Organizational Data

Purpose

This system serves as your organization's central data hub, collecting, organizing, and displaying all your constituent and operational information in one unified place. It creates a single source of truth that powers your operations, communications, and decision-making processes.

Data Collection

The Organizational Data system collects information through several integrated methods:

1. Pillar Forms on the Top Achievers Website

   • These specialized forms capture specific data points about your constituents
   • Each form targets different information needs while maintaining a consistent user experience
   • Form submissions are automatically processed and added to your database

2. Mobile App Profile Information

   • User registration data from your mobile application
   • Profile information that users provide and update
   • App usage patterns and engagement metrics
   • Event registrations and participation records

3. Custom Forms Created for Organizational Operations

   • Targeted forms for specific operational needs (event feedback, surveys, etc.)
   • Internal data collection tools for staff and volunteers
   • Program-specific forms that gather relevant information

4. Analysis of Programs and Other Event Data

   • Attendance and participation statistics
   • Performance metrics from instructors and coaches
   • Resource utilization during events and programs
   • Outcome measurements against program goals

5. Content Management System Interactions

   • Data from event registrations through the Events module
   • Newsletter subscriptions and email engagement metrics
   • Website interaction data and content preferences
   • Social media engagement statistics

Constituent Data

The system works with Pushpay/chMS, which stores mobile app users as "Limited Access Users" (LAUs). These are people who have completed registration and can have custom information attached to their profiles.

When someone fills out a form on your website, registers for an event, subscribes to your newsletter, or takes other actions, their information is combined into a single comprehensive record. This creates a complete picture of each constituent's relationship with your organization.

Unified Constituent Profiles

The system emphasizes viewing all registered users in one consolidated database where you can:

• See detailed profiles for different types of constituents:
  1. Parents: Family connections, children's activities, volunteer history, giving patterns
  2. Students: Program participation, attendance records, interests, achievements
  3. Volunteers: Skills, availability, service hours, training completions
  4. Individual Contributors: Donation history, event participation, areas of interest
  5. Organization Contributors: Partnership details, sponsorship history, key contacts
  6. Programs of Interest: Each constituent's program participation and interests

All this information is available through intuitive profile views that show the complete relationship between each constituent and your organization.

Prospect Management

The system also handles "prospects" - people who have shared partial information (like an email address through a newsletter signup or event registration). These prospects are loaded into the database so your marketing team can contact them through targeted communications and convert them into fully registered users.

From the Content Management System, data collected from newsletter signups, event registrations, and website form completions feeds directly into this prospect management system, creating a seamless pathway from initial contact to full engagement.

Data Synchronization

The system features bilateral synchronization with your existing platforms:

1. Inbound Synchronization: It pulls in user data from your existing systems (Pushpay/chMS, AppStudio) into our central database, ensuring all constituent information is complete and up-to-date.

2. Outbound Synchronization: It pushes data back to your external systems, keeping everything up to date when information is changed through your portal. This ensures that all systems reflect the same accurate information.

This two-way sync creates a seamless flow of information across your entire technology ecosystem.

Dashboarding

The dashboard gives you immediate visibility into engagement activity across your organization:

1. User Registration Metrics

   • View new and previous registered users with drill-down capability to see detailed profiles
   • Track registration trends over time
   • See conversion rates from prospects to registered users
   • Monitor user acquisition channels and their effectiveness

2. Program Performance Tracking

   • See hourly reports submitted by instructors and coaches
   • Compare actual participation against projected attendance
   • Track resource utilization and program costs
   • Measure outcomes against established goals

3. Engagement Analytics

   • Access standard metrics like email open rates, click-through rates, and website traffic
   • See how constituents interact with your content across platforms
   • Identify most engaging content types and topics
   • Track mobile app usage patterns

4. Content Performance

   • See which news items, events, and other content are generating the most interest
   • Track form completion rates and abandon points
   • Measure social media engagement from shared content
   • Monitor email campaign performance

There's a special focus on showing hourly data reported by instructors and coaches compared to plans for each program and Top Achievers overall. This gives you real-time insight into how your programs are performing against expectations.

How It Works

The Organizational Data system serves as the backbone of your digital infrastructure, connecting with your Content Management System to create a comprehensive solution:

1. Data Collection: Information flows in from multiple sources:

   • Direct user input (forms, registrations, profiles)
   • System interactions (website, mobile app, email)
   • External systems through integration (Pushpay/chMS)

2. Data Processing:

   • Information is validated, organized, and connected
   • Duplicate records are identified and merged
   • Data is enriched with additional context when possible
   • Analytics are applied to generate insights

3. Data Access:

   • Staff members see information relevant to their roles
   • Dashboards display important metrics and trends
   • Reports provide detailed analysis of specific areas
   • Search functionality allows quick access to specific records

4. Data Utilization:

   • Marketing teams use constituent data for targeted communications
   • Program leaders access performance metrics for decision-making
   • Leadership reviews organizational trends and outcomes
   • Content creators tailor materials based on audience preferences

This integrated approach ensures that your organization can effectively collect, manage, and leverage data to improve operations, enhance constituent experiences, and achieve your mission.