Office of University Advancement Project

A. Engaged in fund raising projects to document and automate the Office of University Advancement activities, functions and programs to increase productivity and improve efficiency. &NBSP;Some of those activities include reviewing information that will create a centralized and controlled atmosphere where data is stored to improve the overall fund raising activities performance.

B. Establish a research division that utilizes technology to retrieve information form various sources on Prospects. The objective of the Office of University Advancement is to improve communication, and document the planning, development and administration for the Office of University Advancement.

C. Identify strategic approaches that will improve University Advancement standard operating procedures by creating standardized reports, forms and documents.

D. Interact between the Office of University Advancement and its entities (Office of Communications -- Cable Station, Marketing, Public Affairs, Recruitment and Website; Office of Philanthropy/Development -- NASA/NAFEO, Sponsored Programs; Office of Alumni Relations -- Alumni Programs and Alumni Communications; and Advancement Services) to work in close coordination with units within the University.

E. Increase the efficiency and effectiveness of all University advancement programs, especially the coordination between them and the rest of the campus by reviewing, documenting, automating and evaluating the business processes, policies, procedures and protocol matters associated with the University Advancement's mission. This will allow for a Standard Operating Procedures Manual, a Style Guide that will improve UDC's image, and a Training Manual that will identify the areas in technology necessary for personnel to execute their assignments.

A. No computer with appropriate hardware and software to document the Office of University Advancement and its department's activities.

B. No access to the network to properly perform research activities or communication procedures.

C. Inability to create a centralized database or establish appropriate protocol of access to each user.

III. What resources, if any, would serve to mitigate or eliminate those challenges?

The Office of University Advancement develops and fosters strong relationships with internal and external partners to increase support for the University of the District of Columbia (UDC). The Office of University Advancement establishes and implements overall advancement programs through several departments:

Each department is treated as an autonomous department based upon its mission in coordinating fund-raising, communications, government and community relations, marketing and alumni programs.

All departments make contacts and record the information on a Contact Report. The Office of University Advancement also follows-up on this information to cultivate potential prospects for gifts. The prospects are located on and off the UDC campus.

The University Advancement staff is assigned to certain departments based upon their expertise. No employee can be assigned to more than one department, but a department may be the location for one or more employees. The department is considered unique. Each employee has an immediate supervisor who is considered an employee. Not all employees report to other employees, some report directly to the Vice President, University Advancement. Everybody receives a personnel evaluation.

It has become important to track fundraising activities. Each department has a need to know about each event in different capacities. Fundraising activities could involve internal giving, alumni giving, and annual giving events.

CHECK(dept_name IN('Cable Station', 'Marketing', 'Public Relations', 'Recruitment', 'Website', 'NASA/NAFEO', 'Sponsored Programs', 'UDC Foundation', Alumni Communications', 'Alumni Programs', 'Advancement Services', 'Office of University Advancement', 'Other')),

CHECK(contact_desc IN('Alumni', 'Faculty', 'Prospective Media Guest', 'Prospective Student', 'Prospective Donor')),

SUJECT: Recommendations on Office Automation Procedures for the Office of University Advancement

The purpose of this memorandum is to express my observation that will improve the Office of University Advancement's productivity. I am in the process of creating charts, graphics and information for making a successful systems implementation that is in sync with increasing University Advancement's overall goals. I believe that this process should be done in several phases while keeping in mind the importance of connecting each Department/Division that will improve not only communications but also increase awareness about productivity activities.

The first section will illustrate how University Advancement and its components interact electronically with each other. I have enclosed a Computer Assessment Survey, which is the first step in discovering the best method for each of its components to interact electronically with each other. I am also drafting an analysis of this Office's current communications methods that will include:

There will be a detailed information section describing the shared software requirements necessary to provide information, retrieve information and store information. It will also establish the standard operating procedure for office automation, administrative functions and document preparation. The identifying and implementing of this information system structure will perhaps be ongoing because the documenting, feedback and approval process is part of evaluating the present and future scope of University Advancement operations.

