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My Millennium Charts and Graphs

Within the Charts & Graphs section of My Millennium, each of the displays 'reads' the database and makes certain tallies or calculations on its findings. The data is then displayed in either a graph or a chart. Some of the displays offer the option of toggling between a graphical display and a chart of the same data. It is important to understand that when each user's display will be based on the security views available to that user.

Note that an 'active' constituent is one whose Basic Data row is flagged as active. A 'living' constituent is one who does not have a Death row. The month to be used as the starting month of the fiscal year is a institution-wide option, set by the system administrator on the System Options page.

The following statistical information is available:

CAE Category - A pie chart display of the CAE Categories. The display may be toggled between settings for all active constituents, or only those with good address information.

Campaign Totals - A bar graph, line graph, or charted display, of the total amount of money received for each of the Campaigns, for each of the last five Campaign Years. The charts may be toggled include or exclude pledges.

Constituent Counts - A chart display of the count of active, living constituents in each Constituent Type, how many of each Type are donors, and what percentage of each Type are donors. The chart may be toggled between total cumulative giving or only the current fiscal year.

Constituent Totals - A bar graph, line graph, or charted display of the total amount of money received from each of the Constituent Types, for each of the last five Campaign Years. The charts may be toggled to include or exclude pledges.

Preferred Years - A chart display of the count of living, active constituents in each Preferred Year, how many from each Year are donors, and what percentage of each Year's population are donors. The chart may be toggled between total cumulative giving or only the current fiscal year.

CAE Category

Many institutions report to the Council for Aid to Education on their fund-raising efforts, and the nature of their constituency. The CAE Category field in the Basic Data row tracks this information. This field is driven by the CAE Categories lookup table, using a standard set of entries that classify each constituent in a way that will produce the appropriate results. In general, these CAE Categories are usually broader than the Constituent Type classifications that are also part of the Basic Data table, and they permit less flexibility in definition since they must be used in constructing the CAE report. Institutions who do not report to the CAE may use the CAE Categories or not, at their option. Obviously, counts and graphs based on this data will only be available and meaningful if the data for this field has been consistently assigned for the constituency.

If you activate the CAE Category item under Charts & Graphs within My Millennium, the system will immediately begin to 'read' the Basic Data rows in the database (or the subset of Basic Data rows to which the user has been granted viewing privileges). It will then create a pie shaped graph based on the distribution of the CAE Categories that it locates in the data, for living constituents, whose Basic Data rows are active.

The graph will display each of the Categories that are represented in the data as a wedge of the pie, and also in a graph legend to the right. The legend consists of a small color box, the CAE Category, and a numerical count of the constituents found with that data. Any entries in the lookup table that are not represented in the data are not included in the legend or the chart.

The display includes a hyperlink toggle that you may use to further restrict that set of constituents to those who have a good Address. If you activate that option, the system will re-calculate and re-draw the graph. You may return to the previous display by clicking that hyperlink toggle again.

The colors that are used in the pie chart are randomly chosen by the system each time the graph is accessed. (If you prefer to try a different set of colors, you may simply re-access the graph.) The system will use a white background for the display of all graphs.

Each 'wedge' of the pie graph is drawn to represent the percentage of the pie that each CAE Category represents. In addition, the numeric percentage (rounded) is shown next to each wedge.

Display CAE Category Counts

Logon to Millennium and access the My Millennium functions.
Click Charts & Graphs.
Click CAE Category. The system will display the pie graph.
To restrict the graph to only those constituents who also have an Address with a Locator of 'good', pass mouse pointer over the header edit button. A context menu will appear.
Click the item Only Active Constituents with Good Addresses.

Campaign Totals

Each Giving row includes a field for the fund-raising Campaign that was responsible for the donation. This field is driven by the Campaigns lookup table and we recommend that it be made mandatory data for each transaction by insuring that there are no blank entries in the lookup table. Any transactions that have a blank Campaign field will not be represented in this display.

When you activate the Campaign Totals item in the Charts & Graphs section of My Millennium, the system will examine the current user's security view of the Gift table. From that set of data rows, it will locate those rows which have a Campaign Year in any of the last five Campaign Years, AND a Transaction Type of Gift (g), Pledge Payment (y), Bequest (b), or Cumulative (z). It will then generate a yearly Total for each Campaign that is represented in any of those Transactions.

Note that matching gift transactions, credits, expectancies, etc. are not included in the Campaign Totals. Pledges may be included or excluded, by using the context menu items Include pledges/Exclude pledges, accessed by passing the mouse pointer over the header edit button. In addition, the corresponding text for the current setting is shown just below the title, as a reminder for the viewing option that is currently in effect.

