Reporting & Analytics Guide - Millenium Potters

Overview

By the end of this guide, you will understand how to access supervisor reports, interpret dashboard metrics, generate custom reports, export data for analysis, and track key performance indicators (KPIs) for your microfinance operations.

Reporting features are primarily designed for Supervisors and Admins. Credit Officers have limited reporting access focused on their own portfolio.

Understanding the Dashboard

The dashboard is your command center for real-time metrics.

Dashboard Access

Navigate to Dashboard

After logging in, click “Dashboard” in the sidebar.This is also your default landing page after login.

View Summary Cards

The dashboard displays key metrics at a glance:

Card	Metric	Description
Total Loans	Count	All loans in the system
Active Loans	Count	Loans currently being repaid (status = ACTIVE)
Total Disbursed	Amount	Total money lent out this period
Total Repaid	Amount	Total repayments collected
Outstanding Balance	Amount	Total amount still owed
Collection Rate	Percentage	Repayment performance metric
Overdue Loans	Count	Loans with overdue payments
Pending Approvals	Count	Loans awaiting supervisor approval

Cards update in real-time as data changes. Refresh the page to see the latest numbers.

Review Recent Activity

Below the summary cards, you’ll see:

Recent Loans: Latest loan applications
Recent Repayments: Latest payments recorded
Upcoming Due Dates: Payments due soon
Alerts: Overdue accounts or pending actions

Access Quick Actions

The dashboard includes shortcuts to common tasks:

Create New Loan
Record Repayment
Add Union Member
Generate Report

Accessing Supervisor Reports

Supervisor reports provide comprehensive analytics for managing your team.

Prerequisites

Must be logged in as a Supervisor or Admin
Supervisors see reports for their Credit Officers
Admins can view any supervisor’s reports

Supervisor Dashboard

Navigate to Reports

From the sidebar:

Click “Reports”
Click “Supervisor Reports”

Or use the API: GET /api/supervisor-reports/dashboard (supervisor-reports.controller.ts:10-45)

Select Time Period

Choose the reporting period:

Period	Description	Use Case
Today	Current day only	Daily operations review
This Week	Current week to date	Weekly performance check
This Month	Current month to date	Monthly reporting
Custom Range	Select start and end dates	Specific period analysis

Parameters:

periodStart: Start date (YYYY-MM-DD)
periodEnd: End date (YYYY-MM-DD)

If you don’t specify a period, the system defaults to the current month (supervisor-reports.controller.ts:25-30).

Review Dashboard Metrics

The supervisor dashboard shows:

Team Overview

Total Officers: Number of Credit Officers under you
Total Unions: All unions managed by your team
Total Members: All union members in your territory

Loan Portfolio

Total Loans: All loans in the period
Active Loans: Currently being repaid
Completed Loans: Fully repaid
Defaulted Loans: Problem accounts

Financial Metrics

Total Disbursed: Money lent out
Total Repaid: Money collected
Total Outstanding: Money still owed
Collection Rate: Repayment performance percentage

Refer to schema.prisma:608-620 for the ReportSession model that stores these metrics.

Drill Down into Officer Performance

View individual Credit Officer performance:

Loans created per officer
Repayments collected per officer
Active clients per officer
Collection rate per officer

This data is stored in the officerMetrics JSON field (schema.prisma:626).

Generating Report Sessions

Save reports for historical comparison and documentation.

Access Report Generation

From the Supervisor Reports page, click “Generate Report” or “Save Report”.

Configure Report Parameters

Fill in the report configuration:

Field	Description	Required	Options
Report Type	Type of report	✅ Yes	DAILY, WEEKLY, MONTHLY, QUARTERLY, CUSTOM
Period Start	Start date	✅ Yes	Date (YYYY-MM-DD)
Period End	End date	✅ Yes	Date (YYYY-MM-DD)
Title	Report name	Optional	Text (e.g., “March 2026 Performance”)
Supervisor	For admins: which supervisor	Optional	Supervisor ID

The report type must be one of the valid ReportType enum values (schema.prisma:590-596): DAILY, WEEKLY, MONTHLY, QUARTERLY, or CUSTOM.

Generate the Report

Click “Generate Report” to create the report session.API: POST /api/supervisor-reports/generate (supervisor-reports.controller.ts:51-99)The system:

Calculates all metrics for the period
Takes a snapshot of current data
Stores officer performance breakdown
Saves the report session to the database

View Generated Report

After generation, you can:

View the report immediately
Access it later from report history
Export it to various formats
Share it with stakeholders

Generated reports are saved with a timestamp (generatedAt) so you can track when each report was created (schema.prisma:628).

Viewing Report History

Access all previously generated reports.

