KPIs AND DASHBOARDS Your Trainer Caroline Barnes Caroline

KPIs AND DASHBOARDS Your Trainer: Caroline Barnes Caroline. Barnes@blackbaud. com 6/7/2021 1

OBJECTIVES By the end of this session, users will be able to: • Identify and configure KPIs for a variety of functional areas • View and track your KPI information in a number of ways, including: widgets, KPI Dashboards, and RSS feeds • Set up dashboards for yourself and other users. • Organize your dashboards into folders, pages, and parts. 6/7/2021 2

KPIs = Key Performance Indicators • Calculated values that are pre-defined in CRM that allow users to track performance and progress towards goals. • Can be accessed via links on records and RSS feed links that can be copied to Internet browsers. • Every users has a personal KPI dashboard (in the Analysis functional area) with all of the KPIs that they have permission to view. 6/7/2021 3

KPI DEFINITIONS • • Batch Business Processes Committee Constituent Data Mart Events Fundraising • • • Marketing Membership Prospects Revenue Selections Tickets Analysis > KPIs: -Add KPI instances (defines what you want the performance indicator to accomplish -Update KPIs manually -Set up job schedules for KPIs **See pages 9 -12 of the “Reports and KPIs” user guide for details on each KPI** https: //www. blackbaud. com/howto/crm 6/7/2021 4

LET’S TRY AN EXAMPLE! • You are the major giving manager, and want to track the performance of your primary fundraiser (Wendy Abrahms). • You want to be able to see how far along she is towards her qualified opportunity goal amount ($40, 000). • You’re only interested in qualified opportunities in the “Cultivation” stage of the plan. • As milestones, you expect Wendy to satisfy ¼ of her goal amount ($10, 000) each quarter this year. We’ll be able to see the progress towards the Milestones and Overall goal later. Let’s add a new KPI! (Note that there are three results you can see in a KPI – percentages, amounts, and counts – identified by the icons for each one. Use these to help you decide which one is appropriate for your needs. ) 6/7/2021 5

WHAT IF I WANT TO BE ABLE TO KEEP TRACK WITHOUT LOGGING IN TO CRM? RSS Feeds! RSS = Rich Site Summary/Really Simple Syndication -a format for delivering regularly changing web content. -easily stay informed by retrieving the latest content -check out http: //www. whatisrss. com/ for a good overview! Let’s create an RSS Feed to view our new KPI… 6/7/2021 6

WHAT IF I WANT TO BE ABLE TO KEEP TRACK WITHOUT LOGGING IN TO CRM? Yahoo Widgets! Widget: an application you can run on your computer’s desktop to view up-to-date values for your KPIs -Download from http: //www. filehippo. com/download_yahoo_widget/ -You’ll need to have the Yahoo desktop running on your computer. Let’s create a widget for our new KPI… 6/7/2021 7

HOW DO I KEEP KPIs UP TO DATE? 1. Manually update the KPI as needed. 2. Set up a job schedule to run the KPI. • Keep in mind that running a large number of scheduled jobs can be time consuming, so schedule carefully (weekly, monthly, overnight, etc. ) Let’s try each one! 6/7/2021 8

KPI DASHBOARD Easy-to-View: All KPIs are stored on the dashboard, which is updated automatically each time KPI values change. -You can edit time span from here, but no other changes can be made – it’s a view-only format. -Web Dashboard allows you to save the link and view your KPI dashboard from the web! -You can also right-click and export to Excel or PDF User-Specific: The KPI dashboard is a personal, unique view for each user. Only KPIs that the user has permission to are shown. Customizable: Each user can customize his or her own dashboard - with Tabs AND pages – so it’s easy to find the information you need. Let’s customize our KPI Dashboard with our new KPI! 6/7/2021 9

DASHBOARDS (not the KPI one!) • Analysis > Web Dashboard • Organized in folders/pages/parts (if you use BBIS or BBNC, the pages/parts combination will be familiar) • You can set up personal or shared views • Some are simple – you select one thing and it shows up • Some require “context” (we’ll talk about that later!) • Some require a data provider (we’ll see this later too) 6/7/2021 10

CONFIGURING YOUR DASHBOARDS …and create our own folders and pages to organize information. We can edit security… Q: What about Dashboard Parts? How do I know what’s what here? A: I’ll be sending out a “cheat sheet” after the webinar that includes a list of every single part, and what it does/how to use it. Let’s take a look! 6/7/2021 11

LET’S TALK ABOUT CONTEXT • What is it? • Where else do we see this in CRM? • How does it apply to Dashboards? 6/7/2021 12

SIMPLE DASHBOARD PARTS These are things that don’t require “context”, such as… • Certain data lists - Business Process Status List - Fundraiser List - You can even build your own custom data list to include only the information you need! • Programming Parts - Total Members Tracker is likely the one that’s the most relevant for most organizations (unless you use the Ticketing/Sales modules – the other 3 parts show data from there) • Net. Community Parts Let’s try a few! 6/7/2021 13

SOME DASHBOARDS REQUIRE CONTEXT • Constituent Parts o We need to select a constituent – that’s our context! Let’s try one… • All the rest of the Data Lists that didn’t work without context! o We have to set up the page context record in Page options > Edit page information. • We can only have one context record per page. o We have to link the context record to the data list. • Constituent Revenue History List (what’s the context? ) • Correspondence Process Status List (what’s the context? ) Let’s try them… 6/7/2021 14

DATA LIST CHART How do I know what to select when I configure the chart? X-Axis = Category field Y-Axis = Series 1 field 6/7/2021 15

DATA LIST TICKER How do I know what to select when I configure the ticker? 6/7/2021 16

KPI PARTS KPI Data Provider + A way to view the data: Chart/Circular Gauge/Thermometer/Numeric Indicator/Ticker + Date Part OR KPI Date Range (optional) Let’s try a quick example… First, let’s set up a KPI to calculate the percentage of constituents in South Carolina who are donors. Then, we’ll set up a way to view that data, and change the dates! 6/7/2021 17

DATE PARTS KPI Date Range • To be used in conjunction with a KPI Data Provider + a KPI Chart – the chart shows you KPI values over a given time frame, which you can vary using this part. Calendar Date Picker • Allows you to select a specific date that you’d like to see KPI values for Date Offset • An alternate way to select dates. Instead of naming a specific date, you can choose to see a certain amount of time before or after the current date. • 1 year ago • 50 days ago • Etc. Let’s see how they work! Let’s start by creating a KPI that shows the total amount of revenue given to our organization this year. 6/7/2021 18

EMBEDDED WEB CONTENT PARTS No context here either! • Embedded Web Content • You can put your own HTML in here to display whatever you want. It can be static or dynamic. • Embedded Web Page • You can insert a link to any website here. • These can be internal or external links. Let’s try some quick examples… 6/7/2021 19

THAT’S IT! WHAT’S NEXT? • I’ll be sending everyone: o A recording of the webinar o The “cheat sheet” of all Web Dashboard parts, as a reference o This Power. Point presentation • The recording will also be published on You. Tube • There will also be a Blackbaud Know. How blog post with all of this information shared. 6/7/2021 20

QUESTIONS? CONCERNS? COMMENTS? If you’d prefer, feel free to contact me directly at: caroline. barnes@blackbaud. com 6/7/2021 21