Generating an Outcome Report in Sumac

Generating an Outcome Report in Sumac

Overview

The Outcome Report is a powerful new feature introduced in Sumac version 4.6.2. It allows you to aggregate data from your database to gain deeper insights into your organization's activities. This report helps you:
  1. Better understand your data patterns.
  2. Plan new initiatives effectively.
  3. Report on results to stakeholders, funders, or team members.

Key Benefits by Module

  1. Donations and Fundraising: Provides a customized breakdown of donations raised, with insights into program effectiveness, initiatives, and overall strategy.
  2. Memberships: Aggregates membership data (e.g., distribution by Member Type) combined with funds from membership fees.
  3. Cases and Services (or Custom/Specialized Modules): Select specific fields to aggregate values, such as:
    1.  Number of people using a service.
    2. Total hours spent by case workers.
    3.  Service deliveries/pickups broken down by family size or other criteria.
The Outcome Report is ideal for discussing time allocation, program impact, objectives met, lessons learned, and outcomes for funders.

Where to Find the Outcome Report

  1. Navigate to **Reports** in the left-hand pane.
  2. The Outcome Report appears wherever **Quick Count** reports are available (e.g., in Donations, Memberships, Cases, or Specialized Modules).
Info
For this guide, we'll use a Specialized Module called "Program Usage" (which tracks programs/services used, dates, and duration). Regardless of whether your configuration includes this module, the principle remains consistent across all record types.

Step-by-Step Instructions to Generate an Outcome Report

1. Access the Report:
  1. Go to the relevant module (e.g., Program Usage).
  2. In the Reports section, select **Outcome Report**.
2. Configure the Report Window:
  1. The window displays:
  2. All fields available in the current module (e.g., client details, program/service info).
  3. An **expansion icon** next to contact-related fields—click it to reveal fields from the contact record.
3. Select Data Fields (Rows):
  1. These determine the rows in your report (i.e., how the data is broken down).
  2. Click and drag fields from the list to the **Data Fields** section.
  3. **Example**:
    1. Drag "Program Name" → Rows show each program.
    2. Add "Service Provided" → Rows break down by both Program and Service (nested view).
  4. You can add multiple fields for multi-level breakdowns.
4. Select Fields to Aggregate:
  1. These are counted or summed and appear as columns.
  2. Click and drag fields to the **Fields to Aggregate** section.
  3. Behavior:
    1. Numeric fields (e.g., Duration): **SUM** (total value).
    2. Text fields: **COUNT** (number of occurrences).
  4. Example:
    1. Drag "Duration" → Column shows total hours spent per Program/Service.
  5. Add as many fields as needed.
5. Generate the Report:
  1. Click **OK** to run the report.

Understanding the Report Output

The report displays as a table with:
ElementDescription
Data Fields ColumnsRows grouped by your selected fields (e.g., Program Name → Service Provided).
Aggregated ColumnsOne column per aggregated field (e.g., "Duration (SUM)" for total hours).
Record Count ColumnShows the number of database records (instances) for each row.
Percentage ColumnDistribution percentage for each row relative to the total.
Grand TotalsOverall sums/counts at the bottom.

Tips and Best Practices

  1. Start simple: Use 1-2 Data Fields and 1 aggregation field.
  2. Experiment in different modules for tailored insights.
  3. Export or share the report directly with your team or funders.

Support and Feedback

  1. Questions? Email support@silentpartnersoftware.com
  2. Suggestions/Feedback? Email product@silentpartnersoftware.com

This feature empowers nonprofits to turn data into actionable outcomes—start exploring today!