Rock U - Reporting - Metrics

Transcribed Video Content

Metrics are another one of those really important building blocks that Rock has. Now, metrics allow you to define some data that you're collecting. For example, you could create a metric around weekly attendance. In fact, that's something that comes out of the box in Rock and it's a really important metric. You can also define your own metrics and then use these to track things that are important to your ministry. Now let's look at some out of the box metrics in Rock and how to set up your own right now. To get started with tracking metrics and see the ones that Rock already has out of the box, head first to the little tools icon, then go up to metrics. And there's quite a few categories right here. These are all out of the box and it's really easy to add a new one. Then when you actually open these categories, you'll see the metrics that are associated with them. And you might be tracking all sorts of metrics. And in fact, one great thing is that metrics can be a part of multiple categories if they're relevant in multiple categories. But yeah, you you might be tracking a lot of metrics. It's really nice to categorize them as it's easy to get overwhelmed with all this helpful information. But we're gonna click through some of our most important metrics and give you some examples of how they're set up. So first of all, this is a very important metric and it's called total weekend attendance. And I'm gonna click edit here so that you can see what it's made up of, but first let's note a couple things. We can already see its schedule when it was run, and we can see some data such as last week we had 216 as our total weekend attendance. This week we had 210, and we can actually see metric values entered here. And there's all different kinds or all sorts of different entries, I mean. But let's look at how this is set up. So I'm gonna click edit, and this, again, this one comes out of the box. It's called total weekend attendance. We've got a nice description for it, and it represents attendance records, the total for the week for any groups per campus of group types that have the weekend service field checked. And if we want to make it easier in the future to find this specific one and if you wanted to add an icon this metric has, you can simply add CSS class here. We're gonna skip that for now though. Now this is something that could be overlooked, but I suggest you don't overlook it. For every single different metric, you can pick a metric champion. And this is a way to document basically how this metric works for you internally. A metric champion is the person that tracks, basically if this metric is on track with goals, targets, whatever it may be. And here you just pick someone that it makes sense to say this person will keep track of whether total weekend attendance is matching our goals. Also, here you can pick an administrator. And again, this is just documentation that makes things easier for you, but this is the person that makes sure that weekend attendance is entered properly. Because sometimes people are gonna be tracking some of these manually rather than using SQL, Lava, a data view. So it's important to have an administrator, a metric champion, though it's not required. You can also see that we have this in the weekly metrics category. And then measurement classification. So this is a really important concept in Rock, and it's important because what a measurement classification says is essentially we have this one metric here, total weekend attendance, and this metric actually aligns with what Rock considers total weekend attendance. So Rock has all of these classifications out of the box. And Rock wants to know basically, can we trust that if we have a feature or something where we're feeding in a metric that the metric you have actually equals what we think it is. So in this case, we can say pretty confidently that we are tracking weekend attendance in a way that is accurate. Basically, we have any features, which I'll show you an example actually of a feature where we use your total weekend attendance, but only the metric that's tied to this measurement classification. So it's nice to have your measurement classification set up. Lots of those will come out of the box, but you wanna make sure it's actually tracking the information that that you think it's tracking. Now you can also pick what label goes on the y axis here, the units label, but we're just gonna leave that blank. You can also pick if you want this metric to be cumulative. So rather than having, , a week by week, piece of data or a number you're tracking, it's just accumulating or accumulating over time, adding up your stats. But this isn't cumulative. We wanna track this week by week. Also, to make it easier for you, you can pick the unit type such as is the number that's gonna be output here. Do we consider it just a simple number? Is it gonna be in a currency format or a percentage format? Also, can enable analytics. And if you use tools Power BI, then this would basically expose your metric so that you can use it with Power BI and you could give access. And it's basically just creating a new SQL view. Now source type, and this is very important. This is how we're actually gonna get the information for our metric. We've got multiple different ways. You can do it manually, meaning the only way that you add new data is by clicking the add button, typing in the information yourself. There's also SQL. That's one of the best methods for sure, and it's a way that you may have people on your team that are already tracking information this way. So SQL, a data view, which is very helpful as you can have sort of a simpler way to retrieve the information that you need. You just pick a source data view or you can use Lava. That's really nice as well. And something to note is there's a helper here for Lava and SQL and not one here for data view, but it's really helpful so that when you're writing your SQL or Lava, you can write it in a way that really gets the information that you need for this metrics feature. So what this is doing, this SQL, is it's adding up different attendance measurement classifications that we actually already have in our tracking here. And with those added up, we actually get our total weekend attendance. Then you can also pick a schedule, either a named one or a unique one you create, where basically, this is how often this this source type, in this case SQL, gets run. That's how often it gets run. Then series partitions, this is super important. These come out of the box, but this is basically the way that you're slicing up your data. So in this case, we're slicing our data with campus and schedule, and these are just different types. It's easy to add them. You pick an entity type that we can slice the information by, and then you type in a label and whether it's required. So that means if it's required, then for example, when you're manually entering data, you'll need to make sure that you have both of those things filled out. If you're manually entering a metric, this is what it looks . You'll go over to metrics values, click plus, and you'll enter a value date. That's really important. Then, you'll pick things regarding those partitions you have, which we had a campus and schedule. You'll type in the value and then a note if you'd . And when you do that, your totals will be updated. Your metrics will look a little bit different, and it's easy to filter on the metrics values you have. You can easily secure different metrics as some things you don't want people to be able to see or edit, then you can run it right away. And that means you get the live update and you don't have to worry about that schedule you set up for how often your source type gets run. But let's step through a couple other important metrics that we track here in Rock. Another example is salvations. And this is something that every organization tracks this differently. So it might be something you do manually. Maybe you have some kind of workflow where you do this. However you do it, if you come here, we don't have this right now selected with any sort of measurement classification, though some of our other metrics are linked to measurement classifications. So this is just something that we are tracking for ourselves here, and we can see that live data. Now prayers, this is something else we track. And obviously, prayers can happen all throughout the week. It's probably not something that's really happening on a schedule so much, so this setup will look a little bit different. And we do actually have this metric tied to a measurement classification, meaning Rock knows that whatever metric you're tracking here actually equates to the prayers that are happening in your organization. And we're tracking this with SQL, and it's being updated weekly here, though there's all sorts of different days where people will be praying. And I wanna give you an example of how you can edit this chart here. If you go to the block settings, you can pick the chart date range first of all. You can also pick whether you wanna combine the chart series and I'll show you what this means. If we say no, then when we refresh, everything that you partition on will have a different line showing up essentially. So rather than combining everything so that you can see complete numbers such as this is the number of salvations you had overall each day, we're instead seeing by campus, by schedule, what salvations are there. So if you have tons of different partitions, then it can get kinda crazy this. So it's up to you how you want to output your charts. But let's talk about a couple other metrics. One that comes out of the box in Rock as well is these insight metrics. And these are really nice because you don't need to do any setup and Rock uses this information to give you a really nice actual thing that we already have where if you go down to tools and you click on insights, you'll see all of those metrics that Rock is tracking for you showing up here. And really we trust that most of the metrics here are gonna be accurate to your organization, but within metrics, if you want to change anything about those metrics, you can change partitions, the source type, all of those things. Now I wanna show you a way that we're using measurement classifications within Rock. If you head to admin tools, then up to settings and you type in campuses, we click here and you can actually see the average attendance on a campus. And that's because this is pulling from that measurement classification that we set up. And again, Rock is trusting that that information really reflects what's going on at the campus. And this is super helpful because we can use your information to really give you insight on how people are engaging at a campus for the, for example, and this is a really helpful number that you'll probably refer to often. So I suggest to make sure that measurement classification for total weekend attendance is in place. Now, one other thing with metric entry, I showed you how to add new metric values earlier, but we actually have a simple streamlined way to add metrics for something different. So if you wanna add a weekly metric, this comes with Rock. Head to the intranet section, then go down and click on weekly metrics. And I've actually clicked through all these things already, but what you can do is every week, because there's a series of partitions that you need to fill out when you're doing a metric entry, it will step you through a wizard. You pick the campus that this metric is associated with, what week, and what service. Then it pulls up these different values for you to enter. It's easy for you to say adult attendance. Let's say this week we had 50 people and we had 20 volunteers. And you can add a note and save it and that metric just got added for you. So it's a really nice streamlined way to do it. And we can see the sum of the total adult attendance and volunteer attendance. Let's check out some block settings on this real quick. If you click on the block settings, there's all sorts of things you can do here to make it easy for you. You can pick the metric categories that you're tracking, what the campuses are so that this process is streamlined. You can default to the current week. You can pick the campus types, the status, and you can include duplicate metrics and category subtotals. We have more documentation on on this block on our community site, so feel free to read that if you wanna know more, but that's it for metrics. Great. Now you are tracking some really specific metrics and you can use these in things reports and dashboards to make tracking data easier for you and your organization. Thanks for watching this video. Have a great day.