The system will calculate a grand total for each of the Campaigns for each of the last five Campaign Years. The results are displayed as a columnar graph using a different color for each Campaign. You may switch from this graph to a chart, showing the exact dollar amount for each, or you may switch to a line graph emphasizing the trends for each Campaign. You may toggle between those three displays by using the context menu accessed by passing the mouse pointer over the header edit button.

Graph

The Campaign Totals Graph shows a vertical color bar for each of the Campaigns that is represented in the data. That color will be shown in a legend to the right of the graph, along with the name of the Campaign, as it appears in the lookup table. The vertical axis of the graph will show dollar amounts in thousands of dollars, therefore, the line labeled '5000', actually represents $5,000,000.

This type of graph is particularly useful in making a visual comparison of how the different Campaigns fared in relationship to each other, in each of the Campaign Years.

Chart

The same information that is shown in the bar graph may be viewed in a chart format. When the chart display is activated, each of the represented Campaigns is shown in a horizontal row, with a total amount shown in vertical fields for each of the last five Campaign Years. The Charted display is useful when you want to see exact total amounts for each.

Trends

The same information that is shown in the graph may be viewed in a line graph format, emphasizing the change in levels of giving for each Campaign. When the trends display is activated, an individual color line for each of the Campaigns that is represented in the data is shown on a white background. Those colors will be shown in a legend to the right of the graph, along with the name of the Campaign, as it appears in the lookup table. The vertical axis of the graph will show dollar amounts in thousands of dollars, therefore, the line labeled '5000', represents $5,000,000.

This type of graph is particularly useful in making a visual comparison of how the different Campaigns fared from year to year, in each of the five most recent Campaign Years.

Display Campaign Totals

Logon to Millennium and access the My Millennium area.
Click Charts & Graphs.
Click Camp. Totals. The system will read the database to produce the needed data and then display the graph. To switch to the display of the chart or the trends display of the same information, pass the mouse pointer over the header edit button to access a context menu and click either Chart Display or Graph Display.
From any of the three displays, to toggle between Include Pledges or Exclude Pledges transactions in the calculations, pass the mouse pointer over the header edit button to access a context menu and click the desired item. The option that is currently in effect will be disabled in this menu.

Constituent Counts

Every constituent in Millennium should be assigned a Constituent Type. These Types may be customized to suit the needs of your institution, within the guidelines described in the Constituent Type lookup table.

When you click Constituent Counts, the system will examine the database and generate a chart of the number of living, active constituents in each Constituent Type as currently shown in the Basic Data row, show how many of each type are donors, and what percentage of each type are donors.

For this display, you may choose to have the chart constructed based on the current fiscal year's giving information only, or on the complete giving history. The context menu available via the header edit button allows you to switch from one display to the other. A label at the top of the display, just below the title reminds you of which display you are currently viewing.

For this display, a constituent is considered a donor by the existence of a Gift row with a Transaction Type of: Gift (g), Pledge Payment (y), Bequest (b), or Cumulative Transaction (z). And for this display, each constituent is counted only once, regardless of the number of times that they have contributed.

When the data has been collected and compiled, the system will produce a three field chart of all of the Constituent Types that are represented in the data, showing the number of constituents for each (Total #), the number of those constituents who are donors (# of Donors), and the percentage of donors that number represents (% Donors). Each row in this chart is labeled with a Constituent Type.

The last row in the chart will show Totals for each of the fields, the total number of constituents being tallied, the total number of donors and the overall percentage of donors.

Remember that the information for this chart is generated based on the data rows that the current user has been given security access to view. Also, the system only examines data belonging to constituents whose Basic Data rows are active, and who do not have a Death row.

Display Constituent Types Counts

Logon to Millennium and access the My Millennium functions.
Click Charts & Graphs.
Click Constituent Counts. The system will display the charted information.
To toggle between displays that are calculated based on the constituents' entire Cumulative Giving history, or calculated on the Current Fiscal Year only, pass the mouse pointer over the header edit button. A context menu will appear containing those items. The option that is currently in effect will be disabled.

Constituent Totals

Each Giving row includes a field for the Constituent Type of the donor at the time that the donation was made. This allows you to more appropriately examine this sort of giving information, even when the constituent's Type changes. This field is driven by the Constituent Type lookup table.

