PAS Donor Maintenence System (PDMS) System Overview
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- Main - The main interface showing name/address, etc.
- Flags - The settings that identify how a donor is treated by the system
- Statistics - Shows some overall statistics for a donor
- Donations - Shows a full donation history for a donor
- Mailouts - Shows a list of all mailings sent out to a donor
- Find - Used to locate a donor by name and/or address
- Cross Ref - Used to combine duplicate donors
In addition to those main screens, there are some ancillary screens used to enter information needed by the Response Analysis reporting system:
- Mailings - Where a mailing is identified and costs are entered
- Lists/Segments - Where lists and the segments of lists used are identified
- Packages - Where packages are identified
- Source Codes - Where mailing source codes are identified
Using this information, PAS can provide a non-profit organization with all the reports and outputs needed to support a direct-mail campaign. Outputs produced are:
- Acknowledgements - Mailings used to thank donors for their donations
- Receipts - Tax receipts (possibly part of the acknowledgement)
- Renewals - Name/Address records keyed for renewal mailings to donors
- Acquisitions - In concert with our Merge/Purge system and your list providers, we use the donor database to suppress current donors from your acquisition mailings.
- Response Analysis Reports - A full set of reports by Mailing, Package and List to track results of mailings.
Screen Shots/Descriptions
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Screen 1: The Main Donor Screen
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 This is the main interface to donor information. It shows all the general information about a donor, including:
- ID - Every donor in the system gets a system-generated ID number. This number stays with a donor as long as he/she remains in the system. It is the primary method of identifying a donor to the system.
- Name - Contains Title, First, Middle, and Last Names
- Type - Identifies a donor type. Examples are Individual, Corporation, Matching Gift, Monthly, etc. These can be customized to the requirements of each organization.
- Status - Identifies whether a donor is Active, Lapsed, Deceased or part of the Suppression file. This information is used when production Renewal tapes, Acquisition suppress tapes, and List Exchange/Rental tapes (when required).
- Primary Address - The main address for a donor.
- Secondary Address - Optional address for donors with two residences.
- Start/End Dates - Starting and Ending Month/Day when the Secondary Address should be mailed to, rather than the Primary Address.
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- Phone - Telephone Number
- E-Mail - E-Mail Address
- Bank Account - Bank Account information for Monthly Donors
- Credit Card Type/Credit Card Number/ Expiration Date
- Monthly Donation Amount
- Suspend Until - This stops any mailings to the donor until the date is passed.
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Three buttons are located in the middle of the screen below the Name fields. They are:
- Find - Used to locate a donor by Name/Address when the Donor ID is not known
- Clear - Clears the form before entering/locating another donor
- Print - Prints a Donor Profile report, showing all donor information
Buttons used to access other portions of the system are located down the right hand side of the screen. They are:
- Mailing F/M - Brings up the Mailing File Maintenance screen
- List F/M - Brings up the List/Segment File Maintenance screen
- Package F/M - Brings up the Package File Maintenance screen
- Source Code F/M - Brings up the Source Code File Maintenance screen
- Cross Ref - Brings up the Cross Reference screen
- Caging - Brings up screens used by Caging/Data Entry to enter donor info
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Screen 2: The Donor Flag Screen
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 This screen contains flags that tell the Donor Maintenance System how to process this donor. These flags can be customized to the needs of each organization. The default flags, as shown, are:
- Mail Flag - Used to identify names that are 'OK to Mail' or 'Do Not Mail'. This controls whether the donor is included in Renewal mailings or not.
- Mail Freq - Mailing Frequency is used to control how often a donor record is included in a Renewal mailing. Values are 'Send All Mailings', 'Send Some Mailings', or 'Never Mail'.
- Receipts - Controls tax receipt processing. Values are 'Send Receipt after Donation', 'Send Annual Receipt', or 'Send No Receipts'.
- Acknowledgements - Controls donation acknowledgement processing. Values are 'Normal Acknowledgements', 'Annual Acknowledgements', or 'Send No Acknowledgements'. Please note that acknowledgments can be combined with receipts into a single mailing piece. In that case, the Receipts flag controls the operation.
- Premiums - For those organizations that use premiums, control whether a particular donor should receive them. Values are 'Send Premium' and 'No Premium'.
- Exchange - For those organizations that rent or exchange their donor list. Values are 'OK To Exchange' and 'Do Not Exchange'.
- Telemarket - For those organizations that telemarket to their donors. Values are 'OK To Call' and 'Do Not Call'.
- Miscellaneous - Twenty flag fields that can contain 1 character each. Each field can be used for any purpose. PAS can customize these for each organization.
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Screen 3: The Donor Statistics Screen
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 This screen shows some general statistics about a donor. This information is maintained automatically as donations are posted to the database. The fields are:
- Original Source/Date/Amount - Source Code, Date, and Amount of the Original Donation by this donor.
- Last Source/Date/Amount - Source Code, Date, and Amount of the Latest Donation by this donor.
- Highest Source/Date/Amount - Source Code, Date, and Amount of the Highest Donation by this donor.
- Life to Date - Total Number and Amount of Donations by this donor.
- Fiscal YTD - Total Number and Amount of Donations by this donor in this fiscal year.
