Summary Reports

Overview

Development Summary Reports are used to create reports based on development classifications to analyze giving, counts, participation, and other metrics. The summary reports use Giving History records (household and organization campaign specific records) for their source data.

Non-Annual Fund campaigns are not supported in Development 2.0 summary reports, thought they work properly for Development 3.0 reports.

Creating Summary Reports

Choose Classification Category

Summary reports can be created for any Development Classification Type.  The summary report will create one row per classification within that classification type. For example, if the “Parents by Grade Level” classification type is chosen, one row per grade level will be displayed in the results.  Select the desired “Classification Type” on the “General” tab of the development summary report detail screen.  Specify a detailed description and add any notes that might help to identify what the report is doing for future reference.

Set Soft Credit Options

Organization gifts that have soft credits are included in the summary reports by default in both the organization’s Total Giving as well as the soft credit recipient’s Total Giving. This can result in double counting if a report includes both household and organization giving. To avoid such double counting, it is necessary to specify that such gifts should appear only once, either under the Organization’s Total Giving OR the under the soft credit recipient’s Total Giving.

In order to achieve the varying results, the school can use the “Soft Credit Options” tab on the summary report detail screen to define how they want to count the gifts for the scenarios outlined above. For both Organization (Foundation) gifts and Matching gifts, the school can specify where they want the giving to count:

  • Both (soft credit recipient and organization)
  • Soft Credit Recipient Only
  • Organization Only

To learn more about soft credits and the impact on reports, see the documentation on Foundation/Matching Soft Credits.

Filters

Not yet implemented

Select Campaign(s)

Use the “Campaigns” tab on the summary report detail screen to select one or more campaigns to be reported on.  If multiple campaigns are selected, the report will have multiple rows per classification (one for each classification/campaign combination).  If no campaign(s) are selected, the current AF campaign will be used to create the summary report.

Summary Report Results

Once a summary report has been created, the results can be viewed by clicking on the “Results” button on the top of the summary report detail screen. This will run a query for the report, resulting in a row per classification/campaign combination (determined by the report setup).

Default Results

By default, a summary report will contain certain fields in the results query. Columns are organized into different categories of data: Counts, Participation, Giving and Performance. Each field should have help text that displays when the mouse hovers over the field name.

The “Counts” fields display record totals for various criteria. Each number shown as a count can be drilled down on to view the underlying records. Each drill-down report is based on the Giving History table.

The Participation fields display various percentages of donors who have given.  The denominator is one of the count fields (see above), and the numerator is the number of donors who have given.

The Giving fields display totals for various giving amounts.  Many of the Giving fields can be drilled down on to view the underlying giving history records.

The Performance fields display overall giving against the target set as well as what is needed in order to reach the target goal.

Within the query design of the report results, the “Development Summary Report” is always identified and can be clicked on to open the detail screen for the original report that the results have come from. This provides an easy/quick way to jump back to the original report to see the configuration or make changes.

Adding Fields to Results

There are many additional fields available for summary reporting beyond those fields included in the default query results.  For example, there are many fields for Last Year (LY) giving which can be used to show comparisons to the prior year Annual Fund Campaign.

If certain fields in the summary report results are not there by default and the school wants to always see these fields included (e.g. the school always wants to see “Total Donations” specifically instead of just “Total Giving”), the query can be saved to the Development homepage or to a personal folder for quick reference in the future.

As a reminder, the report will not automatically be updated unless “Update Development Summary Report” is clicked on the summary report detail screen. It is good practice to always go to the query design, click on the report name to open the detail for the report and update it before running any saved report results.

Classification Summary

Each classification record within the summary report results can be opened to view the specific classification summary record details. Click the “View Detail” link from the summary report results to open the detailed classification summary. Review specific Summary and Participation information for each classification. Note that all fields listed on the classification summary are available to include in the summary report results query (see “Adding Fields to Results” above).

Refreshing Summary Reports

Summary Reports do not refresh during the overnight scripts, due to the refreshing process requiring a great deal of computing power. Because of this, all refreshes must be done manually. To do this, simply navigate to the summary report detail screen and click the button.

If you are running a query that uses the Development Summary Report field, this data is not updated until the summary report is refreshed.