Introduction

The local government contact data that Power Almanac provides is even more valuable once integrated into your CRM for use by account executives, business development representatives, and marketers via integrated marketed automation tools.

Because organizations use different CRMs, and configure them to suit their needs, Power Almanac provides a universally importable set of CSV files that contain Account and Contact level fields. This guide will help you configure your CRM to accept, maintain, and leverage Power Almanac data.

PRO TIP: This guide assumes that you have experience adding fields to your CRM and importing data from different data sources into your CRM. If anything contained in this guide gives you pause, please consult your CRM administrator.

Step 1. Prepare Your CRM Account and Contact Objects

Adding the following fields to your CRM will make it easy to import Power Almanac contacts into the correct accounts in your CRM. The “Local Government Accounts” file needed to complete this guide can be found in the Power Almanac application under the main menu.

Required Power Almanac Fields

Field NameCRM Object LevelTypeSample Data
Power Almanac Account IDAccount and Contacttext201100100100000
Person IDContacttext201200200100000-F780E4F

PRO TIP: Don’t use email address as a “unique identifier” for contacts as many local governments (especially smaller ones) use the same email address for multiple people AND/OR they use a generic “role-based” email (e.g.  clerk@local-gov.com) that stays constant even if the person (e.g. the head clerk) changes.

Step 2. Match CRM Accounts to Power Almanac Accounts

Rather than manually adding the Power Almanac Account ID to every account in your CRM (which could take a while), we recommend a faster, more automated approach. The video below outlines how to use the free Fuzzy Lookup Add-In for Microsoft Excel to speed up the matching process. Though not demonstrated in the video below, the same procedure can be accomplished using the Fuzzy Lookup Add-In for Google Sheets.

PRO TIP: Be careful when matching your CRM account names to Power Almanac’s account names as states frequently have multiple local governments with the same name within that state.  For example, there are over 40 “Washington Townships” in Indiana.  BUT . . .  there is never more than one local government with the same name in the same county.

If you’re just starting out, you might consider using Power Almanac’s data to preload local government accounts into your CRM. A good naming convention could look like; “Government Place Name”, “County Location”, “State Location” e.g. “Washington Township, Adams County, Indiana.”

Step 3. Integrate and Import Additional Account and Contact Data

Power Almanac comes with a host of useful data that can inform your sales and marketing efforts. The tables below show the available account and contact level fields that you can add to your CRM and populate with the data Power Almanac provides. You may consider locking fields with data that comes from Power Almanac.

Optional Power Almanac Account-Level Fields

Field NameTypeSample Data
Census Bureau Government_IDtext01200200100000
GEO_IDtext1600000US0104660
FIPS STATEtext01
FIPS COUNTYtext003
FIPS PLACEtext04660
Government Place NametextBAY MINETTE
Government Type NametextCITY
State LocationtextAL
County LocationtextBALDWIN
Legal TYPE of Governmenttextmunicipality
Last Month of Fiscal YeartextSeptember
Election MonthtextAugust
Population (mostly 2018)number9,089
Web Addresstexthttp://www.cityofbayminette.org/
Main Phone Numbertext251-580-1619
Physical Address – Streettext301 D’Olive Street
Physical Address – CitytextBay Minette
Physical Address – StatetextAL
Physical Address -Zip Codetext36507

PRO TIP: The following fields can be useful when joining other local government data to your CRM data for analysis: Census Bureau Government_ID, GEO_ID, FIPS STATE, FIPS COUNTY, and FIPS PLACE.

PRO TIP: Power Almanac’s “Accounts File” also contains an additional 156 fields that reflect local government spending and full-time employee data organized into high-level categories.

Optional Power Almanac Contact-Level Fields

Field NameTypeSample Data
Record last verifiedtext18-Mar-22
Official’s First NametextTammy
Official’s Last NametextSmith
Official’s TitletextCity Administrator/Finance Director
Official’s Role (see below for picklist values)multi-select picklistTop Appointed Official,Head of Finance/Budgeting,Head of Purchasing/Procurement
Official’s Mailing Address – Street/Box numbertext301 D’Olive Street
Official’s Mailing Address – Suite Numbertext
Official’s Mailing Address – CitytextBay Minette
Official’s Mailing Address – StatetextAL
Official’s Mailing Address -Zip Codetext36507
Official’s Phone Numbertext251-580-1692
Official’s Phone Number  EXTENSIONtext
Official’s Email Addresstexttsmith@ci.bay-minette.al.us
Record StatustextSAME

Multi-Select Picklist Values for the Role Field

Making the Role field a multi-select picklist is strongly recommended as individuals may occupy more than one role.

PRO TIP: It’s important to capture “role” as well as “title” because it makes it much easier to segment your audiences. Titles vary widely from government to government, and are not a predictor of their responsibilities.

  • Top Elected Official
  • Governing Board Member
  • Top Appointed Official
  • Deputy Top Appointed Executive
  • Head of Finance/Budgeting
  • Head of Public Works
  • Head of Law Enforcement
  • Clerk
  • Head of HR
  • Head of Purchasing/Procurement
  • Head of IT
  • Head of Communications
  • Head Building Official
  • Head of Parks and Recreation
  • Head of Planning/Zoning
  • Head of Economic Development
  • Head of Water Supply
  • Head of Fire Protection Services

Step 4. Manage Updates

Managing updates well is key to getting the most out of Power Almanac. The solution will alert you if people you’ve downloaded in the past change. Alerts will come by email and will also be reflected in your “My SAVED Searches” dashboard.

Each person that is updated will be classified in one of the 6 categories below. The classification is reflected in the contact-level Record Status field of the updated contact download file.

PRO TOP: The statuses below only apply to the V2 file which is more CRM compatible.

  • CHANGED: one or more fields related to this person has been changed since the last time you downloaded it as part of this file.
  • SAME: this person’s details have NOT changed since the last time you downloaded this file. If this is the first time you have downloaded this file, the status for all records will be SAME.
  • ADDED: this person has been added to the database since the last time you downloaded this file and meets the same criteria/filters as the other people in this file.
  • DELETED: this person has been deleted from the database since the last time you downloaded this file.
  • INCLUDED: this person previously existed in the database the last time you downloaded this file, but was not included because the person did not meet the file’s criteria. Now the person meets the file’s criteria and is included.
  • EXCLUDED: this person was in this file the last time you downloaded it. However, while this person is still in the Power Almanac database, this person no longer meets the criteria of this file and is excluded.

Further Support Questions

If you have additional questions or comments, please direct them to support@poweralmanac.com.