- Calendar YTD - Total Number and Amount of Donations by this donor in this calendar year.
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Screen 4: The Donations Screen
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 This screen shows every donation recorded for a donor, ordered from the most recent to the oldest. The fields are:
- Source - Source code of the donation.
- Date - Date of the donation.
- Amount - Amount of the donation.
- Ack - Flag to identify whether a donation has been acknowledged or not.
- Receipt - Flag to identify whether a donation has been receipted or not.
The user may also enter new donations via this screen.(Back to Top)
Screen 5: The Mailouts Screen
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 This screen gives a record of every time the donor has been mailed to. The fields are:
- Source - Source code that donor was mailed under.
- Mail Date - Date of Mailing.
- List - Mailing List that donor was provided on.
- Segment - Segment of Mailing List that donor was provided on.
For Acquisition mailings, the List/Segment show the name and segment of the outside list mailed. For Renewal Mailings, the List/Segment show the portion of the house file that the donor criteria matched.(Back to Top)
Screen 6: The Find Screen
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 The find screen allows the user to locate a donor by any/all of the following criteria:
- ZIP - ZIP Code of the donor record.
- Last - Last Name.
- First - First Name.
- Street - Street Address.
In all cases, the user may enter a small portion of the data and all records that start with those values will be included. For example, a user might enter 'L' in the last name field. In that case, the system would locate every donor whose last name begins with 'L'. Once found, the records are displayed in the table on the screen. Positioning the mouse to the left of any donor line and double-clicking loads that donor record and brings up the Main Donor screen. (Back to Top)
Screen 7: The Cross Ref Screen
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 This screen allows the user to combine two donor records that are duplicates. The user enters the donor ID of the record they want to remove on the left and enters the donor ID of the user they want to keep on the right. Alternatively, the user can press the Find button , which brings up the Find screen for either the Old or New Donor record. Once both an Old and New ID are entered, the user presses the Save button. This transfers all donation history from the Old donor to the New Donor, records cross reference information for finding the New donor via the Old donor's ID, and then removes the Old donor from the system.Please note that this operation is irreversible, so proper care must be exercised when combining donor records. In order to mitigate against errors, a warning screen is displayed before the final save takes place, allowing the user to cancel the operation.(Back to Top)
Screen 8: The Mailing F/M Screen
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 This screen allows the user or PAS to enter information regarding a mailing. The fields are:
- Mail Code - An abbreviation that identifies the mailing. It must be unique.
- Mail Date - The date the mailing was sent out.
- Desc - A description for the mailing.
- Type - A mailing type: Acquisition or Renewal.
- Finder Prefix - When a mailing piece is sent out, it is assigned a unique 'Finder Number' consisting of the Finder Prefix and a sequential number and/or the donor ID, followed by a check digit. These are typed by the Data Entry company and used to find the donors name/address and source code of mailing. This method saves both data entry costs and errors.
- Costs - Costs for the mailing in total, broken down by type. They are:
- Computer - Merge/Purge and/or tape creation charges.
- Letter Shop - Charges for putting the mailing pieces in the mail.
- Package - Charges for creating/printing the mailing pieces.
- Postage
- Misc - Any other charges.
- Package Costs - If there are multiple packages mailed in one mailing, the user may choose to enter costs on a per-package basis. In that case, the package code and total cost to mail the package are entered in these columns.
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Screen 9: The List F/M Screen
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 This screen allows the user to enter mailing lists and segments used. The fields are:
- List ID - A unique two-character code that identifies a list.
- List Name - Name of the mailing list.
- List Type - Type of List: Outside or House.
- Market Description - Used to break lists into Markets for analysis.
The bottom section of the screen allows the user to enter multiple segments mailed for a list. The fields are:
- Description - Describe the segment for reporting purposes.
- Abbrev - A two-character abbreviation that identifies the segment. This must be unique within the list, but can be re-used on different lists.
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Screen 10: The Packages F/M Screen
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 This screen allows the user to enter package codes, descriptions, and costs. The fields are:
- Abbrev - A unique one-character identifier for a package.
- Description - A package description.
- Pkg Cost/M - Optional Cost per Thousand for this package (if it is constant).
The Pkg Cost/M field is used when the package cost does not change from one mailing to another. It can be entered instead of entering a cost on the Mailing screen. However, the package cost must not be entered in multiple places. Doing so will result in incorrect Response Analysis reports.(Back to Top)
Screen 11: The Source Code F/M Screen
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 This screen allows the user to enter source codes, which identify the use of a particular mailing list in a given mailing. The fields are:
- Source Code - A unique identifier up to 10 characters long. See the following discussion for some ideas on setting up source codes.
- Qty Mailed - Quantity mailed under the source code.
- Total List Cost - Charges paid to list owner for using the list.
- Mail Code - Abbreviation of Mailing that this source code was mailed in.
- List Code - Abbreviation of List that this source code was mailed to.
- Seg Code - Abbreviation of Segment of the list that this source code was mailed to.
- Pkg Code - Abbreviation of Package that this source code was mailed on.
- Response Data - This is summary information maintained by the system, showing donations and amounts by calendar date/fiscal date. It also breaks out the $100+ donations into separate columns.
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