Update Grace Period in Reporting Dates

Update grace periods in Envisio Reporting dates allow your organization the flexibility to enable retrospective reporting periods, where your team will have a period of time after the reporting period closes where they can provide their updates to the Envisio system.

For example, if your organization provides quarterly updates to your plan, your team is working on activities from Jan 1 - March 31, and then users are expected to provide an update on those activities and the work they've accomplished in the first two weeks of April. This means all work that took place during Q1 is reported in Envisio in the first two weeks of Q2.

To accommodate this retrospective reporting, Envisio offers Update Grace Periods. For more comprehensive information about Reporting Dates in general, see Reporting Dates.

Permissions

To edit reporting dates, you must be a system administrator or plan owner in Envisio. If you are unable to complete the below steps, please contact your system administrator for assistance.

 

To enable the Update Grace Period

1. Expand the menu and navigate to the Plans Settings page by clicking on Settings (cog icon) at the top right corner of the plans section.
   
   
2. Use the drop-down menu at the top of the page to select the correct plan, and then click the Reporting Dates tab.
   
3. Click Default Sequence at top right. Prior to making any changes, it might be a good idea to screenshot or make note of your current reporting dates, for reference.
   Note that organizations leveraging manual reporting dates will not use the Default Sequence, and should simply adjust their manual reporting dates to accommodate a grace period within. If you need assistance, please contact our support team!
   
4. In the Default Sequence pop-up screen, click the Update Grace Period toggle to enable, and set the number of weeks you'd like your grace period to extend into the next period.
   When you enable the grace period, you'll notice the due date qualifier changes from days prior to period end to days after period end.
   In this example, a quarterly reporting period might end on March 31, and then the lowest level Action updates would be due three days later, on April 3.
   
   
   
5. Click Save at the bottom left. 

Important Notes

Impact on existing Reporting Dates

When enabling the Update Grace Period feature in your Envisio reporting dates, you will notice changes to existing dates.

With standard reporting periods, notifications and updates calculated based on the end of the reporting period, and thus are sent within the current reporting period. For example, if the reporting period runs from October 1 to December 31, notifications will be sent and all updates will be due before December 31.

With the update grace period enabled, updates will be calculated based on the grace period end date. In this example, the reporting period (i.e. the work period) is from October 1 to December 31. Notifications and due dates are now being calculated based on the end of the grace period, instead of the reporting period dates at far left.

Limitations and Impact on Submitting Updates

If you've enabled Update Grace Periods for your plan, once users have submitted an update for the ‘current’ reporting period, they will not be able to provide an update for a ‘previous’ reporting period. This is because of the date range restriction in place: one must enter an update date that falls after the last update date.

Reporting period will be dynamically displayed based on the update date selected. When the system date is within the Grace Period (i.e. after the reporting period end and on/before the end of the grace period), we will default the Update Date to the reporting period end date. For the current reporting period, the update date can only go back as far as the start of the current reporting period.

For example, imagine your organization's reporting period runs from January 1 to March 31, with a two week grace period through to April 14.

• If you are inputting an update within the reporting period (on March 21), the Submit Update date will reflect today's date.
• If you are inputting an update within the grace period (on April 3), the Submit Update date will default to the end of the 'current' reporting period, March 31.

Once you have input an update for the January 1 - March 31 reporting period, you will not be able to retroactively input another update prior to that period. This means you cannot go back and enter an update for December of the previous year.