Virginia Commonwealth University Speeds Gift Processing, Improves Database Accuracy Using Sage Millennium with CorrectDATA

Sage North America, a provider of business management software and services to more than 32,000 unique not-for-profit organizations in the U.S. and Canada, today announced Virginia Commonwealth University (VCU), is using Sage Millennium with CorrectDATA to quickly and easily process 30 gifts an hour; update at least 1,000 addresses per month; and save more than $6,000 annually in postage.

Located in Richmond, Va., VCU is Virginia's most comprehensive urban university. Sage Millennium is Sage's highly customizable, web-based constituent relationship management (CRM) software for larger organizations with diverse and complex fundraising programs. CorrectDATA are data-correcting services that integrate with Sage Millennium.

Major Improvements
VCU's Development department has come a long way since the non-digital days, when it took days every month to keep their database current. Sage Millennium with CorrectDATA has helped get them there. For 42 years, Mary-Margaret Fosmark, a data integrity coordinator who recently retired, had a front row seat to the ongoing impact of technology at VCU.

"In 1986, the VCU Development and Alumni Relations office had 25,500 records, and if we processed 30 gifts in a day, we had accomplished a lot," said Fosmark. "We [currently] have more than 320,000 records, [but are able] to process 30 gifts an hour. That's how much of a difference Sage Millennium and CorrectDATA have made."

Updates While She Sleeps
Eliminating duplicate data entry has saved VCU time. "We update at least 1,000 addresses per month," said Fosmark. "Manually, [updating addresses] took forever."

With the push of a button, CorrectAddress initiates behind-the-scenes address updates. "I set the system to update when I leave the office at night, [and] when I return, it's done," explained Fosmark. ""I [save] at least 17 hours of manual input a month."

Having correct addresses cuts down on returned mail charges, too. "We used to pay the U.S. Postal Service (USPS) for a 48-cent stamp, plus certified mail fees, on each address correction," said Fosmark. "Now, we pay no postage fees at all, saving at least $500 every month. Put together, all of the improvements [to our system] are amazing."

Modules with Moxie
CorrectDATA's database enhancement modules integrate seamlessly with Sage Millennium. VCU uses two of them, CorrectAddress and CorrectZIP, with its Sage Millennium system. CorrectAddress is an address cleansing, updating, and verification service based on USPS Change of Address records.

"When we update an address in our database, CorrectAddress archives the old one and creates a space for the new address, so we never lose data," said Fosmark. "It also does comparisons, double-checking to ensure we're not overriding something someone else has already changed. Postal data, spouse records, and spellings are cross-referenced, making the system virtually error-proof.

"CorrectZIP saves us a lot of time by verifying that we have a 'mailable' zip code in each address. When zip codes change, the system updates on its own."

Long-Term Loyalty
VCU's Development and Alumni Relations office has been using Sage Millennium since 1984. Their 27-year allegiance can be explained in part by Sage's support and software's adaptability.

"Over the years, Sage has provided great service," said Fosmark. "For example, the manager of the CorrectDATA Services Center at Sage always goes above and beyond the call of duty. I think the world of him. When he introduced us to CorrectAddress, he was very patient, walking me through exactly what the program could do. And, if we ever have a problem, he won't rest until it's resolved."

Lauren Shiver, assistant vice president for University Development and Alumni Relations, agrees. "One of the primary things keeping us using Millennium is the product's ability to adapt to change as the institution has grown more complex," she said.

Fosmark added, "Many competitors' products can't be customized. The best thing about Sage Millennium is its flexibility. [The software allows us to] expand exactly how and when we want. We can set our own rules, and customize the fields and search criteria to make it perform to our needs."