Navigate to Report Sessions

Go to Reports → Supervisor Reports → Report History.API: GET /api/supervisor-reports/sessions (supervisor-reports.controller.ts:105-136)

Browse Saved Reports

The report history shows:

Report title
Report type (DAILY, WEEKLY, MONTHLY, etc.)
Period covered (start and end dates)
Generated date/time
Key metrics snapshot

The list is paginated:

Default: 10 reports per page
Adjust with page and limit parameters

Open a Specific Report

Click on any report to view full details.API: GET /api/supervisor-reports/sessions/:id (supervisor-reports.controller.ts:142-170)The report includes:

All metrics at time of generation
Officer performance breakdown
Complete report data in JSON format (reportData field)

Delete Old Reports (Optional)

Remove reports you no longer need:API: DELETE /api/supervisor-reports/sessions/:id (supervisor-reports.controller.ts:176-211)

Only the report owner or an Admin can delete reports. This prevents accidental deletion of important historical data.

Key Performance Indicators (KPIs)

Collection Rate

The most important metric for loan portfolio health. Formula:

Collection Rate = (Total Repaid / Total Due) × 100%

Interpretation:

90-100%: Excellent performance
80-89%: Good performance
70-79%: Needs attention
Below 70%: Critical - investigate immediately

Track collection rate over time to identify trends. A declining collection rate may indicate:

Economic challenges in the community
Need for better member screening
Issues with specific Credit Officers
Problems with specific unions

Portfolio at Risk (PAR)

Measures the portion of your portfolio that’s overdue. What to Track:

Number of overdue loans
Total overdue amount
Percentage of portfolio overdue
Days overdue distribution

Action Thresholds:

1-7 days: Friendly reminder
8-30 days: Formal follow-up
31-90 days: Intensive collection
90+ days: Default procedures

Officer Performance Metrics

Track individual Credit Officer performance:

Metric	What to Track	Benchmark
Loans Created	Number per month	Depends on territory
Disbursement Amount	Total disbursed	Aligns with targets
Collection Rate	Officer’s collection percentage	Above 85%
Active Clients	Members with active loans	Growing steadily
Overdue Rate	Percentage of officer’s loans overdue	Below 10%

The officerMetrics JSON field in ReportSession (schema.prisma:626) stores per-officer breakdowns for comparison.

Union Performance

Compare performance across unions:

Repayment rates by union
Active loans per union
Average loan size per union
Growth trends per union

Use the Collections by Union API (repayment.controller.ts:254-282) to get this data.

Export Capabilities

Exporting User Lists

Export user data for external analysis.

Navigate to Users

Go to User Management → Users.

Apply Filters

Filter the user list by:

Role
Active status
Supervisor
Search terms

Click Export

Click the “Export” button.API: GET /api/users/export (user.controller.ts:244-257)

Choose Format

Select export format:

CSV: For Excel/Google Sheets
Excel: XLSX format
JSON: For programmatic use

Download File

The file downloads to your computer with:

All filtered user data
Standard fields (name, email, role, etc.)
Timestamps and activity data

Exporting Loan Data

Similar process for loans:

Navigate to Business Management → Loans
Apply desired filters (status, union, date range)
Click “Export”
Choose format (CSV, Excel)
Download file

Exporting Repayment Data

Export repayment history:

Go to Business Management → Repayments
Filter by date range, loan, payment method
Click “Export”
Select format
Download

Export Best Practices:

Apply filters before exporting to get exactly what you need
Use date ranges to limit file size
Export regularly for backup purposes
Store exports securely (they contain sensitive data)

Understanding Report Data

Cached Metrics

Report sessions store cached metrics at generation time (schema.prisma:608-620):

totalOfficers: Int
totalUnions: Int
totalMembers: Int
totalLoans: Int
activeLoans: Int
completedLoans: Int
defaultedLoans: Int
totalDisbursed: Decimal
totalRepaid: Decimal
totalOutstanding: Decimal
collectionRate: Decimal

Why cache?

Historical accuracy: Shows data as it was at report time
Performance: Fast retrieval without recalculation
Comparison: Compare reports from different periods

Report Data JSON

The reportData field (schema.prisma:623) contains:

Detailed breakdown of all metrics
Union-level performance
Loan portfolio composition
Repayment trends
Any custom analytics

This JSON structure is flexible and can be extended with custom metrics specific to your organization’s needs.

Viewing Credit Officers (Supervisors)

Supervisors can see their team of Credit Officers.

Access Credit Officers List

Go to Reports → Supervisor Reports → Credit Officers.API: GET /api/supervisor-reports/officers (supervisor-reports.controller.ts:217-244)

View Officer Details

The list shows each Credit Officer:

Name and contact information
Number of unions managed
Number of active loans
Collection performance
Last activity timestamp

Drill Down into Officer Performance

Click on an officer to see:

Detailed loan portfolio
Union assignments
Repayment history
Performance trends over time

Use this view to identify high-performing officers and those who may need additional training or support.

Admin Access to Reports

Admins have special reporting privileges.

Viewing Any Supervisor’s Reports

Admins can view reports for any supervisor:

Add supervisorId parameter to API calls
Or select supervisor from dropdown in UI
View that supervisor’s dashboard and reports

Example API calls:

GET /api/supervisor-reports/dashboard?supervisorId=SUPERVISOR_ID
GET /api/supervisor-reports/sessions?supervisorId=SUPERVISOR_ID

Refer to supervisor-reports.controller.ts:20-23 for admin override logic.

System-Wide Reports

Admins can generate organization-wide reports:

All loans across all supervisors
Company-wide collection rates
Complete loan portfolio health
Cross-supervisor comparisons

System-wide reporting may require custom queries or aggregations beyond the standard supervisor reports.

Filtering and Date Ranges

Date Range Selection

Most reports support flexible date ranges:

Option	Description	Parameters
Today	Current day only	`dateFrom=today, dateTo=today`
This Week	Monday to today	Calculate week start/end
This Month	First of month to today	Calculate month start/end
Last 30 Days	Rolling 30-day window	`dateFrom=30 days ago, dateTo=today`
Custom Range	Any start and end dates	Specify both dates

Use rolling date ranges (e.g., “Last 30 Days”) for consistent period-over-period comparisons.

Advanced Filtering

Combine multiple filters for precise reporting:

Date range + specific officer
Union + status + date range
Payment method + date range

API Reference

For developers building custom reports:

User Management - Manage supervisors and officers
Loan Processing - Understand loan data in reports
Repayment Tracking - Collection metrics source

Best Practices

Reporting Best Practices:

Generate reports at consistent intervals (weekly, monthly)
Compare current period to previous period
Save important reports for historical reference
Share reports with stakeholders regularly
Use exports for board meetings and compliance
Set up a reporting schedule and stick to it

Common Mistakes to Avoid:

Not specifying date ranges (leads to incomplete data)
Comparing reports from different period lengths
Ignoring early warning signs in metrics
Forgetting to save important reports
Not drilling down when metrics look unusual
Exporting without applying necessary filters

Data Privacy: Reports contain sensitive financial information. Always:

Secure exported files with passwords
Only share reports with authorized personnel
Follow your organization’s data privacy policies
Delete old exports from unsecured locations

Metrics Glossary

Term	Definition
Collection Rate	Percentage of expected repayments actually collected
Outstanding Balance	Total amount still owed on active loans
Portfolio at Risk	Loans that are overdue
Disbursement	Money lent out to borrowers
Default	Loan where borrower stopped paying
Write-off	Uncollectible loan removed from active portfolio
Active Loans	Loans currently in repayment (status = ACTIVE)
Completed Loans	Loans fully repaid (status = COMPLETED)

Troubleshooting Reports

”No data available”

Check your date range - may be too narrow
Verify you have loans/repayments in that period
Ensure you have permission to view the data

”Collection rate seems wrong”

Verify all repayments are recorded
Check for partial payments not fully allocated
Ensure schedule items are up to date

”Can’t generate report”

Verify you’re logged in as Supervisor or Admin
Check that start date is before end date
Ensure reportType is valid
Contact support if issue persists

Get Started

Core Features

User Roles

Guides

​Overview

​Understanding the Dashboard

​Dashboard Access

​Accessing Supervisor Reports

​Prerequisites

​Supervisor Dashboard

​Team Overview

​Loan Portfolio

​Financial Metrics

​Generating Report Sessions

​Viewing Report History

​Key Performance Indicators (KPIs)

​Collection Rate

​Portfolio at Risk (PAR)

​Officer Performance Metrics

​Union Performance

​Export Capabilities

​Exporting User Lists

​Exporting Loan Data

​Exporting Repayment Data

​Understanding Report Data

​Cached Metrics

​Report Data JSON

​Viewing Credit Officers (Supervisors)

​Admin Access to Reports

​Viewing Any Supervisor’s Reports

​System-Wide Reports

​Filtering and Date Ranges

​Date Range Selection

​Advanced Filtering

​API Reference

​Related Features

​Best Practices

​Metrics Glossary

​Troubleshooting Reports

​”No data available”

​”Collection rate seems wrong”

​”Can’t generate report”

Build docs developers (and LLMs) love

Overview

Understanding the Dashboard

Dashboard Access

Accessing Supervisor Reports

Prerequisites

Supervisor Dashboard

Team Overview

Loan Portfolio

Financial Metrics

Generating Report Sessions

Viewing Report History

Key Performance Indicators (KPIs)

Collection Rate

Portfolio at Risk (PAR)

Officer Performance Metrics

Union Performance

Export Capabilities

Exporting User Lists

Exporting Loan Data

Exporting Repayment Data

Understanding Report Data

Cached Metrics

Report Data JSON

Viewing Credit Officers (Supervisors)

Admin Access to Reports

Viewing Any Supervisor’s Reports

System-Wide Reports

Filtering and Date Ranges

Date Range Selection

Advanced Filtering

API Reference

Related Features

Best Practices

Metrics Glossary

Troubleshooting Reports

”No data available”

”Collection rate seems wrong”

”Can’t generate report”