A client who has been transferred from one program to another using the OASAS Client Transfers feature, and who is then discharged from the transferring-in program has three records in the OASAS Data File:

• A PAS 44 for admission to the initial (transferring-out) program

The PAS 44 for a transferred client is not available under the transferring-in program, only under the transferring-out program.  The client's entry to the transferring-in program is recorded in the PAS 47.

• A PAS 47 for transfer to the next (transferring-in) program
• A PAS 45 for discharge from the agency

The PAS 45 for a transferred client is not available under the initial transferring-out program, only under the transferring-in program.  The client's exit from the transferring-out program is recorded in the PAS 47.

For more information on OASAS Client Transfers, see the OASAS Client Transfers Instruction Sheet.

The number of individual counseling sessions on the PAS-45 is determined by the count of progress notes and contacts log entries of at least 25 minutes, between the admission date and OASAS last treated/discharge date, and written by a counselor with a caseload in the program.

The number of group counseling sessions on the PAS-45 is determined by the count of group notes written by a counselor with a caseload in the program of at least 60 minutes in duration.

Total treatment visits on the PAS 45 counts the number of dates on which there were contacts log records and/or progress notes between the admission date and OASAS last treated/discharge date.  Individual counseling sessions on the PAS 45 counts the number of contacts log records and progress notes with a duration of 25 minutes or more between the admission date and the OASAS last treated/discharge date.  The Contacts Log Report includes all contacts that occurred for the client based on dates, options, and filters set for the report.  If the Contacts Log Report is not set to count services in the same way the PAS 45 does, the service count will not match.

Which consumers are included in the report contents is based on the program history type chosen on the initial report settings page using the Roster Date Range selection option.  Specifically, when "In Program" is chosen, the report will only include clients with program history records indicating they were enrolled in the program at some point during the specified date range.  When "Admitted" is chosen the report will only include clients with program history records indicating they were admitted to the program at some point during the specified date range.  And when "Discharged" is chosen the report will only include clients with program history records indicating they were discharged from the program at some point during the specified date range.  Current program episodes will not be included.  "Admitted or Transferred In" and "Discharged or Transferred Out" are additional options available in databases set up to use the Transfers module, and "In Program Including Pending Clients" is an additional option available in databases set to use Process Intake functionality.

No.  At the present time such limitations are not possible.

The month retention is the number of full months in the program from admission date to discharge date, or to the current date if the client has not yet been discharged.

"Length of Complete Stay" displays for agencies set to use the optional Transfer functionality, and refers to the total length of stay for the client throughout all of the transfer records that are part of the program history in the row. This is a count of days from the (original) admission date to the (final) discharge date of the series. If there is no discharge date, the current date is used.  "Length of Program Stay" calculates the days spent in each specific program that is part of the transfer record.

In a single-agency AWARDS database, only members of the "System Administrator" user group have the ability to save report formats to be used by other agency users.  In a multi-agency/HMIS AWARDS database, the option to save reports for other users is available to both the "System Administrator" and "Agency Executive Officer" user groups.  People who are not members of the specified user groups can only save report formats for themselves.

In the summary tables portion of the second page of report settings (the page viewed after the report variables have been selected), the check boxes list is comprised of the client characteristics selected on the previous Report Options page; however, several characteristic data fields are not available for selection as part of a summary table, regardless of whether they were selected on the previous page.  For example, name (first, last, middle, and alias), date of birth, social security number and client ID.  These characteristics are excluded because they have values that are unique to each client, and as such are unlikely to generate any meaningful summary data.

Those cells in the Excel version of the ReportBuilder reports for which functions will not work are noted as such with a green triangle in the top right corner.  If you click on a cell that has one of these green triangles in it, an exclamation point is displayed.  Click the exclamation point for an explanation of why the function is not available.  In the case of the summary portion of the ReportBuilder report the functions such as "count" do not work in many cases because the number values are stored as text rather than numbers.

The summary information included in the ReportBuilder report is provided so that the types of manual calculations that can be completed using Excel functions are unnecessary.  In the event that a manual calculation is still required, you will need to convert the text values to numbers.  To do so, click the exclamation point mentioned above and select the corresponding option.

When filtering on a date be sure that the date is entered using mm/dd/yyyy format.  If a different format is used the report filter will not work properly.

If the add additional filters link is not displayed, it is an indication that you have reached the maximum number of filters for a given report - eight.  No additional filters can be added in such cases, and so the link is hidden.

When reports in AWARDS are not immediately displaying information updated in the same database login session, it can be indicative of a memory cache issue.  To get around this, press <CTRL+R> while viewing the report page, or click your browser's refresh icon.

Admission numbers between these two ReportBuilders will be the same if the "Unduplicated Client Count" option IS CHECKED; however, the behind-the-scenes logic for determining admission count when that option is NOT selected are different, so the admission numbers may be different for each as a result.  Specifically:

- In the Demographics ReportBuilder: Each individual program episode is counted.  If the client was in the program twice during the report date range there will be a separate report row for each episode.

- In the OASAS ReportBuilder:  Each row of the report represents one client and his/her earliest program episode.  If there is more than one program episode for the same client, only one is displayed. 

Changing the sort order of an individual detail or summary table on the report page overrides any sorting for those tables specified in the report settings or in a saved report format.  However, the functionality is designed so that such changes do not impact the contents of the Excel file version of report data, nor are they saved when a report format is saved.  If it is necessary to sort the data in the Excel file, Excel has extensive sorting functionality for that purpose.

Yes.  The filters will work the same way no matter what is being shown in the report - values, codes, or a combination of the two.