LEVELING UP  |  OPRN participant handout
Make the weekly portfolio review yours

FIRST, PREPARE A SMALL EXPORT
Pick one officer and 10–20 prospects. Use an environment your institution approves for the data. Work from a copy of your CRM export. Keep a consistent prospect ID across the files. Keep the ID-to-name key local and remove identifying details you do not need, including names in contact notes.

1. SET UP YOUR REVIEW ONCE
Create a project for your institution's portfolio reviews. Attach a small, dated sample of your export. Add your field definitions and any approved contact or scoring rules. Paste the prompt below. You can enter “help me decide” for anything still open.

--- COPY THE SETUP PROMPT ---
Help me build a weekly portfolio review for [audience] working on [campaign or fundraising goal]. Our recurring decision is [decision]. Each officer needs to know who needs attention this week, why now, and what to do next.

Inspect [sample file name]. Show me the actual columns for prospect ID, portfolio manager, gifts, capacity, last meaningful contact, recorded next step, due date, status, and outreach restrictions. Where notes or gifts are in a separate table, show how the ID connects them. Flag missing fields and anything that needs a local definition.

Tell me which decisions this export can support. Ask only questions that would change who appears or what action is appropriate. For example, confirm what counts as meaningful contact, how many days trigger re-engagement, and how holds or incomplete records are handled. Use numerical CAP or readiness ratings only when I supply the approved ratings or a complete scoring rule. Otherwise, describe the evidence in words.

After I confirm the definitions, write a reusable prompt titled “Weekly Portfolio Review.” Use our actual column names. Put the file name, analysis date, review week, and campaign focus at the top as fields I can change. Use the named current export as the sole evidence for prospect facts each time. Treat sample rows, old reports and prior chats as examples only. If a required field changes or disappears, flag the affected part of the review.

Ask for an officer action list, a re-engagement list, and a short record of rules and exclusions where our data supports each. Preserve IDs. Distinguish CRM commitments and deadlines from suggested actions and timing. Cite a dated source for each recommendation. End the setup by giving me the prompt and two records to test before a full run.
--- END SETUP PROMPT ---

2. TEST AND SAVE
Check an included prospect and an excluded prospect against the CRM. Fix the rule or field mapping if needed. Save the confirmed “Weekly Portfolio Review” prompt and field definitions in the project. Keep the reusable CRM query in your CRM so you can refresh the export with the same fields each week.

3. RUN EACH WEEK
Open a new chat in the project. Attach the current approved, dated export. Fill in the brackets and paste the request below.

--- COPY THE WEEKLY REQUEST ---
Run the saved “Weekly Portfolio Review” prompt using [exact export filename] as the only source of prospect facts. Analyze as of [date] for [week start] through [week end], inclusive. The portfolio or campaign focus is [focus]. Apply our saved field definitions and rules. Return the weekly workbook and flag anything the officer needs to verify.
--- END WEEKLY REQUEST ---

4. REVIEW WITH THE OFFICER
Trace one recommended action and one exclusion back to the current records. Ask the officer what has happened since the export. Agree on the owner and next step, then record the decision in the CRM. If the campaign changes, revise the saved prompt and test the rule on two records again.