Run a grant report
Supervisors and reporters who prepare a grant count for a period
A count you can check, file, and explain
You choose a locked VAWA or VOCA report, set the period and program, and review de-identified counts before you export. The same records advocates use each day produce the count.
- De-identified counts only, with no names, addresses, phone numbers, emails, dates of birth, notes, or message content
- Unique participants counted once per period by the program unduplicated identifier
- New versus returning set by the fiscal blackout date stated on the report
- Small groups suppressed or grouped and labeled as suppressed
Run the report in six steps
Do the steps in order. You can stop at review if a check fails.
Choose the report
Open Reports and choose the VAWA summary, the VOCA summary, or a program outcome report. Locked official definitions cannot be edited in place. Copy a report to make a working version.
Set the period
Enter the period start and period end. Confirm the fiscal blackout date shown on the report. New means first counted service in the period with no counted service earlier in the same fiscal year.
Set the program and filters
Choose program, service type, referral source, partner, and status where the report allows it. The same filter set applies to every count on the screen.
Review counts by service type
Read counts by service type and broad victimization category. Read referrals by status from sent to closed and the share that reached first connection.
Run data quality checks
Open the checks for missing intake fields, unlinked services, expired consents that block referrals, and records that need review. Fix or note each item before you mark a run final.
Export and file
Choose XLSX for a full report or CSV for one section, state the purpose, preview the field list, then download the de-identified file before it expires.
Data quality and small-group suppression
Small groups that could identify a person are grouped into a broader category rather than shown as a tiny exact count. The suppression is labeled on the report.
Unduplicated count
The same person is counted once in a period. Sent referrals are never counted as a service connection. Only first connection counts.
Checks before export
Missing required fields, missing consent expiry, and open referrals past the target date are listed for review. A report cannot be marked final with missing required fields.
Role limits
Partner roles see only aggregate counts for referrals sent to their own agency. Identifiable internal exports require a supervisor role and a stated reason.
What the filed copy keeps
A filed report keeps a snapshot of the counts as run. A later correction creates a new run and does not silently change the filed return.
- Counts snapshot with period, program, mapping version, and counting rule
- Export log with who ran it, when, in which format, and for which period, with no survivor detail in the log entry
- Data dictionary entry for every field, with plain definition and funder mapping
- Download expiry after a short window, with revoke control for a copy that is no longer needed
Every export defaults to the de-identified field set. Exports from referral detail check consent scope and expiry and exclude any referral without current consent for that sharing.
Ready to run a count
Open Reports, set the period, review the checks, then export the de-identified file.
Read next
Guides that feed the same counts.
Record a service
Log service lines with minutes so reports count from the notes themselves.
Send a referral
Track acceptance to first connection so the referral funnel is correct.