The Impact Report Scheduler Extension is a standardized add-on to the CyberGrants platform that automates the scheduling of impact reports related to grant requests. Impact reports, or IRs, are typically submitted by grantees (e.g., grantseekers) following the conclusion of a grant cycle, serving as a mechanism for program administrators to evaluate the outcomes of their funding programs.
This extension enables administrators to set specific logic and scheduling criteria for impact reports, ensuring consistent and timely reporting without manual intervention. Once configured, the system runs nightly evaluations to identify requests meeting the defined conditions and automatically schedules the necessary impact reports.
Core functionality and workflow
The extension links specific impact reports to predefined proposal types, allowing program administrators to target the appropriate forms and workflows.
Request evaluation process
On a nightly basis, the CyberGrants platform systematically evaluates all request records associated with the predefined Proposal Types against the following criteria:
Criterion:
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Description:
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This is a configurable date field that determines when the impact report becomes accessible. For instance, it may be set to one day after the final approval date of the request.
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This field must be defined in relation to the Available Date. A typical configuration might be 30 days after the report becomes available.
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This parameter contains the logic used to assess whether the request meets the specified conditions for impact reporting.
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This variable designates whether the impact report is visible to the organization.
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This setting specifies whether the impact report must be completed by the grantseeker in order to fulfill program requirements.
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Once all applicable criteria are met, the system automatically generates, schedules, and associates an impact report with the relevant Proposal Type, making it available for organizational completion. This process consists of the following:
Process Step:
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Description:
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Each night, the CyberGrants platform assesses request records tied to specific Proposal Types to determine if they meet the established impact report criteria.
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Upon meeting the defined criteria, the platform creates and schedules the impact report, linking it directly to the corresponding Proposal Type. The report becomes accessible a predetermined number of days prior to the Final Approval Date of the associated request.
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Availability and Due Date
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The impact report becomes available to the request owner or grant administrator in advance of the Final Approval Date, based on the configuration. Its due date is calculated from the date it becomes available.
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The system records the creation and scheduling of the impact report by populating the "Report Sent Date" field on the request record with the current date.
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When an impact report is scheduled, its status is set to ‘Pending’. Once the grantseeker completes and submits the report, the status updates to ‘Complete’.
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Technical specifications and dependencies
- Functional logic is defined in advance and implemented via a templated configuration.
- Impact report scheduling is limited to one trigger per request.
- Worksheets and metric fields are excluded from use in evaluation criteria.
- All changes to the extension after implementation must follow CyberGrants’ change request process and may result in additional cost or adjusted timelines.
This extension is an ideal solution for grant administrators looking to ensure consistent post-award reporting, gain operational efficiencies, and reduce the risk of reporting lapses.
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