Sopact Virtual Mentorship — Training Evaluation Dashboard

Sopact · Virtual Mentorship Program

Fall 2024 Cohort · 60 Participants · Training Evaluation Dashboard

Kirkpatrick L1–L4

Step 1 of 4

Step 1 — Intake & Baseline Intelligence

Every participant's starting point, locked to a permanent Unique ID. This baseline makes every future measurement meaningful — you can only prove growth if you know where someone started.

Kirkpatrick

Context

Baseline only

Virtual Mentorship Program

60 Participants Enrolled

Fall 2024 Cohort

Orientation: Sep 4, 2024

Program length: 6 months

How this report maps to Kirkpatrick Evaluation Levels

Context · Now

Intake Baseline

Where participants start — locked to Unique ID

L1–L2 · Weeks 1–24

Reaction + Learning

Weekly signals & PRE/POST skill change

L3 · Monthly

Behavior Change

Mentor-confirmed mastery tiers

L4 · +6 Months

Results

Employment, wage gains, sustained outcomes

Cohort Snapshot — Enrollment DayData linked to each participant's Unique ID

Participants enrolled
Fall 2024 Cohort

Volunteer mentors
matched at intake

3.1

Avg baseline score
across 6 skills (1–10)

100%

Unique IDs issued
at orientation

The 5 Instruments — All Link to One Contact RecordHub & Spoke architecture — no manual matching needed

01 · Active now

Interview Rubric

Orientation — once

Baseline context

02 · Active now

PRE Assessment

Week 1 — version-locked

Kirkpatrick L2

03 · Starts Week 2

EA Weekly Report

Every week / participant

L1 + L3 signals

04 · Starts Month 1

Mentor Monthly Log

Monthly confirmation

Kirkpatrick L3

05 · As they occur

Artifacts

Structured evidence

Supporting L3

Cohort Baseline — 6 Mastery SkillsPRE scores locked at orientation — will compare to POST at program end

Skill	Cohort PRE Avg	Baseline Tier	What this tells us at intake
Professional Communication Written & verbal clarity	3.4	Exposure	Most participants can communicate informally but lack professional framing in emails and formal settings. High growth potential.
Executive Presence Career ask & visibility	2.4	Exposure	Lowest baseline skill. Participants have not made direct career asks or built visible professional relationships. Priority focus area.
Career Clarity & Goal Setting Direction & planning	3.8	Exposure	Participants have aspirations but lack structured goal-setting frameworks. Mentor matching will reinforce planning skills early.
Decision-Making Problem-solving & analysis	3.2	Exposure	Participants show awareness of tradeoffs but struggle to apply structured frameworks under pressure. Mid-tier baseline for the cohort.
Financial Judgment Money management & planning	2.8	Exposure	Second lowest baseline. Participants manage day-to-day finances but have not engaged with longer-term financial planning or budgeting tools.
Accountability & Follow-Through Reliability & ownership	4.2	Developing	Highest baseline skill. Strongest entry point for the cohort — participants demonstrate basic ownership but need structure to sustain under pressure.

3 Intake Profiles — Illustrative RecordsEach linked to permanent Unique ID — all future data joins here

Strong baseline

Participant A

MNT-2024-0012

Avg PRE score5.1 / 10

Strongest skillAccountability

Focus areaExec Presence

Mentor matchedWeek 1 ✓

Baseline tierDeveloping

Mid baseline — watch

Participant B

MNT-2024-0031

Avg PRE score2.9 / 10

Strongest skillDecision-Making

Focus areaCommunication

Mentor matchedWeek 2 ✓

Baseline tierExposure

Low baseline — priority

Participant C

MNT-2024-0047

Avg PRE score1.8 / 10

Strongest skillAccountability

Focus areaAll 6 skills

Mentor matchedPending (Week 3)

Baseline tierExposure

🔗

Sopact Architecture — Why this works

Every participant record above is permanently anchored to a Unique ID in Sopact Contacts. When the EA submits a weekly check-in, when the mentor logs a mastery tier, when a POST assessment is completed — all of it joins to this same record automatically. No spreadsheet matching. No "which Sarah is this?" problem. One record. One timeline. Every cohort.

Step 2 — Weekly Engagement & Real-Time Risk

The EA heartbeat system. Green/Yellow/Red status per participant, per week — linked to the same Unique ID. By Week 3, you know who is disengaging. Not by intuition. By data.

