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Introduction to Fundraising Activities (FRAs)

You can record Fundraising Activities (FRAs) in Keystone to track major pledges and grant applications, as well as to group donations to your affiliate’s fundraising campaigns. You can link a donation to an FRA at the time you enter it. FRAs allow you to summarize contributions by Covenant Partners as well as post to the Covenant Partner and the house they are sponsoring. You can classify FRAs as different types such as campaigns, grants, or pledges. You can define these types on the Development tab of Affiliate Setup.  

You enter and review FRAs on the Fundraising Activities screen. You can access this screen by opening the Development tab in the Keystone ribbon and clicking Fundraising Activities.

The top portion of the Fundraising Activities screen has two drop-down lists for selecting an FRA, the Abbreviation and Description fields. By default, only FRAs marked as active are displayed in these fields. Check the Show All check box (at the bottom right of the screen) to display all FRAs regardless of active status.

There are three tabs on the Fundraising Activities screen on which you can view and edit information about an FRA. These tabs are:

• Summary (which opens automatically when you open the Fundraising Activities screen)
• Donations/Grants
• Statistics

You can learn about these tabs by following the corresponding links above.

Adding, Modifying, Deleting, and Merging FRAs

Click the Add/Delete/Modify button (to the right of the FRA drop-down lists) to create or delete an FRA or to change the fields of an existing FRA.

To create a new FRA

1. Click the Add/Delete/Modify button to open the Fundraising Activities: Add, Delete or Modify window.
2. Scroll down to the new record line and enter details of the new FRA.
   The following is a description of the information you can enter here.
• Type - Use this field to enter the FRA type. You can define these types on the Development tab of Affiliate Setup.

If you are defining an FRA to be used for a Club Pledge, it must have a Club Pledge type. If you are defining an FRA to be used for a Periodic Pledge, it must have a Periodic Pledge Type.

• Acknowledge Letters fields area - There are three fields in this area. They are initially set to their defaults: letter 4 for monetary donations to the FRA; letter 5 for FRAs with a message; and letter 2 for in-kind contributions to the FRA.
  
  You can create custom letters and assign them to these situations so that when a donation is designated as belonging to this FRA, your custom letter will be automatically assigned. For more information, see the Donor Acknowledgement Letters section.
• Abbreviation - This field contains a short set of characters (limited to 10) that are used to identify the FRA. FRAs are generally sorted in drop-down lists by their Abbreviation. If you want campaigns grouped by year, put the year first; otherwise list other characteristics first, such as an abbreviation of the name. For example, Bldrs Club (for Builders Club) or FOH (for Friends of Habitat).
• Description - This field contains the full name of the campaign, pledge, or grant. The Description is usually displayed after the Abbreviation in drop-down lists and is used on most FRA reports. It is also used on acknowledgement letters so you should choose the description accordingly.
3. Click the Close button to return to the Fundraising Activities screen to enter remaining information. See the Summary, Donations/Grants, or Statistics tab sections for more information.
   

To modify an existing FRA

1. Click the Add/Delete/Modify button to open the Fundraising Activities: Add, Delete or Modify window.
2. Edit the fields of an existing FRA as needed.
   
   See step 2 above under “To create an FRA” above for information about these fields.
3. Click the Close button to return to the Fundraising Activities screen.

To merge two FRAs into one

You may find that you would be able to do better analysis of your donors and their donation history if you could combine similar FRAs. For example, many affiliates keep FRAs separated by creating a new FRA each year for the same activity. This makes it difficult to consolidate and report on donors for the same FRA done in different years. Since Keystone already gives you the ability to select date ranges in reports, having separate FRAs for different years is not necessary. Therefore, you may find great value in consolidating multi-year FRAs into one.

Merging two FRAs into one is a major database change. We strongly suggest you back up your Keystone database before proceeding. We also suggest you wait to merge FRAs until such time when you are the only one logged in to Keystone.

Also, before merging any FRAs in Keystone, you should determine exactly what FRAs you will be merging and get agreement from everyone who uses Keystone in your affiliate. There is no undo button in Keystone.

You must be logged in either as the Keystone Administrator or as a Functional Administrator for Development in order to access the Merge Fundraising Activities function.

1. Open the Development tab in the Keystone ribbon and click Merge Fundraising Activities.
   This opens the Merge Fundraising Activities window.
2. Under Merge This Source FRA, select the FRA you want to merge into the new FRA either from the Description or Abbreviation drop-down lists.
   
   After you select the FRA, a Preview Source button appears right below it.
3. Click the Preview Source button to see a report containing all of the donors who have given to the FRA you just selected.
   You can print, export, or e-mail this report like any other report. Click Close Preview in the Keystone ribbon to return to the Merge Fundraising Activities window.
4. Under Into This Destination FRA. Then Delete The Source FRA, select either from the Description or Abbreviation drop-down lists the FRA you want to merge the FRA you selected in step 2 into.
   
5. When you are ready to merge the FRAs, click the Merge button.
   When the merge process is finished, the Source FRA is then removed from Keystone.

Remember, this cannot be undone so make sure you have a complete backup of your database before you merge any FRAs.