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Ability for Reviewers to Make Private Notes

We are just finishing up our first cycle of reading using GLM, and I received this feedback from a board member and I promised I would pass it on:

It would be great for reviewers to be able to make notes on the apps that only that reviewer could see - the equivalent of a note jotted down on a paper app. Meaning if Board Reviewer A signs in and reviews and app, makes a note in the Comments section, Board Reviewer B would not be able to see that note.

Also to note: our board members and readers are assigned as Staff Evaluators (not Board) because they want the ability to see eachothers comments while still in the review process, and this was the only work-around we could devise for that purpose. So, in our case, this function would be for the Staff Eval role. I don't even know if this is possible - but I wanted to make sure I passed it on.

Thanks for the great work on the recent upgrades!

Idea posted May 28, 2013 by Karen Race, Claneil Foundation

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  • Amy Weir commented  ·   ·  Report

    We just finished our first evaluations in GLM and I had a similar request from a Trustee evaluator. We have a notes section on the evaluation form, but our trustees call each applicant as part of the evaluation and our trustee wanted to be able to put private notes, similar to the staff notes, on the application itself. She might still summarize on her evaluation, but we had several trustees print everything so they could make notes on the applications so they could remember to highlight certain sections at the board meeting when all grants are discussed.

  • Chris Dahl commented  ·   ·  Report

    Hi Erin,

    Glad to know the shared viewing enhancement will add some value for you.

    As part of this upcoming release, we are making some fairly significant changes to our document merge capabilities. While we won't be able to do batch print packets quite yet, we will be able to really dial in the contents of print packets / mail merge to a much higher degree of customization than we have in the past. It might be worth looking at when we get it moved into Demo. The improved merge functionality will be fairly powerful (and thus a bit complex) but as I noted, we will be having some training around it and it might be helpful for you.

    posted June 13, 2013 by Chris Dahl, Foundant Technologies

  • Ideas commented  ·   ·  Report

    Thanks for listening Chris. The enhancement of viewing other evaluator responses will be helpful our in-person committee meetings.

    In regards to your question about exporting evaluation responses, we do this through export data. Michelle showed me how to do this and I also saw a comment online about someone using this method to make a summary report, Evaluation print packets have more info than I need to tabulate evaluation results. The grant program I typically use evaluations on is for 15-20 applications. I'm not sure a batch print packet would be a good solution at least as is now. There is too much info in the print packets for my needs. I am simply trying to share rankings and comments at committee meetings.

    posted June 13, 2013 by Erin Baird, Allegany Franciscan Ministries

  • Chris Dahl commented  ·   ·  Report

    Hi Karen and Erin,

    Thanks for the suggestions. So the bad news first ... we're not quite to a point where we can fully address either of the suggestions you each bring up.

    However, with the upcoming 3.7.0 release, we are adding an enhancement that will allow evaluators (of the same role - i.e. Board or Staff) to see each others responses while the evaluations for a particular request are still open. You will be able to set this on the Process Editor page next to each evaluation stage. This will be in our DEMO environment soon and I believe we'll be having some webinar training sessions that cover this in the next 3-4 weeks, so please keep an eye out for Announcements and Release Notes.

    Karen - in regard to the "private notes" ... it sounds like rather than using a question on the form, it's more like just a "notes" area on the evaluation page would be more helpful. The "notes" area would always be considered private, and the form questions - like a Comment question - would continue to work as is ... would that help address your suggestion, or am I missing something? Also, if I'm on roughly the right track, would these notes need to be accessible later, or would it be enough to just keep them with the evaluation form?

    Erin - just so I'm sure we're on the same page, when you say "staff exports this evaluation summary information" ... are they doing this with a print packet, or some other means? Also, when you say "it would be nice if reviewers could easily print out their combined assigned evaluation summaries" ... does that mean like a batch print packet of all of their evaluations? If not, could you clarify a bit more?

    Thanks again

    posted June 13, 2013 by Chris Dahl, Foundant Technologies

  • Ideas commented  ·   ·  Report

    Hmm. Our reviewers are staff evaluators and do not see each others comments. Comments is a question on the evaluation form along with their ranking. They do not directly enter comments on the application itself like staff notes. Currently, staff exports this evaluation summary information and reports to the committee verbally their combined ranking and comments. It would be nice if reviewers could easily print out their combined assigned evaluation summaries.

    posted June 7, 2013 by Erin Baird, Allegany Franciscan Ministries