Kirkpatrick

L1 + L3

Reaction signals

Report week: Week 14 of 24

Active participants: 58 / 60

EA forms submitted: 58 / 58

Response rate (7 days): 91%

Kirkpatrick — where this data lives in the evaluation framework

✓ Complete

Intake Baseline

Context locked — Step 1

L1 · Active now

Reaction Signals

Weekly G/Y/R engagement data

L3 · Building

Behavior Change

Mentor logs begin this month

L4 · Post-program

Results

Step 4 — Funder Report

Cohort Status — Week 14Updated automatically when EAs submit forms

Green ● Engaged
On track, responsive

Yellow ● Monitor
Needs EA follow-up

Red ● Escalate
Urgent staff attention

91%

Response rate
7-day window

The Green / Yellow / Red System — What Each Status MeansDefined in the EA Weekly Report form — consistent across all EAs

GREEN

Participant responded within 7 days. Mentor met in last 30 days. No active barrier surfaced. Commitment from prior week kept.

EA continues cadence

YELLOW

Delayed response, missed mentor meeting, or a barrier was surfaced (logistical, personal, academic). Engagement dipping but recoverable.

EA follow-up this week

RED

7+ days no response, 30+ days no mentor meeting, serious hardship flagged, or conflict requiring program intervention. Immediate action required.

Escalate to staff now

The EA Weekly Report — 8 Sections, One Form Per Participant Per WeekAll records link to Unique ID — no matching needed

Linkage + Timing

Participant (Unique ID), week ending date, EA name, cohort

Message + Response

Message type (8 types: Win, Barrier, Skill, Commitment, Mentor, Career Ask, Support, Pulse). Response speed.

Weekly Status

Green / Yellow / Red + primary reason (up to 2 from 9 options)

What Surfaced

Win / Barrier / Skill / Commitment / Support · One-sentence context note

Skill Signal

Which of 6 mastery skills showed evidence? What's the source? (Optional — weekly)

Mentor Status

Met / Scheduled / Not scheduled / Unknown → EA action if not scheduled

Next Action + Owner

No follow-up / EA / Mentor / Staff / Matching support. Owner assigned.

Escalation

Use sparingly. Red status triggers → routes to program coordinator within 24 hours.

Week 14 — Sample Participant RecordsEach row is one EA submission — all link to Step 1 intake baseline via Unique ID

Participant	Week 14 Status	Message Type	Responded?	What Surfaced	Mentor Met?	Owner
Participant A MNT-2024-0012	GREEN	Win — cold email sent independently	Yes · <24hr	"Reached out to recruiter without being asked" Skill signal	✓ Week 13	No follow-up
Participant D MNT-2024-0019	YELLOW	Support — job application stress	Yes · 4 days	Barrier: overwhelmed by multiple deadlines Monitor	Not in last 30 days	EA follow-up
Participant F MNT-2024-0033	RED	Pulse (no response from prior week)	No · 9 days	No contact since Week 12 Escalated	Unknown	Staff now
Participant G MNT-2024-0041	GREEN	Career Ask — salary negotiation question	Yes · same day	Win: negotiated first-ever paid internship offer Skill signal	✓ Week 14	No follow-up
Participant B MNT-2024-0031	YELLOW	Barrier — housing instability	Yes · 3 days	Support requested — emergency resources shared Monitor	✓ Week 13	EA + Staff

Active Escalations — Week 143 active · 6 resolved this cohort · avg resolution 22 hours

7+ Days No Response

Participant F (MNT-2024-0033) — No contact since Week 12. EA attempted 3 outreach messages. Routed to program coordinator for phone call this week.

30+ Days No Mentor

Participant K (MNT-2024-0055) — Mentor reported scheduling conflicts for 6 consecutive weeks. Matching team reviewing mentor reassignment or co-mentorship option.

Serious Hardship

Participant R (MNT-2024-0028) — Financial hardship flagged by EA. Emergency resource referrals provided. Weekly check frequency increased to 2x. Status: actively supported.

⚡

Why this works — Sopact architecture

When a Red status is submitted in Sopact, it is not just a form response — it triggers a workflow. The program coordinator sees the escalation in their dashboard before they open their email. The same record that shows the Red status also shows the intake baseline, all prior week statuses, and the mentor log — in one view. Intervention happens in 24 hours, not 2 weeks.

Sopact · Mentorship Report 1Intake & Baseline → 2Weekly Engagement →

3Mastery Progress

→ 4Funder Report

Step 3 — Mastery Progress & Skill Change

Kirkpatrick Level 2 (PRE→POST skill change) and Level 3 (mentor-confirmed behavior change with observable examples). This is the evidence funders ask for — and can't get without a connected system.

