Embedded Files
If you have specific Monitor or Line Manager roles on the PDR system, you will be able to view reports generated by the system. Please note that 'Line Manager' is a specific role on the system, typically allocated to members of the senior leadership team, rather than general staff across the University who have management responsibility.
You can access reports by clicking on the Reports link at the top right of you Me page,
or the Review Reports tab if you are currently within the Review module.
There are two types of report available on the system:
the Review Usage Report: which gives a visual representation of the current stage that users’ review forms are in. It can provide an instant overview of engagement with and progress of the review process, and
the Review Answers Report: which is a CSV report detailing individual users’ most recently shared answers to questions for a particular review.
The Review Usage Report
The Review Usage Report
To view usage data you must first select the Review Templates that you require data for. Clicking on the 'Choose review templates' will present a list of valid template for you to select. Please note that the first template in the list is selected by default: if you do not require data for this template then you must remember to untick the checkbox after you have selected the templates you require. Typing in the 'Search by Name' field will dynamically filter the results, including only those individuals whose name contains the text you have entered. You can select the relevant Review Statuses you are interest in by clicking on the 'Review Status(es)' field and selecting the relevant checkboxes. Please note that when the field is showing 'All statuses shown' this doesn't include Archived reviews.
You also have options to include 'Active/Inactive Users' and to select users based on their 'Relationship(s)'. Click on the relevant field to see the options available.
The report results will be shown in the Reviewees pane. The list is sorted by last name, and the sort order can be reversed by clicking on the 'Name' heading.
The Usage Report Data pane will contain a pie chart showing the numbers of reviews at each stage. Clicking on the 'View departments' button allows you to drill down into the figures by faculty, service or department.
Navigate through the structure until you see the faculty, service or department of interest and click on its name: the content of the Reviewees panel will now contain only members of that faculty, service or department.
There are two additional features available:
'Set current view as default' allows you to capture the report filter settings to save having to re-enter them each time to wish to view the usage report.
'Export to CSV' will download a CSV file containing the current usage view to your device.
The Review Answers Report
The Review Answers Report
The report must be run against a specific review template, which can be selected by first typing part of the template name. You can then select the required template from the list provided. If no list is available then check any spellings in the text you have entered.
You can then select the questions you want to include in the report by highlighting the question in the 'Available options' list and clicking on 'Select'. Similarly, questions can be removed from the 'Selected options' list by highlighting the question and clicking on 'Remove'. Some questions are in blocks, so selecting one question in that block will automatically include all other relevant questions.
Ticking the 'Only use answers from completed reviews' checkbox will exclude any reviews still in progress, and which may be subject to change.
The final step is to select the report options.
The 'Download review answer data with' option allows you to specify either one row per review (where the answers from question groups with multiple rows will appear together in one cell), or one row per question group row (where answers from question groups with multiple rows will appear multiple times on the report, with a row for each question group row).
'Select user type' allows you to exclude Active or Inactive users as necessary. Inactive users will include anyone who has completed at least one review but is no longer employed at the University.
Selecting the 'Anonymise results' checkbox will remove all personal identification fields and should be selected unless you have a need to see the answers recorded by specific individuals.
Once you have made your selections, click on the Generate Export button to run the report. This will download a CSV file to your device.
Please note that you are responsible for ensuring that appropriate safeguards are in place to protect any personal data contained in the CSV file.
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