Agency Data Dashboard Set Up Guide for APP Clients

Here is a guide for your agency on how to set up the agency management system reports, send the initial reporting to APP and establish routine reporting.

As part of your partnership with APP we establish reporting dashboards to track the success of your agency. We have a 6 step process to onboard your agency's data:

Initial Data Upload
Draft Dashboard Review for Approval
Establish Reporting Calendar for Routine Dashboard Set Up
30 day reporting check in meeting
Pre-second training day or agency 2.0 reporting check in meeting
End of program report review meeting

Welcome Understanding How to Maximize Your Data Dashboards

Agency reporting and data is a journey not a destination it will be an ongoing process to check and confirm
Common reporting challenges include:
1. Agency Processes and Procedures
2. Consistency in Team Processes
3. Download
4. Selecting the accurate fields for your agency (we start with using the fields we see the majority of agencies use but every agency is unique)
5. Date range: Make sure you watch what date range the dashboard is set to often time this can be a source of confusion.
Data takes time to clean up and clarify. When working with APP we will partner with you to work through getting your dashboards on track so you can make clear business decisions. Our initial goal is to see improvement in the data week after week as the team uses new processes and procedures. It may take a bit, but we want to see consistent improvement.

Please don't get frustrated with the data. It is a patient process! Many agencies have 2-3 of the reporting challenges above. The great news is now you have a partner to work through it and in a few short months you will have access to the data in a clear and more reliable format. We do need every agency's engagement to make updates and tweaks. Expect that the reporting takes 90 days to get organized and dialed in for your agency.

INITIAL DATA UPLOAD

Our goal is to take an initial data set so we can set up the draft dashboards. This is when we will start to identify the quality of your data and take a review of how closely your team is using our standard management system fields.

Please do not set up these reports to come to us weekly... yet! Once the dashboad is approved we will schedule your data and send you a calendar.

Who Should Send the Reports to APP

Anyone on the team can set up and send the reports to APP. Don't worry about them being perfect we will work on this over the next several weeks. We will use this data to get started.

What Reports Do We Need?

While every management system is different, so is every agency! We have a list of reports we would like to see. However, if your agency system or your agency isn't using parts of the system we can note that and skip those reports.

We have forms that will let you know:

- Which report we need
- What time frame we need it in
- The report format we need the data in

Here are our report forms:

Agency Reports: Upload specific reports for us to review before the assessment (if your system is listed below please upload the data below)
- AMS360 Report Upload
- Applied Epic Report Upload
- Hawksoft Report Upload
- Ezlynx Report Upload
- Nexsure Report Upload
- PartnerXE Report Upload
- TAM Report Upload
- QQ Solutions Report Upload
- Matrix Report Upload
- If your system is not listed please email reports@agencyperformancepartners.com for the next steps

It's very important you work to match the template formats for each report. If you are struggling with this please let us know and email reports@agencyperformancepartners.com we can work with you.

If you also see a field that you aren't sure is best for your agency please reach out!

When Do We Need the Reports?

As soon as possible! The sooner we get the reports the faster we can get going and smooth out any challenges.

How to Run the Reports

There are guides for setting up AMS360, Epic, Hawksoft & Ezlynx
For other systems we recommend you contact your management system with the list, these are very common reports
These are hosted in the Agency Assessment Leadership Course in our Agency School
- If you need access please contact your APP rep and we can add you
- Generally Agency Leadership is added so just ask!
If running the reports is not your thing we recommend you consider one of our partners that can help set them up for you:
- Angela Adams Consulting - AMS360 & QQ Solutions
- Alexant Systems (Sue Good) - Applied Epic & TAM

INITIAL DRAFT DASHBOARD SET UP

Once the data is received we check it against our data templates (found on the form). If there are any issues we will be in touch.
The data team sets up the initial draft dashboards for review
We will email you to set up an initial meeting to review your reports
On this meeting we will review your data scorecard to show you the health of your data

We recommend the agency reviews this ASAP so we can get any updated data or reports going. While this may seem overwhelming remember this is the starting place of your reporting journey! Our goal is to get the dashboards approved for routine reporting so we can share it with the team and start working on getting it on point. Don't worry once you approve it we can make adjustments!

ROUTINE DATA REPORTING

Once your dashboards are approved you will get:
- Introduce to your reporting specialist
- Given a reporting schedule that tells you what day of the week your data is slotted for and what reports we need at what frequency
- Agencies that can set up the reports to come to us automatically they can be sent to reports@agencyperformancepartners.com.
- Agencies that must run the reports manually you will get a form to upload the reports on your day of the week. If you don't see this our data team will follow up with you.

Getting the approved data on time every week must be a priority! Its important so your team can see their success but also for your agency to stay on track.

REPORTING QUESTIONS, ISSUES AND CHALLENGES

Hey, things happen! You may have a concern or question. You can pull in your APP rep or respond to your APP data specialist with questions so we can review it. You will hear back in 1 business day. A few notes:

Look at the notes on each dashboard - sometimes selecting the right date range may be just the trick
Check your report setup there may be a person or code missing
Give us feedback we ❤️it. We want you to have the best experience!

First 30 Day Check In Report Review Meeting

After seeing the reports for a few weeks its normal and natural to have questions or to request adjustments. We will be hopping on to review your dash boards and update you on your overall data health score.

Review your data health score card - are we improving?
Discuss the report format and fields we are using - are they still ideal for you?
Review agency goals - what do we want to track and celebrate so we can align your dashboards?
Questions you may have

Pre-Second Training/Agency 2.0 Report Review Meeting

As you get ready for the second phase of the program we want to ensure your data is on track! We will review the reports, make any adjustments and celebrate your data and process success.

Review your data health score card - are we improving?
Discuss the report format and fields we are using - are they still ideal for you?
Review agency goals - what do we want to track and celebrate so we can align your dashboards?
Questions you may have

Program Completion Report Review Meeting

As you get ready to conclude your program we want to ensure your data is on track! We will review the reports, make any adjustments and celebrate your data and process success. In addition, we are available to answer any questions you may have about your reports for your next program or retainer.

Review your data health score card - how did we do? What is next?
Discuss the report format and fields we are using - are they still ideal for you?
Review agency goals - what do we want to track and celebrate so we can align your dashboards?
Questions you may have