Case Reports

The ‘Case Contact Demographics’ report in Reports module of Retention CRM provides Chambers of Commerce, Nonprofits and Associations with a breakdown of their database contacts associated with cases. This report also includes custom contact fields you’ve defined.

General Functionality of ‘Case Contact Demographics’ report

Fields:

• Contact Name: Name of the contact person.
• Case ID: Unique identifier assigned to a case.
• Gender: Gender of the contact (if collected).
• Case Start: Date the case was opened.
• Case End: Date the case was closed (if applicable).

Using ‘Case Contact Demographics’ report in Association Management

In the Context of a Nursing Association:

• Contact Name: Name of the nurse or patient associated with the case.
• Case ID: Unique identifier assigned to a patient’s nursing case.
• Gender: Gender of the patient (if collected).
• Case Start: Date the patient’s nursing care began.
• Case End: Date nursing care ended (if applicable).

Additional Filters:

• Contact Type: Filter by contact type (e.g., Nurse, Patient).
• Cases? Filter to include contacts with or without cases.
• Case Start: Filter by date range when cases were opened.
• Case End: Filter by date range when cases were closed.
• Tag: Filter by tags assigned to cases (e.g., Oncology, Post-Operative).
• Group: Filter by groups assigned to contacts (e.g., Registered Nurses, Physical Therapists).

Hypothetical Scenario:

A nursing association director wants to understand the demographics of patients who received post-surgical care in the last year. They can utilize the ‘Case Contact Demographics’ report with the following filters:

• Contact Type: Patient
• Cases? Yes
• Case Start: July 4, 2023 (one year ago) to today’s date (July 4, 2024)
• Tag: Post-Surgical

This report would generate a breakdown of patients who received post-surgical care within the specified timeframe, including details like their names, genders, and when their care began. This information can be valuable for resource allocation, identifying trends in patient needs, or outreach programs.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association – Analyze Membership Demographics by Age Group

Goal: Understand the age distribution of your association members.

• Filters:
  • Contact Type: Member (or specific membership level)
  • Cases?: No (Focuses on members, not cases)
  • Additional Filters (Optional): Consider using Groups to segment by profession or industry within the association.

Analysis: This report reveals the age breakdown of your members. This helps tailor communication strategies, event planning, and membership benefits to resonate with different age groups.

Chamber of Commerce – Identify Potential Mentorship Program Participants

Goal: Find experienced business professionals for a mentorship program.

• Filters:
  • Contact Type: Member (or specific membership category)
  • Cases?: No (Focuses on members, not cases)
  • Custom Field (if available): Look for a field capturing “Years of experience” or similar.
  • Additional Filters (Optional): Use Groups to target specific industries relevant to the mentorship program.

Analysis: This report identifies members with extensive experience who could be potential mentors. You can then reach out to them for program participation.

Non-Profit – Evaluate Outreach Program Effectiveness by Location

Goal: Assess the geographic reach of your outreach programs.

• Filters:
  • Contact Type: Program Participant (or specific program category)
  • Cases?: Yes (Focuses on contacts involved in outreach programs as cases)
• Additional Filters:
  • Location Fields (e.g., City, Zip Code): Analyze program participation by location.

Analysis: This report shows the locations of participants in your outreach programs. This helps identify areas with high or low participation, allowing you to refine your outreach strategies.

The ‘Case Time Spent’ report in Reports module of Retention CRM helps membership organizations such as Nonprofits, Associations and Chambers of Commerce in tracking time invested in resolving cases and providing support to members, donors, volunteers and other stakeholders. It categorizes this time spent by activity type and the contact associated with the activity.

General Functionality of ‘Case Time Spent’ report

Available Fields:

• Contact Name: The individual the activity is related to.
• Activity Type: The category of the activity, such as phone call, meeting, or email.
• Activity Date: The date the activity occurred.
• Activity ID: A unique identifier assigned to each activity.
• Duration: The amount of time spent on the activity.

Using ‘Case Time Spent’ report in Association Management

Nursing Association Context:

• Contact Name: A registered nurse, potential member, or other contact person.
• Activity Type: Examples in a nursing association might include consultations, mentoring sessions, or continuing education classes.
• Activity Date: The date the activity with the contact took place.
• Activity Subject: A more detailed description of the activity, such as “Career Counseling for John Smith” or “Continuing Education: CPR Certification”.
• Activity Status: Whether the activity is completed, pending, or overdue.

Filters:

• Contact Name: Filter by a specific nurse or contact.
• Cases?: Include or exclude activities associated with cases.
• Activity Date: Specify a date range for the activities.
• Activity Subject: Filter by activity subject keywords.
• Activity Type: Select specific activity types.
• Activity Status: View completed activities or identify pending or overdue tasks.

Scenario:

A nursing association uses the ‘Case Time Spent Report’ to monitor staff time allocation. They filter by ‘Activity Type’ to see how much time nurses spend on mentoring activities (e.g., “Mentoring Session”). This helps them assess the effectiveness of their mentoring program and ensure staff have sufficient time for these activities. They can also use the report to identify trends in contact types (e.g., “Contact Name”) and adjust staffing or resources accordingly. By filtering by ‘Cases?’ they can see how much time is spent on specific cases compared to general member support. This report allows the association to optimize their staff’s time investment and better serve their members.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association – Tracking Volunteer Engagement (Habitat for Humanity)

Scenario: Habitat for Humanity uses the report to assess volunteer engagement on construction projects (cases).

• Filters: Filter by “Cases?” to include only activities related to cases. Then, further filter by specific construction projects (case names) to see how much time volunteers dedicate to each build.
• Analysis: This helps Habitat for Humanity understand where volunteers contribute the most time and identify areas that might need additional support (e.g., skilled labor for specific construction phases). They can also use “Contact Name” and “Activity Type” filters to see which volunteers participate in specific activities (e.g., framing, electrical work) and tailor future volunteer recruitment efforts.

Chamber of Commerce – Identifying Advocacy Efforts (Local Business Chamber)

Scenario: A Local Business Chamber uses the report to track staff time spent on advocacy efforts for specific member businesses (cases).

• Filters: Filter by “Cases?” to include only case-related activities. Then, filter by specific member businesses as cases to see how much staff time is dedicated to their advocacy needs. Additionally, filter by “Activity Type” to focus on advocacy-related activities (e.g., lobbying meetings, testimony preparation).
• Analysis: This allows the Chamber to assess the effectiveness of their advocacy efforts for different member businesses. They can identify businesses requiring more support and adjust their resource allocation accordingly. Additionally, by looking at “Duration” and “Activity Subject” they can see the specific advocacy issues different businesses face.

Nonprofit – Optimizing Grant Programs (Animal Shelter)

Scenario: An Animal Shelter uses the report to analyze staff time spent on grant applications and management (cases).

• Filters: Filter by “Cases?” to include only case-related activities. Then, filter by specific grant applications or ongoing grant programs as cases. Analyze “Activity Type” and “Duration” to see how much time is spent on tasks like grant research, proposal writing, and reporting for each grant.
• Analysis: This helps the Animal Shelter identify areas where the grant application and management process can be streamlined. They can see if specific grants require excessive time investment compared to the awarded amount. This allows them to focus efforts on high-yield grants and potentially outsource some tasks to optimize staff time allocation.

The ‘Case Detail’ report in Reports module of Retention CRM provides Chambers of Commerce, Nonprofits and Associations with a comprehensive breakdown of individual cases within their Retention CRM system. It allows you to search and filter cases based on various criteria to gain insights into the nature and progress of each client interaction.

General Functionality of ‘Case Detail’ report

Fields:

• Client Name: This displays the name of the person or entity associated with the case.
• Subject: This field captures a brief description of the case issue or concern.

Using ‘Case Detail’ report in Association Management

Nursing Association Context:

• Client Name: In a nursing association, this would typically represent the name of the member nurse seeking assistance.
• Subject: This could detail the specific issue the nurse is facing, such as “Workplace Conflict,” “Legal Inquiry,” or “Continuing Education Resources.”

Filter Options:

• Start Date & End Date: Define the timeframe for which you want to view cases.
• Case Status: Filter by the current status of the case, such as “Open,” “Pending,” or “Resolved.”
• Case Type: Specify the category of cases (e.g., “Legal,” “Ethics,” “Advocacy”).
• Deleted?: Include or exclude deleted cases from the report.
• Client Name: Search for cases associated with a specific member nurse.
• Case Role(s): Filter by the role(s) assigned within a case (e.g., “Caseworker,” “Supervisor”).
• Active Role?: Focus on cases where specific roles are currently involved.
• World Region, Country, State/Province: Refine results based on the member nurse’s location.
• Activity type of the last activity & Last Action Date/Completed Date: Identify the most recent action taken on a case and when it occurred (e.g., “Referral Provided,” “Notes Added”).

Nursing Association Scenario:

Let’s say the nursing association wants to analyze cases related to workplace conflict. They can utilize the ‘Case Detail’ report as follows:

1. Set Case Type to “Workplace Conflict.”
2. Choose a relevant date range using Start Date and End Date.
3. Optionally, filter by Client Name to focus on specific nurses.
4. Utilize Case Status to assess the resolution progress of these conflicts (Open, Pending, Resolved).
5. Analyze the Last Action Date and Activity Type to understand the most recent interventions provided to these nurses.

This report empowers the association to identify trends in member concerns, track case resolution rates, and measure the effectiveness of their support services. They can then use this data to improve their support programs, allocate resources effectively, and advocate for better working conditions for member nurses.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Association – Tracking Advocacy Efforts

Scenario: A professional association wants to monitor their advocacy efforts related to a specific legislative bill.

• Use Case:
  • Filter Cases by Case Type: “Advocacy”
  • Further filter by a custom field named “Bill Number” containing the relevant bill’s ID.
  • Utilize Start Date & End Date to track activity during the lobbying period.
  • Analyze Case Details to understand the types of interventions made (e.g., contacting legislators, member outreach).
  • Use Client Name to see which members were involved.
  • This report allows the association to assess the effectiveness of their advocacy campaign and identify areas for improvement.

