Split the Records so now our Participation Report isn't accurate.

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We were forced by our Tech Department to split our records out, which we did just yesterday. We run reports on gifts from various constituent groups to get how many gifts weekly and reports on the participation from each constituent group. With splitting records the participation numbers are now wrong, we knew this going in but still need to find a solution. If you have done a report counting participation with all your records split out, can you share how you get those numbers to be correct.


Thank you
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  • What do you mean by "split the records"?
  • We didn't have a record for every spouse, but now everyone has their own record, it was about a 7000+ increase.
  • Kim - 

    At schools, both parents have a record within RE. When I was using Education Edge linked to RE - then my Head of Household had a Constituent Code of "Current Parent". The non Head of Household had a Constituent Code of "Current Parent Spouse". This allowed me to easily include only the Head of Household when running reports.

    We have moved to the ON products, where unfortunately, you can't identify one parent as Head of Household in Core, so both parents have the "Current Parent" Constituent Code in RE.  

    If you have a similar situation where they cannot be given distinct Constituent Codes - would you be able to use an attribute to exclude the non Head of Household records? 

  • Kim Roesing:

    We didn't have a record for every spouse, but now everyone has their own record, it was about a 7000+ increase.

    So your reports are now over counting participants or under counting? I imagine over counting, but I'm not 100% clear on what the problem is. 


    Could you describe better how you're recording participation and weekly giving and that kind of thing? A screen shot of maybe one of your query criteria panels and naming the specic report you're piping to would help.


    Or maybe this is a quicker solution that I'm making it out to be. In your constituent query, you obviously have your criteria set to look for the stuff you want to look for as it was working in the past. Now in your query, create an OR statement with parentheeses that uses all of the same criteria as you had before, but pull all of it from within the Spouse tree. You should end up with basically:


    Constituent matches critera:

    A

    B

    C
    OR (Spouse of constituent matches criteria:

    A

    B

    C)


    Then in your report, tell it to only include head of household. The raw count from the query may be wrong, but report should only show you total number of households that showed up in the query. I'm assuming what you want is total households because if you were just counting individuals then you shouldn't be having a problem. 

  • Kim Roesing:

    We were forced by our Tech Department to split our records out, which we did just yesterday. We run reports on gifts from various constituent groups to get how many gifts weekly and reports on the participation from each constituent group. With splitting records the participation numbers are now wrong, we knew this going in but still need to find a solution. If you have done a report counting participation with all your records split out, can you share how you get those numbers to be correct.


    Thank you

    Do you mean each spouse now has their own constituent record?  Just change your reports and/or queries/exports to Head of Household, that will correct your numbers.  If you count every individual your numbers will be off
  • Thanks everyone for your thoughts.  We did rename all the new constituents with a special constituent codes at least for awhile.  Our issue is the reports we are running through Financial Reports, the soft credit seems to trump the head of household.  We think we have tweaked the donor amount reports and feel the numbers are close but not sure about the participation.  It looks like we are going to pull them all out and just count to cross check our figures. Work in progress.
  • Kim Roesing:

    Thanks everyone for your thoughts.  We did rename all the new constituents with a special constituent codes at least for awhile.  Our issue is the reports we are running through Financial Reports, the soft credit seems to trump the head of household.  We think we have tweaked the donor amount reports and feel the numbers are close but not sure about the participation.  It looks like we are going to pull them all out and just count to cross check our figures. Work in progress.

    We will soon be dealing with the same issue as we are splitting records to be able to match in CORE.  All of our parents will have the same code of "Parent".  If a gift is hard-credited to the spouse's record while soft crediting the original record (HOH), should a gift detail report have the soft credits set to distribute to both, then on the constituent output query choose HOH only?  Would this prevent double-counting but still list every household that donated?

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