Contents

• Overview
• Data Views
• Access an Intake Round Data View
  • Layout of the Intake Round Data
  • Round Specific Features in the Data View
    • Start Review Round Button
• Access a Review Round Data View
  • Layout of the Review Round Data
  • Round Specific Features in the Data View
    • Review Round Dashboard
    • Reviewer View
    • Start Final Decision Button
• Customize the Data View
  • Show/Hide Columns
  • Filter
  • Export

Overview

This article provides information and instructions on how administrators can view the data collected by their program cycles.

Data Views

The areas in Next that allow administrators to view the data collection a program cycle has gathered from applicants and reviewers are:

• The Intake Round data screen
• The Review Round data screen

From these views, an administrator can access individual data records as well as customize the view to compare and analyze data.

Access an Intake Round Data View

To access the data collected from an intake round:

1. On the organization’s list of programs, select the Open button to the appropriate program to view its data.

2. A link to the intake round data will show in the left panel menu even if the program cycle has not yet collected any intake forms; select this link to access its data view.

--- IMPORTANT ---

Accessing the link before intake forms are submitted results in messaging that prompts administrative action or next steps.  See the screenshot below for an example.

Layout of the Intake Round Data

Once an Intake Round has collected at least one submission, either in Test Mode or during a live program cycle, the data displays in the Intake Round data view.  The default columns of data showing in the data view are as follows:

A. Applicant ID: A random number assigned to the applicant by Next.

B. Applicant Name: The name the applicant entered when completing their profile.

C. Applicant Email: The email address the applicant entered when completing their profile.

D. Submitted Date: The date the intake form was submitted.

E. Submission Status: The current status of the intake form.  The statuses are:

•  
  • Submitted
  • Submitted (Approved) (for late submissions)
  • Draft
  • Approval Needed (for late submissions)
  • Submitted (Disqualified)
  • Revisions Requested
  • Not Started

The arrows next to some of the column names indicate that the data can be sorted in ascending or descending order by selecting the arrow.

Round-Specific Features in the Data View

Start Review Round Button

In the Intake Round data view only the Program Owner will be able to see and activate the Start Review Round button.  The button appears after the Intake Round deadline date and time have passed.

Once the review round has started, the Admin Controls to request more information from a candidate, or disqualify an application at the intake stage will no longer be available.  However, late applications can still be approved and will move into the review round as soon as the approval is saved.  (See the articles titled Intake Round Admin Controls Button and Review Round Admin Controls Button for more information.)

Access a Review Round Data View

To access the data collected from a review round:

1. On the organization’s list of programs, select the Open button to the appropriate program to view its data.

2. When a review round is activated, either in Test Mode or once a program cycle is live, a link to the review round data will show in the left panel menu; select this link to access its data view.

--- IMPORTANT ---

The Review Round link will not be present or available if the program cycle has not yet received any submissions.  See the screenshot below for an example.

Layout of the Review Round Data

After the Review Round has begun, either in Test Mode or during a live program cycle, the data populates in the Review Round data view; this gives administrators access to not only the applicant’s data but also information about each submission’s progress through the review process.  

The default columns of data showing in the Review Round data view are as follows:

A. Applicant ID

B. Applicant Name

C. Group (if the round uses review groups)

D. Assignments (the number of reviews assigned to the submission)

E. Review Progress

F. Status

G. Feedback Results (please see the article titled View Reviewer Feedback for more details.)

The arrows next to some of the column names indicate that the data can be sorted in ascending or descending order by selecting the arrow.

Round-Specific Features in the Data View

Review Round Dashboard

When the review round begins, the review round dashboard shows on the Review Round data view.  The dashboard provides a snapshot of the progress of the review round, showing:

A. The name of the round, when the round ends, and how many days/hours are left until the round deadline.

B. The number of review forms that still need to be submitted.

C. The number of total review assignments that have been made for the round.

D. The percentage of completed review assignments.

Reviewer View

Selecting the Reviewer View button toggles the data view to show the review assignments per reviewer versus looking at the data per submission.

The Reviewer View gives at-a-glance statistics of the progress of each reviewer.  Please note that the reviewer’s feedback is not accessible from this screen.  Please see the article titled View Reviewer Feedback for instructions on how to access submitted feedback.

To change the screen back to the list of submissions, select the Application View button.

Start Final Decision Button

In the Review Round data view only the Program Owner will be able to see and activate the Start Final Decision button.  The button is present as soon as the review round is active and the Program Owner can start the award process even if the review round has not been completed.

Customize the Data View

Whether accessing the Intake Round data view or the Review Round data view, the functionality of customizing the view is the same.

Show/Hide Columns

The Show/Hide columns feature allows the administrator to show or hide columns of data that correspond to form fields from the profile form, the intake form, and when in the Review Round data view screen, the feedback form.

In each view, there are default columns shown.  These are detailed in the sections above titled Layout of the Intake Round Data and Layout of the Review Round Data.

To show or hide columns from within either the Intake Round or Review Round data view screen:

1. Select the Show/Hide Columns button represented by three vertical lines.

2. A menu appears below the button; scroll through the menu and select the columns to show and deselect columns to hide.  As form fields are selected or deselected, the screen updates in real time to display the results.

3. When finished selecting the form fields to show or hide, select the Show/Hide Columns button again to hide the menu.
4. Notice the columns on the screen are updated to the selections made.  Please note that the slider on the bottom of the screen may need to be used to see all the columns.

5. The custom view will save and remain until or unless this process is repeated and changes are made to the columns that are shown or hidden.

Filter

Filtering is a useful feature when there are many applications and only a cross-section needs to be viewed.

To filter applications from within either the Intake Round or Review Round data view screen:

1. Select the Filter button located in the upper right corner of the screen.

2. A popup opens with filter criteria options.  The filters can each be used on their own or in combination.

a. During the Intake Round:

i. The dropdown for Status allows the administrator to create a filter based on the submission status of the application.

ii. The Submission Date fields allow the administrator to create a filter based on either the submission date alone or the Status as well as the submission date.  The date criteria can be designated as before, on, or after a specified date.

b. During the Review Round:

i. The dropdown for Group allows the administrator to create a filter based on the review group (if groups are used).

ii. The Review Progress dropdown provides filter options according to the state of the review assignments for the application.

iii. Using the Percent Submitted dropdown filters the applications based on the percentage of completed reviews they have.

iv. The Assignments option filters by the amount of review assignments the applications have.  Based on the way review groups are set up, this number may not always be the same for every application.

c. Select the Clear Filters button to remove all the filter criteria.

d. Select the Cancel button to cancel the filter in progress.

e. Select the Filter button to activate the filter based on the selected criteria and update the data view accordingly.

3. The filtered view only shows the applications that meet the filter criteria.  The Filter button will also indicate how many filters are currently applied to the data view.

4. The filtered view displays and will remain until or unless this process is repeated and the filters are either changed or cleared. 

Export

Data from either the Intake Round data screen or the Review Round data screen can be exported. 

To export the data:

1. Select the Export button located in the upper right corner of the screen.

2. From the dropdown menu, select either:

a. All Application Data: exports all the applications and related data, even if they are not currently shown on the screen.

b. Current View: exports only the filtered application data shown on the screen.

3. A zipped file will be downloaded to the local computer.  The files contained in the download are csv files with all the data from the selected applications.