Blackbaud K-12 User Conference Breakout Sessions Lessons learned From Graland Country Day School - Jenny Grimm

2. LESSONS LEARNED FROM GRALAND
COUNTRY DAY SCHOOL
Connect Raiser’s Edge:

3. Welcome!
#BBK12UC
Jennifer Grimm
Database Manager and Registrar
jgrimm@graland.org
Ruth Segal
Whipple Hill Webmaster
rsegal@graland.org

4. Graland Country Day School
• Preschool – 8th grade independent school in
Denver, Colorado
• Over 700 enrolled students
• Established in 1924
• Blackbaud—Raiser’s Edge (RE), Education
Edge (EE), Financial Edge (FE), Spark,
NetClassroom/Faculty Access
• Whipple Hill—Core, onMessage, onCampus
(athletics and community groups)
#BBK12UC

5. Graland’s Environment
• Whipple Hill
– When did we purchase?
– Front of house
www.graland.org
– Lower school
class/grade pages
(teachers
– Parent portal for news
and resources
– Current and past
parents, current and past
students and alumni
• Blackbaud
– Back of house for
Admissions, Registrar,
Business Office, Faculty,
and Parents for applying
and reenrollment
– Online giving and event
registration
– All constituents
#BBK12UC

6. Early Adopter Program (EAP)
• Blackbaud acquired Whipple Hill
• First step was Raiser’s Edge Connect
• Graland volunteered to be EAP
#BBK12UC

7. Integrated Environment Prior to RE Connect
Data flow from Education Edge to Raiser’s Edge. Manual Import
into Whipple Hill.
#BBK12UC

8. Integration Environment after RE Connect
Implemented
Whipple Hill records become primary records and changes the way
we update information.
#BBK12UC

9. Lessons Learned
• Go through our timeline
• What We Did
• Results
• Data Clean-up
• Lessons Learned
#BBK12UC

10. Round 1: What We Did
• Refreshed WH data with information
– From EE: Current parent and student
information
– From RE: Alumni and alumni spouses
• RE Connect installed and configured
– Data scrubbing
– Constituent codes
• Linked/Added record with RE
– Over 7000 records
#BBK12UC

11. Round 1: Result
• Data Deleted
– Student and alumni ethnicity, parents missing middle names,
marital status (living status), schools and businesses
• Different data types
– Wireless contact type
• Constituent codes added
– Duplicate constituent codes added for students and parents with
the date of integration
• Ex-spouse relationships
– Non-Constituent spouses were added as constituents
• New relationship with Spouse/Partner added
• Spouse unchecked
• Salutations
#BBK12UC

12. Round 1: Data Clean-up
• Installed EE and RE backup databases
– Exported student ethnicity and parent marital status and imported into WH
• Spouse/Partner and Ex-Spouse
– Deleted non-constituent relationship
– Checked spouse box
– Updated relationship to Spouse (not Spouse/Partner)
– Checked salutations/addressees
• Constituent Codes
– Queried everyone with a date of the integration and manually deleted codes
• Tested school and business relationships
– Schools and businesses will be deleted in RE. If it is not in WH—it will
disappear from RE!
– Exported parent businesses from EE and imported into WH.
#BBK12UC

13. Round 1: Lessons Learned
• Data Mapping
– All data in WH
– Update any export currently using
– Know who is in your WH database
• RE Connect Configuration
– Update profile in WH
• Over communicate
#BBK12UC

14. Round 2: What We Did
• BB PATCH!
#BBK12UC

15. Round 2: Result
• Lost parent email addresses in RE and EE
• Added contact information to all
constituents where applicable
#BBK12UC

16. Round 2: Data Clean-up
• Deleting the email address and re-adding
the information into WH did not trigger a
profile update in RE Connect.
• Other data restoration from WH triggered
email address updates.
#BBK12UC

17. Round 2: Lesson Learned
• What triggers the update?
– All new and/or different information
#BBK12UC

18. Round 3: What We Did
• Trained staff on new data entry process for
demographic and business information
• Only some constituents in WH
#BBK12UC

