EOY Pre-Checklist: Data Cleanup
Ptdiocese
Ministryplatform
Purpose: In order to produce accurate statements for your donors come January, you will want to spend the last quarter of each year reviewing and cleaning up your data in Ministry Platform. The purpose of this checklist is to give you as many step-by-step instructions to assist you in this process.
Audience: Church administrators, finance persons, anyone who handles Contacts/Members (Participants).
Review Households
Preparing for Statements - Fix Too Many Heads
Review Contacts
Preparing for Statements - Fix: Make Adult Child
Review Programs
Preparing for Statements - Review Stewardship Info
Review Donors
Preparing for Statements - Statement Address Issue
Preparing for Statements - Review Deceased
Look for persons marked deceased improperly. Improperly marked deceased donors may receive a statement.
Preparing for Statements - Set To Individuals
Review Donations
Preparing for Statements - Donations - Fix 0. Reassign Donor
Preparing for Statements - Donations without batches
Review Statements
Preparing for Statements - Review: Not Archived Different Stmt Method
Preparing for Statements: Review: Not Archived Different Stmt Frequency
Preparing for Statements: Review Duplicate Contacts
Preparing for Statements: Reviewing Adult Child in Family Statement
Preparing for Statements: Reviewing 18+ on Family Statement
Important things to keep in mind:
Identify duplicates.
Ensure any Deceased Donors who do not have surviving Spouses are marked as Stmnt Method: No Statement and Frequency: "Never" so that you can filter out any of these Donors.
Ensure all Heads of Household have the same Donor Statement Type.
Perform a test run of the statements to ensure they print correctly, and to ensure you know the amount of paper and envelopes to have on hand.