Once an Assessment Cycle has been configured, a horizontal grid report can be generated from a Unit-Level Assessment Cycle Dashboard at the click of a button. To get to a Unit-Level Assessment Cycle Dashboard, click on the name of a unit from the detailed view of an assessment cycle dashboard.
From here, click the Grid Report icon in the upper right of the page:
This report is exported as a Word document and is automatically configured to display the data each unit has provided for the required fields of a template within an Assessment Cycle.
The assessment grid report spans the data provided for each phase of the Assessment Cycle, moving left to right across the page in order of Plan, Do, Check, and Act requirements.
Items will be sorted and grouped in the following order:
- Template Order of the requirements
- Alphanumeric by Number
- Alphanumeric by Name
- Related items below parent items
The number of columns displayed for a row is equated to the number of phases that template has requirements mapped. For example, in the report shown above, fields from the mission statement template are only required for one phase of the Assessment Cycle (the Plan phase), and so it spans the width of the table.
Tips for Creating Easy to Read Reports
- Map annual reporting requirements (as opposed to strategic plans).
- Map at least one requirement to each phase.
- When assigning requirements for each phase, there's no need to repeat requirements that have already been noted on a previous phase. If requirements are repeated through phases, it will create duplication in the grid report.
- Ensure that the assessment cycle is set up for all phases (templates and requirements are assigned accordingly). This will dictate what is produced in the Grid Report.
- To help prevent columns from appearing to be shifted/poorly formatted, ensure that your textbox fields are filled with un-coded text/plain text. If you are copy/pasting with formatting into your text box, the report will show distorted. This applies to all reports in the system.
Where a given organizational unit has not entered data for a particular requirement, you will see blank space on the page. This view of data, combined with the quantitative data visualized on the Assessment Cycle Dashboard, provides unit-level leaders with quick insight into reporting requirements that are missing from a given unit. For example, in the report shown below, the unit has not yet entered information in the required "Closing the Loop" field.
Tips for Better Gap Analysis
- Use the “View Status Details” from your dashboard to report on gaps to confirm which templates have been added from requirements and which fields are missing.
- Keep in mind, the only templates that will populate in the grid report will be the items that the unit has added.