A clearly defined goal should use the classic, yet effective, SMART methodology.

• S – Specific
• M – Measurable
• A – Attainable
• R – Realistic
• T – Timely

For example, the following goal is SMART:

Improve client satisfaction by 10 percent over the next six months.

The goal is specific, identifying what will be improved.  It is measurable, meaning we can observe whether improvements are being made.  It is attainable and realistic, outlining an incremental improvement in performance.  It is also timely, defining a specific timeline for achievement.

A SMART goal motivates stakeholders and provides a solid baseline to create performance metrics.

A logic model describes “how” you will achieve your goals. A logic model links metrics to goals and creates a map for your performance measurement process.

There are different kinds of logic models, which you can sample with a quick Internet search, but the basic model includes the following elements:

• Inputs are the resources it will take to accomplish your goal. Inputs can be the financial resources, staff time, or technology that go into your programs and services.
• Activities are the things you do to accomplish your goal. These are the services you provide to your clients. They may include case management, workshops, or trainings.
• Outputs are the direct results of your activities. These are the things your clients receive as a result of your activities. For example, if you host a resume-writing workshop, offering the workshop is an activity and a client’s attendance at the workshop is the output.
• Outcomes are the changes that occur as a result of your activities. These are the knowledge, skills, or resources clients gain as a result of your program and services. Using the resume-writing workshop example above, the outcome is the client’s ability to create a professional resume that will increase his or her chances of being hired. You may decide to further divide outcomes into short-term and long-term outcomes.

Create a logic model using an iterative process. Start with a draft of your ideas and refine as necessary. The purpose of a logic model is to think through your goals and develop a complete picture of your programs and services.

Setting goals and designing a logic model both contribute to the design of your Apricot database in subsequent steps.

The outputs and outcomes of your logic model are indicators of whether or not you are achieving your goals. These are the elements to track in your Apricot database.

Translate your outputs and outcomes into data that can be collected, managed, and reported in Apricot software.

• List the outputs and outcomes
• Identify the metrics that measure those outputs and outcomes
• Translate those metrics into discrete data points
• Map the discrete data points into Apricot’s database architecture (forms, fields, and links)

Let’s outline a real-life example.

• If a resume-writing workshop is the activity, the output would be clients’ attendance at the workshop. Your desired outcome might be that clients’ resume-writing skills improve.
• You can measure this outcome by grading resumes or administering a survey asking clients to rate their resume-writing skills before and after the workshop.
• Attendance and skills assessments are quantifiable metrics that can track progress toward goals.
• You can now create forms and data fields in Apricot to capture attendance and assessment data.

Create a custom Apricot report for each goal and use multiple sections within each report for the metrics that measure progress toward a particular goal.

Format reports with charts, graphs, summaries, counts, calculations, and targetlines.  You can even use more advanced features like comparison reporting, outcomes reporting, or custom report expressions. Each of these features can be used to measure performance in Apricot reports.

Go one step farther and convert your reports into dashboard bulletins. An easy to read chart or graph displayed as a dashboard bulletin can be used to consistently monitor progress and ensure that all team members have access to up-to-date performance information.

One of the key benefits of tracking metrics with Apricot software is the ability to monitor progress toward goals and make adjustments to your approach as necessary.

Use metrics to make data-driven decisions and take informed, intentional action.

Schedule recurring time to analyze your metrics and track your progress on particular goals. Review the metrics associated with each goal with program staff. Use the following questions as a guide:

• Are we on track to meet our goals? Why or why not?
• What is the data telling us about our program(s)?
• What concrete actions can we take to ensure we meet our goals?

Each review should generate concrete, action-oriented steps that will improve performance.

Quantifiable information about your programs and services is highly valuable. Apply the knowledge you gain from metrics to help you achieve your goals.