Outcome Engine onboarding in 6 steps...
The SmartyGrants Outcomes Engine is a slightly trickier piece of functionality than we usually release so we’re following a slightly different process for rollout to beta users.
Step 1: Attend an Outcomes Engine demo
In a small group or one-on-one setting (usually online), SmartyGrants will demonstrate how the system works and talk to you about what stage you're at in relation to outcomes tracking and reporting.
(Cost: Free)
Step 2: Draft your Outcomes Framework
Use our Outcomes Framework Template to create a data structure within your account that will help you track and report on outcomes. Fill in your Domains, Outcomes and Metrics (as relevant) and upload your framework into your account. The framework is deceptively simple. You may need to do a good deal of work to get the structure and content right.
We recommend you follow one of three routes to getting your framework ready for upload (costs are dependent on the option chosen):
Option A: Self-service (high effort for grantmaker) | This option is suitable for experienced SmartyGrants users who have an existing outcomes framework or a clear idea of their outcome goals, and a good understanding of basic evaluation concepts. Grantmakers who follow this path should also understand clearly how the Outcomes Engine works and how data structures work. This group of users will use the SmartyGrants guidance materials to transpose relevant sections of their existing framework into the Outcomes Template and upload it into their account without any assistance from SmartyGrants or our evaluation partners. |
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Option B: Light touch (medium effort for grantmaker) | This option best suits grantmakers who have an existing outcomes framework or a clear idea of their outcome goals, a good grounding in the use of SmartyGrants, and some understanding of evaluation principles. The grantmaker will fill in the Outcomes Template and forward it to SmartyGrants for checking. The SmartyGrants review might result in the green light for upload, some suggestions for improvements, or a recommendation that the grantmaker seek additional external input from a SmartyGrants evaluation partner* or the grantmaker's own trusted evaluation specialist. |
Option C: High touch (lower effort for grantmaker) | This option is suitable for grantmakers who are newcomers to the concept and practice of defining and tracking grantee outcomes, and/or newcomers to SmartyGrants. SmartyGrants and/or our evaluation partner* will work with you to define your domains, outcome goals and metrics. We can also provide assistance in developing related tools (e.g. template survey questions that your grantees can use to collect appropriate data). Our recommendations will be scaled to suit your structure, aspirations and budget. |
Step 3: Configure your Programs and Rounds
Once your Framework and Forms are ready, we'll guide you to configure your Outcomes settings for each Program and Round. You may be able to complete this step independently using our step-by-step guide.
(Cost: free)
Step 4: Review/Build your Forms
All data that's used to create your outcomes dashboards and reports comes through your forms so this is the essential next step in getting the Outcomes Engine up and running in your SmartyGrants account. Your forms should be carefully constructed so they allow you to draw a straight line from your outcome domains, goals and metrics to your reports. We will take you on a tour of the fields available to you through the Outcomes Engine, and explain how Standard Sections work (these demos are free); then we recommend you take one of three paths (costs depend on option chosen):
Option A: Self-service (high effort for grantmaker) | This option suits grantmakers who are experienced SmartyGrants users, who have the time and inclination to fully explore and understand the breadth of Outcomes Engine fields available to them, who understand how standard fields and standard sections work, who understand how data structures work, and who have a clear view of their grantees' capacities. We recommend you build your application, assessment and acquittal forms at the same time. |
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Option B: Light touch (medium effort for grantmaker) | This option suits grantmakers who know how to build SmartyGrants forms and have the time and inclination to fully explore and understand the breadth of Outcomes Engine fields. The grantmaker will build their forms, incorporating relevant Outcomes Engine sections and fields, and send them to SmartyGrants to review. The SmartyGrants review might result in the green light to open your round, some suggestions for improvements, or a recommendation that the grantmaker seek additional SmartyGrants input, or input from our evaluation partner*. |
Option C: High touch (lower effort for grantmaker) | This option is suitable for grantmakers who are not confident about building forms, and those who want to ensure their grantees get the best possible experience without compromising the grantmaker's own ability to collect and report on outcomes data. Usually this option involves SmartyGrants and/or our evaluation partner* reviewing your existing forms and making recommendations for changes, or we can draft your updated forms for you to review. |
Step 5: Collect and Review Data
Once a round is open data will start flowing into the Outcomes Engine through your forms. We recommend you add a feedback question to your form and that you review responses to this question regularly while your round is open to monitor progress. You may also begin reviewing data through the Template Reports.
(Cost: free)
Step 6: Reporting
Use the Outcomes Engine Template Reports to view project outcomes for each application as well as aggregate data. You can aggregate or filter by Program, Round, Date, Domain or Outcome. Reports are available in Word or Excel. There are three reporting options available (costs depend on option chosen):
Option A: Self-service (high effort for grantmaker) | Use our templates and examples to build your own reports using the SmartyGrants Reporting tools, or export data to build your own external reports. |
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Option B: Light touch (medium effort for grantmaker) | SmartyGrants (and/or our evaluation partner*) will assist you to use our templates and examples and the SmartyGrants reporting tools to build customised reports. |
Option C: High touch (lower effort for grantmaker) | SmartyGrants and our evaluation partner* can assist you to build custom reports and dashboards using Power BI. |
A note on costs
In the steps above we’ve outlined a number of options for getting the various bits of the Outcomes Engine working in your account. Self-service options require a high level of sophistication and may also involve a high level of effort on your part. Light-touch and high-touch options should be easier in terms of effort, but they do still require some effort on your part to get everything working properly, and may incur some costs. Costs for light-touch and high-touch approaches, including consultation with our evaluation partner, are being absorbed by SmartyGrants for a limited time only. If you sign on as a beta user, you would be eligible for the fee coverage.