Build an Evaluation Report

Evaluation reports display evaluation data from your site, including evaluator names, scores, and completion status. These reports help you analyze evaluation outcomes and track evaluator progress during your review process.

User Role: Administrator, Grants Manager

Use Evaluation Reports to:

• Monitor evaluation progress across all requests to identify which evaluations remain incomplete and follow up with assigned evaluators.
• Compare average scores across requests or evaluators to identify funding priorities and ensure consistent evaluation standards.
• Analyze evaluation data by stage when using multiple evaluation forms to understand how scoring differs between initial reviews and final committee assessments.
• Export evaluation results for broad presentations or funding committee meetings to support decision-making discussions. 

Build an Evaluation Report

To build an evaluation report, create a data set with the appropriate processes, statuses, and fields, then run and customize the report.

1. Build a data set to pull in the appropriate processes, request statuses, and fields.
   • If evaluations are still in progress, select the Evaluations Assigned status. If evaluations are closed, select the Evaluations Closed status and any other relevant statuses where requests could be located. 
   • Select One Row per Evaluation as the output.
   • Fields commonly added to data sets for evaluation reports include the following:
     • Submission Assignee First Name and Submission Assignee Last Name - These fields provide the name of the evaluator, and it is helpful to combine them into one field. 
     • Score - If scoring questions are utilized on the evaluation form, this provides the overall score of the evaluation.
       • If an evaluator has not yet completed their evaluation, the score for their evaluation will still populate. A filter can be applied to only display completed evaluations on the report. 
       • If two evaluation stages are used, the score column will display the combined average score of both evaluation forms for the request when running the report as one row per request.
       • If the report is run as one row per evaluation, the score column will display the average score per evaluation form for the request.
     • Evaluation Finished - This can help filter the report to only see completed or uncompleted evaluations.  
     • Form Name - If multiple evaluation stages are utilized and only one stage of evaluation data will be viewed on this report, include the Form Name field for filtering purposes.
2. Click Run New Report.
   
    
   • The report will display one row of data for each evaluation for each included request.
      
   • If an evaluator enters N/A for a scoring question, it will display as a zero in reporting. If an evaluator enters N/A for every scoring question, no score will be calculated in reporting. If an evaluator enters N/A for one question and enters a score for another, reporting will calculate a score for that request.
     
      
3. Common actions taken on evaluation reports include the following: 
   • Group the report by request using a field such as Project Name or Contact Name, or group by evaluator using the Submission Assignee field.
   • Apply an aggregate function to the Score field to see the average score for a request or an evaluator.
   • Filter the report to only show a certain evaluation stage by filtering on the Form Name column or to only show completed evaluations by filtering on the Evaluation Finished column.  
   • Apply weights to scoring questions.
4. Click Save New Report.