A MicroEdge Visit
April 10, 2008 - Todd Lapin from MicroEdge shared the latest information about new MicroEdge applications with the group.
The MicroEdge Users Group hosted a visit from MicroEdge representatives. The session was introduced by Robin Berkson, Donors Forum, and featured contributions from Todd Lapin, MicroEdge, and Merri Lewis, MicroEdge.

The information and updates offered by the MicroEdge representatives included the following:

GIFTS 6.2

• The primary purpose of this update is to provide compatibility with the Windows Vista operating system.
• Alerts can now be attached to payments.
• Start and end dates can be added to projects before they are approved.
• Shared codes are more easily updated.
• Renewal codes can be carried over in the Customizer.
• Multiple ID numbers can be listed in a single search to make searching faster.
• Specific permissions can be created for users performing wire transfers.
• Project titles and descriptions can be more closely linked.

IGAM 3

• Allows verification of 501(c)3 status of applicants.
• Allows funders to require all applicants to create an account before starting to fill out an application.
• Attachments can be required elements of an application.
• The names of buttons in the application can be customized, including listing them in languages other than English.
• Information on an application can be used to quickly update existing data in GIFTS.

Plus Pack

• Email Plus includes ability to send attachments.
• Batch Plus includes abilities to add, edit, or delete entire batches of codes.
• Tax Status Plus and Watchlists Plus allow for quick checking of an organization's tax status as well as their status on various government watch lists.

IGAM and Other Application Management Strategies
March 10, 2008 - The MicroEdge Users Group discussed strategies for handling grant applications electronically, including using MicroEdge's IGAM product, which allows for web-based applications and other functions. Panelists discussed strategies for making IGAM more efficient while also discussing how they dealt with applications before they used IGAM and what changes they had to make. Non-IGAM approaches were also discussed. Panelists included Heather Loebner, ArcelorMittal; Rose Bartnick, The Brinson Foundation; and Susan Karlinksy, Circle of Service Foundation.

The MicroEdge Users Group hosted a session on IGAM and Other Application Management Strategies. The session was introduced by Ruth Crane, Walgreen Co., and featured contributions from Heather Loebner, ArcelorMittal; Rose Bartnick, The Brinson Foundation; and Susan Karlinsky, Circle of Service Foundation.

Using IGAM or other internet-based application tools can help a funder gather needed information in one place and reduce time spent on data entry. Depending on the GIFTS modules organizations have purchased, they can use IGAM and GIFTS to organize their data, prepare reports, generate correspondence, track grant status, and perform other grantmaking activities with a minimum of paper output.

IGAM can help funders screen potential applicants through use of the quiz function. By asking questions about potential grantees that closely reflect the foundation's priorities, the software can tell organizations if they are likely to be a good match with the funder, which can save nonprofit organizations the trouble of filing an application that is likely to be rejected while reducing the time and money funders must spend reviewing applications.

IGAM and GIFTs can be customized to the funder's needs. IGAM can support multiple applications for a single funder, including some that can be password-protected and not available to the general public. This allows the funder to have applications that can be sent out by invitation only.

One of the strengths of using IGAM and GIFTS is that many different types of data can be stored together. Grant applications, supporting documents, and links to an organization's website as well as tax returns available through GuideStar can all be accessed through these programs.

When using electronic applications, some organizations have been concerned about cutting off grantees who cannot access to the internet. In practice, this has generally proven to be a limited problem-most organizations have access to a computer either in their office, home, or local library, or they have board members who can provide them with access. Funders can allow applicants without computer access to use their computers to fill out and submit their application.

Some organizations may have the option of developing their own database for tracking philanthropic activities, which can allow them to plan exactly how to coordinate the database with their own efforts and priorities. Such an effort requires significant technical skill and plenty of labor, and most organizations do not have the resources necessary to design their own product.

The group is planning a session for April, which will include a guest speaker from MicroEdge.

Maximizing Your Coding Efficiency
December 11, 2007 - Coding fields can be a key to efficient use of GIFTS. What coding techniques have experienced GIFTS users employed? What lessons did they learn as they were developing their coding systems? This session included roundtable discussions, where participants with particular issues shared them with their peers and discussed possible solutions.
The MicroEdge Users Group hosted a discussion on Maximizing Your Coding Efficiency. The discussion was introduced and facilitated by Ruth Crane, Walgreen Company, and Sheila Robinson, Polk Bros. Foundation.

