Instructions:
For training purposes, go into the Training instance of AWA by visiting https://advanceweb.psu.edu and once you enter your Userid and Password, change the option to AWATRAIN.
Then click the Log in button.
Note: When you are ready to input a new GA/SODI in the production version of GuideLION, simply log into AWAPROD as opposed to AWATRAIN. Doing so will link you directly to the production version of GuideLION as opposed to the Training instance.
Then from the AWA Home page, expand ‘PSU Links‘ from the left navigation tree and then select ‘GuideLION Login‘. Enter your Notes userid and password and you will see the GuideLION Home page indicates you are in the Training instance as it will say “Welcome to GuideLION Training!“.
Back in Advance Web (AWA), perform an Entity Lookup to open the appropriate entity’s Entity Overview. Then open the Prospect Overview, select Proposals from the left navigation tree and find and select the relevant Proposal to open it.
Note 1: In order to be able to submit the GuideLION questionnaire form, the Proposal must be Active and have a Proposal Status of one of the following:
- A/Awarded
- E/Goal Setting Expectancy
- G/Goal Setting Expectancy Documented/Received
- P/Pending
- V/Verbally Awarded
- Z/Awarded No Proposal
Note 2: Under special circumstances, there may be an exception where submissions may be started for a proposal that is not in one of the above mentioned statuses. If a Solicitation Note of “Exception granted to start Guideline/SG” exists for the proposal in Advance Web, the link to the GuideLion application will appear, regardless of its status.
With the relevant Proposal Overview open, click on the Purpose link from the page tree to open this proposal’s Purposes. If there are multiple proposal purposes, verify the relevant purpose is selected.
Note for SODIs with Multiple Purposes: If you have a SODI where the future gift will benefit more than one purpose/unit, then you complete one SODI submission in GuideLION with two purposes. It does not matter which purpose you initially select in AWA to access GuideLION and begin the submission, but once you’ve completed the questionnaire for the first purpose, then click the ‘Add a Purpose’ button in GuideLION for the additional purpose/benefitting unit.
Then scroll down to click on the ‘Start a Guideline/SODI for this Proposal Purpose‘ hyperlink.
Your browser will then display the GuideLION application’s ‘Questionnaire Setup’ screen for this proposal.
Questionnaire Setup screen:
After logging in, you will be directed to the ‘Questionnaire Setup’ screen.
Perform a Fund Title Search to verify that the GA/SODI does not already exist:
Just to make sure that there is not already a GA/SODI for this Proposal Purpose, perform a Fund Title Search. Scroll down to the Purposes section and click on the ‘Open Title Search‘ button.
Input keywords that would appear in the Fund Title and then click the Add button.
The keywords will appear in the lower portion of your screen. At this point, click Search to perform the Fund Title Search.
Review any resulting documents to make sure there is not already a GA/SODI for this particular proposal and purpose. Assuming there is not, proceed to the instructions that follow to enter a new one.
Review Data Pulled in from Advance:
There is a significant amount of data pulled through from Advance. Review this information to verify that it is correct. After reviewing and verifying this information, you can collapse the ‘AWA Data’ section to save on screen space.
Note: Pay particular attention to the ‘Benefiting Unit Description‘ field as this drives content contained in the drafted agreement (either a GA or a SODI).
Select Donors:
Scroll down to the ‘Select Donor(s)’ section and check the check-boxes next to each donor involved with this GA or SODI document. Once you select each donor, you will see additional entity information populate such as their date of birth, date of death, etc. This information is helpful during the campaign for counting purposes!
And if you need to, you will have the option to add additional entities/donors by their Advance entity id numbers. You can do so by clicking on the ‘Add Entity ID‘ button.
Q&As:
Q: Is there a person or organization that needs to be included but there is not a checkbox to check for them?
A: If the person or organization has an Advance record, you can input their entity ID number and then click the ‘Add Entity ID’ button.
Q: What if the person or organization does not have an entity ID number (does not have an Advance record)?
