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Simplifying data reports

  • 1.  Simplifying data reports

    Posted 05-21-2021 12:05 PM
      |   view attached
    I'm working on some reports for our advancement officer to present to the board, but I have a hard time figuring out what is absolutely necessary. My overall performance report for 2020 for example has 9 tabs with a lot of data. Especially since I'm trying to include amounts and variance/percentage variance. I've uploaded a blank version of the report I created and I was wondering if anyone had any comments on how to simplify it. Or if you could recommend me some resources on how to format reports or what information should be included.

    Thank you

    ------------------------------
    Leah Heit
    Database Coordinator
    Community Action Partnership of Orange County
    leahcheit@gmail.com
    ------------------------------

    Attachment(s)



  • 2.  RE: Simplifying data reports

    Posted 29 days ago
    Your advancement officer should define the metrics. 

    Generally speaking, I think much of what you've sketched out here is terrific for managing advancement, but is too detailed for a board-level report. Also, it would be a lot easier to parse if it was more visual instead of tabular. Once you fill this out with numbers, it will be a LOT of numbers and they will start to swim.


    Thank you,
    Isaac Shalev
    CRM Expert
    Sage70, Inc.
    (917) 859-0151
    isaac@sage70.com

    Schedule a 30-minute consultation now:






  • 3.  RE: Simplifying data reports

    Posted 29 days ago
    Sound advice from Issac!

    Many organizations develop a lengthy list of internal metrics for each department within the Advancement program.  Advancement Services, Annual Giving, Planned Giving, Major Gifts, C&FR, and the like.  These metrics evolve organically and focus, often, on activities, you want to improve on.

    And, customarily, performance on the metrics is what is included in your annual report.  When I was at NC State we reported on some 50-60 total categories every year.

    But, to Issac's point, your Board does not need or want that detail.  In fact, giving them TMI tends to get some Board members far too deep into the weeds.

    Instead, I would meet with the Board Advancement Committee before the beginning of each year and ask them what they think is important to them.  Don't guess what they might be interested in.  Ask them!  You can give them a suggested list of maybe 12-15 categories but asked them to suggest the top five factors they want to hear about regularly.  That is what should be reported to the Board every quarter.

    If the Board wants to hear about other initiatives periodically they will ask.  But keep your report consistent and focused on only a handful of metrics.

    John


    John H. Taylor
    Principal
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987







  • 4.  RE: Simplifying data reports

    Posted 26 days ago
      |   view attached

    Hi Leah – I've attached a redacted version of the Advancement report we present regularly to our board. It is accompanied by two – four bullet points highlighting the activities since the prior meeting, or laying out plans for what's coming up. Mostly they care to know what the numbers look like and what we are asking for them to do/participate in. We had this built as a Crystal Report that pulls out of our CRM based upon the CASE hierarchy. –Carol

     

    Carol Nash (she/her/hers)

    Advancement Coordinator and Database Manager

    The Awty International School

    7455 Awty School Lane  |  Houston, Texas 77055

    Direct: 713-328-5861  |  www.awty.org

     

    image010.jpg@01D43F65.033811C0

     

    Houston's Premier International School

     

     

     


    Attachment(s)

    pdf
    BOT Adv Rpt.pdf   810 KB 1 version

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    Original Message:
    Sent: 5/23/2021 9:21:00 AM
    From: Isaac Shalev
    Subject: RE: Simplifying data reports

    Your advancement officer should define the metrics. 

    Generally speaking, I think much of what you've sketched out here is terrific for managing advancement, but is too detailed for a board-level report. Also, it would be a lot easier to parse if it was more visual instead of tabular. Once you fill this out with numbers, it will be a LOT of numbers and they will start to swim.


    Thank you,
    Isaac Shalev
    CRM Expert
    Sage70, Inc.
    (917) 859-0151
    isaac@sage70.com

    Schedule a 30-minute consultation now: