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Aggregated Indicators in Amp Impact

Aggregated Indicators enable organizations to aggregate indicator results from individual-level data stored on a Salesforce object. For example, an organization might be collecting individual participant-level data on the Contact object and might need to report on the number of people who participated in a specific program.

Amp Impact comes with two options for displaying and managing Aggregated Result data: Visualforce and Lightning Web Component. Depending on which option your organization uses, you would need to navigate to different sections to ensure the steps outlined here corresponds with what you’ll see in your system. Check with your System Administrator if you’re unsure which option you are using.

Aggregated Indicators Terminology

Here are a couple of common terms we’ll use when setting up and managing Aggregated Indicators in Amp Impact:

Term

Description

Aggregated Project Indicator

An indicator that aggregates pre-existing, individual-level data stored in a custom object. Users can aggregate results for a project indicator by performing the following operations on the individual-level data: sum, average, count, maximum, or minimum.

Aggregation Criteria

The rules set by the user that determine how an Aggregated Project Indicator aggregates data from the Source Object, including the operators, custom filters to apply to Source Object records, and fields to determine how the Source Object records are aggregated according to Geographic Area, Reporting Period, Disaggregation Value, or Cross-Disaggregation by Sex.

Batch

Users can run batches to process a bulk amount of data. “Batch is used to run large jobs (think
thousands or millions of records) that would exceed normal processing limits. Using Batch Apex, you can
process records asynchronously in batches or chunks (hence the name, "Batch") to stay within platform
limits.” (Source: Salesforce. Learn more here.)

De-Duplication

When aggregating, the Source Object may contain multiple records with the same value in a certain field (e.g., multiple Attendance records looking up to the same Contact record). Users can select to either aggregate all records (irrespective of that field value) or aggregate only one record per unique field value.

Immediate Parent Record

The parent of a Source Object record, as determined by a lookup or master-detail field on the Source Object. The fields of this object can be used to determine how to aggregate according to Geographic Area, Disaggregation Value, or Cross-Disaggregation by Sex.

Source Object

An object containing individual-level records with data that can be aggregated into a project indicator.

Create Aggregated Project Indicators LIGHTNING WEB COMPONENT

Aggregated Indicators are only available as a LWC from Kalausi (v1.34) or later. If your organization is using the Visualforce ManageIndicators page, the interface will be slightly different. The logic for setting up Aggregated Indicators is still the same. Reach out to your System Administrator if you have questions about creating Aggregated Indicators.

Aggregated Project Indicators can be set up for any numeric Project Indicator. This feature enables organizations to perform the following functions when aggregating results from other Salesforce objects:

  1. Sum

  2. Average

  3. Count

  4. Maximum

  5. Minimum

The Aggregated Indicators functionality may be impacted if your organization runs multiple Salesforce packages and apps, as the API names may conflict and interfere with aggregation queries. To prevent this, speak to your System Administrator to ensure that your organization’s custom objects have unique API names.

Here are the steps to create an Aggregated Indicator in Amp Impact:

  1. Navigate to the “Manage Indicators” page and click on the “Add New Custom Indicator” button.

  2. Fill out the fields in the popup and select “Aggregated” for the “Type of Results” field. Remember that the “Data Type” can only be quantitative when setting up Aggregated Indicators.

If the Data Type is Milestone, Qualitative or Picklist, you will receive an error message.

  1. Click on “Save and Next”.

  2. On the next screen, the “Customize Aggregation Criteria” popup is where the criteria are set for aggregating results. You have the option to hit cancel and return to setting the aggregation criteria at a later stage.

  3. To define the aggregation criteria, populate the following fields on the “Customize Aggregation Criteria” popup:

Popup Field

Required?

Description

Source Object

Yes

Object in Salesforce that contains the individual-level data to be aggregated.

When using Aggregated Indicators in the Non Profit Cloud and the Program Management setting is turned off, the Non Profit Cloud objects will still be displayed in the “Source Object” dropdown.

How to Aggregate
(Operator)

Yes

How the data will be aggregated, i.e. Sum, Average, Count, Maximum, Minimum.

When creating an aggregated Project Indicator that averages, ensure that the “Number of Decimal Points Allowed” field for that Project Indicator has been set to either 1 or 2.

Do you want to filter records?

No

Create custom filters by selecting “Some Records” to display this interface. Select fields on the Source Object in the first picklist and the filter operator in the second picklist. Type directly into the input cell to set the criteria. If multiple filters are used, select the filter logic (AND or OR) in the Specify Filter Logic’ dropdown.

  • If multiple filters are created, the user will be prompted to select filter logic

  • The following field types are not currently supported:

    • Date/Time

  • The following field types are available to use as filter criteria:

    • Record Type

    • Checkbox

    • Currency (displays according to user locale)

    • Date (displays according to user locale)

    • Formula

    • Relationship (lookup or master-detail) - criteria must use the record Id

    • Number

    • Percent

    • Picklist (single or multi-select)

    • Text

Do you need to de-duplicate?

No

This feature allows the user to choose whether multiple records with the same value in a specified field are considered individually or together when aggregating.

Reporting Period based on

Yes

The date field on the Source Object that determines which Reporting Period an individual record will be aggregated to.

Geographic Area based on

Yes

The field on the Source Object (or any of its parent objects) that determines which Geographic Area an individual record will be aggregated to.

Active

No

This checkbox controls whether the criteria is active and creates or updates Results when the batch is run.

Filtering by Record Type: Results can be aggregated by filtering records based on the record type labels configured on the source object. For example, if the Application/Grant (ampi__Project__c) record is configured with two record types with labels “Grant” and “Application”, then the user can select the “Record Type Name” field in the filter criteria drop down and type the value “Grant” in the input field.

Depending on the disaggregation levels of the Project Indicator (i.e. disaggregation by group and/or cross-disaggregation by sex), additional criteria may be required. See below for the variations that may display depending on disaggregation level.

Create Project Indicators Cross-Disaggregated by Sex

If the Project Indicator is cross-disaggregated by sex:

  1. Select the field that sex is based on. This field may sit on an immediate parent record.

  2. Map the possible values in the field selected in a. to Amp Impact’s sex disaggregation values
    (Male, Female). As depicted below, the Amp Impact sex disaggregation values are listed to the left
    of the input boxes. For each sex disaggregation value, enter the corresponding field value to be
    mapped to that disaggregation (e.g. M for Male).

    1. Multiple values can be mapped to the Male and Female sex disaggregation values. For
      example: “Man”, “M”, and “Male” can all map to the Male sex disaggregation value when
      specifying aggregation criteria for an Aggregated Indicator.

    2. Any source records that do not match the “Male” or “Female” mapped values are
      automatically mapped to the “Unknown” disaggregation. Upon refreshing the Aggregated Project Indicator, the result values for the “Unknown” column will be populated on the AddResults
      table for the corresponding Geographic Area and Reporting Period.

Note the following Limitation: When specifying the aggregation criteria, if the same sex disaggregation value is mapped to both Male and Female, then the source records gets mapped to Male value by default. For example, if Male and Female values are both mapped to “Male” only, then the aggregation value is attributed to the Male sex disaggregation.

Create Project Indicator Disaggregated by Disaggregation Group

If the Project Indicator is disaggregated by a Disaggregation Group:

  1. Select the field that the disaggregation is based on. This field may sit on an immediate parent record.

  2. Map the possible values in the field selected in “A” to the custom Disaggregation Values. Multiple field values may be mapped to each custom Disaggregation Value by using commas to separate the field values.

Ensure all records can be mapped: When creating a new Disaggregation Group, always create one Other/Unknown Disaggregation Value to account for records that may be missing that data. While mapping the possible field values to the custom Disaggregation Values, leave the mapping for only this Other/Unknown field blank. Any additional blank mapping will cause the Project Indicator to aggregate incorrectly.

  1. After clicking “Save” on the Aggregated Indicator popup, a banner will display confirming the
    successful creation of the aggregated indicator. The new Project Indicator will appear in the
    ”Selected Indicators” table.

Manage Aggregated Indicators LIGHTNING WEB COMPONENT

Edit Existing Aggregated Indicators

  1. To edit the aggregation criteria through the Manage Indicators page, click on the drop-down next to the Indicator and click on “Edit”.

  2. Make the necessary updates to the Aggregated Indicator by clicking on “Save and Edit Aggregation”.

Update Aggregated Indicator Results

Once the Aggregated Indicators are set up, users can choose to run the query and update the indicator results. This can be done for a single Aggregated Indicator, or multiple Aggregated Indicators at once.

Before you start updating results, check the following:

  • The relevant system permissions must be assigned to the user attempting to run the query.

  • The relevant Aggregated Indicators must exist for the Project (i.e. they are assigned to the Project).

  • The appropriate aggregation criteria have been entered for every Aggregated Indicator.

  • There is source data that fits the defined aggregation criteria.

