January 2025: Alternative Data Management: updating your Impact Suite to meet federal requirements

TABLE OF CONTENTS

• Introduction
• Reviewing and Updating Field Names in Member Profiles
  • Updating Reporter Profile Field Names
  • Restricting Field Access Using Visibility Settings
• Additional Considerations
• Related Considerations from the Strict Compliance Guide
• Need a Thought Partner?

Introduction

Some organizations use the Impact Suite to manage both AmeriCorps and non-federally funded initiatives. If your program operates outside federal funding streams, you may need to retain historical data while ensuring that access to certain fields is appropriately restricted. This guide outlines how to update field names and manage field visibility settings using the Impact Suite’s permission tools.

If you would like to review an article that will help you comply in the strictest sense, this article is not for you. Please click here. 

Reviewing and Updating Field Names in Member Profiles

To align with your program’s operational needs while maintaining compliance, consider updating the names of existing fields instead of deleting them. This allows your program to maintain historical records while ensuring clarity in data management.

Updating Reporter Profile Field Names

Follow these steps to update the name of a field:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. Locate the field you would like to update and click the field name hyperlink.
   
   
5. Type the updated field name to align with your program’s needs.
   
   
6. Click Update to apply the new field name across all records.

Restricting Field Access Using Visibility Settings

Programs that need to retain certain data but restrict access can leverage the “Now decide how this field should be treated upon enrollment and when revisiting individual reporter profiles” setting in the field creation process.

Here are the steps:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. Locate the field you want to restrict and click the field name hyperlink.
   
   
5. A window will open.
   
   
6. Decide what types of access you would like your Reporters to have.
   
   Super Important: When creating or modifying fields in the member profile, consider whether the member truly needs to see or edit this information. Program leaders have full control over which fields are visible to members and which are restricted to administrative access only.
   
   Does the member really need to see or edit this field?
   Some data fields are necessary for compliance and program management but may not need to be displayed to the member. If a field does not require member interaction, it can be restricted from their view to streamline their experience and reduce unnecessary exposure to sensitive information.
   
   Additionally, while programs must ensure compliance with federal regulations, displaying certain fields may unintentionally impact a member’s well-being. Carefully consider whether making specific data visible aligns with your program’s approach to supporting members in their service.
   
   If you decide to adjust visibility settings and have these fields only be staff-facing, DO NOT SELECT ANY CHECKBOXES in the screenshot above.
   
   
7. Now decide how this field should be treated upon enrollment and when revisiting individual reporter profiles.
   
   
8. Next, if you have turned on "Allow reporters to edit this field on their profile page..." decide if you would like add Reminder Alerts to Reporters.
   
   
9. CRITICAL STEP: Decide which staff members should have access to the data in this field. 
   
   Consider carefully which staff members need access to the data in this field.
   
   Then, choose either: 
   • Grant access to all staff whose roles give them access to reporter profiles, or
   • Limit access to staff with selected staff roles.
     
     
10. Click Update.

Additional Considerations

• Member Access: Consider whether members need to see or edit specific fields before adjusting visibility settings.
  
  

• Data Integrity: If modifying field names, ensure that records remain accurate and aligned with internal documentation.
  
  

• Compliance Review: Check with your AmeriCorps Program Officer, State Commission, or funding advisor to confirm any necessary compliance steps.

Related Considerations from the Strict Compliance Guide

Some sections from the Strict Compliance article may still be relevant for organizations managing both AmeriCorps and non-federally funded initiatives. Consider reviewing the following:

• Do you need to create new fields to replace deleted ones? If you need to collect data that has been removed from AmeriCorps files but remains essential for other initiatives.
  
  

• Managing Timesheet Subcategories: If time-tracking categories differ between federally and non-federally funded initiatives, review the best practices for subcategory updates or restrictions.
  
  

• Staff, Group, and Site Profile Fields: Consider whether non-compliant fields need to be deleted or adjusted for programs outside of AmeriCorps.
  
  

• Updating Your Homepage News and About Us Content: If your organization manages multiple funding sources, ensure that publicly displayed content aligns with applicable compliance requirements.

Need a Thought Partner?

This stuff is hard. If you need a thought partner to work with on how to best support your members right now, we're here for you. Give us a call: 310.693.6698 or send us an email at support@americalearns.net.