would populate a district and county field”
Parish
Group
District
County
CiviCRM
Contact
CiviCRM
Custom
Field Set
CiviCRM
Group
CiviCRM
Relationshi
p
Quality Goal:
___________________________________________________________________
Describe your Solution:
___________________________________________________________
Political Organizing Exercise
“On our website we encourage our members to fill out forms by mass mailing them when
an issue is before a political committee or up for a vote. These forms send email on behalf
of the member to the member's representative in support of our cause.
We want to know when the forms are filled out and a copy of the emails that the supporters
send to the representative. We need to look up the supporter's representative by their
postal code. We have some opponents of our cause who fill out forms with angry
messages. We need to make sure these people do not get the mass mailing.”
Member
Representativ
e
Form
Opponent
CiviCRM
Contact
CiviCRM
Custom
Field Set
CiviCRM
Group
CiviCRM
Activity
Quality Goal:
___________________________________________________________________
Describe your Solution:
___________________________________________________________
More Exercises
“We are an Arts Collective. We handle licensing works for our
members. Each member has a number of works that can be licensed
by another type of member. We would like to track the contracts that
we create for them in CiviCRM. There are about 5 types of licenses.
The contracts have the following fields: (a list of about 40 fields
including dates, tax statuses etc.)”
“We charge tax on our memberships which varies from province to
province. We want to track it separately from the base membership
cost so that reporting and paying GST is possible.”
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History of Contact
Called to ask to
purchase
membership (Nov 1,
2012)
Invited to a
fundraising event
(Dec 1, 2012)
CiviCRM installation
Tags &
groups
Activities
Asked to volunteer at
the event
Contact record
Rel
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Activities
● History of contacts between your organization and
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your constituents
Phone calls, email, letters to a contact (customizable)
Date/time and who performed them
May have follow up tasks (CiviCase)
BUT – participation in event = use CiviEvent module
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Membership
details
Regular
membership
(Dec 1, 2012 Dec 1, 2013) $40
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CiviCRM installation
Tags &
groups
Membership
Activities
Contact record
Rel
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CiviCRM Membership
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Has start and end date (but can be lifetime)
Expectation of renewal
Reminders
Paid or free (honorary)
May have benefits (access
to additional site content,
newsletters, discounts etc)
● When it expires, benefits may
automatically expire
● May have discounts for
renewing members
● May have fixed price or
minimum price
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Transitioning to CiviCRM
Donations/other
payments
Donated $100 on
Jan 1, 2013
Purchased
Christmas Tree
during fundraiser
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CiviCRM installation
Membership
Donations
Activities
Contact record
Tags &
groups
Rel
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Donations/Other contributions
● Happens once or irregularly
● Amount and date is
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collected
No expectation of repeating
May have reminders but not
in the same form as
memberships (manual for
selected donors, phone
calls)
Benefits on honorary basis
(sponsorship logo)
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CiviCRM Events
● Event (meeting, webinar) has specific date and time
● People can register for it or registration can be used
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to keep track of who attended
Free/paid
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Mapping Workshop (10 min)
1. Environmental Organization: Memberships vs.
2.
contributions
Medical Association: Custom fields vs. Memberships
vs. groups
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Hands on Workshop (25 min)
● Creating custom fields for contacts
● Creating custom fields for events
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Time for questions?
● Questions?
● Case studies?
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Thank you!
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Kasia Wakarecy and Lola Slade
[email protected] and http://www.freeform.ca
Resources:
● Data migration: http://book.civicrm.org - especially part "Organising your
data" (http://book.civicrm.org/user/current/organising-yourdata/overview/)
● Custom fields excercises: http://wiki.civicrm.
org/confluence/display/CRM/User+and+Administrator+Training+Exercis
es+Day+1