Chamber of Commerce – Identifying Business Needs

Scenario: A chamber of commerce tracks member requests for resources and programs.

• Use Case:
  • Filter Cases by Case Type: “Member Inquiry”
  • Analyze Subject to identify common themes in member requests (e.g., access to business loans, marketing workshops).
  • Utilize World Region or State/Province to see location-specific needs.
  • This report helps the chamber identify priority areas for future programs and services to better support their members.

Non-Profit – Volunteer Management

Scenario: A non-profit tracks volunteer placements and their effectiveness.

• Use Case:
  • Filter Cases by Case Type: “Volunteer Placement”
  • Utilize Case Details to see the assigned volunteer and the recipient of the service.
  • Analyze Activity Type to track volunteer activities (e.g., training sessions, service delivery).
  • Case Status can help identify placements that require follow-up or closure.
  • This report allows the non-profit to monitor volunteer engagement, assess the impact of placements, and ensure volunteers are well-supported.

The ‘Case Summary’ report in Reports module of Retention CRM provides Nonprofits, Associations and Chambers of Commerce with a high-level overview of their cases within a specified date range. It categorizes cases by status, staff member assigned, case type, and role involved. This allows you to analyze trends and identify areas needing attention.

General Functionality of ‘Case Summary’ Report

General Fields:

• Contact Name: The name of the individual associated with the case.
• Case ID: A unique identifier assigned to the case.
• Case Subject: A brief description of the case.
• Status: The current stage of the case (e.g., Open, Pending, Closed).
• Case Type: The category of the case (e.g., Inquiry, Complaint, Disciplinary).
• Start Date: The date the case was opened.
• End Date: The date the case was closed (if applicable).
• Staff Member: The staff person assigned to the case.
• Relationship: The connection between the contact and the association (e.g., Member, Applicant).

Using ‘Case Summary’ Report in Association Management

Nursing Association Context:

• Contact Name: This would typically be a nurse or healthcare professional seeking assistance.
• Case ID: A unique identifier for the nurse’s case.
• Case Subject: A brief description of the nurse’s case (e.g., License renewal assistance, legal consultation, disciplinary hearing).
• Status: The current stage of the case (e.g., Awaiting documentation, Under review, Closed).
• Case Type: The category of the case (e.g., Membership issue, License renewal, Ethics complaint).
• Start Date: The date the nurse’s case was opened.
• End Date: The date the nurse’s case was closed (if applicable).
• Staff Member: The association staff person assigned to the nurse’s case.
• Relationship: The nurse’s connection to the association (e.g., Registered Nurse Member, Student Nurse Applicant).

Available Filters:

• Start Date & End Date: Refine the report to a specific timeframe (e.g., view all disciplinary cases from the last quarter).
• Case Type: Focus on a particular category of cases (e.g., identify trends in license renewal inquiries).
• Status: Analyze cases based on their current stage (e.g., monitor the number of open ethics complaints).
• Deleted?: Include or exclude deleted cases.
• Staff Member: Examine cases assigned to a specific staff member.
• Staff Relationship: Filter by the staff member’s connection to the nurse (e.g., cases assigned to legal department staff).
• Active Relationship?: Include or exclude cases involving nurses with inactive memberships.

Hypothetical Scenario:

The nursing association can utilize the Case Summary Report to identify areas needing improvement. For instance, a report filtering by “Start Date” (last month), “Case Type” (disciplinary), and “Status” (Open) might reveal a rise in disciplinary cases. This could prompt the association to investigate the cause and provide additional support to nurses or revise its code of ethics.

By utilizing these filters and fields, the nursing association can gain valuable insights into the types of cases they handle, staff workloads, and potential areas where they can better serve their members.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Manage cases related to continuing education (Association)

The association can use the Case Summary Report to filter by “Case Type” (CE Inquiry) and “Status” (Open) to identify members who have inquired about CE credits. This report can help the association identify trends in member inquiries and ensure they are providing adequate support and resources. For example, if the report reveals a surge in inquiries about a specific CE topic, the association can offer a relevant workshop or webinar.

Track cases related to business licensing and permitting (Chamber of Commerce)

A chamber of Commerce can utilize the Case Summary Report to filter by “Case Type” (Business License) and “Status” (Open) to monitor the number of pending license applications. This report can help the chamber identify any bottlenecks in the licensing process and ensure businesses are receiving timely assistance. Additionally, by filtering by “Staff Member” and “Status” (Closed), the chamber can assess staff workloads and identify areas for improvement.

Manage cases related to client referrals and support services (Nonprofit)

The nonprofit can leverage the Case Summary Report to filter by “Start Date” (last month) and “Relationship” (Client) to analyze the types of support services requested by clients. This report can help the nonprofit identify areas of high demand and adjust their service offerings accordingly. Furthermore, by filtering by “Case Type” (Referral) and “Status” (Closed), the nonprofit can track the effectiveness of their referral partnerships.