Prospect research request form samples from various contributors.
Here are some comments from PRSPCT-L on how some organizations are managing research requests.
We recently utilized our data requests system that our IT help desk uses, campus-wide.We met with them, and determined what we would need as far as fields to complete for a request, and they just added another link onto their help desk process for our needs here in advancement. They built us a screen for Advancement data requests, and one for Research requests.We did this for 2 reasons. One is that we get data requests from other departments across campus, not just from Advancement, and most everybody on campus (staff and faculty) were already familiar with the help desk ticket submission process. And two, we can now easily track and log requests, automatically alert requester of status and completion, etc., just like the help desk typically does. Also requester can log in to the process and see the status of the progress on a request.It has worked great, and everybody is for the most part, cooperative with it.
Here at XXXX, we have an email “alias” created and all research requests go to that. In addition to myself, my staff and our gift processor see all the requests and then I either assign something out or I do it. We converted to Google Mail for Higher Ed a year and half ago and I take full advantage of the Tasks. Colleague is very cumbersome and I’ve found it’s easier to not use it for certain projects.
I developed a perfect structure for us – in spite of our structure being ‘loose’, i.e.,emails were received for Rsch. Req., as well as in ‘meetings’ [verbally], as well as in the ‘hallway’ [walking by a colleague], as well as personally in my office….I kept a spreadsheet of every request. I assure you that was the most streamlined way for me.It was imperative!If you want to, you may want to make that Rsch. Log available to GO’s on a shared drive… not so they can add to it without your knowledge, but so they may consider your workload.Spreadsheet included: who asked, date due, purpose of request, date received, and “what method of delivery”.This was shared with my supervisor at weekly meetings for re-prioritization. It proved critical.
Requests are submitted via email. We used to track the requests in an excel spreadsheet. Now we track in a google doc so the whole research team can access it easily. We have even thought about sharing it with the entire department so they can track the status of their research request…maybe someday we will even just have them log it directly on the spreadsheet and get rid of email requests.
We track the following information:
- Source (alert, alumna referral, personal contact, etc…)
- Date requested
- Due Date (if applicable)
- Type of request (full, question)
- Researcher (who completed the research)
- Prospect Name, class, current rating
- New rating
- Reason for request
Gift officers request research via email (I am a strong advocate for making the process as simple as possible for the end-users, I don’t want to make them have to use a new tool, or open up a special form. I also like total flexibility for requesting research, some requests are unique and don’t fit into prescribed fields of a form.)
Our Assistant Director is in charge of putting the requests into our worklog. We previously used an excel spreadsheet, but then converted to Access which we like better. Below are the fields in our Worklog database. We have a “Requested” view set up that shows only requests that are not yet done. (When the researcher enters the Date Completed the record automatically stops appearing in the “Requested” view, but still exists in the Access database.) With Access it is easy to sort or query on anything, what’s due this week, what hasn’t been signed up for yet, how many requests each researcher worked on in a given time period, how many requests came in from a certain user, etc. Also, with Access, all of us on the research team can open the worklog simultaneously (an advantage over excel).