Attachment B - Baseline Capabilities.docx

Online Fundraising Solution – Request for Information

ATTACHMENT B – BASELINE CAPABILITIES

Baseline capabilities are identified in three parts:

PART ONE (Part 1) – CONSTITUENT MANAGEMENT PART TWO (Part 2) – ONLINE FUNDRAISING/PAYMENT PROCESSING PART THREE (Part 3) - TECHNOLOGY STANDARDS

PART ONE (Part 1) – CONSTITUENT MANAGEMENT

Baseline capabilities needed for constituent management include the requirements identified below along with the underlying technology capabilities defined in Part 3. Requirements for a constituent management system include, but are not limited to robust capabilities for tracking donor information, gift history, contact details, relationships, interactions, such as:

Part 1.1 Constituent Information

Information about constituents (individuals and organizations) shall be readily available both as unique records and in aggregated forms for data analysis including:

· Biographical data

· Contact Information including Salutations, Addressees, and Consent/Solicit Permissions

· Relationships including Head of Household designations, Personal, Business, Educational, Financial

· Constituent Coding for segmentation purposes

· Solicitor Assignment

· Campaign and/or Appeal Assignment

· Administrative or engagement actions, including identification of past and present correspondence, assignments, scheduling, and delegation

· Event participation including identification of past and present invitations, registration, and attendance

· Membership information, including program, dates, and gifts made

Part 1.2 Gift Recordation

Information about gifts shall be readily available both as unique records and in aggregated forms for data analysis including:

· Record and maintain data and documentation relevant to one-time cash and/or online gifts as well as complex giving programs including planned giving, donor advised funds, payment supported by stock, property, and gifts-in-kind

· Record and maintain data and documentation to identify gifts made in tribute or memoriam

· Record and maintain data and documentation relevant to pledge agreements including gift purpose(s), amounts committed, installment payments due

· Record and maintain data and documentation relevant to grant applications and/or agreements including gift purpose(s), amounts committed, installment payments due

· Configure campaign, appeal, and fund designations to identify gifts and allocation of funds to relevant campaign(s) and/or appeal(s)

· Soft credit of a gift to another constituent

· Identify and link matching gifts

· Support batch entry of gifts and other revenue for processing data in bulk

· Create and generate standard and/or customizable acknowledgement correspondence and receipts

· Track acknowledgements and delivery of tax receipts

· Tools to facilitate duplicate management and record upkeep including screening for death, change of address, incomplete addresses, and more

Part 1.3 Moves Management

Tools to track and manage prospect identification, donor cultivation and solicitations efforts, including:

· Solicitor team assignment

· Prospect categorization

· Identification and tracking of past and present proposals

· Campaign / Appeal assignments

· Action identification and tracking

· Create and generate standard and/or customizable correspondence and/or email

Part 1.4 Solicitor Performance Tools

Tools to facilitate fundraiser planning and activity including:

· Role-based work centers and portfolio management

· Prospect research and screening including giving capacity and affinity

· Performance dashboards and benchmarking

· Alerts

· Activity scheduling and tracking

Part 1.5 Campaign, Appeals, Fund Management

Tools to identify and monitor the campaigns, appeals, and funds associated with fundraising efforts including:

· Categorization / grouping

· Start and end dates

· Default values

· Assignment to solicitors and/or constituents

Part 1.6 Communications

Tools to facilitate targeted and general communications with constituents and/or event participants including

· Create and manage consent options including opt-in, opt-out, unsubscribe

· Send and track individual emails from constituent management system

· Allow for customization of look and feel of messaging

· Create, schedule, and track engagement / marketing emails for delivery, receipt, and open

Part 1.7 Event Management

Tools to identify, monitor, and assess event planning and activity including:

· Record data and documentation relevant to events of different types in different venues including fee and no-fee admission, invitation-only to publicly available, open receptions to seated dinners, performances, symposia, and more.

· Creation of online registration forms including

· Ability to register for one or more events

· Ability to limit per person registration to maximum number

· Ability to cap allowed number of total registrants to an event

· Ability to allow registrant to register on another’s behalf

· Ability to allow system user to register on another’s behalf

· Ability to host page on loc.gov

· Creation and updating of participant lists (invitations, RSVPs, attendance) in data and online formats for access Part 1.8 Data Configuration, Analytics, and Reporting

Tools to manage data in support of analysis and advanced reporting to support data-driven decision-making, including:

· Ability to change display of hard-coded data fields

· Ability to add custom fields

· Ad hoc queries / filter & find functions for constituent, gift, proposal, and event information

· Standard and/or customizable dashboards and reports on constituent demographics and fundraising statistics, campaigns, appeals, giving history, donor trends, solicitor performance, events and event participation, and more

· Creation of lists (constituents, contact information, etc.) for communications and engagement purposes

· Ability to import / export data

· Ability to make global changes to records based on selected criteria

PART TWO (Part 2) – ONLINE FUNDRAISING/PAYMENT PROCESSING

Baseline capabilities needed for fundraising/payment processing include the requirements identified below along with the underlying technology capabilities defined in Part 3. Before considering external solutions, the suitability and functionality of systems and products already in use by the government or developed by the government must be thoroughly assessed. Requirements include, but are not limited to robust capabilities for accepting and recording electronic payments such as credit/debit card payments and EFT/ ACH from individuals and organizations in accordance with U.S. Treasury regulations and practices, such as:

Part 2.1 Donation Interface

Donation processes should be easy for constituents to find and use. Specific requirements include:

· Any user-facing donation system shall use the loc.gov domain name and appear as part of the main loc.gov website, either through the embedding of donation forms on our site or the customizing of stand-alone pages with a subdomain of loc.gov and the Library’s branding and styles.

