group planning

Modified on Mon, 27 Mar 2023 at 02:32 PM


As a reminder, the tracking system is built around Groups and Identifiers (and their corresponding Identifiers) and Fields (fields associated with each Identifier – great for capturing contact info, demographics, scores, notes, etc.). 

Groups and Identifiers are databases for the people, places, or projects your program supports.

Thinking about Groups and Identifiers

First, you’ll need to determine how many Groups and Identifiers you’d like to create.  Ask yourself:

  • Are all Groups and Identifiers served by the same program?  

  • Do all Groups and Identifiers receive the same services?

If the Groups and Identifiers are served by the same program and receive the same services, you’ll likely need just one Group at this time.  Depending on how your program is structured, you may decide to create a new Group at the beginning of each program year.  (You can make this decision at the beginning of your second year with us.)

If Groups and Identifiers are served by different programs or receive different services, ask:

  • Will we ever need to compile Group progress data for each person, place, or project separately?
  • Will we ever need to compile Type 3 Association progress data for each person, place or project separately?

If you answered “Yes” to either of these questions, we recommend creating separate Associations for each program or service (e.g., Math Tutoring Program Students; Reading Tutoring Program Students).

Note: If you have some Groups and Identifiers that are served by more than one program or receive more than one type of service, please contact us so that we can discuss the best way to set up your Associations.

Thinking about Fields

Next, you’ll need to determine what characteristics, data points, and data fields you would like to track for each Identifier. 

Ask yourself:

  • What information will we need to track for each Group? (Examples: phone number, e-mail address, age, date of birth, identification numbers, etc.)

  • Are there any baselines or types of historical data that you would like to use to track progress? (Examples: start dates, end dates, scores, attendance rates, GPAs, etc.)

  • Are we able to eliminate keeping this data in another way or in another system by integrating this into our Impact Suite?

In addition to making a list of the types of data points to track, also think about:

  • Do you want to collect data through your reports for this characteristic?
    • If you decide yes, it will also be important to record your rationale for this decision. Why is it important to see report data through the lens of this data point?

    • On your data viewing and exporting pages, you will be able to break out any of your data by any of the Fields you create and enable as data collectors.

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