Creating the import file for Grants Explorer (Anne)

https://confluence.med.wisc.edu/x/OYBuAQ

Monthly legacy report for Jon

This will be sent before 10th of each month. I used to run them on 7th.

The link to scripts is:

https://uwmadison.box.com/s/vd344mervd9c89xeq3ix36zlcsa7xbso

The first script runs the received, but not approved by staff yet.

The second link is all overdue and not received.

Technical support.

Most of the issues can be found under FAQs page here:

https://confluence.med.wisc.edu/x/DoDX

Onboarding

I send the link here when I do onboarding:

https://confluence.med.wisc.edu/x/eYHX

This page has all links that are needed for an admin to perform their job successfully.

Also, their user need to be added to Blackbaud. At the time of this writing, we have to contact Blackbaud for this and it may take up to five business days.

We also request a Qlik user access for them (see below, next item below).

If they need to maintain REDCap projects, then they need to request access to REDCap through the following link:

https://redcap.ictr.wisc.edu/surveys/?s=MPHF4FWP4D

Qlik user request

You can find the request for here:

https://confluence.med.wisc.edu/x/SYBuAQ

Just fill it out and send it to George Laluzerne. They might come up with some other way at some point. I gave them access to the prototype I created in Qualtrics for them.

Custom fields:

Custom fields module

Sometimes, WPP asks you to create new custom fields. We do this only if needed. We do not want to go over 150 fields per record type. Above that number will slow down the system.

Here is a reference to the Bluprint which includes custom fields:

https://confluence.med.wisc.edu/x/A4B3Ag

Generic custom fields

Historically, WP has requested many fields to be created and we decided to standardize the fields instead of creating new ones as we are dealing with a limited number of fields.

With reviews, we decided to create generic fields. Each type a few and they are prefixed by "Generic" keyword.

We use them and we only change the labels to whatever the requirement is.

When modifying a form that has generic fields, we record the information of the old form here inside the related folder. At the time of this writing, there are only generic fields for reviews:

N:\ADMIN\WI Partnership Program\Evaluation & Planning\Generic Form Fields

Dashboards

Most common Dashboards

Approved Grants and affiliations (Anne)

Active affiliations (Anne)

Overdue Requirements (Jon, Mai Nou, Debbie) NOTE: Courtney, Tonya and Andrea have custom ones filtering only their own requests.

Creating new dashboards

To create a dashboard, you may need a saved search and a saved view.

More on dashboards:

https://confluence.med.wisc.edu/x/QoDX

More on search:

https://confluence.med.wisc.edu/x/c4O0

More on views:

https://confluence.med.wisc.edu/x/u4K0

Creating new review forms ONLY IF NEEDED:

https://confluence.med.wisc.edu/x/SYO0

When to contact Blackbaud customer support

Either through chat or through their ticketing portal: 

https://support.blackbaud.com/support/cases?svcid=support&leid=p-whVUvSccuUK2-XC160nReg

  • Adding new internal user
  • Changing user's role
  • Retrieving a deleted requirement
  • System is down
  • Reviewer has locked themselves out 
  • First time reviewer can't get past security questions which they never set up
  • Staff has blocked themselves out of the system
  • Any questions that no one knows the answer to

Setting up reminders:

https://confluence.med.wisc.edu/x/sYDX

Reports

Creating dashboards, searches and views. Usually, we do a search first and then modify the view and export the data. For dashboards, we can use saved searches and views to create charts. More details on each:

Dashboards: 

https://confluence.med.wisc.edu/x/QoDX

Searches: 

https://confluence.med.wisc.edu/x/c4O0

Views: 

https://confluence.med.wisc.edu/x/u4K0

Useful queries for advanced search:

Some useful scripts for searches and reports can be found here:

https://confluence.med.wisc.edu/x/GIBlAg

Testing

There is a parent page that has testing standards and tips:

https://confluence.med.wisc.edu/x/mIBpAg

Testing reminders

Here is an example of how to test a reminder:

https://confluence.med.wisc.edu/x/m4BpAg

Testing application forms:

https://confluence.med.wisc.edu/x/84K0

https://confluence.med.wisc.edu/x/ZYDX (in progress)

Some tools

I created some macros for excel that you could use.

Here are some examples:

Blackbaud does not give you a nice way of viewing different grants' affiliations in one line. I created a macro that brings the most common affiliations in one line per grant. 

The first tab is the instructions. Here is the macro:

"N:\ADMIN\WI Partnership Program\Tools\Request Affiliation Summary.xlsm"

The Blackbaud Grantmaking API key lives here:

N:\ADMIN\WI Partnership Program\Tools

A bearer token is needed to fix any connection issue in Qlik that is related to BBGM API. 

Database meetings

A monthly meeting is scheduled to go over technical updates and issues and matters.

For the agenda, there is a master google sheet. Every month, one tab is being created and the issues which are going to be discussed in that month's meeting will be entered there. Everyone is responsible to add their items there and first items in that spreadsheet will be discussed.

I added the issue, the notes, action items and the deadline to it. But it can be structured any way that is useful to the meeting and the participants.

Grantee Portal Documentations

This is not a comprehensive list, but it has some child pages that are useful and can be sent out when grantee is stuck or if a WPP staff asks for it:

https://confluence.med.wisc.edu/x/FwB7Ag

Different request status types in BBGM

I received this from Kate Westaby back in the days:

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