How to extract Wealth Screening data from Elvanto

This will guide users of the Elvanto CHMS software platform in compiling data required to complete a wealth screen.

A Wealth Screening evaluates the capacity and likelihood of people in your organization to give to give to your organization. You can screen both those who have given to your organization in the past and those who have not yet given. To generate the Wealth Screening report, we will need certain data about your existing givers and potential givers.

Table of Contents

Prerequisites

Extracting Data from Elvanto

• • Step 1 - Build a Saved Advanced Search and Export People

• • Step 2 - Export Giving Transactions

Converting Elvanto files into Wealth Screening Format

Uploading Data to Generis

Prerequisites

• We can only screen records of natural persons (i.e., no businesses, groups, and other entities that are not individuals/families). Make sure you have classified people records that represent organizations (i.e., businesses and other entities that are not families or individuals) in such a way that you can filter them out. This may require you to edit existing records in order to standardize your record-keeping practices.
  
  There are two common ways to mark business profiles in Elvanto:
  • People Category Method (recommended): Use the People Category property to classify profiles for businesses and other non-personal entities into a distinct category like "Business". For instructions, please see this support document provided by Elvanto.
  • Last Name Method: Set the Last Name property on profiles for businesses and other non-personal entities to a common value that will be used for all such profiles. Be careful to choose a value that will not also inadvertently be an actual person's last name. For example, you might use the value "(Business/Organization)".
• A Wealth Screening is run on a household basis regardless of how a particular family or individual gives to your organization. In order to compile the people profile data and giving data properly into household records, we will rely on the Family Relationship property. Make sure you have properly classified adults and children throughout your Elvanto database using the Family Relationship property. For more information on this property, please see this support document provided by Elvanto.

• We can only screen individuals who have a first and last name AND who have a complete, valid U.S. home address. We recommend that before exporting data for your screen that you review any records with incomplete First/Last name properties or with incomplete addresses (street, city, state, and zip code). Finally, mark all non-U.S. addresses with the proper country so that these can be filtered out in the export process.

Extracting Data from Elvanto

The export process requires three basic steps: (1) Creating a Custom Report for People; (2) exporting the custom People report; and (3) exporting the Transaction report. Please follow these steps very carefully.

Step 1 - Build a Saved Advanced Search and Export People

1. Log in to Elvanto.
2. Click Reports > Add Custom Report > Standard Report.
   
   
   
   
3. Set the Name and Use only as a Report option in the Details section.
   
   
   
   
4. Under Specify Filter Criteria set up your criteria to match the screenshot below. For the People Category criteria, choose all categories that do not represent businesses and other non-personal entities. Or, if you are using the Last Name Method (see the Prerequisites section above) to track non-personal entities, add an additional filter criteria that excludes your keyword last name.
   
   
   
5. Under Fields to Display, make sure that all of the fields shown below are added to the Display Fields (Report) list. You may include other fields, but you must include at least the following fields. The fields may appear in any order.
   
   
6. At the bottom of the report settings, click the Save and Generate button.
   
   
7. Click the Export button at the top of the report.
   
   
8. Set the Format to Comma Delimited .csv and then click Export. A file will be downloaded to your computer. Note where the file is saved. You will need to access in a future step.
   
   
   

Step 3 - Export Giving Transactions

1. From the Elvanto home screen, click Reports > All Built-in Reports > Financial
   
   
2. Select the Transactions report
   
    
3. Apply the following settings to the report
   
   
   1. Date Range: Apply a "Custom Date Range" and set the start and end dates
      
            Note: for a Wealth Screening we suggest you include as much data as you have.
            By setting the earliest date to January 1, 1901, you are sure to include all
             of the transactions you have in your Elvanto system.
      
            Set the end date to be today's date.
      
      
   2. Display: Select "All Transactions"
   3. Transaction Type: Select "Tax-Deductible Only"
   4. Account/Sub Accounts: For a Wealth Screening, we recommend that you select the account or accounts that support your general ministry operations (e.g., your "operating fund" or "general fund") PLUS any special directed giving funds that support ministry in/within your church, including building funds. Please discuss this with your consultant if you are uncertain which accounts to include.
   5. Additional People Columns: Select "Member ID" and "Giving Number". You may include other columns if you wish.
   6. Output: Select Comma Delimited .csv 
   7. Click the Generate button when you have confirmed settings A-F.
4. A file will be downloaded to your computer. Note where the file is saved. You will need to access in a future step.

Converting Data from Elvanto Format to Wealth Screening Format

In this process, you will download a special automated Microsoft Excel application built by Generis that will compile the data you exported in previous steps into the required Wealth Screening data format. 

1. Download the Template Converter using the link below. Save the file to a location you can access in the next step.
    
   Note: This will download a Microsoft Excel file to your computer. The Excel file has special automations built in to convert the Elvanto export files into a format that Generis can use to complete the wealth screening. You will need a copy of Microsoft Excel installed locally on your computer to continue. The online version of Excel will not allow you to run the automatic conversions. If you do not have Microsoft Excel installed on your computer, please contact the Generis support team for assistance.
   
    Download Template Converter
   
   
2. Locate and open the Template Converter file you downloaded in the previous step. It will be named "Elvanto_WealthScreening.xlsm" unless you renamed it during the download process.
3. Unless you have configured Microsoft Excel to open all files in edit mode, the Template Converter file may open in "Protected View." Files that are downloaded from the Internet are usually opened in Protected View because these files can contain malware or viruses. The Template Converter file you downloaded above is safe to open and edit. Find the yellow banner at the top of the Excel window and click Enable Editing.
   
   
   
   
4. Unless you have already configured Microsoft Excel to enable macros for all files (uncommon), you will notice a yellow banner at the top of the Excel window notifying you that macros have been disabled. Click the Enable Content button.
   
   About Macros: Macros are short sections of computer code that instruct Microsoft Excel to perform certain automated processes. Generis has built macros to automatically convert the Elvanto exports into a format that we can use to complete a Wealth Screening. Excel disables macros by default because they can be used to perform malicious actions on your computer. The macros created by Generis will not harm your computer. Please contact the Generis support team if you have any questions.
   
    
5. If you are using a recent version of Windows, you will notice a red banner at the top of the Excel window notifying you that macros have been disabled. If you are using a Mac or if you do not see this warning, then you can go on to the next step.
   
   
   
   To clear this notice, first close Microsoft Excel. Open the windows file browser and locate the file you downloaded in Step 1. Do not open the file; instead, right click on the file to open the context menu. Then, click Properties.
   
   
   
   Click the checkmark beside Unblock button. Then, click OK.
   
   
   After completing this step, go back to Step 2 above. The red box should be cleared and you can proceed to the next step.
    
6. Follow the instructions on the file's dashboard. Note that if you have followed the steps above in the Extracting Data from Elvanto section, you have already completed step 1.
   1. Click the Import People File button.  You will be prompted to select the report you generated from Elvanto in the Step 1: build a Saved Advanced Search and Export People section above. 
   2. Click the Import Transactions File button.  You will be prompted to select the transactions report you generated from Elvanto in the Step 3: Export Giving Transactions section above.
   3. Click the Export Template button. Excel will convert your data into the template format. Then, you will be prompted to select a location for storing the converted Wealth Screening template. Choose a location you can access in the next step

Uploading Data to Generis

1. Click the link below to visit the Wealth Screening Order Form.
   
   Wealth Screening Order Form
   
   
2. Complete the form and, when prompted to choose a file, upload the file generated by the Template Converter in the section Converting Data from Elvanto Format to Wealth Screening Format.