1. Your Trainer: Caroline Barnes
KPIs and Dashboards
Your Trainer: Caroline Barnes

2. 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.

3. 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.

4. KPI Definitions
Batch
Marketing
Business Processes
Membership
Committee
Prospects
Constituent
Revenue
Data Mart
Selections
Events
Tickets
Fundraising
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**

5. 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.)
2.91 sample database
Opportunities Amount KPI
Plan stage field: Cultivation
Opportunity Status checkbox: Qualified
Currency: CAD
After calculating the KPI value, go back to Wendy’s fundraiser record
Prospects and Plans tab.
Charles Tidwell prospect plan
Opportunities tab > Add a new one
Status = Qualified
Ask amount, designation, etc.
Recalc KPI amount to see change.

6. 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 for a good overview!
The RSS feed from KPIs will show every single KPI –
we can enter the name of our KPI in the top right to see the one we want
Let’s create an RSS Feed to view our new KPI…

7. 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 -You’ll need to have the Yahoo desktop running on your computer.
Let’s create a widget for our new KPI…

8. How do I keep KPIs up to date?
Manually update the KPI as needed.
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!

9. Let’s customize our KPI Dashboard with our new KPI!
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!

10. 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)

11. 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.
Add a new folder, and add a new page
Show how to add a part.
Let’s take a look!

12. Let’s Talk about context
What is it?
Where else do we see this in CRM?
How does it apply to Dashboards?
In Design Mode, we often need to enter a context
EX: There is one Revenue data list that we’ve defined in the system, that we see on the Revenue and recognition view for any constituent record we look at.
However, it shows us different information for each record – aka – we don’t see ALL the revenue in the database on each constituent record.
-The constituent record is the context by which we view the datalist.
-Their constituent ID is entered, and the data that is specific to them is displayed.
-Otherwise, we’d have to define a completely different datalist for each constituent.

13. 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)
NetCommunity Parts
Just do Simple data lists here, don’t do ticker or chart!
Data Lists: Pledge Subtype List, Fundraiser List
Programming Parts: Total Members Tracker
Let’s try a few!

14. Some Dashboards require context
Constituent Parts
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!
We have to set up the page context record in Page options > Edit page information.
We can only have one context record per page.
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…
Start with constituent revenue history list.
Show what happens when we add a list that needs context but we haven’t provided it yet – error
Do corresp process status list second. Following slides show chart and ticker
Show the correspondence process we already have set up and run in MarComm

15. Data List Chart
How do I know what to select when I configure the chart?
Correspondence Process – Thank you to new donors
Data List Charts and Tickers don’t need to be linked to the data list itself. We just need a context record, and the chart/ticker part.
X-Axis = Category field
Y-Axis = Series 1 field

16. How do I know what to select when I configure the ticker?
Data list ticker
How do I know what to select when I configure the ticker?

17. 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!
Can use a thermometer, ticker, numeric indicator, circular gauge
Can add almond t. bethany, elizabeth bronson, missy brown, debby t. brown to change KPI value.
Move to the next slide to talk about Date Parts BEFORE adding a date part

18. 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.
Create a KPI and run it – total revenue given to organization.
***WE MUST BACK DATE THE KPI IN ORDER TO SEE PREVIOUS DATES***
Add data provider and numeric ticker.
Add date picker
Add date offset
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.

19. 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…
<html>
<head>
<script type="text/javascript">
function startTime() {
var today=new Date();
var h=today.getHours();
var m=today.getMinutes();
var s=today.getSeconds();
// add a zero in front of numbers<10
m=checkTime(m);
s=checkTime(s);
document.getElementById('txt').innerHTML=h+":"+m+":"+s;
t=setTimeout('startTime()',500); }
function checkTime(i)
if (i<10)
i="0" + i;
return i;
</script>
</head>
<body onload="startTime()">
<div id="txt"></div>
</body>
</html>

20. That’s It! What’s Next? I’ll be sending everyone:
A recording of the webinar
The “cheat sheet” of all Web Dashboard parts, as a reference
This PowerPoint presentation
The recording will also be published on YouTube
There will also be a Blackbaud KnowHow blog post with all of this information shared.

21. Questions? Concerns? Comments?
If you’d prefer, feel free to contact me directly at: