Guided Performance Scorecard

The Overall Performance Index is a snapshot of your organization's overall performance of the Recruitment Acquisition Index, Engagement Index and Growth Index. The Overall Performance Index is the sum of these numbers divided by 3.

Recruitment is vital to any organization. The Recruitment key performance indicators enable your organization to track its ability to gather new members and new users (renewal members, new members, and new users) and to see performance trends.

• Recruitment Acquisition Index – The overall Recruitment performance index tracks your organization’s recruitment performance trends based on Conversion Rate, New Member Acquisition rate, and the New Visitors to Website rate for a specified year.
• Conversation Rate – Track how many new members from one year decided to renew their membership in the following year. For example, if there were 40 new members in your organization in 2012 and 31 of those members renewed in 2013, this indicator is 78%.
• New Member Acquisition – Measure the rate of membership growth from year-to-year by comparing the number of new members as a percentage of your overall organization membership. For example, if there were 136 new members during 2013, and there are a total of 340 current members, this indicator is 40%.
• New Visitors to Website – Track the number of visitors to your website that created a login. You can use this rate to measure traffic and interest in your websites. This rate is presented as a percentage of the overall organization membership. For example, if there were 18 new user accounts, and there are a total of 300 current members in your organization, this indicator would be 6%.

Note: New user accounts include any website visitors who create a login regardless of whether they become members.

How your members and users interact with your organization's website can be measured with the Engagement key performance indicators. You can review how many financial activities a member might have engaged in for previous years, or even track how many emails were sent per member.

• Engagement Index – The overall Engagement performance index tracks your organization’s engagement performance trends based on Activity per Member, Committee Participation per Member, Direct Mail per Member, Emails per Member, and the Financial Activities per Member rate for a specified year.
• Activity per Member – Track all non-financial activities performed by your members on your website. This allows your organization to review how engaged and interested members are with your organization’s websites without performing financial transactions. The average is calculated based on the total number of activities divided by the total number of current members.
• Committee Participation per Member – Measure your members’ participation in committee activities (adding members to a committee, searching for current committee members, and so forth). The total number of committee activities for the specified year is divided by the total number of current members in that year.

Note: This calculation counts each distinct committee position held by a member as a participation activity.

• Direct Mail per Member – Measure how active your organization has been in communicating with and reaching out to members using direct mail communications. You can use this measure to track how engaged your organization is with its membership. The total number of letters or other direct mail communications sent to organization members for the specified year is divided by the total number of current members in that year.
• Emails per Member – Track the average numbers of emails sent to members to see how active an organization has been in communicating to and engaging members using emails. The total number of emails sent to organization members in a specified year is divided by the total number of current organization members in that year.
• Financial Activities per Member – Measure how active members are when deciding to use your organization’s websites to perform financial transactions. The total number of financial activities performed by organization members in a specified year is divided by the total number of current organization members in that year.

Financial activities include:

• Continuing education units
• Dues
• Gifts
• Event registrations
• Program item registrations
• Orders
• Donations
• Refunds
• Expositions
• Fundraising
• Sales

Measure your organization's growth with Growth performance indicators. You can track how active organization members were when registering for events, through membership increases, rates of retention and renewal, and the revenue generated per organization member.

• Growth Index – The overall Growth performance index tracks your organization’s growth trends based on Event Registrations per Member, Member Increase, Renewal Rate, and Revenue per Member rate for a specified year.
• Event Registrations per Member – Track the number of events members register for every year, on average. The total number of open event registrations in a specified year is divided by the total number of current organization members in that year.

Note: This calculation relies on events being open when the calculation is run. If your organization closes events, you must wait until after iMIS has captured these calculations before closing events to ensure accurate values are reported.

• Member Increase – Track the growth in membership year-to-year. The total number of organization members in a previous year, for example 2012, is first subtracted from the total number of organization members in the current year, for example 2013, then divided by the total number of organization members in the previous year.
• Renewal Rate – Track the growth and retention of members. The number of members that actually renewed during a specified year is divided by the total number of members that were billed for renewal for that year.
• Revenue per Member – Track growth in revenue by measuring the revenue per member. The total revenue in a specified year is divided by the total number of current organization members in that year.

You can update the Goals or Industry values your organization has set for any year. You can also refresh the data for any year.

Note: If you add the current year in the Add new year field, data will save to the database, but this data will not be displayed in the report. The report is designed to only show data for the three years immediately prior to the current year.

Updating Goals in the Guided Performance Scorecard

Do the following to update the Goals in the Guided Performance Scorecard:

1. Click Update Goals. You can update the goals you have already defined for a specific year, or you can define a set of goals for a new year.

Note: For each measure in the report, enter a decimal value for the goal.

1. Select Choose existing year to select an existing set of goals. The most recent year is selected by default. Current values for the existing year are displayed and can be updated.
2. Select Add new year to enter goals for a different year. All fields are prefilled with the values of the most recent year entered.
2. Click Save to save the updated goals, or click Save & Close to save the updated goals to the database and close the Update Goals window.
3. Refresh the browser to see the updated values in the Guided Performance Scorecard.

Updating Industry values in the Guided Performance Scorecard

Do the following to update the Industry values in the Guided Performance Scorecard:

1. Click Update Industry Values. You can update the industry values you have already defined for a year, or you can define a set of industry values for a new year.

Note: For each measure in the report, enter a decimal value for the goal.

1. Select Choose existing year to select an existing set of industry values. The most recent year is selected by default. Current values for the existing year are displayed and can be updated.
2. Select Add new year to enter industry values for a different year. All fields are prefilled with the values of the most recent year entered.
2. Click Save to save the updated industry values, or click Save & Close to save the updated industry values to the database and close the Update Industry Values window.
3. Refresh the browser to see the updated values in the Guided Performance Scorecard.

Updating Actual data in the Guided Performance Scorecard

Do the following to refresh the data for a specified year in the Guided Performance Scorecard:

1. Click Refresh Data. You can choose an existing year to update or refresh.
2. Click Save & Close to update the values in the database.
3. Refresh the browser to see the updated values in the Guided Performance Scorecard.

Modifying Guided Performance Scorecard Calculations

iMIS generates values for the Guided Performance Scorecard through calculations in stored procedures. The Guided Performance Scorecard can be modified to match your organization’s needs. iMIS uses the following stored procedures to populate the Guided Performance Scorecard.

Note: Modifying stored procedures requires advanced SQL knowledge. It is strongly recommended that you work with an ASI consultant or your AiSP if you intend to modify the following stored procedures.

• AsiGPSAnnualUpdate – Used to calculate or recalculate the actual totals for a specified year.
• AsiGPSUpdateValues – Used to set the Goal or Industry values for a specified year.
• AsiGPSAnnualReportPivot – Used to set the Green/Yellow/Red indicators for each index using a calculation of the Actual value as a percentage of the Goal or Industry target:
  • Green – 95% or higher
  • Yellow – 90% or higher
  • Red – below 90%