Entire Automation System for Libraries

E-Mail: info@easylibsoft.com

Website: https://easylib.net

Donor and Alumni Management

Donor Module

The Donor Module in EasyLib is used to manage information related to individuals or organizations that contribute funds, books, or other resources to the library or institution. This module helps maintain donor records and track donations, pledges, and receipts.

Functions of the Donor Module include:

1. Recording donor details
2. Tracking pledged donations
3. Managing donation receipts
4. Monitoring donor contributions
5. Supporting fundraising and development activities

The module helps institutions maintain transparency and proper documentation of donations received.

Donor Pledges List

The Donor Pledges List shows all pledges made by donors. A pledge represents a commitment from a donor to contribute a specific amount or resource in the future.

Information typically recorded includes:

1. Donor Name
2. Pledge Amount or Donation Type
3. Pledge Date
4. Expected Contribution Date
5. Status of the pledge

Administrators can use this screen to:

1. Track pending donations
2. Monitor pledge commitments
3. Follow up with donors regarding promised contributions

This list helps ensure that pledged donations are properly tracked and fulfilled.

Pledge Dashboard

The Pledge Dashboard provides a visual summary of donor pledges in the system. It helps administrators quickly analyze pledge activity and monitor donation commitments.

The dashboard may show:

1. Total number of pledges
2. Total pledged amount
3. Fulfilled pledges
4. Pending pledges

Purpose of the dashboard:

1. Provide quick insights into donation commitments
2. Monitor fundraising progress
3. Identify pending pledges that require follow-up

This helps administrators manage donor relations effectively.

Pledge Dashboard – Explanation of Fields

The Pledge Dashboard in the EasyLib Donor Module provides a year-wise summary of donor pledges. It helps administrators quickly view how many donors have pledged and the total amount promised.

Below is the explanation of each column shown in the dashboard.

Contact (Agent)

This column shows the donor ID, contact ID, or agent code associated with the pledge.

It may represent:

1. A donor registration number
2. A student/alumni ID
3. A contact person managing the pledge

Example values from the list:

1. espl0138
2. 21EAC012
3. 000010

These codes help identify the donor or pledge contributor in the system.

Year

This indicates the year in which the pledge was recorded.

It helps administrators track donation commitments year-wise and analyze fundraising trends.

Example:

Pledged Members Count

This column shows the number of donors associated with that pledge entry.

For example:

This helps measure participation in donation campaigns.

Currency

This indicates the currency type used for the pledge amount.

Examples include:

1. Rs – Indian Rupees
2. Dollar – U.S. Dollars

If the field is blank, the pledge may not have a currency specified in the record.

Pledged Amount

This shows the total amount pledged by the donor(s).

Examples:

The amount represents commitments and may not yet be fully paid until receipts are generated.

Purpose of the Pledge Dashboard

The dashboard helps administrators:

1. Monitor year-wise donation commitments
2. Track total pledged funds
3. Identify active donors or alumni contributors
4. Analyze fundraising performance
5. Follow up on pending pledges

Donor Receipts List

The Donor Receipts List displays records of receipts issued for donations received from donors.

Each receipt entry typically includes:

1. Donor Name
2. Receipt Number
3. Donation Amount
4. Date of Donation
5. Payment Mode

This screen helps institutions:

1. Maintain proper financial records
2. Provide official acknowledgment to donors
3. Track all donation transactions

Receipts can also be used for accounting and audit purposes.

Donor Receipts – Explanation of Fields

The Donor Receipts section in EasyLib records and manages payments received from donors or alumni against their pledges. Each entry represents a transaction where a pledged amount has been received and acknowledged through a receipt.

Below is the explanation of the fields displayed on this screen.

Receipt No

A unique receipt number automatically generated for every donation received.

It is used as an official reference for financial records and printing receipts.

Example:

1. Receipt No 7
2. Receipt No 6

Member Id

The unique identification number of the donor in the system.

This may represent a student ID, alumni ID, or donor account.

Example values:

1. espl0147
2. 21EAC012
3. 000006

Member Name

The name of the donor or contributor who made the donation.

