Case Study 2

Case Study 2

The $0 Dashboard

The $0 Dashboard

OVERVIEW

overview

Production numbers were low for development directors at a non-profit organization. Leadership couldn’t identify the problem, and assigned me the task of figuring it out. I queried each director asking what they found to be the biggest hindrance to their performance and found they weren’t able to easily access information on their top donors/prospects, without digging through a very slow database that was inaccessible from remote locations.

Production numbers were low because directors weren’t able to easily access information on their top donors and prospects, without digging through a very slow database that was inaccessible from remote locations.

The Problem

The Problem

  • Development officers could not access productivity information.
  • There was no budget for new software or visualization tools
  • This current database was not remote accessible and it's UI was outdated which discouraged directors from using the platform.
  • Users could not access information.
  • There was no budget for new software or visualization tools
  • This current database was not remote accessible
  • Outdated UI discouraged users from attempting accessing.

the goal

the goal

Develop a tool that fed information from the current database into an excel document that auto populates data and could be uploaded to SharePoint for team accessibility.

Develop an accessible dashboard development officers can use to understand their portfolio, pipeline, and production in one location without having to sign into the database.

The Process

the process

Step 1: Identify what information is critical to directors
Biographical Information for all donors & prospects in their portfolio
  • Donation history (also known as giving history) for all donors & prospects
  • Last contact information for donors & prospects
  • Current donation pipeline information
  • Production numbers (# of contacts, solicitations, and funds raised)


Step 1: Identify what information is critical to directors

  • Biographical Information
  • Donor's giving history
  • Contact information
  • Production numbers


Step 2: Create ad-hoc query (or queries) to pull the information from the database

Most information was deeply embedded into the database. I determined I needed 3 separate reports:
  • Portfolio reports that show details of each donor
  • Pipeline reports that show all anticipated fundraising for the year (see Case Study 1)
  • Production reports that show all contacts made, solicitations, and funds raised.

Step 2: Create ad-hoc query (or queries) to pull the information from the database

I determined I needed 3 separate reports:
  • Portfolio report with donor data
  • Pipeline report with anticipated funding. (See: Case Study 1)
  • Production report with all metrics


Step 3: Develop a template within Excel that can be an easy copy/paste solution.

Data from Raiser’s Edge 7 exports in .csv file format. I copied these into an excel document. One tab for Portfolio, one tab for Pipeline. I created a third tab that would function as the "overview" page my directors would see upon opening the document, and that had all production information.

Here, I created a v-lookup table that could display only specific datapoints in the order that would be most useful for the team. I used the donors ID tag from the database as the lookup code.

I added a few other things to make the dashboard more easily interactive for the team like search features and giving history data.

Step 3: Develop a template within Excel that can be an easy copy/paste solution.

  • Export data from RE7 and paste into Excel template creating individual tabs for each report.
  • Create a v-lookup table that displays information in a functional order for the team using donors ID tag as a lookup code.


Step 4: Testing the new dashboard with the directors.

After creating a report for each director, I scheduled a meeting with them to discuss their functionality, gave them access through SharePoint, and let them try it out for a full month long cycle.

Step 4: Testing the new dashboard with the directors.

After creating a report for each director, I scheduled a meeting with them to discuss their functionality, gave them access through SharePoint, and let them try it out for a full month long week cycle.


The Outcome

The Outcome

  • This new process was adopted in 2020, and since grew to be the primary method for development staff accessing data.
  • This dashboard was used during 1:1 calls to plan out quarterly goals and develop solicitation strategy.
  • When I left this team, the process was reaching it's maturity and decline phase - the team adopted a Power BI license and a new advanced analytics director was working to develop a functional dashboard for the team to use.
  • This process was adopted in 2020, and grew to be the primary method for development staff accessing data.
  • The dashboard was used during 1:1 calls to plan quarterly goals and develop solicitation strategy.
  • This process is in it's decline phase as a new analytics director is developing a functional dashboard within PowerBI.