The second phase is a recommendation to build an Intranet group to create an online information and communication channel for University Advancement with all its components. Some immediate benefits of connecting this office to an internal communication network would include a means for transmitting information faster and more efficiently, simplifying data collection, speeding up transactions and providing more information on UDC's catalogs, newsletters, reports, marketing brochures and hyperlinks to the departments. This could be the necessary link to free University Advancement personnel up from mounds of paperwork and allow them to promote UDC more effectively to the community.

The final phase is the implementing and documenting phase. One recommendation is to create a Training Manual not only for software but for standard document processing and data collecting activities. The Training Manual will be used as an ongoing reference with a series of instructional tasks designed to help the University Advancement staff understand the changing technology requirements and any other necessary information that is key in keeping their productivity levels in an exemplary status.

This is a preliminary overview of my assessment for bringing University Advancement up-to-date with the current technologies available to them. If you have any questions about this material, please contact me at sbaker20012000@yahoo.com.

the Contact Report. The data source is linked to the database table CONTACT using Oracle 8i to store all information entered from the

electronic version by an end user. A copy of this form and any information could not be included with this report.

The Contact Report is a major piece of documentation in the Office of University Advancement. It involved all departments and division to collaborate on all events as data was collected, monitored and stored.

The Standard Operating Procedures Manual and its Table of Contents consisted of major piece of documentation that the Office of University Advancement deemed of confidential nature. It involved all departments and division to collaborate on all events and was decided not be reviewed.

Introduction i

Chapter 1 (GRAMMATICAL ISSUES)

1.1 Sentence Building Blocks 1

1.2 Finding and Correcting Sentence Fragments 6

1.3 Finding and Correcting Fused Sentences

And Comma Splices 7

1.4 Avoiding Misplaced and Unclear Modifiers 9

1.5 Maintaining Parallelism 11

1.6 Avoiding Verb Tenses And Voices Shifts 13

1.7 Subject And Verb Agreement 14

1.8 Making Verbs Agree With Compound

Subjects 16

1.9 Working With Phrases And Clauses

Between Subjects And Verbs 17

1.10 Maintaining Agreement When Using

"One", "Body" and "Thing" Indefinite

Pronoun Words 17

1.11 Maintaining Agreement When Using

"Either/Or", "Neither/Nor" 18

1.12 Maintaining Agreement Using

Collective Nouns 20

1.13 Maintaining Agreement Between

Pronouns And Their Antecedents 22

1.14 Avoiding Sexist Pronouns 22

1.15 Mastering The Past, Present And Future

Tenses Of Regular And Irregular Verbs 25

1.16 Learning The Perfect And Progressive

Tenses 28

1.17 Using Linking Verbs, Helping Verbs,

Gerunds And Infinitives 29

1.18 Keeping Verb Tenses Consistent 30

1.19 Learning The Indicative, Imperative,

Subjunctive And Conditional Verb

Tense Moods 32

1.20 Learning The Active And Passive

Verb Tense Voices 34

1.21 Learning Five Pronoun Types 35

1.22 Using Correct Pronoun Case 37

1.23 Mastering Special Pronoun Problems 41

1.24 Making Pronouns Refer To Nouns 43

1.25 Learning To Identify Adjective Types 44

1.26 Learning To Place Adjectives In Sentences 45

1.27 Learning To Compare Adjectives

In Sentences 46

1.28 Learning To Use Participles In Sentences 49

1.29 Learning To Use Adverbs In Sentences 50

1.30 Avoiding Sexist Language In Sentences 51

1.31 Including Necessary Words 53

1.32 Using Appropriate Tone 54

1.33 Avoiding Clich�s 56

1.34 Using The Correct Word 57

1.35 Learning End Punctuation With

Four Sentence Types 60

1.36 Using Commas In Compound Sentences 62

1.37 Using Commas After Introductory Elements 63

1.38 Using Commas To Separate Items

In A Series 65

1.39 Using Commas Around Nonrestrictive

Modifiers And Sentence Interrupters 66

Chapter 2 (PUNCTUATION FORMS)