When you activate the Constituent Totals item in the Charts & Graphs display, the system will examine the current user's security view of the Gift table. From that set of data rows, it will locate those rows that have a Campaign Year in any of the last five fiscal years, AND a Transaction Type of Gift (g), Pledge Payment (y), Bequest (b), or Cumulative (z). It will then generate a yearly Total for each Constituent Type that is represented in any of those Transactions.

Note that matching gift transactions, credits, expectancies, etc. are not included in the Constituent Totals. Pledges may be included or excluded, by using the toggle items Include pledges/Exclude pledges, in the context menu. In addition, the corresponding text for the current setting is shown just below the title, as a reminder for the viewing option that is currently in effect.

Note too, that the Campaign is not considered as a factor in determining a total. Also, if a gift is jointly owned by two constituents who have different Constituent Types, then each owner's portion will be added into the appropriate total.

When the entire data table has been examined and a grand total has been produced for each of the last five Campaign Years, the data is converted to a columnar graph using a different color for each Constituent Type. You may switch from this graph to a chart, showing the exact dollar amount for each, or you may switch to a line graph emphasizing the trends for each Campaign. You may toggle between those three displays by using the context menu accessed by passing the mouse pointer over the header edit button.

Graph

The Constituent Totals Graph shows a vertical color bar for each of the Constituent Types that is represented in the data. That color will be shown in a legend to the right of the graph, along with the name of the Type, as it appears in the lookup table. The vertical axis of the graph will show dollar amounts in thousands of dollars, therefore, the line labeled '5000', actually represents $5,000,000.

This type of graph is particularly useful in making a visual comparison of how the different Constituent Types contributed in relationship to each other, in each of the Campaign Years.

Chart

The same information that is shown in the graph may be viewed in a chart format. When the chart display is activated, each of the represented Constituent Types is shown in a horizontal row, with a total amount shown in vertical fields for each of the last five Campaign Years. The Charted display is useful when you want to see exact total amounts for each.

Trends

The same information that is shown in the graph may be viewed in a line graph format, emphasizing the change in levels of giving for each Campaign. When the trends display is activated, an individual color line for each of the Constituent Types that is represented in the data is shown on a white background. Those colors will be shown in a legend to the right of the graph, along with the name of the Type, as it appears in the lookup table. The vertical axis of the graph will show dollar amounts in thousands of dollars, therefore, the line labeled '5000', represents $5,000,000.

This type of graph is particularly useful in making a visual comparison of how the different Constituent Types donated from year to year, in each of the five most recent years.

Display Constituent Totals

Logon to Millennium and access the My Millennium area.
Click Charts & Graphs.
Click Constituent Totals. The system will read the database to produce the needed data and then display the graph. To switch to the display of the chart or the trends display of the same information, pass the mouse pointer over the header edit button to access a context menu and click either Chart Display or Graph Display.
From any of the three displays, to toggle between Include Pledges or Exclude Pledges transactions in the calculations, pass the mouse pointer over the header edit button to access a context menu and click the desired item. The option that is currently in effect will be disabled in this menu.

Preferred Years

Most institutions choose to identify a particular year as the 'Preferred Year' of affiliation for each constituent. For educational institutions, this is sometimes known as a 'Social Year' - the year with which the constituent prefers to be associated, although their actual year of graduation may be different. Non-educational institutions may use the Preferred Year field in the Basic Data row or not, at their option. Obviously, counts and graphs based on this data will only be available and meaningful if the data has been assigned consistently and thoroughly for this field.

When you click Preferred Years, the system will examine the database and generate a chart of the number of living, active constituents in each Preferred Year, show how many of each are donors, and what percentage of each are donors.

For this display, you may choose to have the chart constructed based on the current fiscal year's giving information only, or on the complete giving history via the context menu from the header edit button, which allows you to switch from one display to the other. A label at the top of the display, just below the title reminds you of which display you are currently viewing.

When the data has been collected and compiled, the system will produce a three field chart of all of the Preferred Years that are represented in the data, showing the number of constituents for each (Total #), the number of those constituents who are donors (# of Donors), and the percentage of donors that number represents (% Donors). Each row in this chart is labeled with a Preferred Year.

The last row in the chart will show Totals for each of the fields, the total number of constituents being tallied, the total number of donors and the overall percentage of donors.

Display Preferred Years

Logon to Millennium and access the My Millennium area.
Click Charts & Graphs.
Click Preferred Years. The system will read the database to produce the needed data and then display the chart.
To toggle between Cumulative Giving or Current Fiscal Year transactions in the calculations, pass the mouse pointer over the header edit button to access a context menu and click the desired item. The option that is currently in effect will be disabled in this menu.

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