Reports & Dashboards - Matchforce Guide

Everyone in Matchforce has access to Reports & Dashboards, which means you have the flexibility to utilize these tools to manage day-to-day processes as well as analyze data.

As you begin working with Reports & Dashboards, here are a few helpful hints.

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Salesforce Resources
Dashboards Overview
Program Dashboards Descriptions
Reports Overview
National and Local Reports
Moving Forward with Data
Finding & Utilizing Data
Report Type Suggestions

Salesforce Resources

Salesforce has multiple resources to help you better understand how to utilize Reports & Dashboards.

Below are a few links that may be helpful as you get started:

Reports & Dashboards Trailhead

Adding Filters to Reports

Filter Logic in Reports

Date Filter Reference Guide

You may find as you examine reports connected to dashboards that you want to add and edit report fields. At the same time, many agencies will create brand new reports with corresponding dashboards knowing that Matchforce creates a great deal of flexibility within reporting.

When opening reports, it may not always be clear how data is filtered. Examine the filters that have been placed on the reports to better understand what type of data is populated within the report you’re viewing.

When saving reports and dashboards, always save to a folder that you have created and not to the broader folder in Matchforce, so that only your agency sees your list of reports and dashboards.

Dashboards Overview

Things to Know About Dashboards

All Matchforce users have access to dashboards and the accompanying reports.

Every dashboard is created from data in an existing report. The dashboard component is simply a visual representation of a specific report data point. By clicking onat the bottom of each component, you will be directed to the report.

You may create your own dashboards and save them to agency folders for internal agency use.

When dashboards are opened, data may need to be refreshed. At the top of each dashboard, you’ll see the last time the data was refreshed. The more columns and data points exist in the report the dashboard is connected to, the longer the refresh period will be. Keep this in mind as you create your own dashboards.

Clicking will open the dashboard to a larger view and will allow you to scroll through all components on the dashboard.

Clicking allows you to download the image for your own use.

Clicking allows you to post the visual component in chatter.

Accessing the Basic BBBSA Dashboards

To better understand what is captured within these components:

Navigate to the Dashboards tab.
On the left-hand side of the page, click all folders.
Click on the Program Dashboards folder. (The list below contains each current BBBSA created dashboard – “Created by” for these dashboards equals ‘Traction Admin.’)
Open each dashboard and review what’s contained within it.
Next, open the corresponding report to see more detailed data the dashboard is pulled from.

Program Dashboard Descriptions

Activity Management Dashboard

This dashboard allows you to see specific productivity data tied to record types across the system as well as activities in general. This dashboard’s components are as follows:

Activities Completed This Month by User
Contact History Report Last 30 Days
Enrollment Activity Report Last 30 Days
Match History Report Last 30 Days

Contact Demographics Dashboard

Specific demographic data for all contact types is displayed within this dashboard. Filters are available by Contact Record Type and Enrollment Stage. This dashboard’s components are as follows:

Gender
Zip Code
Race
Nationality
Sexual Orientation
Household Income
Subsidized Lunch
Household Members

Data Quality | Enrollments

Data Quality Dashboards are provided to allow you to track specific data points that may not be required fields in the system but are critical data points. The expectation is that these components reflect a 0 value, which indicates the fields were not saved as blank or empty across records. Records in the Ready for Review and RTBM Stage are examined. Note that this dashboard may be filtered by Stage as well as Enrollment Record Type. Components are listed below.

References ‘Completed by’ Blank
Prior BBBS Involvement Blank
Assessment ‘Completed by’ Blank
Interviewer Blank
Driver’s License Blank
Employer Blank
Sexual Orientation Blank
Relationship Status Blank
Email Blank
Address Blank
Graduation Year Blank
Mobile Phone Blank
Gender Blank
SSN Blank

Data Quality | Matches

Data Quality Dashboards are provided to allow you to track specific data points that may not be required fields in the system but are critical data points. The expectation is that these components reflect a 0 value, which indicates the fields were not saved as blank or empty across records. Records in Active matches are examined. Note that this dashboard may be filtered by Stage as well as Enrollment Record Type. Components are listed below.

