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Data Entry and Display: <br /> • Enter multiple donation items per donor. For example, John Smith orders 12 bricks and a <br /> bench for RiverPlay and a slate tile at Owen Rose Garden. Multiple donations for the same <br /> donor should be an easy data entry. <br /> • Track single donated items contributed towards by multiple contributors, both the total amount <br /> of the group donation and the amount contributed by each individual. Link all donors to the <br /> donation item through the primary donor. For example, a $20,000 fountain is selected by the <br /> Smith family in memory of Aunt Mabel. John Smith is selected by the family as the main <br /> contact and coordinator on behalf of the family, making him the primary donor. Their friends <br /> and family contribute individual amounts, sent in separately, towards the total purchase of the <br /> $20,000 fountain. All contributions towards this single item need to be tracked both <br /> individually and as a group. <br /> • System needs to separately track true cash vs. the value of in -kind donations with enough <br /> flexibility to handle each unique situation that this might present. For example, a contractor <br /> may offer to provide the gravel for the project as an in -kind donation and will receive <br /> recognition as donor of a bench. <br /> • System needs to be very user friendly with the ability for data entry by multiple people with <br /> varying skill level, with the appropriate features to ensure data consistency (i.e. pull- downs, <br /> prompts to next screen, etc.) <br /> • Offer the flexibility of user populated drop -down menus so that as needs evolve, new options <br /> can be added. <br /> • Allow the user to easily change the titles of fields as needs arise and /or evolve. <br /> • The ability to accommodate multiple users in the system at one time and for the information to <br /> automatically refresh for all users. <br /> • Provide the ability to query all data and view on screen and print by easily selecting sort <br /> criteria and save commonly used sorts. <br /> • Provide a user - manual to educate new users. <br /> Additional "nice to have" functionality: <br /> • Create a link between the database and outlook calendar for date reminders or create this <br /> functionality within the system. <br /> • Mailing labels <br /> • Mail merge to thank you letters and other forms <br /> • Instant duplicate checking at time of entry for information already in the system. <br /> • Provide user tip comment fields when cursor is moved over a field. <br /> • E -mail address as a direct link. <br /> • Offer a print button from each donor record with a choice of what to print — information <br /> sheet, giving history, envelope /mailing label, merge to form letter, etc. <br /> • Ability to access the real time inventory list "gift catalog" online via the POS donation <br /> webpage. <br /> REPORTS <br /> It will be necessary to offer as much flexibility within the system for reporting as possible. A few <br /> standardized reports can be predetermined, but it will be essential to create new reports sorted by any <br /> field within the three components of information as needs arise. An export to a program such as Excel <br /> for reporting functions would be acceptable if determined to meet the needs. Sample standardized <br /> reports include: <br /> Page 3 of 4 POS Donation & Volunteer Database Scope 3 <br />