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1-Stakeholder Output Reporting

This article provides step-by-step instructions on establishing an impact measurement and management process from framework creation, data collection to dashboards

Impact management process on Impact Cloud consists of the following steps

  1. Developing your Impact Framework through the Theory of Change application

Think of this as the first step toward measuring and managing your impact. In this step, you are going to think of the change you wish to bring about through your programs and think about the indicators and metrics to help you track that change and ultimately to measure and manage your impact.

  2. Creating your portfolio of projects/investments and aligning them with the Impact framework (from step 1)

Impact cloud lets you manage your data, for the metrics and indicators from step 1, in the simplest way possible. In this step, we align the Impact framework from step 1 with the investments/programs that you may be managing.

We do two things in this step,

  • Create Investments/Projects/Programs
  • Assign metrics/indicators created in step 1 to the investments/projects/programs

 3. Collecting data on the metrics and indicators for specific projects/investments

In this step, we explore different possibilities to collect data on the metrics/indicators.

The following steps are involved

  • Import raw data into Investments/projects (This is the stakeholder data that is collected by the investment or by you)
  • Compute metric result using the raw data collected
  • View the results in Investment/Project/Program data view screen

 4. Data analysis on the collected data and creating dashboards that can be kept track of and shared with funders and donors

Visualizing the metric and the raw data, performing analysis and sharing the results with Funders, donors, your team and anyone else.

Creating an Impact Framework

 

1. To create your Impact Framework, navigate to the "Theory of Change" application, after you log in to Impact Cloud, from the menu below (You will just have one option - "for Impact Maker", shown in the snapshot below)

2. There are two options to create your Theory of Change,

  • Create a ToC manually, by clicking on “NEW TOC” or
  • Use one of our standardized public ToCs to get started quickly
3. We will go with the second option for this exercise, so, in the textbox that reads “Select Template”, right above the button, type “Scholarship”.

The textbox should now autosuggest the ToC (“Scholarship Program”, as shown below). Select the ToC.

4. You should see the below screen. This screen lets you have a quick preview of the standardized public ToC. You can have a look at the indicators and metrics.


5. Click on “CHOOSE THIS TOC”, on the top right corner (Shown in the above screenshot)

6. Name this TOC, the name can be anything of your choice - Click on "SAVE"

7. If everything went well, you should see the TOC on the left bar (as shown in the screenshot below)

Congratulations, you created your TOC on Impact cloud. Of course, the indicators and metrics would have to change for your specific programs and projects. The purpose of this exercise is to make you comfortable with the end to end process so you are able to drive the platform, on your own, for your projects/investments/programs.

Creating Investments/Projects/Programs and aligning Impact Framework

In this step, we are going to create a project and align the impact framework you created in the previous section

1. If you are continuing from the above step, open the menu on your left by clicking on the hamburger icon on the top left corner of your screen (The below opens up)

2. Click on the 4th menu item from the top "Impact Maker" (The below screen displays). It may be empty in your case, depending on whether you have created a project or not

3. Let us now create the first project, click on “ADD NEW” (This is right on the top highlighted in Violet color), you should see the following popup after the click

4. The Project Name is mandatory and all the other fields are optional, so let us type in a name for our Project “Scholarship Program” and click on “SAVE”. You should see the below screen

5. The above screen lets you create a table and import data, but before we do that, let us assign the ToC we created(From the previous section in Impact Strategy) to the project so that we can set up the project properly to keep track of the indicators to measure and manage Impact.

6. So from the left menu,  Click on “Impact Maker” (You land on the project overview page as shown below) - click on "ASSIGN METRICS" from the top right corner

7. You will be taken to the following screen after the click (You probably will have only one TOC)

8. Click on the appropriate TOC (You should be able to see the TOC that we chose “SCHOLARSHIP PROGRAM ANNUALLY“, the term “ANNUALLY” is added by the system to tell the user that the data for these metrics will be collected annually (You can also set up the indicators to collected data semi-annually, quarterly or even monthly)

 

9. If you observe the screen carefully, on the left you see all the metrics that we saw in the ToC selection process and on the right is displayed the name of the project “SCHOLARSHIP PROGRAM” - the checkboxes let you assign indicators to the project which helps us keep track of the indicator for a given project.

10. Click on the topmost “Checkbox” that actually selects all the checkboxes (Basically we are assigning all the indicators to the project we just created in steps 4 through 8) - Hit the SAVE button on the bottom or the top (Displayed in the screenshot below)

11. Click on the 4th menu item from the top "Impact Maker" (The below screen displays). It will take you to the Overview screen

12. Click on the project that was created, in this case, we click on "Impact Cloud quick start project"

13. Now, when you click on "Metrics and Results" from the left menu, you should be seeing the below screen (The ToC we just assigned to the project shows up in the screen)

You have now completed step 2 which is aligning your Impact framework with a project. In the next section, we are going to see how to bring in data for the project.

Data collection - Metrics and Raw data

 

1. Click on the project from the Project Overview Screen, the one that we created in the previous step.

2. Let us now bring in some data for the Project. Download the following excel sheet which has data from the survey. This excel has information on the students that received scholarships, their gender information, drop-out status and a couple of more fields.

