overlapping program years?

Modified on Wed, 16 Aug 2023 at 04:15 PM


Do you have overlapping program years and need a hack to ensure reporters only see the right panels and fields at the right time? 


You're in the right place.


Here's the scenario. You run a program with rolling reporter admission, or your program structure begins your new programming cycle before the previous one ends. 


You want to use your Impact Suite to collect reporter profile data. You also want to take advantage of the Quick Access and Mandatory To Dos, but you need to figure out how to set the system up so reporters from your current program year don't see the panel for the new year, and the Quick Access and Mandatory To Dos only show up for the reporters in your new program year. 



TABLE OF CONTENTS



Step 1: Create a Type 1 Association for 'Program Year.' 


The 'Program Year' Type 1 Association will ensure you have a mechanism for targeting Quick Access and Mandatory To Dos to new reporters in overlapping program years. 


Follow these steps to create the 'Program Year' Type 1 Association:

  1. On the left, in your Mission Control, click Reporters, Staff, & Sites.

  2. On the right, click Create and manage associations.

  3. Under the section that reads Create New Association, enter the name of your Association. (We recommend calling this Program Year.)

  4. Next, choose Type 1 Association.

  5. Click Create.

  6. Type each Association Item name on the next page and click Add (2022-23; 2023-24; 2024-25, etc.).

  7. You can assign all of your current reporters to the current program year by clicking Edit.

  8. Click Update & Apply Edits to save your changes. 

It's a good idea to make this field mandatory when enrolling new folks (and, requiring that field always have data in it). 

You can do that on the upper right-hand side, by clicking Reporter Enrollment Settings





Step 2: Hide any current panels from new reporters. 


You can edit it by updating the Visibility Settings. This will be an important step to follow if you have panels designed to only be visible to reporters in certain program years.


To Edit a panel;

  1. On the left, in your Mission Control, click Reporters, Staff, & Sites.

  2. On the right, click Manage reporter accounts.

  3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.

  4. Open the panel using the green arrow.

  5. Click on the Edit button.

  6. A window will open.

  7. Here, change the setting from Visible for All Reporters to Visible Only for Reporters Who Already Have Saved Data in this Panel.

    This will hide the panel for both reporters and staff if there is no current data in any field within the panel.

  8. Optionally, you can remove the panel from the space where you import reporters by unchecking this box.

  9. Click Update to save your changes.

Step 3: Create the panel(s) for your new program year. 


To do this, you can create new panels from scratch or clone panels from previous years. Here's the guidance as a reference


In the panel you've created for your new Program Year, you'll ALSO want to follow the steps above to make the panel visible only to reporters who already have data in the panel.


Now, you will create at least one field that YOU will fill out. This field will act as a switch for turning on the panel for designated reporters.


Step 4: Create a field that will act as a 'SWITCH' to turn the new program year panel on.


Now, you will create at least one field that YOU will fill out. This field will act as a switch for turning on the panel for designated reporters.


To create a field:

  1. On the left, in your Mission Control, click Reporters, Staff, & Sites.

  2. On the right, click Manage reporter accounts.

  3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.

  4. On the top-right, click Create a Field.

  5. A window will open.

  6. Type your new Field Name. (We suggest a field called Activate this panel?

  7. Next, click the Assign link and choose the Field Type. (Select: Qualitative - Single Select.)

  8. Create one option: Yes.

  9. Choose the Column Width. Fields can take up one column (1) or both (2).

  10. Choose the panel/subpanel you’d like to add the field to. (Select the panel for the NEW program year.)

  11. For Report Profile Page Access, don't select anything.
  12. For Reporter Enrollment & Editing Options, you can make the field required when adding new reporters.

  13. Decide which staff members should have access to the data in this field. Choose either: 
    • Grant access to all staff whose roles give them access to reporter profiles, or
    • Limit access to staff with selected staff roles.

  14. Click Create.

Step 5: Target Quick Access and Mandatory To Dos to new reporters.

You control which fields appear in your reporters' Quick Access and Mandatory To Lists at the top of their profiles. You can even target which fields appear in a Reporter's profile by Type 1 Association (see Step 5).



You can update and target fields to appear in the Quick Access and Mandatory To Do lists in the field or on the Manage Fields page.


Here's how to update a field to appear in Quick Access or as a Mandatory To Do.

  1. On the left, in your Mission Control, click Reporters, Staff, & Sites.

  2. On the right, click Manage reporter accounts.

  3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.

  4. Click the field you want to update and scroll to the Reporter Profile Page Access section.
     
    1. Allows reporters to see the field.

    2. Permits reporters to edit the field.

    3. Locks the field once data is inputted.

    4. Adds the field to your reporters' Quick Access To Do list.

    5. Allows you to assign the field to the Quick Access To Do list for all reporters or to target the Quick Access To Do list to reporters by Type 1 Association.

    6. This checkbox makes completion of the field mandatory before the reporter can perform any additional function in the Impact Suite. 
  5. Next, decide when to require the field in the Reporter Enrollment & Editing Options

  6. Be sure to click Update when changing a field.


Here's how to update more than one field quickly using the Manage Fields link.

  1. On the left, in your Mission Control, click Reporters, Staff, & Your Account.

  2. On the right, click Manage reporter accounts.

  3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.

  4. On the top-right, click Manage Fields.
  5. The Field Manager page will open.

  6. Put any field in your reporter's Quick Access To Do list by checking the box in this column.

  7. Make any field mandatory to complete by checking the box in this column.

    *Note: Fields must be in the Quick Access To Do list for them to be eligible for the Mandatory To Dos.
  8. If a field is targeted by Type 1 Associations, you'll see a targer icon.

    (You can adjust who the field is targeted to by clicking on the field name. A window will open. Scroll to the Reporter Profile Page Access section; make any adjustments, and click Update.)

  9. Add instructions for your Mandatory To Dos for your reporters by clicking this link.



Step 6: Enroll your new reporters using Excel.

The last step is to use Excel to enroll your new reporters. 


Guidance is found here


When enrolling reporters, you'll need to include all fields you've made mandatory when enrolling new reporters, and at a minimum: 


  • First Name
  • Last Name
  • E-mail Address
  • Program Year [This will turn on the correct fields to Quick Access and Mandatory To Do lists for new reporter.]
  • Activate this panel? [This will make the panel visible to new reporters, which ensuring reporters in the current program cycle aren't bother to complete fields for the new program year.]


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