ORANGE CATHOLIC FOUNDATION PSA Dashboard and Reports

Dashboard & Reports

User Guide

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 1

Getting Started This document will guide you through displaying PSA information dashboards and printing or exporting PSA reports. The sample Parish “ZZZ Train 1” will be used for an example, think of your Parish name where you see the “ZZZ Train 1” profile. If your Parish has a need for a custom report, please contact the OCF Team to discuss your requirements. This guide includes:

Viewing Latest News and Campaign Updates Viewing and Refreshing Dashboards Viewing and Printing PSA Reports Exporting Reports to your PC.

2011 Enhancements: From feedback provided by the Parishes you will see the following enhancements; Multi-year Parish Summary dashboard, OCF processed gift dashboard, reference/notes can be added to each gift, the pledge balance column was added to the donor and LYBUNT reports. Prerequisites: You are currently working with the PSA application and have your assigned User ID and Password. There are some components that you may not be aware of and we have defined them below:

1. Raisers Edge: This is the application you will use to enter your batches and run your reports. 2. Crystal Reports: Custom report writer used to display the Donor and LYBUNT reports. 3. Microsoft Excel: If you want to export to Excel you need version 5 or greater. You can also export to

a PDF as well.

Latest News and Campaign Updates To keep up to date on the latest news and information you can select the “Latest PSA News and Information” to open up a window that will display current information regarding the status of campaigns.

Select Latest PSA News and Information

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 2

Dashboards

Dashboards are a feature of Raisers Edge software that allows for “Snap Shots” to be taken of the data for your review. The OCF team has pre-configured the Dashboards to get you started in evaluating your Parish information after you have logged in. There are 4 separate Dashboards; 1) Parish Goal, 2) Parish Summary 3) OCF Only and 4) Gift Detail.

1) Parish Goal – This is a summary chart showing the Total Given against your annual Goal.

2) Parish Summary – This is a multi-year summary of the pledges to date, payments, number of donors and the average, largest gift amounts.

3) OCF Processed Gift – A detail listing of OCF processed gifts and payments entered into the PSA campaign Note. This is a detail listing and the donor may appear more than once, this is because the pledge and all the payments made against the pledge are shown.

4) Gift Detail – A detail listing of all gifts and payments (including the OCF process gifts) entered into the PSA campaign Note. This is a detail listing and the donor may appear more than once, this is because the pledge and all the payments made against the pledge are shown.

1) Parish Goal

3) OCF Only

2) Parish Summary

4) Gift Detail

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 3

Updating the dashboard It is important to “Refresh” the Dashboards before you analyze the information in order to

insure you have access to the most recent information from Raiser’s Edge. To make your access to the system faster the updates to the dashboards are done at your request. To refresh just follow these steps:

For all Dashboards at once:

1) Select “Refresh” in the upper right of the screen. For individual Dashboards:

1) Click on the options icon (hand holding a paper) for each individual dashboard.

2) Select Refresh to update the information in the Dashboards 3) The “As of Date” will appear in the upper left corner letting you

know the last time this dashboard was refreshed. 4) The Update may take a few minutes; you can continue to do

other work while the dashboard is refreshing (the top bar will turn light grey while it is updating).

Note: Dashboards need to be updated on regular basis.

Copy Dashboard Contents to a Spreadsheet You also have the option to copy the dashboard to your clipboard which can be pasted into you

spreadsheet application like excel. To copy dashboards:

1) Click on the options icon (hand holding a paper) for each individual dashboard.

2) Select “Copy to Clipboard” 3) Past into your application (excel)

Refresh All Dashboards

Last time updated

Individual Dashboards Select Refresh

Copy Table to Clipboard

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 4

PSA Reports

To make running of the reports easy the OCF has configured and customized the following PSA reports so you will not have to enter any parameters:

YTD Donor Report – Summary by donor of pledges and payments with address. YTD LYBUNT Report – “Last Year But Unfortunately Not This” year summary donor report with addresses and phone #’s for donors who gave last year but have not yet made a gift this year. YTD Trend Report – Summary over the last few years of gifts by year given. Note - Printing the reports: The PSA system runs on a “Hosted” environment and the printing of the reports is a little different. In short the reports will be sent to the “Hosted” printer to be generated and then will be linked to your “Local” printer” for final printing. You may notice a few second delay in printing to your “Local” printer, if you experience a long delay please contact the OCF team. Note – Exporting to Excel: If you want to work with the data from the reports you have the ability to “export” the report to your PC. Because the PSA system runs on a “Hosted” environment the ability to export to Excel is a two step process; 1) Export the report to the “Hosted” version of Excel. 2) Open your Excel on your “Local-PC” and Copy from the “Hosted-Excel” and paste to your “Local-Excel”. At this point the data resides on your PC and you can work with it like any other Excel workbook for sorting and merging of letters, etc.

How to Print PSA Reports Select and Double-Click the report from the Home screen to view the report.

YTD Reports

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 5

The message box appears letting you know the report is being prepared. To print the report select the printer icon in the upper left corner.

The message box to select a printer appears, press “Print” to send report to your “Local” configured printer.

Select Printer icon to Print

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 6

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 7

Exporting the PSA Reports To export the report to Excel you must first export to the “Hosted” version of Excel before being sent to your PC. Once you have exported to Excel on the “Hosted” environment you simply copy the entire workbook and paste it to your local copy of Excel. At this point you can treat the report like any other spreadsheet on your system.

Select the “Export” icon in the upper left corner. Then select the format “Microsoft Excel 97-2000 – Data only (XLS). Select “OK” to continue.

Select Export to save file

Hosted Environment

Your Local (Parish) Environment

Select your Report Export your Report to Excel Copy Excel workbook

Past to your Excel workbook

4

1 2 3

Hosted Environment

Your Local (Parish) Environment

Select your Report Export your Report to Excel Copy Excel workbook

Past to your Excel workbook

4

1 2 3

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 8

Select the Destination “Application” This will export the data to the Excel application on the “Hosted” Environment. Select “OK” to continue. Select Excel Format “Typical: Data is reported with default options applied.” Select “OK” to continue.

Select Typical SSelect Typical

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 9

Select the entire sheet and select copy. Open your PC local version of Excel for the report to be copied to.

Select entire sheet then copy Once you have opened your PC local version of Excel select paste and the entire report will

be available for you to work with. You can now close out of the other applications. Paste to your workbook

O C F D A S H B O A R D A N D P S A R E P O R T S U S E R G U I D E

OCF Services 10

FAQs:

1) What if I do not see a gift that I just put into a batch? a. The information on the dashboards reflect all of the gifts that were

“Committed” into the system. Until a gift is committed from batch by the OCF the gift will not show up in the Summary or Detail Dashboards.

2) Why can’t I save directly to my PC?

a. Because of the Hosted environment you need to copy your data to your local PC.

3) Why does it take so long to generate the report?

a. Each Parish has its own set of date and the system if filtering only those records that belong to your Parish. The normal run time is 2 to 5 minutes.

4) Why can’t I see the grey navigation bar on the right of the screen?

a. The Dashboard view has been expanded, if you need to return to the previous screen just click the return arrow at the top.