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Proposal

Access Proposal information by using Millennium Explorer Profiles>Prospect>Proposals.

The Proposal table allows you to track the "life cycle" of a major gift whose solicitation is specifically planned and proposed to the constituent. This is in contrast to a mass appeal, such as an Annual Fund. While a Proposal would imply the presentation of a formal document outlining the details of the requested donation and the way in which the institution would use the funds, the process also may encompass such factors as:

Assigning a prospect manager, solicitor or similar Relationship.
Preparing and presenting a written proposal(s).
Establishing an on-going PG Rating system for the likelihood that the gift will be received.
Keeping a record of all Actions that are planned and the assignment of Tasks carried out toward the cultivation of the project.
Tracking the details of the Gift Transaction when it is promised and then received.
Creating a schedule for Stewardship reporting.

These factors are tracked using secondary rows attached to the primary Proposal row.

The Proposal table mirrors the Planned Gift table with one exception - the Planned Gift table has two additional custom yes/no flag fields that the Proposals table does not. The same set of fields are available in each, but each is named with the prefix that is associated with that table. Some fields will be more useful and appropriate to one or the other table, but all are available in either.

Notes:

An Administrator can remove the Proposal table from the Millennium Explorer if not used. See Table Options for more information.

Millennium system administrators or the database administrator can configure audit logging for the Proposal data table. For more information, see Audit Log.

Pipeline Report

You can use the Pipeline Report to forecast the arrival of major gifts tracked through Proposals. This report includes all active Proposals that are not yet funded and shows a cross tab summary of the cultivation phase and inclination based on a quarterly forecast. The details of each Proposal included in the forecast and the prospect manager responsible for the Proposal can be displayed if the detail view of the report is chosen.

Review the following example of how to set up a Proposal and its supporting information so that it will display on the Pipeline Report:

A decision has been made to present a formal request for a contribution, or Proposal, to Mary Jones. John Smith is the fundraiser who will manage this formal request.
1. Verify that Mary Jones has a preferred name. If not, enter one for her now.
2. Create a Proposal Row for Mary Jones. Enter the formal name of the proposal into the Purpose column. If the proposal is associated with a particular Campaign, Campaign Year, method of Solicitation, Goal, or Division, enter that information at this time.
3. Link a relationship row to the Proposal, where Mary Jones is the Prospect, and John Smith is the Prospect Manager.
4. Link an initial ratings row to the Proposal. At a minimum, enter the range of projected giving in the Ratings field, a Start Date, Inclination, and a Cultivation of 'Cultivation'.
A specific targeted amount for the Proposal is determined, and it is determined that the John Smith can anticipate that a decision will be made by the end of the fiscal year.
1. Update the Proposal row and enter the targeted amount (Rated Amount) and date (Rated Date) it is determined.
2. Enter the date that it is expected that Mary Smith will make a decision. (Decision Date).
Note: After the information for Step B is entered, this Proposal will be included on the Pipeline Report.
The formal proposal is presented to Mary Jones. She in turn informs John Smith of the date that she will make her decision.
1. Update the proposal row and enter the amount asked for (Asked Amount) and the date the proposal is presented (Asked Date) and update the Decision Date.
2. Update the initial linked Rating row, enter a Stop Date, and check Inactive?.
3. Link a new ratings row to the Proposal. At a minimum, enter the range in which the Asked Amount falls, Start Date, Inclination, and a Cultivation of 'Solicitation'.
Mary Jones decides to fund the Proposal.
1. Update the proposal row and enter the amount funded (Funded Amount) and date it was funded (Funded Date).
Note: After the information for Step D is entered, this Proposal will no longer be included on the Pipeline Report.

Linked Proposals

A Proposal may have an unlimited number of linked Relationship rows. These rows are identical in form to the primary table display of Relationship rows. This feature is primarily designed to track a prospect/prospect manager or solicitor-type relationship but it may be used to track any type of relationship that your program finds useful. A Proposal may have an unlimited number of linked PG Rating rows, an unlimited number of linked Gift Transactions, and an unlimited number of linked Action rows as well.

When an Proposal row exists for a constituent, you may create a one-to-one linked Proposal row belonging to the spouse or another constituent. This type of linked row will be a copy of the first constituent's row. You may also link an existing Proposal row to a Proposal row that also already exists for the spouse or another constituent; when you do so, the Proposal row for the second constituent will be overwritten with the first constituent's Proposal row information.

Because the Proposal rows are linked, any edits that are made via one constituent's row will automatically be applied to the second constituent's row as well. This is true whether subsequent edits are made via the original constituent or the second constituent's Proposal row. Likewise, if either of the rows is deleted, the linked row will also be deleted. Linked rows may be unlinked. This preserves both data rows and allows you to perform edits or deletions to one without affecting the other.

The following topics discuss the creation and maintenance of linked Proposal rows in complete detail.

