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How to Configure Your Apricot
Database: 10 Ideas
Hi, I’m Jeff
© 2017 Sidekick Solutions LLC2
Apricot Software Consultant
jeff@sidekicksolutionsllc.com
© 2017 Sidekick Solutions LLC3
Agenda
•  Ten configuration use cases and ideas
•  How to take next steps for implementation
•  Key takeaways and questions
© 2017 Sidekick Solutions LLC4
Why Apricot?
© 2017 Sidekick Solutions LLC5
Customizable nonprofit database software for tracking
and reporting on your nonprofit’s many data sets.
ü  Clients
ü  Volunteers
ü  Partners
ü  Programs
ü  Services
ü  Outcomes
ü  Referrals
ü  and more…
Questions you may be asking…
•  Which of Apricot’s potential applications are the best fit?
•  How are other organizations using Apricot?
•  What is must-have in our Apricot database?
•  How do we get the most from our Apricot system?
© 2017 Sidekick Solutions LLC6
Benefits of “good” Apricot database design
•  Streamlined workflow and user experience
•  Sufficient linking between unassociated forms (correlation)
•  Data is reportable using standard features
© 2017 Sidekick Solutions LLC7
Configuration Ideas
1.  Profiles and demographics
2.  Households and individuals
3.  Program enrollments
4.  Case plans, goals, and notes
5.  Assessments, scales and scoring
© 2017 Sidekick Solutions LLC8
Configuration Ideas (cont.)
6.  Releases and approvals
7.  Referrals and community partners
8.  Classes, workshops, and attendance
9.  Surveys and feedback
10. Volunteer management
© 2017 Sidekick Solutions LLC9
1. Profiles and demographics
•  Validate data entry (option fields)
•  Demographics by %
•  In-form calculations
© 2017 Sidekick Solutions LLC10
CLIENT PROFILE
q Name/identifiers
q Contact information
q Demographics
q Entity details
q Status (in some cases)
o  Age at intake
o  Total income by types
o  Household members
o  Eligibility scoring
2. Households and individuals
•  Report by client or household
•  Unique demographics by entity
•  Identify household roles
© 2017 Sidekick Solutions LLC11
3. Program Enrollments
•  Active program rosters
•  Participation in date range
•  Status at enrollment
•  Correlate activities and services
© 2017 Sidekick Solutions LLC12
4. Case plans, goals, and notes
•  Qualitative narratives
•  Goal status and progress
•  Case notes history
•  Service plan summary report
© 2017 Sidekick Solutions LLC13
5. Assessments, scales, and scoring
•  Masked values: 1 – n
•  Record creation date *
•  Comparison reporting (aliases)
© 2017 Sidekick Solutions LLC14
6. Releases and approvals
•  Attach doc field
•  Signature field
•  Workflow reports
© 2017 Sidekick Solutions LLC15
7. Referrals and community partners
•  Outgoing (email trigger)
•  Incoming (web form)
•  Linked partner profiles
•  Auto-populate fields
© 2017 Sidekick Solutions LLC16
8. Classes, workshops, and attendance
Data Entry Options:
1.  Single record creation
2.  Batch record creation
3.  Registration grid
© 2017 Sidekick Solutions LLC17
9. Surveys and feedback
•  Qualitative or quantitative
•  Anonymous or identified
•  Response analytics
© 2017 Sidekick Solutions LLC18
10. Volunteer management
•  Volunteer profiles
•  Trainings and certs
•  Activity tracking
•  Association to event or project
© 2017 Sidekick Solutions LLC19
Next steps for implementation
1.  Gather requirements
2.  Draft a blueprint
3.  Build a sample or demo
© 2017 Sidekick Solutions LLC20
Discovery processes
1.  Workflow review
2.  Report requirements
3.  User feedback
Key Takeaways
•  Can Apricot track and report on “xyz”? ... most likely
•  Start with ideas and use cases
•  Build Apricot to match your workflow
© 2017 Sidekick Solutions LLC21
© 2017 Sidekick Solutions LLC22
•  Implementation
•  Reporting
•  Consulting
•  Data Migration
•  Form Design
•  User Permissions
•  Database Audit/Cleanup
Our Services
www.sidekicksolutionsllc.com
Questions?