Kirkpatrick

L2 + L3

Learning + Behavior

Report: Month 5 of 6

POST assessment: Week 22 (pending)

Mentor logs submitted: 54 / 58

Monthly compliance: 93%

Kirkpatrick — Levels 2 and 3 are active in this report

✓ Complete

Baseline Context

Step 1 — locked intake scores

✓ Ongoing

L1 Reaction

Step 2 — weekly G/Y/R signals

L2 + L3 · Now

Learning + Behavior

PRE→POST change + mastery tiers

L4 · Post-program

Results

Employment outcomes — Step 4

Kirkpatrick Level 2 — PRE→POST Skill Change (Mid-Program Estimate)POST assessment locks at Week 22 · same version as PRE · version-controlled in Sopact

Mastery Skill	PRE Avg	Current Avg	Change	Progress (1–10 scale)	Cohort insight
Professional Communication	3.4	6.8	+3.4 ↑	68%	Largest gain. Mentor-led practice sessions and career ask roleplay driving results.
Executive Presence	2.4	5.1	+2.7 ↑	51%	Started lowest. Strong trajectory. Several participants made first unsolicited career asks.
Career Clarity	3.8	6.9	+3.1 ↑	69%	Mentor alignment most impactful factor — shared industry context accelerating goal clarity.
Decision-Making	3.2	5.8	+2.6 ↑	58%	Consistent progress. Case-based mentor discussions showing results in real-world applications.
Financial Judgment	2.8	5.2	+2.4 ↑	52%	Salary negotiation and benefits literacy sessions showing measurable confidence increase.
Accountability	4.2	7.4	+3.2 ↑	74%	Highest current score. Weekly commitment-setting with EA is the main driver of this result.

Kirkpatrick Level 3 — Mastery Tier Distribution · Month 5Mentor-confirmed each month — must cite one observable example per tier

Exposure

7% of cohort

Aware of skill. Has not yet attempted to apply it independently.

Developing

48% of cohort

Applying skill with support. Progress visible but inconsistent.

Demonstrated

38% of cohort

Applied skill independently in a real-world situation. Evidence confirmed by mentor.

Applied

10% of cohort

Skill is now a consistent behavior pattern. Mentor confirms repeated real-world use.

Mentor Monthly Log — Sample Records · Month 5This is Kirkpatrick L3 evidence — observable, dated, linked to Unique ID

Participant	Session	Skills Focus	Tier Confirmed	Observable Example (required)
Participant A MNT-2024-0012	✓ Met Oct 14	Exec Presence, Career Clarity	Demonstrated	Mentor's exact words Sent a cold email to a recruiter without being prompted, then followed up twice independently
Participant G MNT-2024-0041	✓ Met Oct 18	Financial Judgment, Decision-Making	Applied	Mentor's exact words Negotiated internship offer from $16 to $19/hr using preparation framework we practiced — applied it without my input
Participant B MNT-2024-0031	✓ Met Oct 21	Communication, Accountability	Developing	Mentor's exact words Submitted all weekly commitments on time this month — first time in the program. Still needs prompting for written communication tasks
Participant M MNT-2024-0022	✓ Met Oct 9	Career Clarity, Exec Presence	Demonstrated	Mentor's exact words Created a 90-day career plan with specific milestone dates — showed it to me unprompted at the start of our session

📌

Why observable examples are required — Kirkpatrick L3 standard

Kirkpatrick Level 3 is behavior change in the real world — not test scores, not self-assessments. The mentor log requires a concrete, dated, observable example for every mastery tier confirmation. "She seems more confident" is not L3 evidence. "She sent a cold email to a recruiter without being prompted" is. Sopact's form design enforces this standard — the tier field cannot be submitted without the evidence field.

🔗

Sopact value — why this is possible

Each mentor log row above links back to the participant's intake baseline (Step 1) and weekly EA signals (Step 2) through the Unique ID. When the program director opens a participant record, she sees the intake score (2.4 for Exec Presence), 14 weeks of engagement signals, and now a mentor-confirmed "Demonstrated" tier with a real example — all in one view. That is the longitudinal record that proves Kirkpatrick L3.

Sopact · Mentorship Report 1Intake & Baseline → 2Weekly Engagement → 3Mastery Progress →

4Funder Report

Step 4 — Funder Report: The Complete Picture

The same funder asked the same question six months after this system was built. She opened one dashboard. She answered in four minutes. This is what that dashboard contains.

Time to answer

4 min

vs. 3 days before

Report date: November 12, 2024

Program week: Week 22 of 24

Active participants: 57 / 60

All data: live view — no manual assembly

Before Sopact — the scramble

3 days to answer one funder question

4 Google Sheets + 2 Google Forms + Drive folder (unorganized since January) + 3 email threads. Version 3 of the intake rubric is not the same as version 6. "Which Sarah is this?" No single source of truth.

→

After Sopact — live view

Same question. One dashboard. Four minutes.

Data has been flowing since orientation day. Intake, weekly EA reports, mentor logs, PRE/POST assessments — all linked to the same Unique ID. No manual matching. No cleanup. One record per participant. The answer is always ready.

Kirkpatrick — all four levels covered in this program

✓ Context

Intake Baseline

Step 1 — where participants started

✓ L1 + L2

Reaction + Learning

Steps 2–3 — G/Y/R + PRE→POST change

✓ L3

Behavior Change

Mentor-confirmed mastery tiers

L4 · Now

Results

Employment, mobility, sustained outcomes

Program Outcomes — Kirkpatrick L3 + L4 in One ViewAll metrics live — auto-updated as instruments are submitted

+3.0

Avg skill change
across 6 mastery skills

Kirkpatrick L2

93%

At Developing or above
Month 5 mastery tier

Kirkpatrick L3

Participants with internship
or job offer at Week 22

Kirkpatrick L4

Escalations resolved
avg 22hr response

L1 operational

The Funder's 3 Questions — Answered Directly from the DashboardPreviously: 3 days. Now: answered before the meeting ends.

Funder question	Kirkpatrick level	Live answer from Sopact
"Show me which participants are on track and which are at risk right now." L1 Reaction	Level 1	43 Green (engaged, on track) · 11 Yellow (monitoring, EA engaged) · 3 Red (active escalation in progress). Updated as of this week's EA submissions. Source: Instrument 3 — EA Weekly Report. Data available: real-time · No manual compilation
"Which mastery skills have grown the most this cohort — and can you show me the change?" L2 + L3	Level 2 + 3	Professional Communication +3.4 (3.4→6.8), Accountability +3.2 (4.2→7.4), Career Clarity +3.1. All measured PRE at orientation vs. POST at Week 22 — same version, version-controlled. 93% of participants are now at Developing tier or above per Month 5 mentor logs. Sources: Instruments 2 (assessment) + 4 (mentor logs)
"Are participants applying these skills in the real world — not just self-reporting?" L3 Behavior	Level 3	22 participants at Demonstrated tier, 6 at Applied — each with a mentor-confirmed observable example on record. Examples include: unsolicited recruiter outreach, salary negotiation resulting in $3/hr increase, independent career planning. None are based on self-assessment alone. Every tier requires a dated, specific example. Source: Instrument 4 — Mentor Monthly Log (54/58 submitted)
"What employment outcomes has the program produced at Week 22?" L4 Results	Level 4	38 participants (67%) have a confirmed internship or job offer at Week 22 — up from 0 at orientation. 6-month follow-up survey scheduled for May 2025 to track employment retention and wage gains. L4 outcomes will compound over the next 12 months. Source: Instrument 3 (EA reports) + Instrument 5 (artifacts — offer letters)

Complete Participant Journey — All 5 Instruments, One TimelineThis is what hub-and-spoke architecture produces — the 4-minute answer

Step 1 · Week 1

Intake Rubric + PRE Assessment

Participants with Unique ID + baseline scores locked

Step 2 · Weekly

EA Weekly Reports

812

Total EA records submitted. 7 escalations. Avg 22hr resolution.

Step 3 · Monthly

Mentor Monthly Logs

265

Mastery tier entries with observable examples. 93% compliance.

Step 3 · Week 22

POST Assessment

POST scores locked. Same version as PRE. Avg +3.0 across 6 skills.

L4 · Ongoing

Outcomes + Follow-Up

Confirmed job/internship offers. 6-month follow-up scheduled May 2025.

Final Skill Change Summary — All 6 Mastery SkillsPRE vs POST · same Unique ID · every row is a complete longitudinal record

Professional Communication

+3.4

3.4 → 6.8 · Largest absolute gain

Demonstrated avg

Executive Presence

+2.7

2.4 → 5.1 · Started lowest, strongest growth arc

Developing avg

Career Clarity

+3.1

3.8 → 6.9 · Mentor alignment key driver

Demonstrated avg

Decision-Making

+2.6

3.2 → 5.8 · Consistent mid-program growth

Developing avg

Financial Judgment

+2.4

2.8 → 5.2 · Salary negotiation workshops impact

Developing avg

Accountability

+3.2

4.2 → 7.4 · Weekly EA commitment cycle = key driver

Applied avg

The masterclass conclusion

This is not evaluation as a reporting task.

This is data collection as an operating system for your program. The system does not just prove impact after the fact — it helped create impact while the program was still running. Every Red escalation resolved. Every mentor kept accountable to a monthly log. Every commitment tracked weekly. The funder report is the byproduct of a system that was already running.

What made this possible

One Unique ID per participant — every instrument links automatically

5 instruments — intake, weekly, monthly, POST, artifacts — version-locked, never rebuilt

Real-time risk signals — Green/Yellow/Red visible to staff before they open email

Mentor logs enforce L3 standard — observable example required, not optional

PRE + POST both version-controlled — structural comparison guaranteed

Zero spreadsheet reconciliation — Sopact joins all records by Unique ID

Ready to build this for your program?

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