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AI agent for research associates

Grant Evaluation Data Collection Agent

Get complete, consistent data from every site into the analysis file.

Document handlingQuality controlFinanceEducation
See how it worksGet access
Grant Evaluation Data Collection Agent: what goes in, what the agent does and what you get

What it does

An evaluation depends on data from many sites, and every site sends it late, in its own format, with gaps. This agent tracks the data request to each site and checks incoming files against the evaluation plan for missing fields, odd values, duplicate ids and wrong date formats. It sends a specific correction request to the site, then checks the new file. It repeats until the site passes or the deadline is reached, and reports completeness by site. It keeps a log of every change so the analysis can be traced. Edge case: a site that submits near perfect data suddenly shifting, such as all values identical, is flagged for review. The lead approves what enters the analysis.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Collection deadline approaches 2 USES A TOOL Send data requests and reminders to each site 3 USES A TOOL Receive files and log the date 4 DOES Check required fields, ranges, duplicate ids andformats 5 CHECKS THE RESULT Does the file pass all checks? If not: send a correction request listing each problemand check the revised file. Back to step 4. 6 DOES Compare with the site's earlier submissions for oddshifts 7 DOES Update the completeness report by site 8 CHECKS THE RESULT Is every site at or above the completeness target? If not: send reminders and offer help to the laggingsites. Back to step 2. 9 YOU APPROVE Lead approves data for analysis 10 RESULT Clean data file and completeness report
Read the steps as a list
  1. Collection deadline approaches
  2. Send data requests and reminders to each site
  3. Receive files and log the date
  4. Check required fields, ranges, duplicate ids and formats
  5. Does the file pass all checks?If not: send a correction request listing each problem and check the revised file. Back to step 4.
  6. Compare with the site's earlier submissions for odd shifts
  7. Update the completeness report by site
  8. Is every site at or above the completeness target?If not: send reminders and offer help to the lagging sites. Back to step 2.
  9. Lead approves data for analysisThe agent waits here for your OK.
  10. Clean data file and completeness report

How it decides

It accepts a file only when required fields are complete and values are within valid ranges, and otherwise requests a specific fix.

  • Require 95 percent completeness on key fields
  • Flag values outside the ranges in the plan
  • Flag any site where more than 80 percent of values repeat
  • Remind sites 7 days and 2 days before the deadline

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Completeness target (default 95 percent)
  • Required fields and valid ranges
  • Reminder days
  • Number of correction rounds before escalation (default 3)

What keeps you in control

It always asks you first

  • Lead approves data entering the analysis
  • Lead approves excluding a site from the analysis

Hard limits

  • Never alters site data itself
  • Keeps a log of every correction request

It stops when

  • Done: all sites pass or are documented as exceptions
  • Stop: more than half of the sites miss the final deadline

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensBy the deadline, 14 of 20 sites had sent data. Site 7 had 62 percent of attendance fields blank and three duplicate student ids. The agent sent a correction list. The revised file still had 12 blanks, below the 95 percent target, so it asked again and offered a call. The third file passed at 97 percent. The lead approved it for analysis.

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