In this presentation, we review best practice form design models and Apricot tools you can use to track and report on participant assessment data in Social Solutions’ Apricot Core and Apricot 360 software. Learn what to consider when getting started on form design, the 4 most common approaches to tracking assessments in Apricot, and the top 3 approaches to reporting on assessment scores, averages, and progress using Apricot Standard Reports. Watch the video: https://youtu.be/hJTjaOrlntM About Sidekick Solutions Sidekick Solutions is an independent software consulting firm, specializing in Social Solutions’ Apricot Core and 360 software. We help new and existing Apricot users make the most of Apricot’s suite of features with a range of professional services for implementation, workflow optimization, reporting/analytics, consulting and training, and database audit/cleanup. We make Apricot easier to use and more capable for our clients, yielding higher return on investment in their Apricot software license.

1. Assessments, scales, and scoring:
How to track progress in Apricot

2. Hi, I’m Ally
Apricot Consultant
Sidekick Solutions
info@sidekicksolutionsllc.com
In this video...
● System design considerations
● 4 ways to track assessments
● 3 ways to report & analyze

3. System design considerations

4. Why getting Apricot “right” matters
• Streamlined user experience and data entry
• Compatible form and link structure for reporting
• Data is reportable in Apricot using standard tools
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Start with a blueprint

5. Before you build, ask yourself…
1. How will data be collected and entered?
2. On what frequency will assessments be completed?
3. How will assessments be scored?
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6. 1. Assessment data collection and entry
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• Hand entered by staff
• Secure web form (requires Assessment on Tier 1)
• Guest login or portal
• Import tool

7. Before you build, ask yourself…
1. How will data be collected and entered?
2. On what frequency will assessments be
completed?
3. How will assessments be scored?
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8. 2. Assessment frequency
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• Pre and post (i.e. at intake and exit)
• Per activity (i.e. at service delivery, goal check in, etc.)
• Per follow up schedule (i.e. intake, 3 mo., 6 mo., etc.)

9. Before you build, ask yourself…
1. How will data be collected and entered?
2. On what frequency will assessments be completed?
3. How will assessments be scored?
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10. 3. Scoring assessments
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• Masked option fields (dropdown, radio, likert scale)
• Calculation fields on form (subtotals, totals)
• Calculations in report (averages, aggregate counts)

11. Four ways to track assessments
11

12. Assessment form structure models
1. Pre/post assessment on a single Tier 2 record
2. Assessment at activity
3. Individual assessment Tier 2, linked to Enrollment
4. Individual assessment Tier 1, linked to Client
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13. 1. Pre/Post Assessment
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• Log status for same measures at intake & exit
• Connect to enrollment Tier 2 – new section or linked form

14. Why – Pre/Post Assessment
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✔ Collect data at existing client touchpoints: intake & exit
✔ Easily report on change from intake to close
✔ East to chart client progress (2 data points to compare)
DEMO in Apricot

15. 2. Assessment at activity
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• Log status at time of activity or service
• Enter data into new section
• Or, link to Tier 2 form

16. Why – Assessment at activity
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✔ Collect data at existing client touchpoints
✔ Chart client progress over multiple dates
✔ Report on assessment data by date, interval, or other
differentiator
DEMO in Apricot

17. 3. Individual assessment (Tier 2)
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• Complete assessments on any frequency
• Enter as many assessments as needed
• Connect to enrollment Tier 2 via link

18. Why – Individual assessment (Tier 2)
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✔ Collect at any frequency, unrelated to other touchpoints
✔ Chart client progress over multiple dates
✔ Report on data by date, interval, or other
✔ Infinitely scalable
DEMO in Apricot

19. 4. Individual assessment (Tier 1)
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• Collect assessments via Secure Web Form
• Post-collection, link records to Tier 1 Profile
• Accommodates anonymous survey collection

20. Why – Individual assessment (Tier 1)
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✔ Streamline collection by sharing directly with end user
✔ Easily report on data by date or other differentiator
CAUTION: Requires data quality management.
DEMO in Apricot

21. 3 ways to analyze data with
Standard Reports
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22. 3 reports to analyze assessments
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1. Client progress over time
2. Aggregate client outcomes
3. Change between assessments using limits & aliases

23. 1. Charting client progress (per client)
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✔ Visualize change over time for a single client
✔ Compatible with pre/post & individual assessment form
models
✔ Streamline access to client data and progress
DEMO in Apricot

24. 2. Aggregate client outcomes
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✔ Track program impact via aggregate analytics
✔ Chart average results at key intervals
✔ Measure progress toward benchmarks
DEMO in Apricot

25. 3. Change between assessments
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✔ Calculate improvement over time via change in score
✔ Summarize key metrics in an easy to review report section
DEMO in Apricot

26. Other considerations and key
takeaways
26

27. Other feature options available
1. Outcomes reporting feature
2. Dynamic fields (Apricot 360 only)
3. Custom report expressions (Apricot 360 only)
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28. Outcomes reporting feature
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• Identify matches against a quantitative goal
• Works with row counts, group row counts, & summaries

29. Dynamic text fields in Apricot 360
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• Reference prior record data on a new record
• No need for limits reporting
to report on change between
records

30. Custom report expressions in Apricot 360
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• Turn qualitative data into quantitative
scores
• Prompt action with links to a record or
folder
• Count records by custom rules or
multiple criteria in a single section

31. Key Takeaways
• Consider your reporting and user experience requirements
before building forms
• Apricot features support both qualitative and quantitative
data collection and reporting
• Analysis in Excel generally unnecessary if system design
correct
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32. Have questions about Apricot?
info@sidekicksolutionsllc.com
Explore more best practices on our website at…
sidekicksolutionsllc.com/apricot
...or contact us via email.