TABLE OF CONTENTS

• Executive summary – Foster leads view
• Executive Summary – Volunteers View
• Foster Leads Details – Overview
• Foster Leads Details – Leads Conversion
• Partner Data

Executive summary – Foster leads view

1. Overview

The Executive Summary – Foster Leads View dashboard provides a real-time, actionable overview of foster lead activity across the Every Child TN network. It helps leadership monitor lead assignments, partner responsiveness, data quality, and the overall conversion of leads into approved homes.

2. Intended audience

This dashboard is designed for contract holders, executive leadership council members, and partner oversight teams to evaluate statewide and county-level progress in lead conversion and foster home approvals.

3. Key use cases and what to look at

The following use cases can be analyzed from the Executive Summary/Foster leads view page:

• Understand how many leads have been assigned and how close we are to the annual goal
      → See the 'Assigned foster leads total' tile in the upper left of the page. This shows total leads assigned and how that compares to the annual target.

• Identify partner delays in following up on foster leads
      → Look at the 'Assigned leads to follow up' tile. It shows the average days to follow-up and number of leads overdue.

• Check which priority populations are being reached (e.g., families of color, high-needs counties)
      → See the 'Assigned leads by type vs target' tile. It displays how well current assignments align with strategic recruitment goals.

• Assess Recruitment performance by top 10 county goals
      → Use the 'Assigned leads by top 10 counties' tile. It breaks down assigned leads by geography with conditional color coding for performance against targets in each of the counties. The % reflected is % against goal in that particular county.

• Track overall conversion progress from assigned lead to approved foster home
      → Use the 'Conversion from assigned to approved homes' tile for conversion %, number of homes, and average timeline.

• Evaluate forecasted vs. historical trends for home approvals
      → See the 'Projection of approved homes' to see how many approved homes are projected through ECTN leads based on current trends. See 'Approved homes total' tile to compare trends quarter over quarter (and year over year).

• Ensure data is being submitted consistently by partners
      → Check the 'Partner data submission rate' tile. A low percentage signals missing monthly reports.

4. Data sources, filters and refresh schedule

Data is sourced from the Every Child CRM and partner-submitted reports.

• The dashboard refreshes multiples times a day.
• Filters applied by default include: Month, Quarter, Year, Organization, County, and Lead Source.
• All visuals are dynamic and respond to filters unless otherwise noted.

5. Chart behavior and interactivity

• All charts are filter-responsive and update based on selected slicers (unless otherwise noted). You can hover over the  to see more information .
• Hovering over metrics reveals tooltips with definitions and calculation logic.
• The tiles for 'Assigned leads by top 10 counties' and 'Assigned leads by type vs target' use conditional formatting (RYG colors).
• Static goal thresholds are displayed where applicable (e.g., target 80%, 1372 homes).

6. Metric definitions

• Assigned Lead: A foster inquiry that has been passed to a partner for action.
• Follow-up: A lead for which the partner has made first contact.
• Approved Home: A foster home that has completed the licensing approval process.
• Conversion Rate: % of leads that progress to approval.
• Median Days to Follow-Up: Median number of days from assignment to first contact. This number excludes weekends.

7. Dashboard Owner

Owned by: Every Child TN Data Team
Contact: help@everychildtn.org

8. Frequently Asked Questions (FAQs)

Q: How is the “median time in status” calculated?

A: It’s based on the median number of weekdays all leads spent in each status.

Q: What should I do if the data looks incorrect?

A: Please contact the data team at help@everychildtn.org to investigate data integrity or loading issues.

Q: Can I suggest new features or tiles for this dashboard?

A: Yes! Use the 'Send us feedback' button on the dashboard or email us with your ideas and requests.

Q: Why do some tiles show red/yellow/green indicators?

A: These use conditional formatting to help you visually assess how performance compares to predefined targets.

9. Troubleshooting and support

• If the dashboard is slow to load, try refreshing your browser or clearing your cache.
• If data appears to be missing, double-check that filters are not overly restrictive (e.g., a single month or county).
• If tiles appear broken or charts fail to load, reach out to support.
• Contact: help@everychildtn.org

Executive Summary – Volunteers View

1. Overview

This dashboard provides a top-line view of volunteer engagement across Every Child TN. It highlights assignment volume, expressed interest, conversion performance, and partner activity.

2. Intended Audience

This dashboard is designed for contract holders, executive leadership council members, and partner oversight teams to evaluate statewide and county-level progress in volunteer engagement and lead follow-up.

3. Key Use Cases & What to Look At

• Check how many volunteer leads have been assigned
      → See 'Assigned volunteer leads total' tile.

• Understand what types of volunteer work people are interested in getting involved with
      → Look at 'Volunteer expressed interest' bar chart.

• Evaluate volunteer lead distribution among partners
      → View 'Assigned volunteer distribution by partner' chart.

• Check lead statuses entered by partners and how many are progressing toward volunteering
      → Refer to 'Volunteer leads by status' donut chart.

