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Observation Summary Reports

Last updated on Apr 04, 2026

Observation Summary Reports

Summary reports provide comprehensive views of observation data across your organization. You can aggregate data by users, organizations, time periods, and various other dimensions to analyze trends and performance patterns.

Available Summary Reports

Observable Totals Reports

Observed Users - View organizations with users who have been observed

  • Shows count of observed staff per organization
  • Filters to organizations with observation activity
  • Useful for tracking coverage

Unobserved Users - Identify organizations with staff who haven't been observed

  • Highlights organizations needing attention
  • Shows count of unobserved staff
  • Helps ensure evaluation compliance

All Users - Complete view of observed and unobserved staff

  • Combines both observed and unobserved counts
  • Provides full organizational picture
  • Default view for most reporting needs

Organization Totals Reports

By Organizations - Observation counts grouped by school/department

  • Shows total observations per organization
  • Sorted by observation volume
  • Ideal for district-level oversight

By Grade Levels - Observation activity across grade bands

  • Groups observations by assigned grade levels
  • Identifies grade-level coverage gaps
  • Useful for curriculum coordinators

By Content Areas - Subject-specific observation patterns

  • Breaks down observations by content area
  • Shows discipline-specific activity
  • Supports department-level analysis

Generating Summary Reports

Accessing Reports

  1. Navigate to Observe → Reports
  2. Select your desired report type
  3. The system displays available summary reports

Required Role: Reporter, System Administrator, or Organization Administrator

Setting Data Parameters

Date Range Selection

  1. Use the date picker to set start and end dates
  2. Common ranges include:
    • Current evaluation period
    • School year to date
    • Last 30/90 days
  3. Click Apply to update the data

Organization Scope

  1. Select specific organizations from the dropdown
  2. Choose All Organizations for district-wide view
  3. Sub-organizations are included automatically

User Filters

  1. Filter by specific roles (Observer, Observable)
  2. Select individual users if needed
  3. Use Active Users Only to exclude inactive staff

Understanding Report Data

Count Columns

  • Total: Overall count for the dimension
  • Observed: Users with at least one observation
  • Unobserved: Users with no observations in date range
  • Observations: Total number of observations conducted

Status Indicators

  • Organizations with no activity appear grayed out
  • Active organizations display in standard text
  • Counts update automatically based on filters

Customizing Report Views

Filtering Options

Observation Status

  • Closed Only: Completed observations (default)
  • All Statuses: Include draft and in-progress
  • By Observer: Filter by who conducted observations

Organization Filters

  • Active Organizations: Currently active locations
  • Observe Activated: Organizations with observation module enabled
  • Specific Locations: Choose individual schools/departments

Grouping and Sorting

Sort Options

  1. Click column headers to sort
  2. Available sorts:
    • Alphabetical (organization name)
    • Count (high to low)
    • Date range
  3. Secondary sorts maintain primary order

Group By Options

  • Select grouping from Totals By Status dropdown
  • Options vary by report type
  • Grouping affects both display and export

Interpreting Summary Results

Coverage Analysis

Observation Distribution

  • Look for organizations with zero observations
  • Identify heavily observed vs. under-observed areas
  • Check for seasonal patterns in data

User Participation

  • Review observed vs. unobserved ratios
  • Ensure all required staff are included
  • Monitor observer workload distribution

Trend Identification

Time Patterns

  • Compare current period to historical data
  • Identify peak observation periods
  • Track progress toward evaluation goals

Organizational Patterns

  • Note consistently high/low performing areas
  • Identify organizations needing support
  • Recognize successful observation programs

Saving and Sharing Reports

Export Options

CSV Export

  1. Click Export button on any report
  2. System generates CSV with current filters applied
  3. Download includes all visible data columns
  4. File naming follows: report-type-date-range.csv

PDF Reports

  1. Select PDF Export for formatted reports
  2. Choose to include summary statistics
  3. Reports generate with organizational branding
  4. Ideal for board presentations or formal documentation

Filter Persistence

Saved Filters

  • System remembers your last-used filter settings
  • Navigate between report types with filters preserved
  • Filters reset when you log out

Session Filters

  • Moving between related reports maintains context
  • Organization-specific views carry forward
  • Date ranges persist across report types

Report Permissions and Access

Role-Based Visibility

System Administrator

  • Access to all organizations and users
  • Can view system-wide summary data
  • Full export capabilities

Organization Administrator

  • Limited to assigned organizations
  • Can view all staff within scope
  • Organization-scoped exports only

Reporter Role

  • Read-only access to assigned data
  • Cannot modify filters outside scope
  • View and export permissions only

Data Security

Automatic Filtering

  • Reports show only data you have permission to view
  • Organization hierarchy is automatically respected
  • No unauthorized data appears in results

Audit Trail

  • Report access is logged
  • Export activities are tracked
  • User permissions are verified on each request

Summary reports provide powerful insights into your observation program's effectiveness and coverage. Regular review of these reports helps ensure evaluation compliance and identifies areas for program improvement.