DART Events Data Request Process

Summary

Use this document to understand how to pull UDE (University Development & Events team) tickets for the current campaign. UDE tickets are more complex than traditional ones, requiring specific attention to detail and a shorter turnaround time. 

Overall Process 

When UDE submits a criteria ticket to IDS, this template should be sent to them via TDX response. They must answer each question to move this ticket forward. 

  • Note: Incomplete responses will likely cause a delay 

After UDE answers, please repeat the criteria back to them on how you interpret the request and confirm they agree! This step is critical to ensure UDE and IDS are on the same page for each criterion. Describe the request EXACTLY how you will pull the data.

After IDS pulls the criteria, counts will be provided for each criterion, and a total invitee sum will be provided for UDE approval. 

  • This will reduce the time required to run MProfiles if the target population is too large. 

UDE Approval Process:

  • If approved, IDS will run criteria through an MProfile. Include the following solicit codes when running the MProfile: No contact - UDE; No event-UDE; and No event u-wide(all sites)

Saving the data

  • The query that generates the counts and the MProfile output should be saved here. 

Turnaround time

  • 1-4 criteria: 4 business day minimum.

  • >4 criteria: 8 business day minimum.

  • ***If DEI data is requested, the request could take up to 2 weeks to complete as a DEI data review is needed. 

How do I know a ticket is an “Events Ticket”?

Event tickets are from the University & Development Events team (UDE). You can tell this by the field Acct/Dept in TDX. 

 

Completed Events Tickets

Completed events tickets should be saved in the folder “Events Tickets.” The report should always be saved with the TDX ID at the beginning of the report name.  

Location: Public Folder>UM-Maintained>Development>OUD IDS Team Reports>_Event Sections


Ticket Output-MProfile

The final output for a UDE ticket should be an MProfile. A copy of the MProfile with the UDE data should be saved in the Events ticket folder (Public Folders/UM-Maintained/Development/OUD IDS Team Reports/_Event Sections/Events Tickets). A flag for each criterion should be added to the MProfile to allow UDE to view criteria-specific populations. This section should be added before UM Wide Lifetime Recognition.

 

Please note that if the report to pull the population was not an MProfile, the query developed to pull the initial population should also be saved. A population query and a Full MProfile are often saved for the same event. Both reports must always start with the ticket number. 

 


Event Sections

Given the complexity of many event tickets, IDS has created several templates that should be used to pull specific criteria. Often, UDE uses the same criteria for many different events. 

Location: Public Folder>UM-Maintained>Development>OUD IDS Team Reports>_Event Sections

TDX Auto Response

Hello,

We have received your event ticket request and are happy to assist with this request. Please respond to this message and answer the following questions; this will help us better understand your request and ensure we provide accurate data.

  • Please provide a name for the event.

  • How many individuals do you intend to invite to the event?

  • What is the development community post date?

  • What is the event date?

  • For each criterion, please note the approximate count of constituents that should be in each criterion.

  • Does your request include DEI data (gender, gender identity, ethnicity/race)? If so, please describe how you will use this data and why you need it for this request.

Once these questions are answered, IDS will begin to process your request. We will respond with a count of each criterion and a total de-duplicated count for your review and approval. After approval, we will send you a complete MProfile of the populations.

Please note our standard turnaround times from when the final criteria are decided:

  • 1-4 criteria: 4 business day minimum.

  • >4 criteria: 8 business day minimum.

  • ***If DEI data is requested, the request could take up to two weeks to complete as a DEI data review is needed. 

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