• Assess conversion effectiveness

           → Use the 'Conversion from assigned to volunteered' tile.

• Identify follow-up bottlenecks
      → Check the 'Current volunteer lead status' table and the 'Leads longer than target' details.

4. Data Sources, Filters & Refresh Schedule

• Data is sourced primarily from the Every Child CRM, including updates made by partners through the EveryChild TN Portal (which populate the CRM)
• The “Partner data” tab reflects data submitted via spreadsheet from partners on a monthly basis, also updated monthly
• The dashboard refreshes six times daily (every 4 hours).
• Filters applied by default include: Month, Quarter, Year, Organization, County, and Lead Source.
• All visuals are dynamic and respond to filters unless otherwise noted.

5. Chart Behavior & Interactivity

• All charts are filter-responsive and update based on selected slicers.
• Hovering over metrics reveals tooltips with definitions and calculation logic.

6. Metric Definitions

• Assigned Volunteer Lead: A lead routed to a partner organization.
• Expressed Interest: Volunteer interest selected by volunteer on signup.
• Conversion Rate: % of leads who end up volunteering.
• Median Days: Median time from assignment to volunteering. This number excludes weekends.
• Current Status: Real-time view of lead progress per stage.

7. Dashboard Owner

Owned by: Every Child TN Data Team
Contact: help@everychildtn.org

8. Frequently Asked Questions (FAQs)

Q: How is the “median time in status” calculated?

A: It’s based on the median number of weekdays all leads spent in each status.

Q: What should I do if the data looks incorrect?

A: Please contact the data team at help@everychildtn.org.

Q: Can I suggest new features or tiles for this dashboard?

A: Yes! Use the 'Send us feedback' button on the dashboard or email us with your ideas and requests.

Q: Why do some tiles show red/yellow/green indicators?

A: These use conditional formatting to visually compare performance to target benchmarks.

9. Troubleshooting and Support

• If the dashboard is slow to load, try refreshing your browser or clearing your cache.
• If data appears to be missing, double-check that filters are not overly restrictive.
• If tiles appear broken or charts fail to load, contact support at help@everychildtn.org

Foster Leads Details – Overview

1. Overview

Provides a focused view on county- and partner-level foster lead assignments and trends, helping teams track lead conversions and partner distribution.

2. Intended Audience

This dashboard is designed for contract holders, executive leadership council members, and partner oversight teams to evaluate statewide and county-level progress in lead conversion and foster home approvals.

3. Key Use Cases & What to Look At

• Assess how many leads come from priority counties
      → See 'Assigned leads from target counties total' tile.

• Track assignment trends over time
      → Refer to 'Assigned leads vs target by month' bar chart.

• Understand partner lead distribution
      → Check the 'Assigned leads distribution by partner' bar chart.

4. Data Sources, Filters & Refresh Schedule

• Data is sourced from the Every Child CRM and partner-submitted reports.
• The dashboard refreshes six times daily (every 4 hours).
• Filters applied by default include: Month, Quarter, Year, Organization, County, and Lead Source.
• All visuals are dynamic and respond to filters unless otherwise noted.

5. Chart Behavior & Interactivity

• All charts are filter-responsive and update based on selected slicers.
• Hovering over metrics reveals tooltips with definitions and calculation logic.

6. Metric Definitions

• Target County: County identified as high-need or strategic.
• Monthly Assignment: Number of leads assigned each month.
• Partner Distribution: How assignments are spread across organizations.

7. Dashboard Owner

Owned by: Every Child TN Data Team
Contact: help@everychildtn.org

8. Frequently Asked Questions (FAQs)

Q: What should I do if the data looks incorrect?

A: Please contact the data team at help@everychildtn.org.

Q: Can I suggest new features or tiles for this dashboard?

A: Yes! Use the 'Send us feedback' button on the dashboard or email us with your ideas and requests.

Q: Why do some tiles show red/yellow/green indicators?

A: These use conditional formatting to visually compare performance to target benchmarks.

9. Troubleshooting and Support

• If the dashboard is slow to load, try refreshing your browser or clearing your cache.
• If data appears to be missing, double-check that filters are not overly restrictive.
• If tiles appear broken or charts fail to load, contact support at help@everychildtn.org

Foster Leads Details – Leads Conversion

1. Overview

Provides a stage-by-stage breakdown of foster lead progress through the approval pipeline. It helps partners and leadership identify conversion bottlenecks, track performance against targets, and evaluate the timeline and effectiveness of partner engagement.

2. Intended Audience

This dashboard is designed for contract holders, executive leadership council members, and partner oversight teams to analyze where leads are stalling in the approval funnel and how to improve conversion rates.

3. Key Use Cases & What to Look At

• Evaluate overall pipeline conversion performance
  → Use the Lead conversion performance vs historical average chart to view how leads are progressing compared to historical conversion benchmarks.