In this session, participants shared concerns and challenges they had faced when designing and utilizing coding systems in GIFTS. The discussion included the following points and tips:

• GIFTS allows for multiple layers of coding in program fields, making it possible to code grants by the specific activities they fund. By carefully designing a coding system to match a foundation's priorities, these codes can be used to generate reports that detail what type of activities are being funded in which program areas (for example, which arts and culture programs fund residencies, which fund classroom educational activities, and so forth).
• Revamping a coding system requires careful advanced planning. Coding systems that are constructed and modified on the fly can become inconsistent and unwieldy; the sooner they are replaced with a consistent, well-thought-out system, the better. It is possible to re-code old entries to bring them in line with new systems, but that is most likely not an effective use of time.
• Different foundations use different methods of assigning codes to organizations and projects. Some have a single staff person who enters codes to ensure consistency; others allow multiple staff members to enter codes in order to spread the work around; still other organizations allow applicants and grantees to select which of the foundation's codes apply to their projects and activities.
• Not all fields in GIFTS (such as population) allow for multiple levels of coding. Customizing your own fields, copying existing data to those fields, and then adding more layers is one way to capture desired information.
• If there are multiple possible entries for a single field (for example, multiple trustees who had contact or interest in a grantee organization), reports can be designed with multiple columns of the same field, allowing each data point to appear in reports in a sortable format.

In the session, participants also discussed the annual MicroEdge Solutions Conference, which took place in November. While members said the conference often contains valuable hands-on learning and can be a useful experience, they added that attending year after year is probably not necessary. Participants can have their registration fee for the conference waived if they conduct a session on a subject they know well.

Participants were also invited to the Grants Managers Network conference, which will be held in Chicago on April 7-9, 2008. This conference will cover a wide range of issues of interest to grants managers across the nation.

Participants then discussed what topics they would like to see featured at future meetings. Designing templates and using them for merge operations was one suggestion.

MicroEdge Update
May 14, 2007 - The Donors Forum of Chicago hosted a discussion on Updates on MicroEdge Applications. The discussion was introduced by Erica Eisner, Arie and Ida Crown Memorial, and Ruth Crane, Walgreen Co., and featured contributions from Todd Lapin, MicroEdge.

The products and features discussed in this session included the following:

• Ad hoc reporting: GIFTS 6.0 features the ability to generate reports from any data points in GIFTS and to customize the content and appearance of these reports. The end results can be printed, saved, or e-mailed.
  " Contacts can now be connected to more than one organization, and contacts can be labeled as having primary and secondary roles with various organizations.
• Plus Pack: This is a collection of small applications that add a variety of different functions to GIFTS, including the ability to check organizations and contacts against existing terrorist watch lists, the ability to check the current tax status of grantee organizations, and the ability to send automated reminders to grantees about documents or reports that need to be sent in. The pack also adds the ability to attach documents to e-mails sent through GIFTS.
• The Customizer module has added functionality, including the ability to perform calculations on existing data fields.
• MicroEdge is developing an addition to GIFTS that will help grantmakers manage employee giving, including tracking matching gifts, in-kind contributions, and annual campaigns.
• In 2008, MicroEdge is planning to release an online implementation of GIFTS called Monterey. While not replacing MyGIFTS, it will present an additional option to grantmakers who want online access to GIFTS functions.
  

Record Retention
March 13, 2007 - The MicroEdge Users Group hosted a discussion on Record Retention. The discussion was introduced by Erica Eisner, Arie and Ida Crown Memorial, and featured contributions from Rose M. Bartnick, The Brinson Foundation.

Creating a record retentions policy that details what documents need to be kept and in what form they should be preserved can help minimize the size of paper files in an office while ensuring that critical records are available when they are needed. Each office must decide what form of record storage works best for them; some people have a strong preference for either paper or electronic files, and different offices have different tools available to assist their electronic document organization and storage.

The critical documents needed for permanent files include grant agreements, grant receipts (which some organizations combine into a single document), IRS determination letters, and canceled grant checks. Certain memos or letters may also need to be kept if they are relevant to the grantee's status.

Depending on the GIFTS modules and number of licenses an organization has, document management systems can be designed in a way that provides access to all the people who need documents while keeping files organized. Each organization needs to come up with a system that works best with their preferences and available tools, and the group reviewed some of these options.

