Data on Demand

This document describes how to use the Data on Demand application to pull lists for your class or club. Lists may be used for reference, directories, or paper mailings.

WARNING: Data Usage Restrictions

Data available in the Data on Demand application is confidential and sensitive. It is extremely important that you follow these rules for data usage. Failure to follow the following restrictions will result in revokation of access to Data on Demand.

Data Distribution
Data may only be distributed to volunteers in your class or club. If anyone outside your class or club volunteers requests a list from you, please direct them to the Alumnae Association. Lists from Data on Demand are for your reference and mailings only: do not use these lists for publication. If you are creating a class or club directory, contact the Alumnae office.

Data usage
Data may be used for the purposes of club or class paper mailings and/or demographic evaluations only. Data is not to be used for the purposes of solicitation, or communications for any group other than your specific class or club.

Email
Data on Demand data may not be used for mass mailings to alumnae. All "blast" emails (in general, emails sent to eight or more alumnae) must be send through the Alumnae Association's broadcast email system in order to comply with legal regulations and conform to our opt-out system requirements. To request a broadcast email or access to the Email Marketing system, visit VConnect at Volunteer/VConnect/.

Logging In

To log in, go to Volunteer/VConnect/data.html.

Click on "I agree" to proceed to the login page. Once on the login page, log in using your alumnae online community username and password.

Getting to Data on Demand

Under the "Reporting" tab, click on the Data on Demand link.

Data on Demand Overview

To get a list from Data on Demand, you will go through the three steps above (steps will be covered in more detail below):
Step 1: Define Report Queries - choose which alumnae you need a report on, e.g. "all members of the class of 2001 in New England"
Step 2: Define Report Content - choose which data you need, e.g. home address.
Step 3: Assemble Reports - combine the above two options into a complete report, e.g. "home addresses for all members of the class of 2001 in New England".
Step 4: Run Reports - download or display your report.

Define Report Queries, Step 1

Note that report queries are reusable! If you have already created a query (e.g. "Demo - Class of 2001 - Full Class List" above), you do not need to recreate it. We've created several default queries to get you started.

To create a new query, click on "Create a Report List".

Define Report Queries, Step 2

First, enter a descriptive list name followed by your name, e.g. "Class of 2001 in New England - Wendy Wellesley".
Second, select the criteria you want for your list. Click on the plus signs next to categories under "Enter your search criteria" to view the criteria.

Here are the locations for some common search items:
Class year: School/Preferred Class (note: only use "Preferred Class" for class year. Do not use any other fields labeled "Class")
Club: Misc/Alumnae Club Name (use drop-down menu)
State: Address/State
Major: Degree/Major
Contactable*: Misc/Can Contact (set equal to Y for mailings)

Define Report Queries, Step 3

When you have entered your query, it will appear in red text at the bottom of the page. When your query is complete, click on "Save List".

Saved Queries

Your new report query will now appear in your list of saved queries.

Define Report Content, Step 1

To continue, click on the "Define Report Content" tab. Again, we've pre-defined some content for you, which you can re-use.

To create a new field list, click the "Create a Field List" button.

Define Report Content, Step 2

Enter a descriptive field name, with your name at the end.
Next, locate the fields you want, and either double-click, or single-click then click "Add to field list" to select the field. Fields can be moved up or down in the list with the buttons on the far right.
Once all the fields you need are in the Selected Fields list, click the "Save this field list" button.

Define Report Content, Step 3

Your report content will now appear in your list of saved report content.

Assemble Reports, Step 1

To continue, click on the "Assemble Reports" tab. As with previous steps, there are several reports already created for you.
To create a new report, click the "Define a Report" button.

Assemble Reports, Step 2

Enter a descriptive name for your report, followed by your name.
Under output format, select "Comma Delimited" (note: if you are familiar with the tab delimited format and prefer to use that, you may select Tab Delimited instead).
Select the report list (who) and field list (what data) you want to combine, then click "Save this report definition" to finish.

Assemble Reports, Step 3

Your new report will appear in your list of saved reports.

Downloading a Report, Step 1

To download your report, click on the Run Reports tab at the top.
Select the report you want to download, and click "Download Report."

Download Reports, Step 2

Depending on your browser settings, the file may download automatically to your desktop, or it may ask if you want to open or save the file, as above.
If you are asked, choose "Save File", and save the file in a location where you'll be able to find it later.
If you are not asked, look for the file on your desktop.

Download Reports, Step 3

Your file will now appear on your desktop, or in the location you saved it.
You can open the file using Microsoft Excel, and sort or process the data as needed.

Keep Information Up-To-Date

Remember, alumnae information updates rapidly. To ensure your mailing reaches more of your constituents, download a new list for every mailing, as close to the mailing date as possible.