Employer / School Blank
Sexual Orientation Blank
Relationship Status Blank
Mailing Address Blank
Email Address Blank
Mobile Number Blank
Race / Ethnicity Blank
Graduation Year Blank
Gender Blank
SSN Blank
Scheduled MSCs for Closed Matches
Birthdate Blank

Enrollment Management Dashboard

This dashboard contains specific data points that staff may utilize to monitor and review enrollment processes. The dashboard may be filtered by Contact Record Type as well as Gender. Individual components are listed below.

Enrollments by Stage
Enrollments by Owner
RTBM by Program Name
Littles RTBM
New Matches YTD
Average Days Waiting to be Matched
YTD
New Contacts YTD
Orientations Completed YTD
Assessments Completed YTD
Ready to be Matched YTD
Pre-Match Training Complete YTD

Match Management Dashboard

This dashboard contains specific data points that staff may utilize to monitor and review match processes. Individual components are listed below.

Matches Open Jan 1
New Matches YTD
Pending Closure Matches
Children Served YTD
Matches Overdue for Match Support
Not Approved Matched YTD
Active Matches by MSS
Active Matches by Program
Active Matches by Status

Match Closure Management Dashboard

This dashboard contains specific data points that staff may utilize to monitor and review match closure data. Filters for Program Type and Little Gender are available. Individual components are listed below.

Closed Matches YTD
Closed Matches by Month AML YTD
Closed Matches YTD by Site
Closed Matches by MSS YTD
Child Safety Closures YTD
Closure Meeting YTD
Littles Re-Engaged YTD
Bigs Re-Engaged YTD
Closed Matches YTD by Status
Closed Matches YTD By Big Age
Closed Matches YTD by Reason
Closed Matches YTD by Program Type

Match Support Dashboard

This dashboard contains specific data points that staff may utilize to monitor and review match support processes. Individual components are listed below.

Completed MSCs – On-Time Rate YTD
Matches Overdue for Match Support
Completed MSCs by Contact Method
Matches Overdue for Match Support (# of contacts)
Number of Overdue MSC Dates
Completed MSCs – On-Time Rate YTD by MSS
Matches Overdue for Match Support by MSS
% of Matches Overdue for Support
Scheduled Late MSCs by Owner
Average Meetups by Duration
Average Time Spent together by Duration
Completed MSCs – Rate by Duration

National | Average Match Length Management

Average Match Length (AML) Metrics across the Network are displayed in the components; however, when view reports is selected, your agency data is displayed. To create an agency-specific dashboard with this data, click save as and save the dashboard to a folder connected to your agency. Individual components listed below.

SB AML YTD
SBF AML YTD
CB AML YTD
SB+ AML YTD
SB Open AML
SBF Open AML
CB Open AML
SB+ Open AML
Matches Closed this Month by Duration
Matches Closed YTD by Duration

National | Enrollment Satisfaction Survey – Bigs and Guardians

Each question in the Enrollment Satisfaction Survey (ESS) data from across the network is displayed here with gauges indicating average responses; however, when view reports is selected, your agency data is displayed. To create an agency-specific dashboard with this data, click Save As and save the dashboard to a folder connected to your agency.

National | Match Satisfaction Surveys – Bigs & Guardians

National | Strength of Relationship | Bigs

Each question in the Strength of Relationship (SoR) data for Bigs across the network is displayed here with gauges indicating average responses; however, when view reports is selected, your agency data is displayed. You may filter this report by SoR type as well as program type. To create an agency-specific dashboard with this data, click Save As and save the dashboard to a folder connected to your agency.