• Assess the network-wide conversion timeline
  → See the Conversion from assigned to approved homes tile for the current median time to approval across the network.

• Monitor progress toward the annual approval target
  → Review the Approved homes rate card to compare actual approval rates with the 2025 target (25%).

• Identify delays by lead status
  → Use the Actual conversion performance by status table to see median days in status and compare against benchmarks.

• Investigate leads that are overdue for progress
  → Refer to the Leads longer than target – details table to identify individuals and statuses exceeding target timelines, including the responsible partner organization.

4. Data Sources, Filters & Refresh Schedule

• Data is sourced from the Every Child CRM and partner-submitted reports.
• The dashboard refreshes six times daily (every 4 hours).
• Filters applied by default include: Month, Quarter, Year, Organization, County, and Lead Source.
• All visuals are dynamic and respond to filters unless otherwise noted.

5. Chart Behavior & Interactivity

• All charts are filter-responsive and update based on selected slicers.
• Hovering over metrics reveals tooltips with definitions and calculation logic.
• The Lead conversion performance vs historical average bar + line chart uses bolded numbers to show conversion rates and cumulative totals per status.

6. Metric Definitions

• Assigned: Total leads that have been assigned to a partner.
• Follow Up: Leads contacted by partner for the first time.
• Training Started/Completed: Leads who have begun or completed training requirements.
• Home Study Completed: Leads who have passed a home study.
• Approved Homes: Foster homes that completed all licensing steps.
• Placement Made: Foster homes in which a placement has occurred.
• Conversion Rate: % of leads that progressed from one status to the next.
• Median Days in Status: The median number of days leads spent in each stage.
• Leads Longer Than Target: Number of leads whose median days in a given status exceed the benchmark.

7. Dashboard Owner

Owned by: Every Child TN Data Team
Contact: help@everychildtn.org

8. Frequently Asked Questions (FAQs)

Q: How are Days in Status calculated?

A: Median days in status are calculated from the date a lead enters a stage to when they transition to the next.

Q: Why does the conversion chart include both bar and line elements?

A: Bars represent cumulative leads in each status; the line shows historical average conversion and actual conversion performance.

Q: What should I do if data appears incorrect or outdated?

A: Contact the data team at help@everychildtn.org.

9. Troubleshooting and Support

• If the dashboard is slow to load, try refreshing your browser or clearing your cache.
• If data appears to be missing, double-check that filters are not overly restrictive.
• If tiles appear broken or charts fail to load, contact support at help@everychildtn.org

Partner Data

1. Overview

Tracks monthly partner reporting, lead generation, and approved homes from the ground game work done by partner organizations. Helps leadership understand where partner performance or compliance may be lagging.

2. Intended Audience

This dashboard is designed for contract holders, executive leadership council members, and partner oversight teams to ensure compliance and partner support.

3. Key Use Cases & What to Look At

• Check which partners are submitting data on time
      → See 'Partner data submission rate' and 'Monthly report submission rate by partner' tiles.

• Identify months with missing reports from partner organizations
      → Refer to 'Missing monthly reports' tile.

• Track how many new leads and homes partners are generating outside of the ECTN effort
      → Check 'Partner generated new leads by month' and 'approved homes by month' charts.

• Understand partner-level contributions by county
      → Use 'Partner generated new leads by county' and 'approved homes by county' visuals.

4. Data Sources, Filters & Refresh Schedule

• Data is sourced from partner-submitted reports submitted monthly via spreadsheet template (submitted through the portal). The reports are uploaded manually by The Contingent Data team to reflect in the dashboard.
• The dashboard refreshes six times daily (every 4 hours).
• Filters applied by default include: Month, Quarter, Year, Organization, County, and Lead Source.
• All visuals are dynamic and respond to filters unless otherwise noted.

5. Chart Behavior & Interactivity

• All charts are filter-responsive and update based on selected slicers.
• Hovering over metrics reveals tooltips with definitions and calculation logic.

6. Metric Definitions

• Submission Rate: % of reports submitted since launch and/or joining the EveryChildTNnetwork.
• Lead Generation: Leads generated by partners each month.
• Approved Homes: Homes recruited by partners and approved.
• Missing Reports: Reports that were not submitted monthly as required.

7. Dashboard Owner

Owned by: Every Child TN Data Team
 Contact: help@everychildtn.org

8. Frequently Asked Questions (FAQs)

Q: What should I do if the data looks incorrect?

A: Please contact the data team at help@everychildtn.org.

Q: Can I suggest new features or tiles for this dashboard?

A: Yes! Use the 'Send us feedback' button on the dashboard or email us with your ideas and requests.

Q: Why do some tiles show red/yellow/green indicators?

A: These use conditional formatting to visually compare performance to target benchmarks.

9. Troubleshooting and Support

• If the dashboard is slow to load, try refreshing your browser or clearing your cache.
• If data appears to be missing, double-check that filters are not overly restrictive.
• If tiles appear broken or charts fail to load, contact support at help@everychildtn.org