How to Use the Reporting Tool in the VAN

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1 How to Use the Reporting Tool in the VAN Using the reporting tool in the VAN can help give you further insight into the effectiveness of your voter contact programs. Step 1: Make sure all your data is in the VAN Before you can pull numbers in the VAN you need to make sure you have all the data collected by your programs entered into VAN. The sooner your data is in the VAN the more accurate your numbers will be. As a best practice we recommend that all your data should be entered into the VAN immediately after a phone bank or canvass. The most common methods of getting the data back into the VAN include grid view, virtual phone banks, script view, and MiniVAN. If you have questions about other methods of getting your data back in, please reach out directly to your data manager. For purposes of data entry using Grid View and Script View, the lists you create in VAN will not be available after 30 days so we strongly advice completing your data entry within 30 days. Grid View

2 Grid View is a method to enter data into the VAN that provides a grid that appears in the sort order of your paper lists. This is a quick and easy way to enter this data into VAN. Keep in mind that you have 30 days before your list number expires so you want to be sure get this data back in as quickly as you can. Virtual Phone Banks Virtual Phone Banks allow one to make calls without using paper lists and to enter the data into VAN during each call. With virtual phone banks you make calls while looking at a screen that shows the script and allows you to get the data back in seamlessly. The list segmentation is handled by the VAN so you can have multiple users using the same Virtual Phone Bank. Barcode Scanners The majority of paper lists printed from the VAN include a barcode that can be scanned to get the data back into the system. This is a fun and easy way to get data back in from paper lists. Script View

3 Script view displays your script and the phone number of the person you are calling from a list in your own account. A good use for script view is if you are making calls off of your own account and want to get that data in without an extra step. MiniVAN MiniVAN allows you to canvass using your iphone, ipod Touch or Android Device instead of using paper lists and get the data back in while you are canvassing. Step 2: View Canvass Results The reporting tool in the VAN is called View Canvass Results. The components of this tool are called Canvassing Summary, Survey Question, Set Report Preferences, and Canvass Results by Hour of the Day, Canvass Results by Day of the Week and Canvass Results by Day and Hour.

4 Canvassing Summary The Canvassing Summary allows you to take a look at your canvass results in aggregate. You can see how many not home, refused, moved, deceased, and canvassed your program contacted. You can adjust based on a date range. You also have the option of changing the input type. The input type is the method the canvass results are entered. You can also adjust canvass results by contact type, which is the method that a person was contacted by. Common contact types include walk for a canvass or call for a phone bank. If you have targets you can view the results based on those. You can also filter your canvass results down to your saved lists by just typing the name of the saved list where it says filter. To export this list, be sure to click where it says Export to Excel in the right hand corner. Survey Question Summary

5 The survey summary list is very similar to the canvass results summery whereas all of the options to adjust are the same. However, the main difference between the two is that the canvass results summery allows you to aggregate and report on things such as who is not home while the survey question summery allows you to report on the progress of one survey question at a time. Canvass Results Preferences Canvass Results Preferences allows you to adjust the defaults and the options for your reports. Canvass Results by Hour of the Day, Canvass Results by Day of the Week and Canvass Results by Day and Hour

6 These options allow you to view the results on by the time the voter contact activity took place. How to Get Help Reports can be complex, and we are happy to help you out if you run into any trouble and schedule a time to talk to meet your individual needs. Please e- mail us at van@issidata.org if you run into any trouble or press the contact the admin button in the VAN.