Case Time Spent

The ‘Case Time Spent’ report in Reports module of Retention CRM helps membership organizations such as Nonprofits, Associations and Chambers of Commerce in tracking time invested in resolving cases and providing support to members, donors, volunteers and other stakeholders. It categorizes this time spent by activity type and the contact associated with the activity.

General Functionality of ‘Case Time Spent’ report

Available Fields:

• Contact Name: The individual the activity is related to.
• Activity Type: The category of the activity, such as phone call, meeting, or email.
• Activity Date: The date the activity occurred.
• Activity ID: A unique identifier assigned to each activity.
• Duration: The amount of time spent on the activity.

Using ‘Case Time Spent’ report in Association Management

Nursing Association Context:

• Contact Name: A registered nurse, potential member, or other contact person.
• Activity Type: Examples in a nursing association might include consultations, mentoring sessions, or continuing education classes.
• Activity Date: The date the activity with the contact took place.
• Activity Subject: A more detailed description of the activity, such as “Career Counseling for John Smith” or “Continuing Education: CPR Certification”.
• Activity Status: Whether the activity is completed, pending, or overdue.

Filters:

• Contact Name: Filter by a specific nurse or contact.
• Cases?: Include or exclude activities associated with cases.
• Activity Date: Specify a date range for the activities.
• Activity Subject: Filter by activity subject keywords.
• Activity Type: Select specific activity types.
• Activity Status: View completed activities or identify pending or overdue tasks.

Scenario:

A nursing association uses the ‘Case Time Spent Report’ to monitor staff time allocation. They filter by ‘Activity Type’ to see how much time nurses spend on mentoring activities (e.g., “Mentoring Session”). This helps them assess the effectiveness of their mentoring program and ensure staff have sufficient time for these activities. They can also use the report to identify trends in contact types (e.g., “Contact Name”) and adjust staffing or resources accordingly. By filtering by ‘Cases?’ they can see how much time is spent on specific cases compared to general member support. This report allows the association to optimize their staff’s time investment and better serve their members.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association – Tracking Volunteer Engagement (Habitat for Humanity)

Scenario: Habitat for Humanity uses the report to assess volunteer engagement on construction projects (cases).

• Filters: Filter by “Cases?” to include only activities related to cases. Then, further filter by specific construction projects (case names) to see how much time volunteers dedicate to each build.
• Analysis: This helps Habitat for Humanity understand where volunteers contribute the most time and identify areas that might need additional support (e.g., skilled labor for specific construction phases). They can also use “Contact Name” and “Activity Type” filters to see which volunteers participate in specific activities (e.g., framing, electrical work) and tailor future volunteer recruitment efforts.

Chamber of Commerce – Identifying Advocacy Efforts (Local Business Chamber)

Scenario: A Local Business Chamber uses the report to track staff time spent on advocacy efforts for specific member businesses (cases).

• Filters: Filter by “Cases?” to include only case-related activities. Then, filter by specific member businesses as cases to see how much staff time is dedicated to their advocacy needs. Additionally, filter by “Activity Type” to focus on advocacy-related activities (e.g., lobbying meetings, testimony preparation).
• Analysis: This allows the Chamber to assess the effectiveness of their advocacy efforts for different member businesses. They can identify businesses requiring more support and adjust their resource allocation accordingly. Additionally, by looking at “Duration” and “Activity Subject” they can see the specific advocacy issues different businesses face.

Nonprofit – Optimizing Grant Programs (Animal Shelter)

Scenario: An Animal Shelter uses the report to analyze staff time spent on grant applications and management (cases).

• Filters: Filter by “Cases?” to include only case-related activities. Then, filter by specific grant applications or ongoing grant programs as cases. Analyze “Activity Type” and “Duration” to see how much time is spent on tasks like grant research, proposal writing, and reporting for each grant.
• Analysis: This helps the Animal Shelter identify areas where the grant application and management process can be streamlined. They can see if specific grants require excessive time investment compared to the awarded amount. This allows them to focus efforts on high-yield grants and potentially outsource some tasks to optimize staff time allocation.