Whether you are evaluating Apricot software for purchase, are a new user about to start implementation, or are an existing user with an existing system, designing and managing an Apricot database takes a dose of creativity, and it helps to have a few ideas and use cases as examples. To help you get started, let’s explore ten ways to configure Social Solutions Apricot software. Check out this SlideShare to learn how to operate programs, deliver services, engage with constituents, and generate reports in Apricot. Learn how other organizations are using Apricot and apply the concepts in your database. Watch the recorded webinar: https://youtu.be/TgWy9UVtD38 Sidekick Solutions is an independent software consulting firm, specializing in Apricot software. We help new and existing Apricot users set up, streamline, and make the most of Apricot software with a range of professional services for implementation, reporting, consulting, data migration, and database audit/cleanup. We make Apricot easier to use and more capable for our clients, yielding higher return on investment in their Apricot software license.

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
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5. Why Apricot?
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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?
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7. Benefits of “good” Apricot database design
• Streamlined workflow and user experience
• Sufficient linking between unassociated forms (correlation)
• Data is reportable using standard features
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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
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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
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10. 1. Profiles and demographics
• Validate data entry (option fields)
• Demographics by %
• In-form calculations
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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
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12. 3. Program Enrollments
• Active program rosters
• Participation in date range
• Status at enrollment
• Correlate activities and services
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13. 4. Case plans, goals, and notes
• Qualitative narratives
• Goal status and progress
• Case notes history
• Service plan summary report
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14. 5. Assessments, scales, and scoring
• Masked values: 1 – n
• Record creation date *
• Comparison reporting (aliases)
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15. 6. Releases and approvals
• Attach doc field
• Signature field
• Workflow reports
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16. 7. Referrals and community partners
• Outgoing (email trigger)
• Incoming (web form)
• Linked partner profiles
• Auto-populate fields
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17. 8. Classes, workshops, and attendance
Data Entry Options:
1. Single record creation
2. Batch record creation
3. Registration grid
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18. 9. Surveys and feedback
• Qualitative or quantitative
• Anonymous or identified
• Response analytics
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19. 10. Volunteer management
• Volunteer profiles
• Trainings and certs
• Activity tracking
• Association to event or project
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20. Next steps for implementation
1. Gather requirements
2. Draft a blueprint
3. Build a sample or demo
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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
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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