Along with record retention, participants also discussed:

• How to transition from paper grant applications to electronic applications;
• Different ways to organize grant receipts in case of IRS audits, and what forms can meet IRS requirements;
• Using GIFTS to generate and track correspondence and e-mail; and
• Tracking renewal grants when no new application is submitted.

The group will next meet on May 14 in a discussion with MicroEdge representatives. Group members will be asked what topics they would be most interested in covering.

Streamlining Your Board Book
November 29, 2006 - The MicroEdge Users Group hosted a discussion on Streamlining Your Board Book. Erica Eisner, Arie and Ida Crown Memorial, introduced the discussion, and Susan Clark, Gaylord and Dorothy Donnelley Foundation, and Sheila Robinson, Polk Bros. Foundation, presented ideas and techniques they had employed to make their board books brief and easy to assemble while including the vital information points board members wanted to see. They then discussed the MicroEdge conference and some of the sessions they had attended, including sessions on moving to a paperless office and tips on using Microsoft Excel in conjunction with MicroEdge software.

MicroEdge Users Group Peer Exchange
June 16, 2005 - The MicroEdge Users Group held a peer exchange and brown bag lunch to discuss affiliations, using MicroEdge Gifts with their organization's procedures, and future training opportunities. Co-chairs Erica Eisner, grants associate for Arie and Ida Crown Memorial, and Erin Hallock, program officer for the Siragusa Foundation, led the discussion.

After brief introductions from participants about their organization's use of MicroEdge, attendees broke off into two smaller groups to discuss contacts and affiliations, requirements and activities, and streamlining gifts with program operations. Groups discussed how to use these functions, problems they faced, and specific daily activities concerning MicroEdge.

The group reconvened to discuss planning for future training and meetings. First, the group agreed to continue meeting quarterly. Erica reported that she has been in contact with Todd Lapin of MicroEdge on the status of MicroEdge version 6.0 which will be available within the next two weeks. The group agreed that group training for this new software should definitely be central to next year's programming. A group member also proposed that discussing modules such as the customizer could also be a possible discussion topic for a future peer exchange. One final suggestion concerned holding a meeting to share and compare applications and write-up forms that are used in presentations to each organization's board of directors. A key part of this discussion will be identifying the source of data in Gifts and how it is used to support the foundation's decision-making.

In addition, Erin Hallock stepped down as co-chair due to enrollment at University of Chicago. Ruth Crane, manager of charitable giving for Walgreen Corporation, said that she will consider filling the position.

MicroEdge Users Group
April 05, 2005 - MicroEdge representatives provided demonstrations of improved and new applications. The MicroEdge Users Group hosted 34 members at the brown bag lunch session. Following the MicroEdge demonstration, members identified an approach to planning future training sessions.

Robert Katz, Senior Product Senior Product Specialist, MicroEdge, gave a remote presentation on improvements to Gifts 6.0, demonstrating and illustrating potential uses in tracking, reporting and formatting reports. He provided a live demonstration online of new functionalities in the Customizer for report preparation including layout and design, ad hoc reports in the Customizer module, and a live link to the Internet embedded in the program.

Todd Lapin, Senior Regional Sales Executive, MicroEdge, walked through components of IGAM (Internet Grants Application Module) and described its benefits: reduces volume of proposals because an eligibility quiz screens out applicants; structured application that users design increases overall quality of applicants; built-in facilitation of IRS compliance determination through automatic link to IRS database and to Guidestar; data resides on MicroEdge server. MicroEdge hosts all forms and data, so users do not maintain a server for applications. Mr. Lapin reported that grantee reporting would be upgraded in the next issue of IGAM.

Mr. Lapin showed the group "Knowledgebase," an online resource of user instructions and tips available on the MicroEdge website and available to all clients through their password. Clients may subscribe to Knowledgebase and receive periodic updates. He concluded the presentation with a brief demonstration of MyGifts, showing new customized views of screens. MicroEdge representatives did not have a release date for 6.0.

MicroEdge offers a two-day training, and usually likes to work with only 12 participants in a workshop in order to give individualized attention to each person. It was noted that it is important for each participant to have her/his own computer for the training. The group explored the potential to use Donors Forum members' training facilities for these future sessions. Members suggested several different strategies to comprise the training groups of similarly skilled or affiliated users to maximize the effectiveness of the sessions, such as holding separate sessions for Advanced and Beginning Users or Corporate and private foundation users. Another approach would be structuring sessions based on which modules users have.

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