editing data on our own and requesting an individual to update their responses

TABLE OF CONTENTS

• A Complete Paper Trail
• This “Paper Trail” Feature will be Especially Important to You If:
• To Edit Data on Your Own:
• To Request a Reporter to Update a Response or to Respond to a Question that they Skipped:
• To Request a Reporter to Update All of the Questions in a Report:
• Additional Steps to Take If You Request that the Reporter Updates any Aspect of their Report on their Own.

A Complete Paper Trail

When data needs to be updated, you can either update it on your own or request the reporter to update it.  Either way, the Impact Suite will keep a time-stamped record of every single change that is made to the data, so nothing will be lost permanently.

This “Paper Trail” Feature will be Especially Important to You If:

Multiple staff reporters will have the ability to edit data.  (If that’s the case, you’ll be able to keep track of the reasons why specific staff reporters edited data or requested that data be edited.)

External evaluators or auditors require that you keep records on any edits that have been made.

To Edit Data on Your Own:

1. On the left, in your Mission Control, click Report Data.
   
   
2. On the right, click Individual data viewer.
   
   
3. Choose the reporter and time period you would like to review. (Optionally, you can use the Select specific reports from this period link to get more detail and help you choose.)
   
   

4. Once you're looking at the report you're interested in, towards the top-right hand side of the report, click Edits, Revisions & Feedback.
   
   

5. In the window that’s displayed, click “One or more responses need to be edited by me or by [the name of the person at issue].”
   
   

6. On the following page, you’ll see every question that was presented to the person at issue, along with their responses to each question.  Any questions without responses are questions that the person did not answer.
   
   

7. To edit a question yourself, click that question’s “Edit this response on your own” link.
   
   

8. In the space provided, describe the reason you are updating this information.  At your option, this rationale may be displayed when you view data for this report in the future.
   
   

9. Edit the data.
   
   

10. Click the Submit button at the bottom of the page after you’ve completed all other edits and edit requests.

To Request a Reporter to Update a Response or to Respond to a Question that they Skipped:

1. On the left, in your Mission Control, click Report Data.
   
   
2. On the right, click Individual data viewer.
   
   
3. Choose the reporter and time period you would like to review. (Optionally, you can use the Select specific reports from this period link to get more detail and help you choose.)
   
   

4. Towards the top-right hand side of the report, click Edits, Revisions & Feedback.
   
   

5. In the window that’s displayed, click “One or more responses need to be edited by me or by [the name of the person at issue].”
   
   

6. On the following page, you’ll see every question that was presented to the person at issue, along with their responses to each question.  Any questions without responses are questions that the person did not answer.
   
   

7. For the question at issue, click “Ask [name of the person at issue] to edit this response.”
   
   

8. In the space provided, write a quick note to the person that explains the reason why you’d like their to update their response or to respond to the question for the first time.  At your option, this rationale may be displayed when you view data for this report in the future.
   
   

9. After you’ve completed all other edits and edit requests, click the Submit button at the end of the report.

To Request a Reporter to Update All of the Questions in a Report:

1. On the left, in your Mission Control, click Report Data.
   
   
2. On the right, click Individual data viewer.
   
   
3. Choose the reporter and time period you would like to review. (Optionally, you can use the Select specific reports from this period link to get more detail and help you choose.)
   
   

4. Towards the top-right hand side of the report, click Edits, Revisions & Feedback.
   
   

5. In the window that’s displayed, click “One or more responses need to be edited by me or by [the name of the person at issue].”
   
   

6. On the following page, you’ll see every question that was presented to the person at issue, along with their responses to each question.  Any questions without responses are questions that the person did not answer.
   
   

7. At the top of the report, click the link that reads, “Send this entire report to the Reporter for updating.”
   
   

8. In the resulting pop-up window,enter the reason why you are asking this person to update all of the questions, and then click the Update link.
   
   

9. All questions are now marked for editing by the reporter.
   
   

10. Make any additional changes to any of the questions and then click the Submit button at the end of the report.

Additional Steps to Take If You Request that the Reporter Updates any Aspect of their Report on their Own.

1. After you click Submit, you’ll be presented with options to:

   • Send an instant e-mail to the person that will ask their to update the questions you marked for updating.
     
     

   • Have the Impact Suite send that e-mail to the person every so often until they updates their report.  “Every so often” is defined by you.  It can be everyday, every other day or another series of days (up to every 50^th day).  Of course, you may update or cancel these reminder e-mails at any time (on the next page, see “tracking who needs to update reports; updating automated e-mail reminders”).