Creating New Data Sets
"Reporting Data Sets" is where you go to select the information you want to include in reporting or to export out of the system. To access the reporting data set tools, from within GLM, click on "Reports & Data Sources" under the Reporting tab at the top of your screen.
This will take you into a new browser tab that has the reporting and data building options located in three different tabbed areas. By default, the Saved Reports tab will be open. Note that a brand new site will not have any saved reports.
All sites will have five default reporting data sets listed in the Reporting Data Sets tab. These sets cannot be edited or deleted, but they can be copied and used as building blocks for other data sets.
If you do not want to use the predefined data sets, or if you want to build a data set from scratch, click the "Add New Data Set" button in the upper right hand corner.
- This will take you to the screen on which you can create a new data set.
When you add a new data set, you will be prompted to add a Name and an optional Description. Be sure to name it something you’ll recognize in the future! Once the name and description have been added, click "Create Data Set" in the upper right hand corner.Next, you will be prompted to select the Processes, Request Statuses, and Form Types you would like to include in this data set.
- By default, the Request Statuses and Form Types sections are collapsed. Click on the bar to open that section which will allow you to select those additional pre-filters.
Clicking “Save Filters” will bring you to the next step.
The next stage is where you select specific data fields to report on.
Contacts Tab: Information Captured during Registration
For client with "grants" databases, this information will include organization and contact information. For clients with "scholarships" databases, there will not be organization information.
Request Tab: Default Information within Grant Lifecycle Manager
Important fields within this section include: Process Name, Project Name, Request Status, Submission Assignee information, Evaluator Name (first and last), and Installment/Payment information.
LOI, Application, and Follow Ups Tabs: LOI Responses, Application and Related Evaluation Form Answers, Follow Up Responses
These tabs include the forms the applicant/grantee filled out as well as the evaluations tied to the relevant stages (follow ups do not contain evaluations).
- Within each tab, each process that includes the form will be in its own accordion box.
- When you expand each process's accordion box, you will see all of the selected form's questions for that process.
Decisions Tab: Approval and Denial Form Answers
You can add questions from any of the tabs, which means you can report and export data from multiple forms within the processes you selected to build this data set. This capability will be very important for building outcomes report; you will be able to take information from the application and put it next to information on a follow up.
To select a question to include in your data set, just check the box next to the question's label.
Right after you check the box, that question will show up in the list of selected fields on the right side of the screen.
If you are looking for a specific question or if you cannot remember what form a question is on, use the search box at the top right.
To use the search box, just start typing the label of the question for which you are searching. As you type, the tab titles (Contact, Request, Application, etc.) will be updated with the number of times the text you have entered appears in each tab.
If you expand the tab, you will only see questions that contain the text you entered. If they have already been selected, they will have a check in the box next to their name.
Manually Combining Fields
To manually combine multiple fields:
- Select the questions you want to report on as described above.
- Check the box next to them in the "Selected Fields" list on the right side of the screen.
- Click the box to Combine/Rename Fields
- When you combine the fields, you need to give the new "combined" field a new name. If you are combining responses, you need to define a separator character (i.e. a semi-colon [;]or a bar [|] or a space). Once you have provided the combined field name and separator character, click the OK button. In this scenario there will only be one response per cell.
- Another use case would be to combine Applicant First Name and Applicant Last Name into a new field named "Applicant Full Name" with a space as the separator character.
After you have selected the questions you want to report on and have created any combined fields you need, you will need to determine how you want the information organized. Below are the five organizational options:
1. One row per Request
With this option, each request will be in its own row.
- Each request only shows up once.
2. One row per Form
With this option, each form from each request will be in its own row.
- If a request includes 3 different forms (e.g. 1 LOI, 1 Application, 1 Follow Up), there would be three rows - one for each form.
3. One row per Evaluation
With this option, each evaluation will be in its own row.
- If a request was assigned to four separate evaluators there would be four rows - one for each evaluation.
4. One row per Installment
With this option, each installment (so each time we said we are going to cut a check on the request) is in its own row.
- If a request has separate installments, there would be three rows.
5. One Row per Payment
With this option, each payment is in its own row. One row for each time we have recorded a payment in GLM.
- If a request had two payments that had been recorded, there would be two rows.
Running a Report / Saving a Data Set
Once you have defined your data set with the desired fields and organization options, you can either click the "Save" or "Run New Report" buttons. Note that if you click "Run New Report" it will automatically save the data set.
Clicking "Run Report" will take you into the reporting tool (Logi).
Clicking "Save" will save your data set. You can then access the data set from the Reporting Data Sets tab on the Reports Home page.
If you edit a data set any saved reports built off of that data set will be updated.
- You would copy a data set if you want to re-use most of its definition (the select questions, etc.), but you do not want to change any reports tied to it.