Download link

3. In this step, we import the data in the excel sheet on to our Project, Click on “Raw Data” (Shown in the screenshot below)

4. The first step to importing data is to create a Table that is going to hold the data in the excel sheet. So, Click on “Create a New Table to Add Data” (Shown in the screenshot above) - you should see the following popup - Just name the table “Scholarship Data”, click on the Project from the list displayed and click on “SAVE”

5. If everything was done right until step 21, you should be seeing the below screen (which shows the table just created),

6. To import data, click on the following icon from the bar below

7. You would see the following screen, (Drag and drop the excel file you downloaded from the previous step or click and browse for the downloaded file)

8. You would see the following screen after the file gets uploaded,

9. Click on “Next, Map Your Fields” (Bottom right of the screen) - In this screen we are supposed to look at each of the fields and make sure that the format recognized by our system is right and is what the user wants (Our system does the heavy lifting, the user just needs to confirm if thats what he/she wants)

For example, “Country” is a single select field, which means every student belongs to a country

In this case, it helps to know the data that is being imported in the excel sheet

10. The file used for this exercise needs no modification in the above screen, all fields are mapped correctly by our system, so, go ahead and click on “Next” (Bottom right of the screen)

11. The next screen is a final preview of the fields being imported from the excel sheet, Let us click on “Next” (Bottom right of the screen)

12. In the next screen, the user just acknowledges that he/she is allowed to access the data that is being imported on our system - click on the checkbox, type in your initials and click “Finish Import”

13. Depending upon the size of the file, the system takes anywhere between 1 and 5 minutes to import the data. Let us grab a coffee and get back in 3 to 5 minutes. Once completed the status is displayed as “Completed” (In the second screenshot)

14. Let us now click on the view data icon from the following bar in the Import status screen

15. You would see the below screen with the data that was just imported…

It’s time to connect the indicators(From the Scholarship TOC) and the imported data through formulas...

16. Click on the “Metrics and Results”  from the left sidebar (shown in the above screenshot), you will be able to see the below screen

17. Now, let’s calculate the value for the first metric displayed “No of women who received scholarships” - Click on the pencil icon to the left of the metric (Shown in the above screenshot) - you’d get the below popup - Choose "Formula Aggregation" as the format

Follow the steps to configure the formula

    • Click on the "Pencil" icon right beside the "FORMULA_1" as shown in the screenshot above
    • select the table, if you followed the document, you would’ve named it “Scholarship Data” 
    • Select operation, in this case we want to count so select “Count” as shown above
    • Then, select the filed which is going to have the data for whether a person was awarded with the scholarship or not, in this case it is “Scholarship Awarded”

Next, we add conditions to calculate "Now of women who received the scholarship"

  • Click on the + icon on the right-hand side of "Conditions"
  • Select "Gender" in the fields for conditions and operation should be "=", select "Female" in the Fields drop-down -> Click on "Add conditions to Preview"
  • We need to add another condition, again repeat the step 1 (from above)
  • Select "Scholarship Awarded" in the Fields for condition and operation should be "=", select "Yes" in the Fields drop-down -> Click on "And" and then Click on "Add conditions to Preview"
  • Click on "Save Formula"
  • From the Formula Aggregation drop-down select Formula_1 (It appears as shown below in the screenshot)
  • Click "SAVE" at the bottom of the screen

18. We just computed the value, to see the value, click on the “3 dots” to the right of the TOC (Shown below in the screenshot)

19. Select 2018 and clicks on “Go”

20. You would see the below screen with value 

21. Click on “BACK TO VIEW” (Shown in the screenshot above) and you’d be able to see the same value in the data view screen

22. When there is new data, the “Data View” screen above will automatically reflect the new data without any manual intervention.

Congratulation, we’ve come a long way! The formula configuration allows a lot of options to compute a variety of things. We move onto visualization next.

Data Analytics and Visualisation

1. Let us visualize the data that we imported in the previous section, click on the “Home” button, on the Home screen click on “Impact Insights” (Shown in the screenshot below)

2. You would see the below screen after clicking on “Impact Insights” - It lands on the dashboard by default (We don’t have any yet)

3. Let us create a dashboard to save our visualizations later in that particular dashboard - click on “Create Dashboard” - you would see the below popup

4. Give it a name - it is upto you - we named it “Default Dashboard”

5. Let us now click on Project Insights (Shown in the screenshot below)

6. From the drop-down, let us select the project we created previously “Scholarship Program”

7. A side menu opens up (Shown in the screenshot below)

8. Select the table “Scholarship Data” (Shown in the screenshot)

9. Select the table “Scholarship Data” - it opens up a few more options (Shown below in the screenshot)

10. We will bring up the simplest visualization - “How many men and women in the data set” - so the visualization would look like the screenshot below

      1. Select “Gender” on the X-axis
      2. Select “Count Options”
      3. Click on “Create Insights” - You should be able to see the visualization!


11. Click on the “Download” icon on the right top of the visualization as shown in the screenshot

12. Click on “Save to Dashboard”  - you’d see a popup as shown below - name your visualization and click on “Save”

13. Click on “Dashboard” and you’d be able to see the visualization

Congratulations, You have now seen the whole impact management journey from Impact Framework to Dashboards. There are many more visualization/formula/data aggregation and export options. The purpose of this tutorial was just to get your feet wet.