How to manage Data Groups, Organization Tags & Dashboard feature

This article covers the following topics: 

• How do I manage my Data Groups?
• How do I manage my Organization Tags?
• How do I manage the Dashboard Feature?

How do I manage my Data Groups?

Data Groups give networks the ability to customize value ranges in reports, including age ranges or income ranges. This allows food banks to change these values if specific ranges for grants or funding are required.

Data Group	Definitions	Appears in which Report
Client Age	This is used to group based on the age of all household members (individuals).	Statistics Report, Pantry Report, Heat Map Report, Interactive Household Report
Dependent Age	This is used to group based on the age of dependents. It filters on activities where a non-head-of-household member was recorded, and that they were one of a child, parent, grandchild, grandparent, relative, or sibling, then groups by the age groups in the Dependent Age list.	Interactive Household Report
Partner Age	This is used to group based on the age of partners. It filters on activities where a non-head-of-household member was recorded, and that they were a spouse or girlfriend/boyfriend, then groups by the age groups in the Partner Age list.	Statistics Report
Time in Country	This is used to group based on the length of time since the client's approximate immigration date was entered in their profile.	Statistics Report
Net Income	This is used to group based on the monthly income and expense amounts listed on the "Monthly Income" page of a client's profile. The data reflects the most recently updated Net Income(monthly income minus monthly expenses)for the Household.	Statistics Report, Interactive Household Report
Age Group	This is used to group based on the age of all household members.	US TEFAP Report (no longer an active report)
Monthly Household Income	This is used to group based on the reported household monthly income. The data reflects the most recently updated Monthly Household Income.	Statistics Report, Interactive Household Report

 

How to edit Data Groups

Only Network Administrators can edit Data Groups; to do so:

• On the left-hand navigation pane click Reports then Data Groups.
• This will open up the page of the Data Groups listed in the above table.
• Click the blue + Edit button beside the data group you'd like to change.
• Click on the Up, Down, or X buttons to customize the values you'd like to see and in what order.
  • Clicking the Up button will add a new blank field row above the field you are in.
  • Clicking the Down button will add a new blank field row below the field you are in.
  • Clicking the X button will remove the field row.
• When adding another age range, make sure to not have overlapping values, the next age group should start with the value that comes directly after the Max value of the previous group for example:
  • Min 0 Max 3.
  • Min 4 Max 7.
  • Min 8 Max 11 and so on.
• Scroll to the bottom of the page and click the blue Save button to save your changes.

Note: Do not delete all rows when changing data groups as the ability to add/ remove rows is sourced into the table itself, if you were to delete all the rows of the data group you will be left with just the header and no ability to add rows to that group.

How do I manage my Organization Tags?

Organization tags give networks the ability to tag agencies with a custom tag created by them that they can then report on. Tags can be added in a similar way to any list item. You can find Organization Tags under the Lists section. Click here for instructions on how to add an item to a list. 

After adding tags, you will then need to tag your agencies:

• From the left navigation pane click Administration then Organizations. 
• Click on the orange edit (pencil) icon beside the name of the organization you want to tag.
• Scroll down to the Organization Tags section and add the organizations you wish to tag by typing in the name or selecting the organization from the drop-down list.
• Once all tags have been entered, scroll to the bottom of the page and click Save & Previous, Save Changes, or Save & Next to save the tags you have just added.

The following reports provide the option of reporting using your Organization Tags:

• Agency Report
• Bulk Program Report
• Client Status Report
• CSFP: Case Load Report
• CSFP: Ethnicity Report (Duplicated)
• CSFP: Ethnicity Report (Unique)
• FFC Visits Report
• Generic Program Report
• Gleaners Exhibit B Report (Gleaners and Forgotten Harvest Network only)
• Goals Report
• Heat Map Report
• Hunger Count Report (Canadian Network only)
• Interactive Household Report
• Monitoring Report
• Pathway of Hope Report (Canadian Salvation Army only)
• Request for Assistance Report
• Statistics Report
• Support Request Fulfillment Report
• Survey: Answer Frequencies Report
• Survey: Non-Response Report
• Time Series Report
• Visit to Agencies Report

How do I manage the Dashboard feature?

The dashboard feature can be utilized to enable reports to run on your Dashboard page. These reports are updated every night.

Note: Anonymous visits are not included in the Dashboard stats, the Dashboard stats use the Time Series report, and this particular report cannot use anonymous information.

Households/Individuals Served

This section is from the Time Series Report. It represents the past full six months of individuals and households served in the organization the user is logged into. There are both unique and duplicated options. This report only includes food bank/pantry programs.

The data included here for the past 6 months does not include the current month. 

Statistics for Individuals Served Today and Households Served Today should be updated in real-time. They will only include Food Bank Standard visits, and any CSFP or generic visits will not count toward the total.

Data Integrity Report

The Data Integrity Report is only visible to Network Administrators on the dashboard page. However, anyone with the reporter role can run a Monitoring Report which will also provide these stats.

This report indicates a list of the network's agencies and the current stats of how many households each agency is entering into the system have undisclosed information. It also includes the total amount of duplicates each agency has.

Missing Data/Backdating Reports

The Missing Data and Backing Reports are only visible to Network Administrators on the dashboard page. However, anyone with the reporter role can run a Monitoring Report which will also provide these stats.

The Missing Data Report indicates a list of the network's agencies who haven't recorded visits in the past 30 days.

The Backdating Report indicates a list of agencies that have backdated visits in the past 30 days and how many visits have been backdated.

How to enable the Dashboard feature

To enable the dashboard feature:

• From the left-hand navigation pane click Administration then Users.
• Scroll through the user table to find your user name, or begin typing your user name into the search field at the top right-hand side above the user table.
• Click on the orange edit icon beside your name.
• Scroll to the bottom section labeled Core Roles and verify you have the user role of Reporter checked off; if you need to check off the Reporter role, be sure to Save Changes before leaving the page.
• Next, click on Case Management Specific on the right-hand side of the page.
• Click Edit User on the right-hand side and then click the User Preferences tab.
• Scroll to the bottom of the page.
  • select Yes under Show Report Dashboard.
  • select Yes under Show Dashboard Service Stats.
• Click Save & Next to save your changes.