19. Round 3: Results
• Created more work for the development
office
• Decided to delete constituents who are not
current parents, students, and employees
from the database.
#BBK12UC

20. Round 3: Data Clean-up
• Removed past parents, alumni, past
employees, and anyone with an All School
role only from WH.
#BBK12UC

21. Round 3: Lessons Learned
• Decide who you want to have in WH—who
is your audience?
– Current parents, students, and employees
only?
– Alumni?
– Grandparents?
– Past parents and employees?
#BBK12UC

22. Round 4: What We Did
• 2015-16 Online Registration
– Configured a single sign on (SSO)
– Instruction page in WH
– Submit form reenrollment form online (BBNC)
– Collect parent business information
– Added incoming students and parents to WH
#BBK12UC

23. Round 4: Result
• Parent reenrollment time reduced
• Address changes handled by parents
• Faster form processing time into EE from
NetCommunity
#BBK12UC

24. Round 4: Data Clean-up
• Manually add and/or update parent
businesses in WH. This information is not
available to parents as it may have historical
data.
• Double check RE Connect changes and
updated WH if needed (ie removing marital
status, business, ethnicity)
• Double check addresses between EE and
WH (relink correct addresses in EE
Integration)
• Verify User IDs between WH and BBNC
#BBK12UC

25. Round 4: Lessons Learned
• SSO is awesome
• Lock down profile for parents and incoming
parents
– Businesses: Historical data and edit=delete.
• Test all integration points
• Be sure addresses are linked correctly within
EE and RE integration
• Check all the changes in RE Connect before
processing
#BBK12UC

26. Round 5: What We Did
#BBK12UC

27. Round 5: Result
• Link and verify information in RE Connect
• Double check the information in RE and
EE.
• Worked OK but there was a possible link
missing in the chain—no checks and
balances.
#BBK12UC

28. Data Clean-Up
• Re-add information lost through linking
process
• Double check that new parents were in
WH and RE—linked.
• Determined a best practice for
linking/adding records
#BBK12UC

29. Round 5: Lessons Learned
Recommended integration order:
Add records to WH
Link/Add records to RE
Link/Add records between EE and RE
#BBK12UC

30. Round 6: What We Did
• Graduated, Promoted, and Enrolled
incoming students
• Updated accounts for employees leaving
Graland
#BBK12UC

31. Round 6: Results
• All parents were given end dates to their
Parent constituent codes and given new
Past Parent constituent codes.
• Graduating Students constituent code
given ending dates and new Alumni code
#BBK12UC

32. Round 6: Data Clean-up
• Pulled a query to include anyone with a
start date between 6/1/15 – 6/30/15
• Manually cleaned parent and student
records
– Removed Past Parent codes and cleaned up
dates.
#BBK12UC

33. Round 6: Lessons Learned
• Understand how to configure constituent codes in RE Connect and what the
result will be. I prefer to manage constituent codes in RE rather than RE
Connect.
#BBK12UC

34. All Lessons Learned
• Data Mapping
• Know how RE Connect Behaves
– What triggers an update
– What information will be deleted in RE
– Account for new data types (wireless, living status,
etc)
• Determine your audience—who needs to be in
WH?
• Over communicate with your organization
• Link your data in the correct order
• EE and RE addresses linked correctly
#BBK12UC

35. Lessons Learned (cont)
• Configure constituent code options in RE
Connect after you link records—or not at
all.
• Understand what constituents can see in
their profile and what they have access to
delete.
• Be ready for data clean-up
• Take everything in stride!
#BBK12UC

36. Looking Ahead
• Implementing onBoard
• New onMessage and full onCampus
modules
• RE NXT and FE NXT
• Hope RE Connect becomes bi-directional
• Setting ourselves up for the future of the
on products.
#BBK12UC

37. Questions?
#BBK12UC

38. Thank you!
#BBK12UC