Attachment C - Baseline Capabilities.docx

Online Fundraising Solution – Request for Information

ATTACHMENT C – BASELINE CAPABILITIES

DONOR RELATIONSHIP MANAGEMENT

Requirement Description

Information about donors and gifts shall be readily available both as unique constituent or gift records and in aggregated forms for data analysis

Donor management functions in the system shall provide data tracking and reporting capabilities to facilitate monitoring, data analysis and communications

Record relevant biographical / contact data

- Provide reporting and analytic capabilities including transaction histories, gift histories, status of recurring payments, and more

Gift management functions in the system shall provide data tracking and reporting capabilities to facilitate monitoring, data analysis, and reconciliations

- Track acknowledgements and delivery of tax receipts

- Provide the ability to specify campaign, appeal, and fund designations

Provide the ability to specify gifts as tribute or in memory of

- Provide the ability to establish and monitor schedule of payments

- Provide the ability to support identification and linkages to matching gifts (e.g., from companies)

DONATION MANAGEMENT

Requirement Description

Access and Accessibility. Donation processes should be easy for constituents to find and use

- One-click access to a donation form

- Allow for suggested giving levels

- Clear and user-friendly donation process

- Mobile access

Library look and feel. Any user-facing donation system/form shall adopt Library styling/brand guidelines.

- 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.

Customization. The payment solution should allow for business users to manage and launch multiple campaign/program specific donation pages to raise contributions for identified purpose(s) without the need for extensive developer support.

- Allow for customizable suggested giving levels

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

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

PAYMENT PROCESSING

Requirement Description

Payment Management | Payment Instruments. The payment solution shall provide flexible payment options serving the individual needs of a donor including each of these transactions: payment types credit/debit cards, direct debits, other EFT, etc. as well as applicable forms for digital wallet (Apply Pay, Google Pay, Venmo, Zelle)

The system must provide 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.

Payment Management | Amounts. Payment system allows Library to establish lower and upper limits on transactions as necessary.

Payment Management | Instances. A user-facing donation system shall allow donors to select choice of one-time or recurring gift (e.g., monthly) at a defined amount with or without identified end date.

Payment Management | Notations. The donation system shall facilitate 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

Payment Specific Communications. The system should provide automated ‘thanking and banking’ for online payments – including an immediate email confirmation to the donor, event registrant or member, tailored to their action.

The system shall allow customizable email confirmations based on the specific donation page allowing text to match the call-to-action or campaign language.

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

Auditing and Transparency

- 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 donor payment transaction.

- Any supporting documentation or correspondence must continue to be maintained within the Library system so it is available for auditing purposes.

Donation / Supporting Metrics. 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 a transaction

FINANCIAL MANAGEMENT AND ACCOUNTING

Financial System Consistency. The Library Financial Management System, Momentum (LBFMS), shall remain the Library’s financial system of record

Preference for Government Solutions. 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.

Direct CIR Transaction Data Handling. 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.

Systems reconciliation. 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.

Integration Compatibility and Criteria 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.

TECHNOLOGY STANDARDS

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.

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. Donation system(s) shall support protection of PII and other sensitive information including: Encryption tools; PCI-DSS compliance and/or certification

Continuity. 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 for FSD

- Efficient customer support for resolving system-related issues