Case study: Tracking progress for a housing campaign

Overview

This case study is specific, but the concepts can be applied to just about any diverse, multi-prong organizing strategy.

Start at the end

If you know you have metrics that you need at the end of your campaign, always start with those metrics so you know the minimum amount of data to collect.

In this case, here are the metrics required of the funder:

Outputs

  • No. of people who got info about Right to Counsel
  • No. of buildings outreached to
  • No. of workshops offered
  • No. of people attended workshops
  • No. of leaders trained
  • No. of new tenant associations formed
  • No. of people in new tenant associations
  • No. of referrals to legal service providers

Outcomes

  • No. of leaders developed
  • No. of households that applied for a rent reduction
  • Ave. $ value of rent reduction
  • No. of households that applied for a rent overcharge
  • No. of tenants associations that became independent
  • No. of households that stopped landlord harassment
  • No. of households that got repairs
  • No. of households that thwarted evictions

Basic setup

The buildings

The first step is to make sure we can record the main kind of contacts needed for organizing and their relationships with each other.

Let's start with Tenant buildings. All tenant buildings should be entered as "Organizations" with the Constituent Type field coded as "Tenant Building" so we can distinguish them from other organizations in the database.

In addition, we should add one custom field that extends organization contacts:

  • Date Tenant Association Started

Now, we can search for all Tenant Buildings, and we can futher restrict to buildings in which a tenant organization has been organized or not (and even find out when it was started). For example, to search for all tenant associations, you can search for all organizations with a Date Tenant Association started greater than 1990 (or some arbitrary date far in the past).

The tenants

Each tenant should be entered as an Individual with Constituent type set to Apartment Tenant.

In addition, they should have an address filled out matching the address of the Tenant building they are in. Be sure to put unit number/apartment number in the Supplemental Address 1 field.

Now you can search for all tenants in a building by searching for all individual contacts with a matching address.

Tracking interactions

Now it's time to track your interactions.

Campaigns

If you have to track number of touches of a particular topic, then campaigns are for you. In this case, we need to track everyone who received anything about the Right to Counsel Campaign.

So, our first step is to create that campaign in Powerbase.

Then, every event, mailing, or activity that in any way had anything to do with the Right to Counsel, we add that campaign to it so we can search for the campaign at the end of the year.

Events

We have to track workshops, leadership trainings, and outreach events and we expect to have many of each.

So our first step is to create three event types:

  • Housing Workshop
  • Leadership Development Training
  • Outreach

Every workshop, leadership training and outreach event should be organized via the CiviEvent system and the event should coded to the proper event type.

And, when creating the event, be sure to assign it to the Right to Counsel campaign if RTC is discussed.

After each event, take the sign in sheet and be sure to enter everyone who attended. For an outreach event, be sure to indicate that the Tenant Building "attended" the event as well.

One on One interactions

We also need to record interactions we have with tenants. These can be tracked via Activities using custom activity types. We will need the following custom activity types:

  • Rent Reduction Application (with custom field to record the $ value)
  • Rent Overcharge
  • Landlord Harrassment
  • Repairs
  • Eviction Attempts
  • Legal Referral

Any time a tenant calls about one of those actions, an activity should be created with the status "In Progress" and the date of the complaint.

If it is resolved, the status should be changed to "Completed" and if it is not resolved, "Cancelled"

Reporting

With this data collection regimen in place, reporting will come easily:

Outputs

No. of people who got info about Right to Counsel

  • Use advanced search
  • Expand activities
  • Enter date range
  • Select the campaign: Right to Counsel

No. of buildings outreached to

  • Use advanced search
  • Limit to organizations
  • Constituent type: Tenant Building,
  • Event type: Outreach
  • Enter date range

No. of workshops offered

  • Click Events -> Manage Events.
  • Select: Search All or by Date Range and enter date range
  • Restrict by Event type workshops

Count the results

No. of people attended workshops

  • Advanced Search
  • Expand the Events section
  • Restrict by date range
  • Restrict by event type: Workshops

No. of leaders trained

Same as above but restrict to leadership development

No. of new tenant associations formed

  • Advanced Search
  • Restrict to Organizations
  • Restrict to Constiuent Type Tenant Building
  • Restrict by date range for Date Tenant Association formed

No. of people in new tenant associations

  • Advanced Search
  • Expand Event
  • Event Name: Select every tenant meeting for all new tenant associations in the given period

No. of referrals to legal service providers

  • Advanced Search
  • Expand Activities
  • Restrict by date range
  • Restrict by Activity type: Legal Referral

Outcomes

No. of leaders developed

This is a bit subjective, but you can review the list of people who came to your leadership workshops and decide who is "developed"

No. of households that applied for a rent reduction

  • Advanced Search
  • Expand Activities
  • Restrict by date range
  • Restrict by activity type Rent reduction

Ave. $ value of rent reduction

Same as above but:

  • Display results as activity
    • Export to spread sheet to get the total value

No. of households that applied for a rent overcharge

  • Advanced Search
  • Expand Activity
  • Restrict by date range
  • Restrict by Activity type (Rent overcharge)
  • Activity status (completed)

No. of tenants associations that became independent

Still not sure...

No. of households that stopped landlord harassment

Same as rent overcharge

No. of households that got repairs

Same a rent overcharge

No. of households that thwarted evictions

Same as rent overcharge

Category: 
Collecting and Managing Contact Information