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How to Read These Reports — National Coaching Alliance · Complete Member Intelligence Journey
Step 1 surfaced 4 definition conflicts. Step 2 resolves all 4 in a single working session — with every flag pre-loaded, no re-reads required. The output is a locked Data Dictionary that governs every metric for the full 2025 cycle. This is the differentiator: definitions agreed once, applied uniformly through 2026. No re-negotiation. No metric drift.
National Coaching Alliance — Member Intelligence Platform
Data Agreement Session · April 14, 2025 · NCA HQ + Chapter Leads
Step 1
Chapter Data Intake Intelligence
Complete
Step 2
Shared Data Agreement
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Step 3
Annual Cycle Report
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Step 4
Network Intelligence
Upcoming
Sopact Sense · Shared Data Agreement · National Coaching Alliance
4 Flags. 90 Minutes. One Locked Dictionary.
All 4 conflicts from Step 1 were pre-loaded into this session — no one re-read 140 chapter reports to prepare. NCA HQ, regional chapter leads, and Sopact resolved every definition in 90 minutes. The resulting Data Dictionary governs all metrics through the 2026 renewal cycle.
4 Flags Resolved
1 Locked Data Dictionary
5 Chapter Commitments
Valid Through 2026 Cycle
Why This Session Is Different
Every other platform requires staff to prepare for this meeting by re-reading chapter reports, re-summarizing conflicts, and hoping they remembered everything. Sopact carried all 4 flags forward automatically — the agenda was pre-built, the conflict evidence was cited, and the session started at resolution, not at discovery. The Dictionary this session produces becomes the permanent scoring rubric through 2026. No re-negotiation. No drift. Every chapter holds the same standard.
Other platforms instead:
Staff spends 2 weeks preparing
meeting agenda from memory
Definitions re-debated every year
"Active member" means something
different in every chapter
Conflicts discovered after
the board report is published
LIVE SESSION TRANSCRIPTAll 4 Step 1 Flags Pre-Loaded · Resolved in Order
⚑ Flag 1 of 4 — Pre-Loaded from Step 1
Active Member Definition Conflict — 3 different interpretations across 140 chapters
Sopact AIStep 1 detected three definitions of "active member" in use across your chapter network: dues paid (APAC), event attendance (EMEA), and Engage platform login (North America). This produces a retention rate variance of up to 19 percentage points on the same member cohort. Which definition should govern all 2025 reporting?
NCA HQThe dues-paid definition is the only one we can verify globally and tie to our finance system. Platform login is too easy to game — a single login counts even if they're inactive.
EMEA LeadEMEA chapters have been using event attendance because many members pay dues through corporate sponsorship — the individual didn't choose to pay, so dues payment doesn't reflect real engagement.
Sopact AIAcknowledged. Proposed resolution: Active member = dues paid in the prior 12 months AND at least one recorded touchpoint (event, survey response, or Engage login) in the prior 12 months. This respects the finance system as primary source while requiring a minimum engagement signal. EMEA corporate-sponsored members would qualify if the touchpoint requirement is met.
NCA HQAgreed. That works for our board reporting requirements and doesn't require a data collection change — we already track both fields.
Active member = dues paid (last 12 months) + minimum 1 touchpoint (last 12 months). Applied globally to all 140 chapters from 2025 cycle forward.
⚑ Flag 2 of 4 — Pre-Loaded from Step 1
Lapsed Member Count Inconsistency — 4,200 (HQ finance) vs. 6,800 (chapter rosters)
Sopact AIThe 2,600-member discrepancy reflects two different populations: NCA HQ's finance system counts members with unpaid dues for 13+ months. Chapter rosters count members who haven't engaged in any form for 12+ months, regardless of dues status. Both are valid — they answer different questions. Which population should define "lapsed" for the 2025 re-engagement campaign?
NCA HQFor outreach purposes, we want the larger number — if someone is disengaged even if dues are technically current via auto-renewal, we want to reach them.
Sopact AIProposed: Lapsed = no qualifying touchpoint in 12+ months, regardless of dues status. This produces the 6,800 population for outreach. A secondary metric "dues-lapsed" (4,200) retained for finance reporting only. Two distinct fields, two distinct use cases, no more conflation.
Lapsed (engagement) = no touchpoint 12+ months → 6,800 for outreach campaigns. Lapsed (dues) = unpaid 13+ months → 4,200 for finance reporting. Two separate fields locked in dictionary.
⚑ Flag 3 of 4 — Pre-Loaded from Step 1
Credential Matching Gap — 8,154 chapter members with no credential record
Sopact AI14% of members in chapter rosters do not match any record in NCA's global credential database. Three likely explanations: non-credentialed members (valid NCA category), members whose credentials lapsed but chapter membership was not removed, or name/email data entry mismatches across systems. Sopact can run a fuzzy-match reconciliation, but a protocol decision is needed: should non-credentialed members be counted in chapter health scores?
NCA HQYes — chapter membership is open to non-credentialed coaches who are in education programs. We should not exclude them from health scores but we should track them as a separate segment.
Sopact AIConfirmed. Sopact will run fuzzy match on name + email to close as many gaps as possible, and flag remaining unmatched records as "credential pending" segment. These are included in chapter health scores but reported separately in credential pipeline tracking.
