Before we begin a discussion of contacts in Commissioner Tools and how they relate to Journey to Excellence (JTE), the following must be appreciated when it comes to how many contacts were made in a given period of time.
- JTE, Commissioner Tools, and back-of-the-envelope counting of unit contacts or visits for JTE for any given period of time are very likely to have three different (but correct) values, all of which are a function of data date issues. To reduce the number of answers to two, the Commissioner Tools Focus Group has submitted an enhancement to make Commissioner Tools use the same data date cutoff algorithm (it’s complicated) as is used by JTE. At the time this article was written (August 28), there was no estimated time of completion for this enhancement, but we are aware of the importance of getting it done soon so people can respond as necessary in time for the end of this JTE cycle.
- Currently the various Commissioner Tools reports that provide the number of contacts per month are counting only the number of contacts made by the assigned commissioner. This was a miscommunication by the developers in that they misunderstood the requirement to count all contacts made by any commissioner. An enhancement request is in to get this fixed too. When fixed, several columns of data will be added so you can see the contacts made not only by the assigned commissioner but also by any commissioner and professional.
- The monthly reports that Darlene Sprague sends to region and area commissioners already merge UVTS visits and Commissioner Tools contacts, and this is the report that is the “gospel” when it comes to meeting JTE goals.
Ultimately, the number of contacts made and counted in both JTE and Commissioner Tools are the same. Occasionally, the count for any given month may vary between JTE and Commissioner Tools. From a district or council JTE measuring perspective, the only time it may matter when a contact is counted is at the close of the JTE cycle. To be certain that all contacts made in a given year are actually counted in that year, the best advice is to make that entry during the same calendar year, i.e., don’t delay logging any contact made in 2015 in Commissioner Tools to 2016.
As to which Commissioner Tools reports provide what type of counting of contacts, here is a synopsis:
- Commissioner Activity (2014 and 2015)* shows the number of assigned contacts that have been made monthly by commissioners registered at the district or council level.
- Commissioner Contact Stats (2014 and 2015) displays the number of contacts made monthly by each commissioner registered at the district or council level. Contacts are broken into two buckets: assigned and additional (contact made for a unit the commissioner is not assigned to). The total number of assigned unit contacts and the percentage of assigned unit contacts are also displayed. Additional contacts are not included in the subtotal numbers; however, they are included in the yearly totals and may be calculated manually once the report is exported.
- District Contact Stats (2014 and 2015) displays the number of contacts made monthly for a unit at either the district or the council level. Only units within the selected district or council will appear.
*Note: This report currently displays only those contacts made by the commissioner(s) assigned to the unit. (This does not affect JTE counting.) An enhancement is in development to include other types of contacts made.