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A New Tool to Audit Your ClearVantage Association Management Software Reports

Erin Reeve | | December 8, 2017

I was inspired to write this post after reading Wes Trochill’s article, Why Understanding Queries is So Critical to Data Management Success. In this post, Wes outlines the most common challenges that people face with reports & queries in their Association Management Software (AMS). One of the most common challenges listed is not knowing which reports to use (...or even where to find them).

In response to this post, the Euclid team created a report titled “Info Central Reports Review” that ClearVantage users can use to audit the reports in their Information Central and identify any unused or duplicate reports that could be archived or discarded.

Info Central Reports Review

This report pulls a list of all reports in ClearVantage, organized by folder/path (under “Report Name”; the first column).

The inactivity score (the last column) ranks each report by the criteria outlined in the columns to the right of it, which include:

  • No updates (in 1, 3 and 5 year increments): if one of these are checked, it means that no one has updated the report in a significant amount of time (and it may be time to delete it!).
  • No Menu: it’s not included in a menu bar (e.g., the top navigational bar) in ClearVantage.
  • No System Report: the report isn’t used in a specific system location such as appearing in the Individual Notebook.
  • No Subscribes: if no one is subscribed to the report, it (likely!) means that the information within the report is not relevant or important enough for any staff members to follow.
  • System Report Sub-folder: this means that the report is stored in a sub-folder of a System Report folder. Though it depends on how you sort your reports in ClearVantage, for us - this usually means that the report is likely in dusty, sub folder titled something similar to “Old Versions”. Of course, If you’re unsure, it’s probably best to check the exact folder location and report in Information Central.
  • Possible Duplicate: this looks for similarly named reports. If this is checked, a report was likely downloaded twice by different/the same user(s) - or someone made a simple update and added “Updated” to the end of the title (which is likely the case with us!). With that said, if this is checked, it’s good to look through the similarly named reports and make sure to only keep the most important one(s).

The inactivity score is calculated by adding these columns together (each “column of criteria” is worth 1 point, so scores range from 1-8).

To download this report:

  1. Login to ClearVantage
  2. In the Help tab at the top, select ClearVantage Marketplace
  3. In ClearVantage Marketplace, select the drop-down next to “Functional Area: Administrative Category” to open a list of reports in this category
  4. From the list of reports that populates, check the “Info Central Reports Review”
  5. At the bottom of the screen, click “Download & Install Selected”
  6. To see the report,open Information Central (from the “Administration” tab at the top)
  7. The report should be listed in the folder titled “Info Central”

If you’d like to learn more about reports and queries, our Learning Resource Center is a great place to start!


Resources:

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