alumni_lookup

Phase 6: Reporting & Insights

Champion Portal Development Phase 6

Estimated Effort: 4–6 weeks
Focus: Activity Dashboards, Region Health Metrics

Prerequisites: Phase 1–5 complete

Related Documents:

• ../README.md — Champion Portal overview
• ../features/08-REPORTING.md — Reporting spec
• ../STAKEHOLDER-OVERVIEW.md — Success metrics

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Table of Contents

1. Overview
2. Sub-Phases
3. Questions to Answer Before Starting
4. Scope
5. Definition of Success
6. Tests to Create
7. Documentation Updates

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1. Overview

Phase 6 introduces reporting and analytics to help the Engagement Team measure Champion Portal success and identify areas for improvement.

After Phase 6, staff can:

• View total Champions, active users, and growth trends
• Track event/story submissions and approval rates
• Measure participation by role type
• Monitor region engagement health
• Export reports for board presentations

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2. Sub-Phases

Phase 6 is divided into 3 sub-phases that can be implemented incrementally.

Sub-Phase	Name	Prompt	Est. Time
6.1	Activity Metrics	“Implement Phase 6.1”	2–3 days
6.2	Region Health Dashboard	“Implement Phase 6.2”	2–3 days
6.3	Reports & Exports	“Implement Phase 6.3”	1–2 days

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Sub-Phase 6.1: Activity Metrics

Goal: Track and display key activity metrics for the Engagement Team.

Deliverables:

• Admin dashboard page (Lookup Portal)
• Total Champions count (by verification status)
• Monthly active Champions (logged in within 30 days)
• New signups over time (chart)
• Events submitted / approved / rejected (counts, chart)
• Stories submitted / featured (counts, chart)
• Discussion posts / comments (counts, chart)
• Messages sent (count, trend)
• Time period filters (7 days, 30 days, 90 days, custom)

Metrics Dashboard Layout:

┌─────────────────────────────────────────────────────────────────┐
│ Champion Portal Metrics                   [Last 30 Days ▼]      │
├─────────────────────────────────────────────────────────────────┤
│ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ ┌──────────┐ │
│ │ Total        │ │ Active       │ │ New This     │ │ Events   │ │
│ │ Champions    │ │ (30 days)    │ │ Period       │ │ Submitted│ │
│ │    247       │ │    183       │ │     24       │ │    12    │ │
│ │ +8% ▲        │ │ 74% of total │ │ +12% ▲       │ │ +3 ▲     │ │
│ └──────────────┘ └──────────────┘ └──────────────┘ └──────────┘ │
│                                                                 │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ [Chart: Champions Over Time]                                │ │
│ └─────────────────────────────────────────────────────────────┘ │
└─────────────────────────────────────────────────────────────────┘

Acceptance Test:

1. Staff logs into Lookup Portal → Admin → Champion Metrics
2. Sees total Champions, active count, new signups
3. Changes date range → metrics update
4. Charts show trends over time

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Sub-Phase 6.2: Region Health Dashboard

Goal: Monitor engagement health per region.

Deliverables:

• Region health table (one row per region)
• Metrics per region: Champions, active %, events, posts, CLCs
• Health score calculation (composite of activity metrics)
• Color coding: green (healthy), yellow (needs attention), red (inactive)
• Drill-down: click region → detailed region view
• CLC listing per region
• Inactive Champion identification (no login in 90 days)

Region Health Indicators:

Indicator	Weight	Healthy	Warning	Critical
Active Champions %	30%	>70%	40-70%	<40%
Events this quarter	25%	3+	1-2	0
Posts this month	25%	10+	3-9	0-2
CLC assigned	20%	Yes	—	No

Acceptance Test:

1. Staff views Region Health dashboard
2. Sees table with all regions and health scores
3. Nashville shows green (high activity)
4. Small region shows red (no CLC, no events)
5. Clicks Nashville → sees detailed breakdown

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Sub-Phase 6.3: Reports & Exports

Goal: Generate exportable reports for stakeholders.

