Reporting

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Charitylog's reporting features allow you to export information from the system in batches, usually as Excel files. From here you can open them in Excel and manipulate the data to get your reporting figures.

The system does also do a bit of reporting "on board", that is, without exporting information to Excel, but it's quite limited. You can produce breakdowns of figures, but generally when you want to "drill down" more than once or twice, you'll need to export information to Excel and work with it there. Charitylog doesn't currently produce charts and graphs itself - Excel will be needed.

To make sense of reporting, let's think about the information stored in the system. There are several different types of information stored:

  1. Information about people or organisations (fields on the Details page - postcode, postal district, ethnic group, gender etc)
  2. Information about work done with them - in the form of contacts and Referrals
  3. Information about work done with them - in the form of completed Club/Clinic attendances
  4. Information about work done with them - in the form of roster jobs
  5. Extra information about people or organisations which is stored in Extension Databases linked to those people
  6. Extra information about Referrals which is stored in Extension Databases linked to the Referrals

...and more!

There are a few main ways to export information from Charitylog. Most of the time you'll start with the KPI Report Designer, then use the Blue Folder Lookup feature to add on extra data to the output. Then take the data to Excel to study it.

Creating reports soon gets complicated. It's very easy to ask a very complex question. As an example, for I&A, RBKC want to know:

  1. the number of people with an open enquiry per quarter
  2. the number of new people referred per quarter
  3. the number of new referrals that reside within RBKC

These sound like simple enough questions. Let's consider what they actually mean and how we can get that info.


Number of people with an open enquiry per quarter[edit | edit source]

This one is actually nice and easy. Because I&A only uses Referrals and contacts to keep track of activity, we need to know the number of people who have had any involvement with the service over that time period, i.e. anyone who's had a contact. There is a report in Charitylog that will do this. It's called "Number of Members Accessing Service In The Time Period", and it works like this:

  1. Find all contacts within the given project, within the given date range
  2. Find all of the people that those contacts relate to
  3. Only count each person once

Easy.


Number of new people referred per quarter[edit | edit source]

This is a bit more tricky. We only want the people who are new to the service in that quarter, so to know who's truly new, we need to know who has bene referred before. This means we need to know everyone who's ever been referred to the service. So we will need to set a different date range, we can't just look at that quarter. Let's go for the last 10 years, rather than doing "all time" - it will make almost no difference to the results, and someone presenting for the first time in over 10 years can probably be considered a new referral anyway.

Then we need the "first and subsequent referrals" report.