Summary Report Overview

Summary Reports allow a Funder to solicit answers to customized questions. These answers can then be compiled and used in Annual Reports. Periodic Summary Reports are available for Grants and Internal Activities. Questions are organized based on Organizational (State Plan) Goals and Objectives, not Project Work Plan Objectives.

Getting Started

Create Questions

To create questions, navigate on your Dashboard to Administration->Summary Questions. You can Add, Edit, Deactivate, Activate and Remove questions using this interface.

Adding Summary Reports to a Project

Once questions have been defined, for projects with Work Plans, users will be allowed to add Summary Reporting date(s) to projects via the Report Dates tab. Summary Report Dates work exactly the same as other periodic report dates. Multiple reports can be defined here for a project, however, we anticipate that most projects will have only one summary report.

As with Program Reports, Funders can select a Reporting Year for each report.

If a Work Plan has no Organizational Objectives assigned, users will see no questions.

Summary Reporting

Answering Questions

Once questions are defined, and Summary Reporting Dates have been entered, users will see Summary Reports in the Periodic Reports module.

Summary Reports are organized by Project Work Plan Organizational Objective. Each objective then asks the entire set of active questions. Note: Even when an Organizational Objective is used multiple times in a project work plan, it will appear only once in a Summary Report.

Grantees can answer questions in their In-Progress or Not-Started Summary Reports. Funders can answer questions in Internal Project reports with the same status - In-Progress or Not-Started.

The question list may be updated when Summary Questions are added, removed, activate or deactivated. The list also may change if the Organizational Objectives are changed in the Work Plan. The Summary Report questions list is updated for In-Progress and Not-Started reports when an Editor accesses them. For Grant reports, the editor is a grantee. For Activity reports, the editor is council staff or council administrators. The list is unchanged for reports that are submitted or accepted. Reports that have never been accessed by an Editor will appear to have no questions.

Changing the text of a question will be reflected in all Summary Reports that include that question.

Preferences

As with Expense and Program Reports, Funders can define the normal number of Summary Report Periods in a project. When "Initialize Reporting Dates" is clicked in the Project Report Dates tab, the values chosen will be the defaults. Funders can change these values.

Troubleshooting a Summary Report

1. The summary report has no questions and answers

   First, make sure the council administrator has added questions using the Administration -> Summary Questions module.

   Be aware that until the Summary report editor (Grantee for Grant reports, staff for Council Activities) has accessed the report, it will remain blank. A council staff will see a blank Grant Summary report until the grantee has accessed it.

   A State Plan (i.e. Strategic) Objective must be assigned to the project work plan objective. The summary report is answering questions for each state plan objective referenced within the work plan.

2. Even though the grantee has entered KPI and Demographic data, the Measures side panel is empty

   Only Accepted program report's measures will be shown in a summary report.

   Program measures are retrieved based on the program start and end date, and the summary report start and end date. A program report date range must overlap with a summary report data range.