Setting the Standard with Standard Fields

By Kate Caldecott

SmartyGrants defines standard fields as key fields or questions that you will
want to capture an answer for on all or most of your applications. The concept is simple. Programs may differ, but data fields like Project Name, Amount Requested and Project Start Date are likely to be needed regardless of the program (or the grantmaker).

Benefits of Using Standard Fields

There are several benefits to using standard fields:

• Standard fields save time. Once a response to a standard field has been collected, you can have it pre-populate that field on other forms. There’s no reason for the you or the applicant to spend time typing in the the project title, start date, etc. on multiple forms. You can collect the data once and use it in multiple places (one of the principles of good data use).

  
  
• Standard fields make it easy to correct errors. Typos happen. It’s easy to hit a wrong key or misspell a word in a project description. Even when an error is submitted, standard fields mean you don’t have to live with it forever. You can correct the information in the Summary tab, while still maintaining the text that was originally submitted. When the standard field is used to populate a subsequent form or report it will show the corrected information.
  
  
• Standard fields facilitate cross-program reporting. Since the same data elements are being collected across programs in your organisation, you can run a cross-program report to get a full picture of the work your organisation is doing.

The Backbone of your Data Structure

While the above-mentioned features are reason enough using standard fields, their real power goes beyond the ability to expedite filling out forms and have uniform reporting. Used properly, standard fields set the configuration for all of your data collection. They allow you to have a structured, planned out, common data schema across your work. A clearly thought out data structure will make for easier to analysis and evaluation of your organisation’s progress. 


Their potential goes even further. To the extent standard fields promote a common taxonomy of defining populations, services, benefits and outcomes, they will eventually allow for common reporting, not only across programs, but across grantmakers. An updated version of CLASSIE (Classification of Social Sector Initiatives and Entities – the taxonomy system used by SmartyGrants) has just been released. As use of the system expands, it will help us to better understand what works best for addressing specific issues, specific populations, specific geographic regions, etc.

Tips for using Standard Fields


• Agree on and adopt a set of standard fields to use across all programs in your organisation. If one program requires the creation of a custom standard field, check and see if the field can be created in a way so that it is usable to other programs as well. 

  
  
• Familiarise yourself with the default standard fields and use them whenever you can. Default fields have already been created for a lot of the information you will want to collect. Remember, you can use a default standard field while adapting the text on the form to fit your program. For example, you could use the “Project rationale” field on your application form, but write form text that says, “Describe the evidence base for using this intervention.”

  
  
• Use read-only standard fields to populate forms. This can be very helpful on assessments where you can allow assessors to see what an applicant included on their application without the assessor having to leave the assessment form. It’s also useful for acquittal forms where you can use it to compare planned activities and outcomes to what actually happened.

  
  
• Update existing forms. You can convert fields on your current forms to standard fields. This needs to be done carefully so follow the instructions in the help hub.

  
  
• Agree on a process for creating/managing standard fields. Since they provide the foundation for how your programs record data, correct use of standard fields requires planning and governance. Develop a process for nominating, creating and archiving standard fields. Then follow your process.

If you would like to review your data collection schema and to optimize your use of standard fields, please contact me at Kate@katecaldecott.com.au or 0447 227 598.