National | Strength of Relationship | Littles

Each question in the Strength of Relationship (SoR) data for Littles across the network is displayed here with gauges indicating average responses; however, when view reports is selected, your agency data is displayed. You may filter this report by SoR type as well as program type. To create an agency-specific dashboard with this data, click Save As and save the dashboard to a folder connected to your agency.

National | Survey Completion Dashboard

Survey Completion data is tracked within this dashboard. To create an agency-specific dashboard with this data, click save as and save the dashboard to a folder connected to your agency. The following components make up this dashboard:

Expiring Match Surveys in Next Week
% Surveys Completed YTD
Surveys Not Completed by Reason
YOS Completion Rate YTD
RPI Completion Rate YTD

QA Management Dashboard

This dashboard provides agencies with data related to Quality Assurance (QA) reviews (spot-check or scored) that have been completed over the course of the year.

Scored Enrollment QA Records YTD
Scored Match QA Records YTD
Enrollment QA Score Month by Month YTD
Match QA Score Month by Month YTD
E – QA Average Score
M – QA Average Score
Enrollment QA Complete YTD
Match QA Complete YTD
QA By Reviewer and Type YTD
QA By Type YTD

In addition to average scores for Enrollment and Match element, components are available that reveal whether specific elements are scored as having been addressed during QA reviews.

Reports Overview

Things to Know About Reports

You have been provided with basic reports to help you access the basic data that your agency utilizes. However, the expectation is that all agencies will edit these reports to meet their own needs as well as create brand new reports to pull more specific types of data.

Accessing the Basic BBBSA Reports – to better understand what is captured within the basic reports, navigate to the reports tab – and click all folders on the left-hand side of the page. Next, click on the National & Local Data folder. Six folders are contained within it and contain different types of data that complements the dashboard data listed above.

When saving reports, always save your edited or created reports to a folder that you have created and not the National & Local Data folders in Matchforce so that only your agency sees your list of reports and dashboards.

National and Local Reports Description

Contacts & Demographics Folder

Child Safety Concern – Contact records flagged as child safety are contained within this report. Note this is filtered by my contacts.

Data – All Bigs & Littles currently Active (Enrollment Stage = Open, Ready to be Matched, Matched) are included within this report. Detailed demographic data is included within this report.

Details with Enrollment Stage – All Bigs and Littles currently Active (Enrollment Stage = Ready to be Matched, Pending Match, Matched) with mailing addresses are included in this report.

MSC Reports Folder

Owner with Completion Status – Detailed content related to MSCs completed – grouped by match owner – is available within this report. This will likely be utilized to complement the Match and Match Support Dashboards.

Parent Match Support Contact – All Site-Based parent contacts are tracked within this report in order to populate the SB parent MSC tracking.

National Enrollment Reports

The two reports listed below contain data tied to all RTBM participants in your agency at the current time. Each report is connected directly to the matching symbol under Littles Ready to Be Matched or Bigs Ready to Be Matched on applications. You may access these reports through that link or directly from this folder.

Matching – Littles RTBM
Matching – Bigs RTBM

National Match Reports

The four reports below will serve as a complement to several dashboards listed above. Each report provides a more detailed look into matches and information related to those matches.

Matches – Surveys Due
Matches – Active by Program Name
Matches – Served Current Year
Match History Detail

National Grant Reports

The four reports below provide agencies with data connected to affiliate grants. Each report will likely need to be modified to meet the specific needs of each agency.

Grants with Matches Report
Last Month TCS – JJ8
Last month – All Matches
Last Month – MYIO

Program Reports

Non 1:1 Program Participation – This report provides summary level information about non-1:1 mentoring programs.

QA Reports

Enrollment Completion – Enrollments with completed QA reviews from the current quarter are listed within this report.

Enrollments Made RTBM – Any enrollment made RTBM within the last 30 days is included here and reveals whether or not a QA review was completed on that enrollment. Agencies will likely use this report to help determine which enrollments to review.

Match Reviews – Any currently active match is included within this report. Data reveals whether or not a QA review was completed on that match. Agencies will likely use this report to help determine which matches to review.

