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Grant Reporting

Grant reporting organizes JC Online information into usable detail lists and summaries to give Full and Administrator security users to ability to pull sets of data from JC Online, and to run summarized executive reports suitable for presentation in grant requests or board room presentations.

Also, by using the automatic sorting columns along with the search filtering, a volunteer can quickly isolate potential issues in the underlying data issues.

For instance, using the All Case Actions list along with a quick sort by Action date might allow you to see erroneous action dates used in the underlying data. This may happen in the early part of the year when users forget that the year has changed and they accidentally post december with the wrong year. Auto-filters and sorts help quickly identify issues like these.

Detail Lists:

Using the "All Accounts" menu, the Full and Administrator security volunteers can review detail lists of JC Online information organized by the following subjects:

  1. People: The People detail lists organize and filter various lists of people (clients, volunteers, etc.) into intelligent subsets of "people" data as a quick way of seeing, searching, exporting, and reporting on a particular set of people based on predefined criteria. As you can see from the pictures below, the reporting lists provide buttons next to each record to enable a volunteer to "jump" to view or edit the underlying record (depending on security level rights).
  2. Cases: The Cases reporting lists are separated into Case Summary lists and Case Action lists. For instance, to see a list of "Open" case summaries, you will click on "Open Cases". Otherwise, to see a list of "referred" case actions, you will click on the "Actions Referred To" list. As you can see from the photo, this is a great screen to review open cases that have active referrals. Using the green buttons next to each record, a volunteer (or administrator) can quickly "jump" to the underlying record for more details or for active follow-up.
  3. Email: The Email lists focus our reporting attentions on lists of volunteers and clients that have email and mailing addresses included in their underlying profiles. In addition, the volunteer detail lists include "activity statistics" that allow us to filter the volunteer lists based on volunteer activity. With this statistical filtering power, we can generate mass communications to "active" volunteers (to thank them for volunteering) separately then how we will communicate with inactive volunteers (to encourage more involvement). In addition to volunteer lists, these lists are also used to generate mass emails related to electronic newsletters (All Emails), or mass mailers (All Mail).
  4. Case Summaries and Actions: All case summary and case action details are easily searched, filtered or exported using the Cases button under the All Accounts section of JC Online. These case detail lists put key case management supervision at your fingertips. For instance, to quickly review "Open Cases", just click on the "Open Cases" list in the Cases section of All Accounts. From this list of Open Cases, you can either "jump" to the underlying case information, immediately "close" the case, or choose to filter and export the open case list to Excel for simple emailing or further analysis.
  5. TimeSheets: All time sheet details posted are easily searched, filtered or exported using the TimeSheet button under the All Accounts section of JC Online. These timesheet detail lists put key volunteer time tracking supervision at your fingertips. For instance, to quickly view all timesheets for a particular month, you filter by month and review the underlying timesheet records by volunteer. From this timesheet list, you can either "jump" to the underlying volunteer timesheet information, or choose to filter and export the timesheet records list to Excel for simple emailing or further analysis.
  6. Schedules: All schedules and volunteer sign-up details are easily searched, filtered or exported using the Schedule button under the All Accounts section of JC Online. These schedule and volunteer sign-up detail lists put key volunteer scheduling supervision at your fingertips. For instance, to quickly review all volunteer scheduling sign-ups for a particular month, you filter by month and review the underlying volunteer sign-up records. From this volunteer sign-up list, you can either "jump" to the underlying volunteer profile, or choose to filter and export the sign-ups to Excel for simple emailing or further analysis.
  7. Grant Reporting (Time by Role By Location): Grant Reports summarize people, case, timesheet and timesheet records by time served, type of services provided, type of volunteers involved, service locations, volunteer names, and by type of tax issues resolved. By filtering and sorting various elements of each report, JC Online users focus their attention on specific areas of the organization and provide immediate feedback to the related departments and team members in their organization. For instance, to review the summarized time activities of active volunteers for a particular month of service, the "Analyze Time By Volunteer" grant report with a filter on Jan, 2008 provides time activity summations by name of active volunteer for the month. By also using the auto-sorting column headings, you can quickly sort by either volunteer name, number of timesheets posted, or by the hours served. In the sample picture below, I sorted by hours served (highest to lowest) and filtered by Jan 2008.
  8. Grant Reporting (Activity by Role By Location): In the same way we report by time served, we can report by number of service activities recorded in our case action postings. All of the export, filtering and sorting powers described above work with activity summaries too!
  9. Grant Reporting (Tax Type By Location): In the same way we report by time and activity, we can report by number of service activities recorded in our case action that contained LITC tax type postings. These Tax reports are used to report LITC activities to the IRS. All of the export, filtering and sorting powers described above work as you would expected!

Excel Exporting:

Filtering in JC Online: Although JC Online comes equipped with on-screen search filters, as well as automatic column sorting (just click on a column heading and the list automatically sorts by that column), sometimes you best analytical solution is to export your JC Online list of records directly to Microsoft Excel for more sorting, filtering, calculating and reporting.

Exporting To Excel: To export a list to Excel, just click on the small Excel button located at the top of most JC Online screens that contain login lists of records. This button automatically copies all of the records in the list and sends them to Excel. In addition, any JC Online filters that you had already applied before hitting the Excel button will also be applied to the export of the data records.

For example, if you open the "All Email Addresses" list found in the All Accounts menu of JC Online, and choose to filter your list of email addresses using the quick "Volunteer" column filter pull down located at the top of the Volunteer column to only show email records where the contact is a JC Online volunteer, your JC Online list will automatically hide all email contacts that are not flagged as a volunteer. If after applying your Volunteer filter you click on your Excel export button, only the volunteer records displayed by the filter will be exported to Excel.

Auto-Filtering in Excel: Once your data has been sent to Excel, you can use the simple powers of Excel to continue to analyze and report on your list of JC Online information. For instance, using the Data menu in Excel, click on Filter, then Auto Filter to add automatic filter pull downs over each column of data in Excel. This technique can be very handy for quickly drilling through various subsets of JC Online information using Microsoft Excel.

Exporting JC Online Data to Constant Contact:

Pulling Constant Contact Email Lists from JC Online: JC Online's data integration with Constant Contact enables you to use any set of JC Online data inside your mass email communications. In addition, using JC Online volunteer statistics included with certain JC Online detail reports, you can include "volunteer specific" statistics in each personalized email to your volunteers.

Example: For example, if you want to thank the volunteers who provided volunteer service last month, you can export the names, email addresses and volunteer statistics on all active volunteers by using the JC Online Active Volunteers email detail list in the JC Online All Accounts menu in the Email section. First, export the list to Excel and save. Then, import the list into Contact Contact to use in your next email communication. Detailed instructions on how to use this list in Constant Contact to generate a mass email are covered in detail in the Email Communications section of this training. Click HERE to jump to the Constant Contact section now.

Detail List Integration with Microsoft WORD and Publisher:

JC Online's simple Export to Excel opens many opportunities with all Microsoft softwares. For instance, after exporting a email list from a JC Online report screen to Excel, the Excel spreadsheet can be used by WORD and Microsoft Publisher as a source for mailing labels and form letters. In addition, using JC Online volunteer statistics included with certain JC Online detail reports, you can include "volunteer specific" statistics in each personalized form letter to your volunteers.

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