Update Results for a Single Aggregated Indicator

  1. On the Managed Indicator page, click on the dropdown icon next to the indicator and click “Update Results”. Note that this option will only be shown if the Project Indicator is calculated or aggregated.

  2. A popup will open with the date and time of any previously run aggregations displayed.

    1. If no aggregations have been run previously, then the date and time field will be blank.

    2. If any aggregations have been run previously, the date and time are displayed in the user’s locale.

  3. While the result(s) are being updated, users cannot edit, delete or deactivate the aggregated Project Indicator. The following buttons are greyed out on the Manage Indicator page:

    • The dropdown menu button next to the calculated indicator

    • “Update Results” button

    • It is also recommended to refrain from using the “Update Results” or “Submit Results” button on the Add Results while the results are being updated.

  4. The results will populate on the Add Results page only if all of the data required has been entered:

    1. Aggregation criteria have been correctly set up.

    2. Records for the Source Object exist.

  5. Refresh the Add Results page to see the most accurate results. The “Last Aggregation Date” field will also be updated.

If an existing aggregated indicator is marked as not active then results will not be updated. The Add Results page will show the last aggregated result from when indicator was active.

Update Results for multiple Aggregated Indicators

Note that this option will update results for all Calculated and Aggregated Indicators. If there are no Calculated Indicators in the project, then only the results of Aggregated Indicators will be updated.

There are two ways to initiate a batch update for all Aggregated and Calculated Project Indicators: From the Manage Indicators table and from the Add Results page.

Update Results from the Manage Indicators Table

  1. Navigate to the Manage Indicators page and click on the “Update Results” button to run a batch update for all the Aggregated and Calculated Indicators.

Note, this button will not display if there are no aggregated or calculated indicators in the Selected Indicators table.

  1. A popup will display to confirm the batch. Click “Confirm” to run the batch.

  2. On confirmation, the batch runs for all Calculated and Aggregated Indicators in the project.

  3. While the batch is processing, users cannot edit or delete the Calculated and Aggregated Project Indicators. The following buttons are greyed out:

    • The dropdown menu buttons next to all Calculated and Aggregated Indicators;

    • “Update Results” button on the Manage Indicator page.

  4. The user is notified via email when the batch is complete and the results are updated.

  5. When the batch is complete, the buttons will display again. Results for the corresponding Calculated and Aggregated Project Indicators will be populated on the Add Results page. Refresh the Add Results page to see the most accurate results. The “Last Aggregation Date” will also be updated.

Time to wait: We recommend that users don’t update results or submit results via the AddResults page while the batch is running. Users can navigate away from the ManageIndicators page until the batch is completed.

Update Results from the Add Results Page

  1. Navigate to the Add Results page and click on the drop-down on the right.

  2. In the dropdown, select the option to “Update Results”.

  3. A confirmation popup will be displayed to confirm that the Calculated and Aggregated Project Indicator results will be updated for the current Geographic Area and Reporting Period.

  4. While the batch is processing, users will not be able to submit or update the results for these indicators. The “Submit Results” and “Update Results” buttons will be greyed out and inactive.

  5. A clock icon will be displayed next to theAggregated and Calculated Indicators to display that they are being updated.

We recommend users to refrain from editing indicators and updating their results vai the Maange Indicator page while the the batch is running.

  1. The user is notified via email when the batch is complete and results are updated.

  2. A success message is displayed once the batch is updated. The buttons will display again and users can refresh the Add Results page to see the most accurate results. The “Last Aggregation Date” field will also be updated.
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Create & Manage Aggregated Indicators VISUALFORCE PAGE

The logic for creating Aggregated Indicators from the Visualforce page is similar to the LWC described above. The only difference is the user interface for some of the steps:

  1. The “Add New Custom Indicator” and “Aggregation Criteria” popups have a slightly different interface.

  2. To update results for a single Aggregated Indicator from the Visualforce page, users can click on the wrench icon next to the corresponding aggregated indicator.

  3. Users can also update results for all Aggregated and Calculated Indicators using the “Refresh Indicators” button from the Manage Indicators page.

  4. On the pop-up select “Aggregated” to update results for only Aggregated Indicators

Stop Aggregating Data

If data is no longer being collected for an Aggregated Indicator or the aggregation no longer needs to be calculated, the user can deactivate the Aggregation.

  1. Click the Wrench icon to open the Aggregation Criteria popup.

  2. Scroll to the bottom and uncheck the Active checkbox field.

  3. Click Save.

Once the Active checkbox is false, when a user clicks on the Refresh icon to aggregate data, the aggregation will not run on click of Confirm in the popup.

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