Gap Analysis Reports provide an objective view of the data in your site, providing the number of items in the system with a certain criteria. There are two types of Gap Analysis Reports—by Progress and by Complete Field. Only site administrators can generate a Gap Analysis Report.

A “by Progress” report will show the number of selected items in your Planning module that have a noted progress option completed in the item. This is based on the required Progress field that all data type templates contain.

A “by Completed Field” report will show the number of selected items in your Planning module that have a chosen field either completed or not completed with a certain set of criteria. For example, you may generate a report to show you the number of outcomes in the system where the Use of Results (Closing the Loop) field is empty.

 

To create a “by Progress” report, follow the steps below:

  • In the Reports > Gap Analysis, click +Add Report
  • Provide a name and description of the report (this can always be changed later).
  • Click Next.
  • Choose the report type of Gap Report by Progress Field
  • Click Next.
  • Select the data types you would like to include in the report by selecting the name of the field and using the left/right arrows to move to the field into the right box.
  • Click Next.
  • Choose the Start & End dates you’d like to pull the information from (the year in the site).
  • If desired (and set-up and your site), choose the particular Organization Categories you’d like to include in the report.
  • Click Next.
  • The final screen will provide a summary of the report you will receive, click Create & Run. A MS Excel report will download to your computer providing you with your requested data.

 

To create a “by Completed Field” report, follow the steps below:

  • In the Reports > Gap Analysis, click +Add Report
  • Provide a name and description of the report (this can always be changed later).
  • Click Next.
  • Choose the report type of Gap Report by Completed Fields
  • Click Next.
  • Select the data types you would like to include in the report by selecting the name of the field and using the left/right arrows to move to the field into the right box.
  • Click Next.
  • Choose the Start & End dates you’d like to pull the information from (the year in the site).
  • If desired (and set-up and your site), choose the particular Organization Categories you’d like to include in the report.
  • Click Next.
  • Using the Common Fields and Custom Fields areas, select the field you would like to use as your “Completed Criteria.” Add those fields by clicking the green +. The first column of the additional pop-up in this area is the name of the field and is a drop-down menu; the second column is your defining the parameters of your criteria (this is also a drop-down menu). The third column is where you set the criteria itself. Depending on the field you chose, this may or may not be a drop-down menu.
    • An example of area would be to choose the Use of Results (Closing the Loop) field from your Custom Field set. In the parameters area you could choose Empty. The report will then provide you the number of items in the site where the Use of Results field is empty.
    • When finished, click Next.
    • The final page will provide a summary of the information; click Create & Run. A MS Excel report will download to your computer providing you with your requested data.

 

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