Define a Reporting Period

DevResults offers several tools for defining reporting periods:

  1. Create or edit a single reporting period
  2. Create or edit multiple reporting periods using an Excel upload

Note: Any user whose group includes View & Edit permissions for Reporting Periods can create new reporting periods.

Create a reporting period

To add a new Reporting Period, hover over the Program Info tab at the top of any screen and select Reporting Periods.

This will open the reporting periods index page. To create a new reporting period, click the New Reporting Period button in the lower right.

In the Create New Reporting Period pop-up, type the name of the new reporting period and click the + Create Reporting Period button.

You will be taken to the new reporting period's page where you can define the reporting period.

  • If your site has more than one reporting cycle, you must select the appropriate Reporting Cycle for this reporting period. (If your site only has one reporting cycle, you won't see this option.)
  • Define the start end end of the reporting period with the Reporting Period Dates
  • Define the submission window (when data may be entered for the period) with the Submission Period Dates. 

If you are creating the next reporting period in a cycle that already has activities assigned to the previous period, you can use the Assign previous activities button to automatically assign all the activities that reported on the previous reporting period to this one. For example, in creating a FY 2019 Q1 reporting period, clicking this button will assign all the activities that were assigned to the FY 2018 Q4 reporting period. Select the gear on the left hand side and select Assign previous activities from the drop down menu.

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Edit a reporting period

To add a new Reporting Period, hover over the Results tab at the top of any screen and select Reporting Periods. This will open the reporting periods index page.

Click on the reporting period you'd like to edit. Make desired changes. 

Note: Reporting period start and end dates should generally not be changed for reporting periods that have data. If data was reported for a January-March reporting period and you changed the dates to April-June, all the data for that reporting period would be moved to April-June. 

The same rule applies to reporting period names. If you change a reporting period name from 2019 Q1 to 2019 Q2, all the data for the Q1 reporting period will be re-defined as belonging to Q2. 

It is appropriate to change reporting period start and end dates if they were incorrect, and it's appropriate to change reporting period names to something synonymous, like changing "2019 Annual" to "2019". 

Changing the submission window dates can be changed without affecting any indicator data. This only changes when activity partners are able to enter data for a given reporting period.

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Upload new reporting periods

To add many new reporting periods at once, you can upload a spreadsheet containing their definitions instead of creating each reporting period individually. First, hover over the Results tab at the top of any screen and select Reporting Periods to open the reporting periods index. 

On this page, click on the gearbox and then click Export All to get an Excel template of all your existing reporting periods.

Start by deleting the % Complete column. This column is calculated based on activities' reporting period statuses and cannot be edited with an upload.  

Edit the Excel file by replacing the list of existing reporting periods with the new reporting periods you'd like to upload.

Note: For new reporting periods the reportingPeriodID column MUST be left blank.

For new rows in the spreadsheet, Reporting Cycles must reference cycles that already exist in the system. To add new Reporting Cycles, see Manage Reporting Cycles.

Once you have your spreadsheet updated and saved with the new reporting periods you want to add, click the gear icon again and select Import.

This will open a pop-up window to walk you through the upload process. Choose your file and make sure the summary shows you the expected number of new reporting periods. If there are any errors in the file, you'll get a message explaining what they are. If everything looks good, click Continue.

You'll get a message saying that the reporting periods were imported. Once you click Done, your reporting period index page will refresh and you'll see your new reporting periods there!

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Edit multiple reporting periods using an Excel upload

You can also use this tool to complete bulk updates to existing reporting periods. To do so, follow the first few steps in the previous section to download your reporting period index into Excel. Then edit the spreadsheet that you downloaded -- for example, to change the submission window for multiple reporting periods.

Note: To edit existing reporting periods, DO NOT delete or change the reportingPeriodID. This is the only way the system knows which reporting period should be updated. 

When you import the spreadsheet, existing reporting periods will be updated with any changes to the spreadsheet. 

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