2.1 Using Commas Between Coordinate

Adjectives 67

2.2 Using Commas In Dates, Addresses,

Numbers, Names, Titles And Degrees 67

2.3 Using Commas For Special Purposes 68

2.4 Learning When Not To Use A Comma 70

2.5 Learning Three Uses for the Semicolon 71

2.6 Learning Four Uses For The Colon 72

2.7 Learning To Use Quotation Marks 74

2.8 Learning To Use A Dash And Parentheses 75

2.9 Mastering the Apostrophe 77

Chapter 3(FUNDRAISING

TECHNICAL AND NON-

TECHNICAL TERMS)

Fund-Raising Technical Terms 79

Fund-Raising Non-Technical Terms 79

Chapter 4(OFFICE OF UNIVERSITY

ADVANCEMENT

SYNTAX AND STYLE

FORMATS)

Proper Syntax 80

Style Acceptance 80

Abbreviations 80

Numbers as Figures or Words 80

Word Choice 80

APPENDIX (RESEARCH AND

ELECTRONIC SOURCES)

Etymology Books A-10

Dictionaries A-11

Thesauruses A-12

Fund-Raising Directories A-13

Books of Lists A-14

Almanacs A-15

[NOTE: Revisions to the Table of Contents were extensive. Need to condense for final edition. Original Table of Contents removed in Second Revision. This is the Fifth Revision.]

This following page contains the Excel version of

the Personnel Evaluation Form. The data source is linked to several database tables using Oracle 8i to store all information entered from the

electronic version by an end user.

The Personnel Evaluation is a major piece of documentation in the Office of University Advancement.

Employee ID 1

Last Name Davolio

First Name Nancy

Title Sales Representative

Title Of Courtesy Ms.

Birth Date 08-Dec-1968

Hire Date 01-May-1992

Addres 507 - 20th Ave. E.

City Seattle

Region WA

Postal Code 98122

Country USA

Home Phone (206) 555-9857

Extension 5467

Photo (Optional)

Notes Education includes a BA in psychology from Colorado State

University. She also completed "The Art of the Cold Call." Nancy is a

member of Toastmasters International.

Reports To Fuller, Andrew

Job Description Responsible for advising the Web Team of best technical connection

STEP 6:

INTERNAL AND EXTERNAL DOCUMENTATION

This following page contains the Microsoft Word version of

the Executive Summary Report. The data source is linked to several database tables. It involved all departments and divisions collaborating on all events as data was collected, monitored and stored.

EXECUTIVE SUMMARY

Marketing Department is capable of hosting UDC�s 174^th Annual Historical Gala, with a confirmed reservation at the Grand Hyatt Hotel Grand Ballroom, for a total cost of $75,000.

To meet the above responsibilities, we have moved forward on the following assumptions:

ANNUAL HISTORICAL GALA

No provisions have been made to block rooms at a special discount for out-of-town guests. Only those identified on the RSVP list have confirmed rooms. The project will be completed within a three-month period after the signing of the hotel contract, which is in review.

Scope of Services

There is a detailed list of services provided by the hotel with discounts on entertainment and food. Since we have a confirmed 3,500 people attending with 200 confirmed rooms we have received additional discounts on the rooms. The total for the rooms, food and grand ballroom is $18,000.00 that is included on the proposal sheets.

The major cost for the event is contained in the program and the gifts for the honorees totaling $22,500.00. The cost for printing the programs and tour events were also discounted and totaled $5,000.00. The remainder is being used for the scholarship presentations totaling $30,000.00.

There were sponsorship donations totaling $250,000 to be given to the UDC Foundation at the conclusion of the ceremonies.

Personnel working on this project are as follows:

Jane Doe Project Leader

Jennifer Doe Alumni Services

Jackie Doe UDC Foundation

Jessica Doe President�s Office

Jeremiah Doe Marketing Department

Joseph Doe Public Relations Department

James Doe Procurement Office

John Doe University Advancement