A: Request that an entity record be created for the person or organization by contacting the Office of Donor & Member Services. And if the newly created entity should be included in the Prospect record (which can include multiple entities), request this of the Office of Prospect Management & Analytics. Wait until you receive confirmation that the entity was created and if relevant, that the entity was added to the prospect record before proceeding. If you begin the questionnaire without including all relevant entities, you will not be able to retrieve it at a later date to simply add the additional entities. Instead, you will have to enter a brand new questionnaire (doubling your work).
Purpose Section:
Scroll down to the Purposes section and input a ‘Purpose Title‘. Examples are:
- “Statement of Donor Intent for John and Jane Doe” (SODI)
- “John H. Doe Memorial Scholarship” (GA)
- “John and Jane Doe Honors Student Scholarship” (GA)
And if you need to, you will have the option to add additional purposes by clicking on the ‘Add Purpose‘ button.
Next, you will need to identify the ‘Fund Option‘ and the ‘Endow Option‘. The following chart outlines which Fund Option and Endow Option should be selected depending upon the giving scenario and is to be used to determine which options need to be selected for these fields, depending on how the donor is contributing funds and what corresponding documents will be created:
The following illustration shows a sample Purpose Title, selected Fund Option and Endow Option and shows the Questionnaire Status:
Begin Purpose Questionnaire:
At this point, you can click on the ‘Begin Purpose Questionnaire‘ button. The questionnaire’s status will then be listed as Pending.
Note: If you are not quite ready to begin the purpose questionnaire, you can click the ‘Save Progress‘ button instead. It can then be retrieved from the ‘Dashboards’ > ‘Questionnaires’ section > ‘My Questionnaire Setup’ section.
Once you have clicked the ‘Begin Purpose Questionnaire’ button, you can proceed to complete the questionnaire.
Tip: Remember, hover help is available. Just click on the question mark icon appearing next to each question.
The questions presented to you will vary depending on your selected ‘Fund Option’ and ‘Endow Type’.
The question “Please provide the specifics regarding the utilization of funds.” is intended to provide very helpful information to the Office of Gift Planning drafters. And you will have the ability to attach supporting documents, such as proposals and/or contact reports. Therefore, please use this feature!
The question “Please describe the current population of eligible students.” is to identify whether or not the unit has formulated an awarding plan and if there is an eligible population of students to award funds.
The question “Please select any applicable unit specific special initiatives” only appears if the benefiting unit (identified from the proposal) actually has special initiatives. If the unit does not have special initiatives, this question will not appear.
Prior to clicking ‘Mark as Ready to Submit’, you have the option to add ‘Submittal Comments‘.
Once you have completed the questionnaire and are ready to submit it, click the ‘Mark as Ready to Submit‘ button. You will be taken back to the ‘Questionnaire Setup’ page and the questionnaire status will be updated from Pending to ‘Ready to Submit’. Back on the ‘Questionnaire Setup’ page, scroll down to the “What are the priority of these requests?“ question. Most of the time, you will choose the Normal option. However, if you do choose the Urgent option, you will be prompted to input a reason for the urgency as well as the date you need the document.
Click the ‘Submit All‘ button.
Note: “All” just refers to all purposes since there could be multiple purposes for a Statement of Donor Intent (SODI).
Then click the Ok button for the message box that appears to confirm you are ready to submit.
Once you submit the questionnaire, you will receive a confirmation email. And, the Office of Gift Planning receives an email notification as well.
What happens next?
The Office of Gift Planning either begins drafting the document or if additional information is needed or they have questions, the document is returned to the submitter.
Retrieve your Submitted Questionnaire/Document:
Once submitted, the Questionnaire can be retrieved through the email link or it can be retrieved via your Dashboard.
Open your Dashboards and select the Dashboard tab. Scroll down to the ‘My Questionnaires’ section and click the appropriate button for Submitted (either Normal or Urgent).
Expand the ‘Questionnaire: Submitted’ section and then click on the pencil icon to open it in Edit mode.
Tip: Your submitted questionnaire forms can also be retrieved from the ‘My Team Dashboards’ tab.
“Show Me” Video: