Creating New Data Sets

Click HERE to view the "Creating New Data Sets" video.

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 report and data set tools, from within GLM, click on "Reports & Data Sources" in the left navigation list.

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 six 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 give it a name, description and select the processes you want it to include. After giving it a name and selecting processes, click the "Create Data Set" button in the top right corner to start selecting the information you can include on the data set.

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 Life Cycle Manager

Important fields within this section include: Process Name, Request Status, Submission Assignee information, Evaluator Name, and Installment/Payment information.

LOI, Application, and Follow Ups: LOI, Application and Related Evaluation Form Answers

These tabs include the form(s) the applicant filled out as well as the evaluations tied to the relevant stage(s). 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 that form's questions for that process.

Decisions Tab: Approval and Denial Form Answers

Selecting Data

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.

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.

Search Function

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

NOTE: If a question was a report field prior to 5.0, or if it is on a copied process/form, that question's "tag" will be the same in the background (database). This means that when you select this question in one of the processes in your data set, it will automatically be selected in any other processes in which it is used.

However, even If a question was not a report field, you can still manually combine them so that they show up in one column in your report or data export.

To manually combine multiple fields:

  1. Select the questions you want to report on as described above.
  2. Check the box next to them in the "Selected Fields" list on the right side of the screen.
  3. Click the box to Combine/Rename Fields
  4. 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.

Organizational Options

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:

NOTE: as we look at each of these different options, we will use one request to display the differences.

1. One row per Request

With this option, each request will be in its own row. In GLM prior to 5.0, this is how all Pending Request, Decisions, and Requests and Decisions reports were organized.

The one request only shows up once.

2. One row per Form

With this option, each form from each request will be in its own row. In GLM versions to 5.0, this is comparable to a Follow Ups report. To replicate a Follow Ups report in 5.0, you just need to filter on Follow Up Form Types.

The request we are looking include three different forms, so there are three rows – one for each form.

3. One row per Evaluation

With this option, each evaluation will be in its own row. In GLM prior to 5.0, this is comparable to a data export of Evaluations.

The request was assigned to four separate evaluators, so there are 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. In GLM prior to 5.0, this was captured in a Commitments report.

The request has 3 separate checks that will need to be written, so there are three rows.

5. One Row per Payment; one row for each time we have recorded payment in GLM.

With this option, each payment is in its own row. In GLM prior to 5.0, this was captured in Payments reports.

This request has 2 payments that have been made

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 Report" buttons. Note that if you click "Run Report" it will automatically save the data set.

Clicking "Run Report" will take you into the reporting tool (Logi) which has not changed in 5.0.

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.

Please Click Here to download the full tutorial.


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