Data Maintenance, Link New to Existing

Data Maintenance, Link to Existing to Existing

Data Maintenance, How to Link New to Existing

Data Maintenance, How to Link Existing to Existing

Prospect Management Workflows for Proposals

If it is the practice at your site to enter linked rows, such as Relationships, Actions and their linked Tasks and PG Rating rows, whenever you enter a new Proposal, you may want to set up a Prospect Management workflow for entering new Proposal data into the system. A Prospect Management workflow is a one-screen data entry page that will allow you to enter all of this information at one time.

See the Workflow Setup topic for more information about setting up and using Prospect Management workflows.

Proposal Field Descriptions

Proposal data is stored in the proposal data table. The following fields are included. The field labels and non-displaying designations that are listed here are those that the system uses by default. If you want to override these default settings, you must customize your display definition.

Note: Custom fields are included in the data table, and are available for any purpose that you want to define. These fields are not shown on the standard Display or standard Data Maintenance forms. If you want to make use of one or more of the custom fields, use the Custom Display Designer to edit the standard Display and Data Maintenance forms.

Field Name Field Label	Lookup Table	Type SQL/Oracle Length [Default] {Check}	Description
propkey non-displaying	none	numeric/number 13,0	The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (system field)
propid non-displaying	none	char 10	This field holds the ID number of the constituent who owns this row, providing a link between this row and all others in all other tables which also belong to the same constituent. (system field)
propdoc non-displaying	none	char 1 ['N'] {'N' or 'Y'}	This field holds a Y/N flag to indicate the existence of a linked document for this row. (system field)
propdate no label	none	datetime/date [getdate()]	The date that this Proposal row was last updated. This field is automatically entered by the system. (system field)
propuserid no label	none	varchar/varchar2 30 [suser_sname()]	The User ID of the operator that last edited this Proposal row. It is automatically entered by the system. (system field)
propugroup non-displaying	none	char 1 ['Z']	This field holds the Group letter that was associated with the User ID of the operator who created this row. It reflects this Group assignment at the time the row was created and is not updated. (system field)
propratedt Rated Date	none	datetime/date	The date that the proposal is rated.
propaskdt Asked Date	none	datetime/date	The date that the constituent is asked for the gift.
propfunddt Fund Date	none	datetime/date	The date that the gift is funded.
propdecdat Decision Date	none	datetime/date	The date on which a decision is or will be made concerning the funding of the request.
proppurpos Purpose	none	char 50	The specific purpose of the proposal, up to 50 characters.
propcampyr Campaign	none	char 4	The year of the campaign to which the gift is made. This is a numeric value between 1600 and 2200.
propsol Solicitation	Solicitation Codes	char 6 [' ']	The method by which the gift is solicited, such as an email campaign, a membership drive, or a fundraiser. The values are the institution-defined entries in the Solicitation Codes lookup table. When an entry from that lookup is chosen, the code is stored in this field, and the value is copied to the propsolnam field.
propcamp Campaign	Campaigns	char 6 [' ']	The campaign to which the gift is made, as taken from the institution-defined entries in the Campaigns lookup table.
proprating non-displaying	none	char 6 [' ']	This field is reserved for future use.
propgoal Goal	Campaign Goals	char 6 [' ']	The goal for which the gift is solicited as determined by the Campaign Goals lookup table.
propdiv Division	Division	char 6 [' ']	The division within the institution that is responsible for the gift.
propstatus non-displaying	none	char 6 [' ']	This field is reserved for future use.
propratamt Rated Amount	none	money/number [0]	The gift amount rated to be solicited.
propaskamt Asked Amount	none	money/number [0]	The proposed (or actual) gift amount asked of the constituent.
propfndamt Funded Amount	none	money/number [0]	The amount of the gift received.
proptype non-displaying	Plan Gift Type	char 6 [' ']	This field is reserved for future use.
propinstru Instrument	Instrument	char 6	The type of planned giving instrument that interests the donor, such as pooled income fund, charitable remainder trust, etc.
propstew Stewardship Type	Stewardship Type	char 6 [' ']	The reporting cycle to be used to report to the donor (or the agent), during the stewardship period, such as monthly, biannual, or annual.
propstewyr Years	none	char 4	The number of years during which the steward reports to the donor or agent on the progress of the project.
propstrtyr Start Year	none	char 4	The year in which the stewardship period for the proposed gift begins. This is a four-digit year between 1600 and 2200.
propstrtmn Stew. Start Mn.	none	char 2	The month in which the stewardship period for the proposed gift begins.
proppropfl non-displaying	none	char 1 {'N' or 'Y'}	This field is unused at this time. (system field)
propgflag non-displaying	none	char 1 ['N'] {'N' or 'Y'}	This field contains a flag that indicates to the system whether the row does or does not have a linked transaction row. (system field)
proprelflg non-displaying	none	char 1 {'N' or 'Y'}	This field holds a flag that indicates to the system whether the row does or does not have a linked Relationship row (intended for a prospect manager or solicitor kind of relationship). (system field)
propactflg non-displaying	none	char 1 {'N' or 'Y'}	This field holds a flag that indicates to the system whether the row does or does not have a linked Action row, intended to track the steps in the cultivation process for the proposed gift. (system field)
proppgrflg non-displaying	none	char 1 ['N'] {'Y' or 'N'}	This field holds a flag that indicates to the system whether the row does or does not have a linked PG Rating row. (system field)
propsource Source	Source	char 6 [' ']	The source of the proposed gift, such as an organization or communication type.
proppoint non-displaying	none	numeric/number 10,0	This system-assigned field is no longer used or supported. (system field)
propcrdate Create Date	none	datetime/date	The date that the row was created. (system field)
propfnum non-displaying	none	char 2 ['42'] {'42'}	The file (table) number for the Proposal table. (system field)
propcomm not labeled	none	char 4000	A free-text field up to 4000 characters that contains any supporting notes or comments about the proposal.
propsolnam Solicitation	Solicitations	char 65	This field holds a copy of the value from the Solicitations lookup table entry that is also identified by the propsol field (which holds the code from the chosen entry.)
