How to monitor other users

Amanda Tindale · November 2015

Hi

I don't know if this has been asked before, but part of my role is to be overall in charge of the database and train any new starters. I'm trying to get people to do things consistently, but it's a challenge because different people started at different times, were trained by different people, and have done their own thing over the years. Is there a quick and easy way of taking a look at what each user has been doing on the database over the last week, or month, so that I can identify any areas where training is needed (and make sure that new starters have followed my instructions)? I can't see a quick and easy way of being able to look at each person's actions in turn, although I've tried creating queries to pick this up. I'm looking at users who can add and edit constituents, create various actions, notes and relationships, run queries and reports, but not add gifts (only one person does this).

Any help would be very much appreciated, as I only get a small amount of time per week to look at all things RE so I'm trying to find the quickest way!

Thanks,

Amanda

JoAnn Strommen · November 2015

Using constituent query you can pull records by "added by", "date last changed' and "last change by", however it won't tell you what was changed. Is this what you've already been using or were you not aware of these options? Knowing what you already are doing might help generate a more useful response. Other than this though there's not a lot. Several posted ideas on suggestion pages for adding more function in this area to RE.

Alan French · November 2015

Just want to add the caveat that "date last changed/modified" is not always correct: I've recently logged a bug with Blackbaud support where the date modified is sometimes updated after viewing a record or running a query, even if no changes are saved. The "last changed by" field is NOT updated though, which causes it to look as though someone has modified a record or query more recently than they actually did.

Pretty annoying, given that this is the only functionality available within RE to monitor what users are doing (excluding 3rd party products such as Audit Trail)

Gina Gerhard · November 2015

I believe that Zeidman Development offers a product that provides robust audit capabilities.

It's a great disappointment that Blackbaud does not provide better basic auditing features within their core products.

Christine Cooke 2 · November 2015

I set up queries that are utilized monthly by myself to review entries, changes etc to different parts of RE. One of the output fields I use is User so I can see who is consistently being inconsistent. It has worked well.

Amanda Tindale · December 2015

Thanks very much for the replies, and yes, I've been playing around with queries using those fields, but like Alan said, it doesn't always pull through accurate information. I was hoping there might be an easier way to see what the user had been changing (eg were they adding solicit codes, adding notes, adding relationships etc) but it was hard to be clear about what the last action was that updated the record. I was wondering if there was a simpler way of trying to find this out, and I just hadn't spotted it yet, but it sounds like I'm on the right track to keep experimenting with these queries.

Christine, I'd be interested to know how you set up your queries, and what other fields you use? I'll have a go with 'user' in the output field.

Thanks very much.

David GUEPIN · December 2015

Hi Amanda,

Sorry for this slightly late reply but I just noticed your question and felt like it could be helpful to join in the conversation.

As Gina mentioned, Zeidman Development has created a plugin called Audit Trail Professional that helps you track all the changes in your data base on Raiser's Edge. Thanks to the plugin, you can see who changed what and when. It allows you to correct false data entries on the fly too.

Last but not least, there is a module called Validatrix that allows you to set up business rules so as to make sure that all new data entries are compliant with your data standards.

Long story short, this plugin would help you keep your data base clean as well as prove useful when it comes to training new staffs.

For more information, please send me a personal message and I'll get in touch with you if that's of interest to you.

Hope it helps,

Many thanks,

David

Amanda Tindale · January 2016

Hi David

Sorry I didn't notice your message - I don't get an email when someone replies to my question, and what with Christmas holidays, I forgot to log in and check this board. Thanks for the info - I've built a query that I'm finding helpful for now, but I'll definitely bear the plug-in options in mind for the future.

Thanks,

Amanda

Nicole S · January 2016

Alan French:

Just want to add the caveat that "date last changed/modified" is not always correct: I've recently logged a bug with Blackbaud support where the date modified is sometimes updated after viewing a record or running a query, even if no changes are saved. The "last changed by" field is NOT updated though, which causes it to look as though someone has modified a record or query more recently than they actually did.

Pretty annoying, given that this is the only functionality available within RE to monitor what users are doing (excluding 3rd party products such as Audit Trail)

Is it possible that your users are simply using "save and close" out of habit instead of simply closing records? This will update the last saved info. I try to get my users to kick this habit.

Nicole S · January 2016

I would first define what your rules are. What needs to be entered and how? Then I would use as many required fields, default sets, and security settings to steer users in the the right direction. You can use queries to look for info that isn't entered proberly and by whom so you can see who your culprits are (sometimes, as others have said, this isn't always possible). Maybe at first identify your problem areas and look for those records and who is working in them daily. Without an add-on product you can't see what is being changed, but you can see that this record isn't correct and this person was in it. It's pretty likely that that same person will keep floating to the top for those same problems.

And write it down. Share it. Send out, "hey did you know you can do this" emails that will make everyone's life easier. Or not directed to any particular user, but shared with everyone "I've noticed that a lot of records are being enter like this and it makes this report not work and that's important because...instead try this...) Make people want to change.

But you've also got to have a conversation with everyone. All the cards need to be out on the table and everyone needs to know the rules. And leadership absolutely must buy in and support these efforts. Trust me, without this, you will be fighting a losing battle. I have seen first hand the difference the having the proper communication and support makes.

Joshua Bekerman bCLO bCRE · January 2016

Similar to what Nicole mentioned, I would focus on the data itself first, instead of trying to keep an eye on what everyone is doing in the database. For example, set up queries that show records that are missing title, gender, salutation, addressee, appeal, address, or anything else that doesn't follow your RE policies and procedures. Spend your limited time cleaning the database, and if you frequently see the same issues then you'll know who is responsible for entering that information and if not then it's time for a reminder to everyone.

Also, you should have a policies and procedures manual.

Amanda Tindale · January 2016

Thanks very much for all the replies, plenty for me to have a look at. I've set up one or two queries now which are helping, and I already send weekly Top Tips emails to all users (although I'm not sure they are all reading them). We have a new Director starting soon who I believe will help get everyone on board in using the database correctly.

Thanks all, and sorry for the delay in responding - I must find out how to get email alerts when someone replies to my questions.

Amanda

How to monitor other users

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