Examples:

1. Rohan A G
2. Shivashankar G
3. Pallavi Acharya C

Profile

Indicates the type of donor profile.

Examples:

1. Student
2. Alumni
3. Staff
4. Guest

This helps categorize donors within the system.

Department

Shows the academic department associated with the donor, if applicable.

Examples:

1. English
2. Pathology
3. Computer Science Engineering

If the department is not recorded, the field may appear as null.

Currency

Displays the currency in which the donation was made.

Examples:

1. Rs – Indian Rupees
2. Dollar – U.S. Dollars

Received Amount

The amount actually received from the donor.

Examples from the table:

1. ?30,000
2. ?1,000
3. ?12,000
4. ?10,00,000

This amount may be part of or equal to the pledged amount.

Received By

The person or staff member who recorded or received the donation in the system.

Examples:

1. espl0150
2. espl0144
3. VASUMD

This helps maintain accountability in financial transactions.

Pledge Number

The reference number of the pledge associated with the donation.

This connects the receipt to the original pledge commitment made by the donor.

Example:

1. Pledge Number 29
2. Pledge Number 1

Status

Indicates the current stage of the received donation.

Common statuses include:

Action

Two options are available for each receipt:

Modify

Allows administrators to edit receipt details such as payment mode, remarks, or status.

Print

Generates a printable donor receipt that can be given to the donor as proof of donation.

Additional Fields in the Form

When entering a new donor receipt, the following information can also be recorded:

These details help maintain complete donor and financial records.

Alumni

The Alumni section is used to maintain records of former students of the institution. Alumni information is important for maintaining long-term relationships and encouraging alumni participation in institutional activities.

The system stores details such as:

1. Alumni Name
2. Course or Program Studied
3. Year of Graduation
4. Contact Information
5. Current Occupation

Maintaining alumni data helps institutions:

1. Build alumni networks
2. Organize alumni events
3. Encourage alumni contributions and support

Alumni Work Information

The Alumni Work Information screen stores details about the professional background of alumni after graduation.

Typical information includes:

1. Organization or Company Name
2. Job Title or Position
3. Work Location
4. Industry or Sector
5. Contact Information

This information helps institutions:

1. Track alumni career progress

1. Highlight successful alumni achievements
2. Build professional networks for current students
3. Support institutional reputation and outreach activities

Alumni Work Information – Explanation of Fields

The Alumni Work Information section in EasyLib is used to record and manage the professional details of alumni after they graduate from the institution. This helps the institution maintain contact with alumni and track their career progress.

Below is the explanation of the fields displayed in this screen.

Member Id

This is the unique identification number of the alumni member in the EasyLib system.

Examples:

1. espl0146
2. espl0150

This ID links the work information to the alumni’s main profile in the database.

Company Name

This field records the name of the organization or company where the alumni is currently working.

Examples:

1. Apple
2. EASYLIB

It helps track which companies alumni are associated with.

Position

This shows the job title or designation of the alumni in the organization.

Examples:

1. Assistant Professor
2. HR
3. Software Engineer
4. Manager

This helps the institution understand alumni career roles.

Start Date

The date when the alumni started working in the organization.

Example:

1. 01 Jan 1900 (This may be a default value if the actual start date is not entered.)

This field helps track the career timeline of alumni.

Status

This shows the employment status of the alumni in the organization.

Common values include:

Work City

The city where the alumni is currently working.

Examples:

1. Bengaluru
2. BLR1

This helps the institution track the geographical distribution of alumni.

Work Country

The country where the alumni is employed.

Examples:

1. India
2. USA
3. UK

This information helps understand the global presence of alumni.

Work Email-ID

The official work email address of the alumni.

Example:

1. a@b.com

This can be used for professional communication, networking, or alumni engagement.

Work Phone Number

The contact number related to the alumni’s workplace.

Example:

1. 123456

This helps maintain updated professional contact information.

Remarks

This field stores additional notes or comments related to the alumni’s employment information.

Example:

1. testing 3
2. testing 2

Remarks can include details such as project roles, achievements, or updates about employment.

Action

Two actions are available for each record:

Modify

Allows editing or updating the alumni work information.

Delete

Removes the work information record from the system.