· Mobile access

· One-click access to a donation form

· Allow for one-time and recurring gifts (with or without a defined end period)

· Allow for suggested giving levels

· Business users should be able to manage and launch multiple campaign/program specific donation pages to raise contributions for identified purpose(s) without the need for extensive developer support.

· The system shall allow donors to set up and share peer-to-peer (P2P) fundraising pages

· The system supports multi-channel marketing approach. Ex. Following donation donor receives prefilled message linked to social media channels to share about their support.

· The system should allow identification and tracking across Library emails, web pages, and payment transactions to facilitate analysis of communications effectiveness at each stage (awareness, interest, conversion)

· The system shows user access point to donation form (source of link)

· The system should provide data on which donation page the transaction was made

· The system shows conversion rates - how many people who end up on the page complete transaction

Part 2.2 Transaction Management

The payment solution shall provide flexible payment options serving the individual needs of a donor including credit/debit cards, direct debits, and other EFT. Applicable forms for digital wallet payments (Apply Pay, Google Pay, Venmo, Zelle) may also be considered. Business requirements for an online payment system include:

· Allows Library to establish lower and upper limits on transactions by payment method as necessary.

· Provides a complete end-to-end card payment solution and allow for payments to be made and authenticated securely.

· Any costs of payment processing must be clearly defined in advance and identifiable through reports and audits to support regular review of cost-efficiencies of processing

· The system should provide the ability for end-to-end Direct Debit processing capabilities including the generation of instructions, EFT capabilities and rejection code handling.

· User-facing access points allow donors to select choice of one-time or recurring gift (e.g., monthly) at a defined amount with or without identified end date.

· Facilitates the data capture of relevant gift characteristics including: Fund / purpose of gift; Gift made on behalf of a third party, as an agent, an intermediary, or in tribute or memory

· Provides automated ‘thanking and banking’ for online payments – including an immediate email confirmation to the donor, event registrant or member, tailored to their action.

· Allows customizable email confirmations based on the specific donation page allowing text to match the call-to-action or campaign language.

Part 2.3 Payment Processing and Accounting

In addition to complying with applicable federal rules and policies, an online fundraising / payment processing system shall also follow the rules and policies as set forth in the Treasury Financial Manual. Requirements for an online fundraising system include, but are not limited to:

· System must comply with the rules regarding agency use of federal services such as Pay.Gov and Card Acquiring Services (CAS) programs that enable online transaction services and processing through WorldPay which facilitates the flow of payments to authorized depositaries and the flow of information to the Fiscal Service’s Collections Information Repository (CIR).

· System must comply with rules and policies addressing revenue collections such as Cash, Check, Credit and Debit cards, Automated Clearing House (ACH), Fedwire settlements, and Digital Wallets.

· System must facilitate rules and operational mandates regarding

· electronic payment transactions

· transaction level limitations

· timely deposit of payment

· use of authorized depositaries

· audit requirements

· Transaction Processing and Monitoring including real-time monitoring of incoming funds and minimized transaction processing times

· Ability to fully track every transaction -for audit purposes, including changes to the record resulting from Library business or financial user handling.

· Clear logs of who made changes and when

· Library financial system must continue to capture detailed records of each individual donor payment transaction. Automated means to generate individual donor payments for processing and reporting through approved government channels is critical.

· Transaction data from CIR must continue to directly feed into LBFMS. While other stakeholder offices may also receive CIR transaction data, the primary direct feed to LBFMS must be maintained.

· If integrating the online payment processing platform with LBFMS, there should be seamless integration capabilities between the proposed solution and the existing LBFMS.

· If integrating the online payment processing platform with LBFMS, only donors associated with a monetary value and labeled with a "closed won" opportunity stage should be integrated into LBFMS for vendor record creation.

· Regular reconciliation of financial data between the LBFMS and any online payment processing platform is imperative. Both systems must provide comprehensive reports to facilitate this reconciliation process.

PART THREE (Part 3) – TECHNOLOGY STANDARDS

Key technology standards apply across both constituent management and online fundraising system needs. Requirements include and are not limited to:

· Solution Ease of Use. Business users should have a one-stop interface to manage all donation tracking, campaigns, marketing, reporting, etc., with clear documentation and streamlined maintenance and update requirements.

· Cloud. If a proposed software solution is a web-based cloud application, system must be FEDRAMP Certified.

· Automation / Integration

· System supports automation of workflows and key system tasks

· System supports integration with relevant third-party applications, including Microsoft 365 and Library systems, through the use of API and other tools

· System shall provide capability for a test environment to preview changes to data configurations, automation efforts, user security adjustments, and more.

· Interoperability. Any sub-systems providing supporting capabilities, such as communications or payment processing tools, shall be interoperable (e.g. with well-documented application programming interfaces) with other tools or systems.

· Security. Systems shall adhere to relevant federal security standards and compliance regulations for data privacy and protection.

· System(s) shall support protection of PII and other sensitive information including: Encryption tools; PCI-DSS compliance and/or certification. As well, systems shall enable

· Role-level user access to data and functions configurable by system administrator

· Continuity and Scalability. The system should be scalable to accommodate future growth and flexible enough to adapt to evolving fundraising needs.

· Solution should facilitate development support to modify any communications or integrations when relevant government or third party systems change.

· Backup and Recovery. Regular backups of transaction data, Efficient data recovery processes in case of technical failures.

· Training and Support. Availability of training resources and efficient customer support for resolving system-related issues relevant to administration and use.