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  1. Foundant Technologies
  2. Grant & Scholarship Lifecycle Manager
  3. GLM & SLM - Reports and Data Sets
  4. Data Set Set Up

Build a Data Set

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Data sets allow you to select specific information from your site to include in reports or to export from the system. All sites include five default reporting data sets that cannot be edited or deleted but can be copied and used as building blocks for custom data sets. You can also build new data sets from scratch to meet specific reporting needs.  

User Role: Administrator 

Build a Data Set to:

  • Create custom reports that include only the specific fields and data points relevant to your reporting needs.
  • Export data for analysis in external tools like Excel or for sharing with stakeholders.
  • Filter requests by specific processes, statuses, or form types to focus on particular subsets of data.
  • Build reusable data sets that can be used across multiple reports or exported on a recurring basis.
  • Customize quick export options from workload pages to streamline batch data exports.

To build a custom data set, create the data set, select the processes and statuses to include, choose the data fields, and specify the output format.

  1. Click Reporting on the upper navigation bar, and then click Reports & Data Sets.
  2. Click Add Data Set.add data set button
     
  3. Enter the applicable Data Set Create information, and then click Create Data Set.
    • Required fields are denoted by an asterisk.create data set button
       
  4. Check the box for any processes, request statuses, submission statuses, and form types that will be included in the data set. 
    • For SLM sites, opportunities can be individually selected by their respective check boxes.opportunity checkbox
       
    • By default, the Request Statuses, Submission Statuses, and Form Types sections are all collapsed. Click the bar of the section to open.collasped sections
       
    • By default, all form types are pre-selected. It is recommended to leave them as is. form types
       
    • In GLM sites, the submission status pre-filter is helpful when reporting on follow up forms in a specific status. Submission Status Pre-Filter for Data Sets provides more information. pre-filter statuses
       
  5. Click Save Filters.save filters button
     
  6.  Select the data fields to include in the data set. 
    • When selecting a file upload question type or a text and file upload question type as a field in a data set, the file attachment does not pull into the report, only the name of the file will. data fields
       
    • All selected fields will appear in the Selected Fields box.
      selected fields box
       
    • The Contacts tab will include contact, organization, and an organization's primary contact information. In a Scholarship Lifecycle Manager (SLM) site, this tab will only include the contact information of the applicants.contacts tab
       
    • The Request tab will include fields relevant to processes, requests, forms, installments, and payments. request tab
       
    • The Charity Check tab is exclusive to Grant Lifecycle Manger (GLM) sites. This tab contains charity check fields relevant to organizations.  charity check tab
       
    • The LOI, Application, and Follow Up tabs include forms that the applicant filled out as well as the evaluations associated with the relevant stages. Within each tab, each process that includes the form will be in its own drop-down section. When each process's drop-down section is expanded, all of the form questions for that process are available.LOI tab
       
    • The Decisions tab is where the approval, denial, and installment form fields are located.decisions tab
       
  7. Select the data output from the drop-down menu.
  8. Click Save.
    save button

 

The data set will now appear on the Reports & Data Sets page within the Reporting Data Sets tab.data set list

 

  • Run a report, export, create a copy, edit, or delete the data set on this page.data set options
     
The system will not allow any data sets used to build a saved report to be deleted. The reports that use the data set must be deleted first, and then the data set can be deleted.

 

If a data set is edited, any saved reports built off of that data set will be updated. A data set can be copied and modified, which will not affect any saved reports using the original data set. 

 

 

To customize the fields included in quick exports from workload pages, edit the Quick Export Data Set configuration on the Reports & Data Sets page.

  1. Click Reporting on the upper navigation bar, and then click Reports & Data Sets.
  2. Click Quick Export Data Sets.Quick export data sets tab
     
  3. Click the pencil icon.pencil icon
     
  4. Select the data fields to include, and then click Save.save button
  • Quick Export Data Sets can be exported from workload pages from the Batch Actions menu by clicking the Quick Export button.batch actions menu
     
  • Fields added to the Quick Export Data Set will display in the .csv file.exported file

Requests on the Evaluation Assigned/Closed workload pages pull the Request Quick Export, not the Submission Quick Export.

Build a Data Set Video

This video demonstrates how to build a data set by selecting processes, statuses, and data fields to create customizable reports and data exports.

 

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