Overview and Description of Popular Reports

CRM Terminology
Let’s pretend Lucy’s individual membership has an expiration date of Nov. 30, 2009.

  • Even though the expiration date is Nov. 30, 2009, Lucy is still considered a member until Dec. 31, 2009 (ACA gives one month grace period).
  • From Dec. 1 through Dec. 31, Lucy is still a member, but her status on CRM reports would be “Lapsing” (meaning she is in her grace period).
  • On Jan. 1, 2010, Lucy’s membership would be “Terminated” (we used to call this “Lapsed”). When you see “terminated” in reports, that means the person/camp/business is no longer a member.
  • Instructions on how to see ONLY the people, camps, or businesses in the 30-day grace period

Fast facts about CRM reports:

  • When entering keywords in the “Look for” box, you cannot use the wildcard symbol * like you can when searching for contacts and accounts.
  • The “Look for” box searches both the title of the report AND the description.
  • You may click on the column heading to sort the reports in different ways (like “created on” date).
  • Many times, an Advanced Find is an alternative to getting the data you need instead of a report.
  • Reports are not able to be developed by typical users. They are developed using special software and the developer must understand the database structure of CRM.
  • We are still creating many new reports.
  • There are currently 303 reports in CRM.  Whew!  Those are broken down into the following broad categories:
    • 162 Protech CRM4M (We don’t tweak these base Protech reports at all. Feel free to use these, but many times we developed an ACA report based on the CMR4M report that will fit your needs better.)
    • 20 Microsoft CRM (We don’t tweak these base Microsoft reports at all. Feel free to use, but most aren’t that helpful for ACA.)
    • 17 ACA- (Created before Missy Casner) The reports with a dash following the ACA were created early on in implementing CRM, and haven’t been reviewed for accuracy quite yet.  Once they have been reviewed, we will remove the dash.
    • 104 ACA (Created or modified by Missy Casner with descriptions) These are the reports that have been specially created or tweaked for ACA’s use. You are encouraged to use any of these reports.

You may have a special need for any of the reports. But here is a list of top 10 reports that staff, especially section staff, will likely find useful.

  • ACA Membership Targeted Marketing Analysis Export
    • Powerful, comprehensive report which shows “hard to get” information such as expiration dates and a day/resident indication. Does NOT include terminated records.
  • ACA Membership Terminated Analysis Export
    • Shows the same data as the “ACA Membership Targeted Marketing Analysis Export”, except it ONLY shows terminated records.
  • Membership Analysis
    • An monthly, easy-to-read version of the Membership Analysis is still updated on the Web at: www.acacamps.org/section/analysis/
    • The membership analysis is created using the following two reports:
      • ACA Membership Analysis Counts
      • ACA Membership Terminated Analysis Counts
    • These two reports show a matrix of the Membership Analysis on a day-to-day basis. Also, if you click on the Section name, it shows the detail of each person that make up the numbers.
  • ACA Camp Demographics Export
    • All the data that goes into a camp’s Find a Camp page on the Web.
  • ACA Changes on [Contacts] or [Accounts] by Section and Date
    • Shows the changes that have taken place on your section’s contacts and accounts.
  • ACA Section Members and Camp Labels
    • An easy way to get Avery 5150 labels of your Section’s members and/or camps.
  • ACA Section Visitor Labels
    • An easy way to get Avery 5150 labels of your Section’s standards visitors.
  • ACA Standards Visitor Contacts by Section
    • The same report of standards visitor information that we automatically send to Standards Chairs on the 10th of each month.
  • ACA Standards Camps and Operators by Section
    • The same report of camp accreditation information that we automatically send to Standards Chairs on the 10th of each month.
  • ACA Section Rebate Report
    • Shows the details of the rebate ACA National owes your Section from collecting dues and fees.
  • ACA Camp Information Update Form
    • We now have an easy-to-print and e-mail “Camp Information Update Form” (CIUF) report. When a person from a camp calls asking to update their Find a Camp data, you can now run this report to create a personalized CIUF for this specific camp. Type in the ACA camp number, export the report to PDF, and save to your computer to attach to an e-mail.

If you have a new report that you want created or have a suggestion for an existing report, please let me know.

Tom Schenk
IT Director
American Camp Association
765-349-3513
tschenk@ACAcamps.org
www.ACAcamps.org

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