propdate1	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdate2	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propmny1	none	money/number	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny2	none	money/number	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propnum1	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum2	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propyesno	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
proplook1	Proposal Lookup1	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
proplook2	Proposal Lookup2	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
proplook3	Proposal Lookup3	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
proptext	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
proppdistr non-displaying	none	numeric/number ['0']	This field is not applicable to Proposals and therefore does not display. (In the Planned Gift table, this field is intended to track the percentage of the Planned Gift that has already been distributed.) (system field)
propjntid non-displaying	none	char 10 [' ']	If this row is joint with another constituent (each constituent owns a row containing the same data and which are dynamically updated), this field provides linkage between the two rows. If the row is not joint, this field is blank. If it is joint, this field holds a copy of the ID Number of the other constituent who owns the other data row. (system field)
propjntkey non-displaying	none	numeric/number 13,0 [0]	If this row is joint with another constituent (each constituent owns a row containing the same data and which are dynamically updated), this field provides linkage between the two rows. If the row is not joint, this field is blank. If it is joint, this field holds a copy of the key field from the other data row. (system field)
proprest Restriction Code	chart_of_accounts	char 6 [' ']	If the proposal entered is to be restricted to a particular account, populate this field with the associated code from the Chart of Accounts. Several fields from the chart_of_accounts lookup table will then be copied into fields in the proposal table.
propacctnm Account Name	chart_of_accounts	char 80	This field holds the Name associated with the chosen account. It is automatically entered by the system and it is the value of the chart_val field in chart_of_accounts lookup table. (system field)
propacctno Account Number	chart_of_accounts	char 30	This field holds the Number associated with the chosen account. It is automatically entered by the system and it is the value of the chart_acct field in the chart_of_accounts lookup table. (system field)
propacctcf Account CAE	chart_of_accounts	char 1	This field holds the Account CAE code associated with the chosen account. It is automatically entered by the system and it is the value of the chart_cfae field in the chart_of_accounts lookup table. (system field)
propacctid Department ID	chart_of_accounts	char 10	This field holds the ID number of the department or person within the institution responsible for the chosen account. It is automatically entered by the system and it is the value of the chart_dept field in the chart_of_accounts lookup table. (system field)
propacctnt Notify Department?	chart_of_accounts	char 1	This field holds a flag to indicate that the department responsible for the chosen account is to be notified when the proposal is entered. It is automatically entered by the system and it is the value of the chart_ntfy field in the chart_of_accounts lookup table. (system field)
propacctgp Account Group	chart_of_accounts	char 6	This field holds the Account Group associated with the chosen account. It is automatically entered by the system and it is the value of the chart_grp field in the chart_of_accounts lookup table. (system field)
propacdprt Department	chart_of_accounts	char 6	This field holds the code associated with the name of the department within the institution that is associated with chosen account. It is automatically entered by the system and it is the value of the chart_dprt field in the chart_of_accounts lookup table. (system field)
propdate3	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdate4	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdate5	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdate6	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdate7	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdate8	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdate9	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdte10	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdte11	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propdte12	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
propmny3	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny4	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny5	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny6	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny7	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny8	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny9	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny10	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny11	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propmny12	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
propnum3	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum4	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum5	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum6	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum7	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum8	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum9	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum10	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum11	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propnum12	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
propchk1	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
propchk2	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
propchk3	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
propchk4	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
propchk5	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
propchk6	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
propchk7	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
propchk8	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
propchk9	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
propchk10	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
proptxt1	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
proptxt2	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
proptxt3	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
proptxt4	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
proptxt5	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
proplook4	Proposal Lookup4	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
proplook5	Proposal Lookup5	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
proplook6	Proposal Lookup6	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.

Indices - Proposal

Index	Primary	Foreign	Unique	Fields	Sort
pk_proposal				propkey	ASC
proposal02				propid	ASC
proposal03				propsol	ASC
proposal04				propcrdate	ASC
proposal05				propjntkey	ASC

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