Deliverables:

• Report generator with templates
• Report types: Monthly Summary, Region Detail, CLC Performance
• Export formats: PDF, CSV
• Scheduled reports (email weekly/monthly)
• Profile changes export for CRM (building on Phase 1)
• Custom date range selection
• Report history (previously generated)

Report Templates:

Report	Contents	Audience
Monthly Summary	High-level metrics, growth, highlights	Executive
Region Detail	Region-specific metrics, Champions list	CLC, Engagement
CLC Performance	Events approved, posts moderated, response time	Engagement
CRM Export	Profile changes since date	Data Team

Acceptance Test:

1. Staff selects “Monthly Summary” report
2. Chooses date range → generates report
3. Downloads as PDF
4. Schedules CRM export to run weekly → receives email with CSV

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3. Questions to Answer Before Starting

3.1 Needs Resolution Before Starting

Question	Options	Notes
Health score formula	Define weights and thresholds	See indicators table above
Report access levels	A) Admin only B) Staff + CLC (limited)	Data sensitivity
Scheduled report frequency	A) Daily B) Weekly C) Monthly D) Custom	Email volume
Data retention for metrics	A) Forever B) 2 years C) 1 year	Storage

3.2 Needs Clarification from Stakeholders

Question	Who Decides	Impact
Which metrics matter most?	Executive/Engagement	Dashboard priority
Board reporting requirements	Executive	Report format
CLC access to their region data	Engagement Team	Permissions

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4. Scope

4.1 In Scope

Area	Deliverables
Activity Metrics	Counts, trends, charts, filters
Region Health	Health scores, color coding, drill-down
Reports	Templates, exports, scheduling

4.2 Out of Scope

Feature	Notes
Real-time analytics	Batch processing sufficient
Predictive analytics	Future consideration
A/B testing infrastructure	Separate project

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5. Definition of Success

5.1 Core Acceptance Criteria

Criterion	Validation
Metrics dashboard displays data	All counts accurate
Charts render correctly	Trends visible over time
Region health calculated	Scores match formula
Reports generate	PDF and CSV download work
Scheduled reports send	Emails arrive on schedule
CRM export works	CSV format correct for import

5.2 Success Metrics

Metric	Target
Staff dashboard usage	Weekly by Engagement Team
Reports generated	5+ monthly
Data accuracy	100% (verified against source)

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6. Tests to Create

6.1 Service Tests

Service	Test Cases
MetricsCalculator	Correct counts, date range filtering
RegionHealthCalculator	Score calculation, thresholds
ReportGenerator	Template rendering, PDF/CSV output

6.2 Controller Tests

Controller	Test Cases
Admin::MetricsController	Dashboard data, date filtering
Admin::RegionsController	Health list, drill-down
Admin::ReportsController	Generate, download, schedule

6.3 Feature/Integration Tests

Feature	Test Cases
Metrics dashboard	View → data accurate → change date → updates
Region health	View list → click region → see details
Report generation	Select template → generate → download

6.4 Data Accuracy Tests

Data Point	Validation
Total Champions	Matches Cp::Champion.count
Active Champions	Matches last_login_at >= 30.days.ago
Events count	Matches Cp::Event.count

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7. Documentation Updates

After completing Phase 6, update:

Document	Changes
../README.md	Mark Phase 6 complete — Champion Portal MVP complete!
../development/DECISIONS.md	Record metrics decisions
Staff Admin Guide	Add reporting procedures
../STAKEHOLDER-OVERVIEW.md	Update with actual metrics

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Appendix: Related Feature Specs

• ../features/08-REPORTING.md — Detailed reporting specs
• ../features/07-ADMIN-TOOLS.md — Admin tools context

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🎉 Phase 6 Completion = Champion Portal MVP

Upon completing Phase 6, the Champion Portal reaches Minimum Viable Product status:

✅ Authentication & Onboarding
✅ Profile Management
✅ Directory & Search
✅ Contributions (Events, Stories, Mentorship)
✅ Discussion Boards
✅ Messaging & Notifications
✅ Advanced Features (Visit Mode, Map, Search)
✅ Reporting & Insights

Next Steps After MVP:

• General Availability rollout
• Native mobile app consideration
• Additional affinity boards
• Advanced mentor matching
• LinkedIn integration for profiles
• Predictive engagement scoring