Help Build a User-Friendly Data Tracking System for Our Nonprofit

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Embrace Abilities is a nonprofit organization dedicated to empowering children and families with special needs by promoting inclusion, respect, and diversity. We are seeking a skilled volunteer to help us create an easy-to-navigate data tracking system to monitor key performance indicators (KPIs) and streamline our operations.

Since we’ve only started collecting data in January, this system will be built from the ground up. We need a solution that is intuitive, allows for automations, and integrates seamlessly with tools we already use (e.g., Zoho Mail, Google Drive, Google Calendar).

What We’re Looking For:

• Experience in setting up data tracking systems (e.g., Airtable, Monday.com, or similar tools).
• Knowledge of data organization and visualization tools.
• Familiarity with automations (e.g., reminders, follow-ups) and integrations with tools like Zoho Mail, Google Drive, and Google Calendar.
• Patience and willingness to guide us through the process, as we’re new to these systems.

What We Need to Track:

1. Families:

   • New and returning families.
   • Engagement status (Active, At Risk, Dropped Off).
   • Programs and outreach events participated in.
   • Feedback and notes.

2. Programs (Monthly Meetups, Parent Ambassador, Coffee with Caregivers, Birthday Buddies):

   • Attendance (registered vs. actual vs. walk-ins).
   • New families vs. returning families.
   • Attendance rate and no-show rate.
   • Feedback scores and volunteer support.

3. Outreach Events:

   • Attendance and reach.
   • Families introduced via outreach.
   • Volunteer support.

4. Volunteers:

   • Hours contributed.
   • Roles (e.g., Parent Ambassador, Event Volunteer).
   • Retention rates.

5. Donors:

   • Total donations (monthly/yearly).
   • Donor retention rates.
   • Campaigns and average donation size.

6. Grant Applications:

   • Grants applied for vs. awarded.
   • Total funding received.

7. Monthly Metrics:

   • Overall attendance across programs and events.
   • Volunteer hours contributed.
   • Donations received.

8. Community Impact:

   • Friendship formation among participants.
   • Partnerships established with local organizations.
   • Advocacy impact (e.g., families supported with IEPs or 504 plans).

9. Accessibility and Inclusion:

   • Percentage of events meeting accessibility standards (e.g., sensory-friendly, wheelchair-accessible).
   • Resources distributed (e.g., sensory kits, ASL flashcards).

10. Engagement Metrics:

    • Social media engagement (followers, shares, interactions).
    • Email engagement (open rates, click-through rates).

11. Program-Specific Success:

    • Teen/Young Adult Group: Activity participation rates, retention rates, parent feedback on social skills and independence.
    • Birthday Buddies: Number of children celebrated, family satisfaction scores.
    • Coffee with Caregivers: Attendance trends, feedback on caregiver networking and support.

12. Financial Health:

    • Program cost per participant.
    • Sponsorships secured.
    • Operational sustainability (percentage of funding secured for long-term operations).

13. Growth and Scaling:

    • Geographic reach (families served outside the Mississippi Gulf Coast).
    • New programs launched.
    • Volunteer growth (year-over-year increase in active volunteers).

What You’ll Be Helping With:

• Designing and building the data tracking system to monitor the above metrics.
• Setting up automations for reminders, follow-ups, and monthly reports.
• Creating dashboards to visualize KPIs like attendance, retention, and donations.
• Recommending additional features or improvements for better efficiency.

Time Commitment: Flexible, but we’d love to complete this project within the next 2-4 weeks.

What We Offer:

• The opportunity to make a meaningful impact on a nonprofit serving families of children with special needs.
• A letter of recommendation or LinkedIn endorsement for your volunteer work.