Unmatched chapter members classified as "Credential Pending" segment. Included in health scores. Tracked separately in pipeline reporting. Fuzzy match protocol applied to close data gaps.
⚑ Flag 4 of 4 — Pre-Loaded from Step 1
Demographic Data Gap — Equity analysis incomplete for 47% of chapters
Sopact AINCA's equity goals require demographic reporting by gender, region, and specialty. Currently, 53% of chapters collect this via required fields. The remaining 47% use optional, unstructured, or no demographic collection. Any equity report published now would be based on a self-selected sample. Options: (1) require all chapters to adopt the standard fields by the 2026 cycle, or (2) publish 2025 equity data with a stated confidence interval based on the 53% sample.
NCA HQWe need to publish something for the board this year. Option 2 with the confidence interval is workable. But we want the standard locked so 2026 is complete.
Sopact AIAgreed. 2025 equity report published with 53% sample and stated confidence bounds. Standard demographic fields (gender: 5 options, region: NCA standard taxonomy, specialty: 8 coaching categories) locked as required collection for all chapters from 2026 annual survey forward.
2025 equity report: 53% sample, stated confidence bounds. Required demographic fields locked for all 140 chapters from 2026 survey cycle forward. Non-compliant chapters flagged in Step 3 monitoring.
✓ LOCKED DATA DICTIONARYAgreed April 14, 2025 · Governs All Reporting Through 2026 Cycle
Dues paid in prior 12 months AND at least one qualifying touchpoint (event attendance, survey response, or Engage platform login) in prior 12 months.
3 conflicting definitions across APAC / EMEA / NA chapters
All 140 chapters · Primary retention KPI · Board reporting denominator
Lapsed Member (Engagement)
No qualifying touchpoint of any kind in 12+ months, regardless of dues payment status. Population: 6,800 as of Jan 2025.
Conflated with dues-lapsed (4,200) in prior reporting
Re-engagement campaigns · Chapter at-risk monitoring · Outreach targeting
Dues unpaid for 13+ consecutive months per NCA HQ finance system. Population: 4,200 as of Jan 2025.
Finance reporting only · Not used in engagement metrics
Chapter member present in chapter roster but not matched to NCA global credential database after fuzzy-match reconciliation. Counted in chapter health scores; tracked as separate pipeline segment.
Chapter health scoring · Credential pipeline reporting · Fuzzy match protocol applied
Composite of: active member rate (40%), event engagement rate (30%), credential pipeline ratio (20%), submission completeness (10%). Scores below 60 trigger Watch status.
All 140 chapters · Replaces ad-hoc regional assessments · Watch/At-Risk flagging
2025: 53% of chapters (required-field submitters), published with stated confidence bounds. 2026+: 100% of chapters required to submit standard demographic fields (gender × 5, region × NCA taxonomy, specialty × 8 categories).
Board equity reporting · 2026 compliance deadline for all chapters
CHAPTER COMMITMENTS5 Agreements with Close Conditions and Deadlines
| # |
Commitment |
Close Condition |
Deadline |
Status |
01 |
Active Member Definition Applied Globally All 140 chapters adopt dual-criterion definition for 2025 reporting |
Sopact confirms all chapter data re-scored under new definition; variance from prior report documented and disclosed |
May 1, 2025 |
Agreed |
02 |
Engagement Lapsed Outreach Campaign 6,800 lapsed (engagement) population segmented and outreach initiated |
Chapter leads confirm outreach list segmented by region and specialty; first re-engagement touchpoint sent by deadline |
June 15, 2025 |
Agreed |
03 |
Credential Pending Reconciliation 8,154 unmatched records resolved via fuzzy match + manual review for residual |
Sopact fuzzy match run complete; residual unmatched records (est. <500) reviewed by chapter leads and classified |
May 31, 2025 |
Agreed |
04 |
Equity Collection Standard Locked for 2026 All 140 chapters adopt required demographic fields in 2026 annual survey design |
Survey template updated; all chapter admins receive field specification and confirmation of required status by Nov 2025 to allow survey prep time |
Nov 1, 2025 |
Agreed |
05 |
Persistent Member UUID Activated Sopact UUID assigned to all 58,240 current member records; new enrollments receive UUID at point of entry |
UUID assignment confirmed across all records; chapter-level data mapped to UUID before 2025 annual cycle report run |
April 30, 2025 |
Agreed |
MEMBER LIFECYCLE FRAMEWORKUpdated from Step 1 Flags · Now Governs All Reporting
NCA Member Journey — Locked for 2025–2026 Cycle
Each stage now has a locked definition and data source. No stage can be re-interpreted mid-cycle.
Enrollment
UUID Assigned
→
Active Member
Dual Criterion
→
Credential Progress
Pending + Credentialed
→
Chapter Engagement
Event + Survey + Login
→
Renewal or Lapse
Two Separate Fields
→
Network Impact
Board Report Output
Why this matters for Step 3: Every metric in the Annual Cycle Report will be scored against these exact definitions — not against whatever a reviewer remembers from last year's discussion. The Dictionary this session produced becomes the permanent scoring rubric. Every chapter, every metric, every cycle. No re-negotiation. No drift.