How the Manager’s Report Is Calculated
The Manager’s Report summarizes how the Virtual Engagement Officer (VEO) is performing and how donors in the portfolio are engaging. This article explains, in plain language, how each metric in the report is calculated and what question it answers.
Since Launch Giving Summary
This shows the total amount raised since the VEO launched.
It includes:
- Gifts made by donors while they were actively assigned to the VEO
- Gifts from donors who have since become inactive or graduated
It excludes:
- Pledges
- Gifts made before the VEO launched
This metric answers:
“What has the VEO contributed to securing so far?"
Source: Gift File
Percentage of Max Touchpoints
This measures how close the VEO is to the goal of 8–12 touchpoints per donor per year.
First, the system looks at:
- How many outbound messages each active donor has received
Then, it calculates:
- The highest number of touchpoints any donor has received
- What percentage of the active portfolio has reached that same level
- Please note that if a portfolio has donors added and removed often, this percentage may fluctuate
This metric answers:
“How is the VEO progressing toward consistent donor engagement?”
Source: VEO activity data
Fiscal Year (FY) Giving Summary
This compares giving this fiscal year to last fiscal year, using only active donors.
It includes:
- Gifts made this fiscal year
- Gifts made last fiscal year by the same active donors
This metric answers:
“How is the portfolio performing this year compared to last year?”
Source: Portfolio File
Participation Rate
Participation rate measures how many active donors have given during the current fiscal year.
It is calculated by:
- Dividing the number of active donors who gave this fiscal year
- By the total number of active donors in the portfolio
The same calculation is used to show last fiscal year’s participation rate for comparison.
This metric answers:
“What proportion of donors are giving?”
Source: Portfolio File
Retention Rate
Retention rate measures how many donors continue to give year over year.
It is calculated by:
- Taking the number of active donors who gave both this fiscal year and last fiscal year
- Dividing by the number of donors who gave last fiscal year
This shows how well the portfolio is retaining donors over time.
This metric answers:
“How many donors are continuing to give?”
Source: Portfolio File
Number of Donors
This is a simple count of:
- All active donors currently assigned to the VEO
It excludes:
- Inactive donors
- Graduated donors
This metric answers:
“How many donors is the VEO currently engaging?”
Source: Portfolio File and Portfolio Management File
How These Metrics Work Together
Taken together, the Manager’s Report shows:
- How much the VEO has raised
- How consistently donors are being engaged
- Whether participation and retention are improving year over year
- The overall size and health of the active portfolio
If you have questions about how a specific number is calculated or notice something that doesn’t look right, please contact your Customer Success Manager.