© 2017 Sidekick Solutions LLC23

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How to Configure Your Apricot Database: 10 Ideas

  • 1. How to Configure Your Apricot Database: 10 Ideas
  • 2. Hi, I’m Jeff © 2017 Sidekick Solutions LLC2 Apricot Software Consultant jeff@sidekicksolutionsllc.com
  • 3. © 2017 Sidekick Solutions LLC3
  • 4. Agenda •  Ten configuration use cases and ideas •  How to take next steps for implementation •  Key takeaways and questions © 2017 Sidekick Solutions LLC4
  • 5. Why Apricot? © 2017 Sidekick Solutions LLC5 Customizable nonprofit database software for tracking and reporting on your nonprofit’s many data sets. ü  Clients ü  Volunteers ü  Partners ü  Programs ü  Services ü  Outcomes ü  Referrals ü  and more…
  • 6. Questions you may be asking… •  Which of Apricot’s potential applications are the best fit? •  How are other organizations using Apricot? •  What is must-have in our Apricot database? •  How do we get the most from our Apricot system? © 2017 Sidekick Solutions LLC6
  • 7. Benefits of “good” Apricot database design •  Streamlined workflow and user experience •  Sufficient linking between unassociated forms (correlation) •  Data is reportable using standard features © 2017 Sidekick Solutions LLC7
  • 8. Configuration Ideas 1.  Profiles and demographics 2.  Households and individuals 3.  Program enrollments 4.  Case plans, goals, and notes 5.  Assessments, scales and scoring © 2017 Sidekick Solutions LLC8
  • 9. Configuration Ideas (cont.) 6.  Releases and approvals 7.  Referrals and community partners 8.  Classes, workshops, and attendance 9.  Surveys and feedback 10. Volunteer management © 2017 Sidekick Solutions LLC9
  • 10. 1. Profiles and demographics •  Validate data entry (option fields) •  Demographics by % •  In-form calculations © 2017 Sidekick Solutions LLC10 CLIENT PROFILE q Name/identifiers q Contact information q Demographics q Entity details q Status (in some cases) o  Age at intake o  Total income by types o  Household members o  Eligibility scoring
  • 11. 2. Households and individuals •  Report by client or household •  Unique demographics by entity •  Identify household roles © 2017 Sidekick Solutions LLC11
  • 12. 3. Program Enrollments •  Active program rosters •  Participation in date range •  Status at enrollment •  Correlate activities and services © 2017 Sidekick Solutions LLC12
  • 13. 4. Case plans, goals, and notes •  Qualitative narratives •  Goal status and progress •  Case notes history •  Service plan summary report © 2017 Sidekick Solutions LLC13
  • 14. 5. Assessments, scales, and scoring •  Masked values: 1 – n •  Record creation date * •  Comparison reporting (aliases) © 2017 Sidekick Solutions LLC14
  • 15. 6. Releases and approvals •  Attach doc field •  Signature field •  Workflow reports © 2017 Sidekick Solutions LLC15
  • 16. 7. Referrals and community partners •  Outgoing (email trigger) •  Incoming (web form) •  Linked partner profiles •  Auto-populate fields © 2017 Sidekick Solutions LLC16
  • 17. 8. Classes, workshops, and attendance Data Entry Options: 1.  Single record creation 2.  Batch record creation 3.  Registration grid © 2017 Sidekick Solutions LLC17
  • 18. 9. Surveys and feedback •  Qualitative or quantitative •  Anonymous or identified •  Response analytics © 2017 Sidekick Solutions LLC18
  • 19. 10. Volunteer management •  Volunteer profiles •  Trainings and certs •  Activity tracking •  Association to event or project © 2017 Sidekick Solutions LLC19
  • 20. Next steps for implementation 1.  Gather requirements 2.  Draft a blueprint 3.  Build a sample or demo © 2017 Sidekick Solutions LLC20 Discovery processes 1.  Workflow review 2.  Report requirements 3.  User feedback
  • 21. Key Takeaways •  Can Apricot track and report on “xyz”? ... most likely •  Start with ideas and use cases •  Build Apricot to match your workflow © 2017 Sidekick Solutions LLC21
  • 22. © 2017 Sidekick Solutions LLC22 •  Implementation •  Reporting •  Consulting •  Data Migration •  Form Design •  User Permissions •  Database Audit/Cleanup Our Services www.sidekicksolutionsllc.com
  • 23. Questions? © 2017 Sidekick Solutions LLC23