Action Plan Reports
Learn how to create and manage action plan reports in PEARS to track progress toward your action plan's outcomes.
An Action Plan Report documents the progress and results achieved toward the outcomes defined in an action plan. Reports are linked to a specific action plan and reporting period, and include a narrative, situation updates, outputs, and outcome evidence.
Create an Action Plan Report
Navigate to Action Plan Reports
From the PEARS homepage, hover over the Reflect menu and click Action Plan Reports.
Click Add Action Plan Report
Click the Add Action Plan Report button to open the report form.
NOTE: You must have at least one completed action plan before you can create a report. If the button is unavailable, ensure you have a completed action plan for the current reporting period.
Select a Reporting Period and Action Plan
In the Reporting Period field, select the reporting period for this report.
In the Action Plan field, select the action plan this report covers. The available plans are filtered based on your reporting period and your role as a creator or contributor.
Enter a Title
In the Title field, enter a descriptive name for this report. The title must be unique within the selected action plan.
Write the Narrative
In the Narrative field, describe the work accomplished during this reporting period related to the linked action plan. This field is required.
Add Comments and Uploads (optional)
In the Comments field, enter any additional notes. In the File Attachments section, upload any supporting documents.
Save and Continue
Click Save and Continue to proceed to the Situation Updates page.
Situation Updates
The Situation Updates page allows you to report on changes to the plan's situation assessment since the plan was created. The original plan values are shown for reference.
Needs Assessment Updates — Describe any new information from needs assessments.
Situation Statement Updates — Describe any changes to the situation your programming addresses.
Public Value Updates — Describe any changes to the public value your programming provides.
Outputs
The Outputs page allows you to report on the activities and deliverables that were implemented. The original plan's outputs are shown for reference, and an activity dashboard displays data from linked modules.
The Outputs dashboard includes cards for each linked module (Program Activities, Direct Contacts, Partnerships, Coalitions, Success Stories, etc.) showing key metrics:
Program Activities — Total participants, hours, and volunteers.
Direct Contacts — Total contacts (visible when the organization uses action plans for direct contacts).
Partnerships, Coalitions, Success Stories — Record counts.
Each module card title is a clickable link that opens the corresponding module's list view pre-filtered to show only records linked to that action plan.
After a report is marked complete, the generated Outputs metrics remain visible on the report's detail view, directly under the Outputs heading and above the Outputs Description. This gives ongoing access to the totals without having to re-open the edit view.
TIP: If your organization has the Story Summary AI tool enabled, the Success Stories card displays an AI-generated summary of the linked story narratives instead of a random favorite quote.
Outcome Evidence
The Outcome Evidence page is where you record the results achieved for each outcome indicator defined in the action plan. Indicators are grouped by term (Short, Medium, Long).
For each indicator, enter:
Result Text — A written description of the evidence or results.
Result Number — A numeric value if the indicator is quantitative.
Denominator — If applicable, the denominator for the metric.
TIP: If outcome indicators are linked to survey questions, PEARS can help populate evidence from collected survey responses.
Mark a Report as Complete
After completing all required sections, click Mark as Complete on the toggle status page. A report is complete when:
At least one outcome indicator has evidence recorded.
The outputs section is complete.
Any required custom data is complete.
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