Moving Forward with Data

As you start moving forward and consider data you may want to review regularly, here are a couple of quick ideas.

Want to understand how your staff is doing with Match Support? Look at your Match Support Dashboards.

For overall numbers, examine these two dashboards combined. One tells you how the team did on their completed MSCs and the other tells you how many matches still have overdue contacts within them.

Completed MSCs – On-Time Rate YTD (On-Time % should be high)
Matches Overdue for Match Support (This number should be low)

Remember: These numbers are consistently changing and are able to be reviewed on a moment-by-moment basis.

Want to know your children served for 2019 or how many matches you’ve made? Take a look at your Match Management Dashboard. You’ll find active match numbers here broken down in several categories.

Want to get a quick snapshot of your early closures? Open the National-Average Match Length dashboard and look at closures by duration.

Need to know more? Open the report connected to the component to see why those matches closed early.

Prepping for QA Reviews? Open your QA Reports folder to see the enrollments and matches that you’ve already QA’ed to help you get a sense of where you need to start.

Need to see your demographic data about Bigs and Littles or a report that tells you about the matches you’ve served this year? Navigate to your Contacts & Demographics Report Folder to see Contact data or to the National Match Reports folder to see Matches – Served Current Year.

Remember: You can add, remove, or rearrange columns in any report based on what you need.

Finding & Utilizing Data

Key Points For Consideration

Reports will not look or act exactly like AIM reports. Within Matchforce, you’ll find that multiple report types and dashboards will often provide data that’s tied to similar data points allowing you to determine which reports are most helpful to you.

BBBSA and the Network will continue to have conversations about what metrics are most significant to track within Matchforce.

If you haven’t already done so, review the resources listed above and in the WalkMe app related to Reports & Dashboards.

ALWAYS SAVE YOUR REPORTS AND DASHBOARDS IN YOUR AGENCY’S PRIVATE FOLDERS.

Before beginning to pull and save reports or dashboards, be sure your Agency Administrator has shared agency-specific folders with you so that you are able to save your Reports & Dashboards to those specific folders and not public folders. (See the WalkMe menu for a walkthrough displaying how to create those folders.)

Remember, BBBSA has provided a sample of reports in the National & Local Data and Program Dashboards folders. However, by clicking you have the freedom to create other reports you may need.

Every report you pull may be edited and saved to meet your specific needs. You are not limited to the content you see in the basic report template. Add columns. Add filters. Group data in a way that is most helpful to you. Do what works best for you. You’re not limited!

Whether you open a dashboard component and click on under the data, or you utilize a report in the National & Local Data folder, every report is created from a report type existing when you click .

For example, the Enrollments with Stage dashboard component was created from the Contacts with Enrollments report type and named Open Enrollments by Stage in the reports folder. As you get more comfortable with these data points, you’ll become more and more comfortable with these report types.

When you click on and select a report type, pay attention to the With and With or Without language. This significantly impacts what data will be pulled into the report. For example, if Matches with YODPs is selected – only matches that have YODP records attached will be pulled into the report. If Matches with or without YODPs is selected, all matches whether they do or don’t have YOPDs will be pulled into the report.

Report suggestions below will not reference the specific Reports & Dashboards already created by BBBSA / Traction and will only reference the specific report types in the area.

Always review Filters when opening reports and remove/modify any that aren’t helpful. Once the report is saved to your folder, your newly set filters will be solidified.

Report Type Suggestions

Please keep in mind that options listed below are a small sample of the reports that you have access to in Matchforce.

Participant (Big, Little, Parent/Guardian) Details

Scenario: Your agency wants to pull reports that give you specific demographic, enrollment, and contact information. You may want to use this data to:

Identify the number of participants in stages
Better understand the make-up of your volunteers and/or children
See contact information for participants across all stages
Parent/Guardian & Little Household Data
Review time taken to complete process steps