The Caseload Activity Report, located in the Reports module, compiles all of the key information on a worker's entire caseload into one central report that includes events, due dates, and more.  The full contents of this report vary from user to user based on one's level of authority within the agency; therefore, depending on his or her role within the agency, each user may see one of the following reports:

  My Caseload Activity Report - Available to direct care staff members with caseloads. 

  My Supervisees - Caseload Activity Report - Available to agency staff members with supervisees who have caseloads, or to supervisors who have caseloads.  (Supervisor assignments are made using the Human Resources module Staff Information feature.)

  My Program - Caseload Activity Report - Available to agency program directors and deputy program directors.   (Program Director assignments are made using the System Setup module, Agency Program Information, Configure Administration feature.)

  My Agency - Caseload Activity Report - Available to executive staff within the agency as determined by placement in the "Executive Officer" user group. (User group assignments are made using the System Setup module Login Maintenance feature.)

  Users without a caseload, and/or those who are not supervisors, program directors, or executive staff, will not have access to the Caseload Activity Report.

To view this report in any of its versions, complete the following steps:

  TIP: For frequently asked questions about the Caseload Activity Report, skip down to the bottom of the page.

1. From the navigation bar, click Reports (or the Reports icon).  The Reports index page is displayed.
2. If you previously bookmarked the Caseload Activity Report it is displayed on the reports index by default; otherwise, from the left-hand menu bar click All under "Show Reports."
3. Use the navigation features in the bottom-right corner of the reports index to locate the Caseload Activity Report, or enter "caseload" in the Search field in the upper-right corner.
4. Click Caseload Activity Report from the reports index. The Caseload Activity Report page is displayed.
5. Click the Program drop-down arrow and select the individual program for which the report is to be run, or select a group of programs using one of the available "All" or "Custom Grouping" selections.

  NOTE: The contents of the Program selection list vary based on which version of the report you have access to; specifically:

When viewing the My Caseload Activity Report - The program selection list includes only those programs at which you have a caseload.

When viewing the My Supervisees Caseload Activity Report - The program selection list includes only those programs associated with supervisees who have caseloads.

When viewing the My Program Caseload Activity Report - The program selection list includes only those programs for which you are assigned as the program directory or deputy director.

When viewing the My Agency Caseload Activity Report - The program selection list includes all programs.

6. Only those chart events falling in the date range in the Start Date and End Date fields on this page will be included in the report.  Make changes to the dates in these fields as necessary (using mm/dd/yyyy format).    The default value is from two week prior to, through a month from, today's date.
7. Click CONTINUE. 

  When viewing the My Caseload Activity Report - The Caseload Activity Report is now displayed.  The contents of this read-only report include birthday, charting timetable events, and medical appointments for each consumer in the user's caseload, as well as the current number of progress notes, contacts, ER visits, and hospital days for each.

  NOTE: Overdue charting timetable events are marked with a red asterisk (*).

  When viewing the My Supervisees Caseload Activity Report - The My Supervisees In page is displayed.  Click the Supervisee drop-down arrow and select the supervisee for whom the report is to be viewed.  The default value is "All Supervisees."  (Only supervisees with caseloads at the selected program are included in this supervisee list.) Click CONTINUE.  The Caseload Activity Report is now displayed.  The contents of this read-only report include birthday, charting timetable events, and provider appointments for each consumer in the selected supervisees' caseloads, as well as the current number of progress notes, contacts, ER visits, and hospital days for each.

  NOTE: Overdue charting timetable events are marked with a red asterisk (*).

  When viewing the My Program Caseload Activity Report - The Case Managers page is displayed.  Click the Case Manager drop-down arrow and select the case manager for whom the report is to be viewed.  The default value is "All Case Managers."  Click CONTINUE.  The Caseload Activity Report is now displayed.  The contents of this read-only report include birthday, charting timetable events, and provider appointments for each consumer in the selected case managers' caseloads, as well as the current number of progress notes, contacts, ER visits, and hospital days for each.

  NOTE: Overdue charting timetable events are marked with a red asterisk (*).

  When viewing the My Agency Caseload Activity Report - The Case Managers page is displayed.  Click the Case Manager drop-down arrow and select the case manager for whom the report is to be viewed.  The default value is "All Case Managers."  Click CONTINUE.  The Caseload Activity Report is now displayed.  The contents of this read-only report include birthday, charting timetable events, and provider appointments for each consumer in the selected case managers' caseloads, as well as the current number of progress notes, contacts, ER visits, and hospital days for each.

  NOTE: Overdue charting timetable events are marked with a red asterisk (*).

The process of viewing a Caseload Activity Report is now complete.

Caseload Activity Report Frequently Asked Questions

The following frequently asked questions provide details on the most commonly asked about pieces of the Caseload Activity Report feature.  Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.

Are contacts log entries treated as separate from narrative progress notes in the Caseload Activity Report?

Is the Caseload Activity Report data limited to that entered by the case manager for each client only?

Is the Caseload Activity Report data limited to that entered for the clients on the case manager's caseload only?

What determines who sees which version of the Caseload Activity Report?

Why are some programs in which I have a caseload missing from the Caseload Activity Report list?

Why don't I see the Caseload Activity Report in the Reports module?

Are contacts log entries treated as separate from narrative progress notes in the Caseload Activity Report?

Yes.

Is the Caseload Activity Report data limited to that entered by the case manager for each client only?

In the rows for each client on the Caseload Activity Report, the counts are for the client, NOT just for the case manager.  As a result, those counts may include records entered for the client by someone other than his or her case manager.

Is the Caseload Activity Report data limited to that entered for the clients on the case manager's caseload only?

In the rows for each case manager on the Caseload Activity Report, the counts are for the case manager, NOT just for the clients on his or her caseload.  As a result, those counts may include records entered by the case manager for clients other than those on his or her caseload.

What determines who sees which version of the Caseload Activity Report?

The following are the rules that determine who sees the various versions of the activity report:

  The My Caseload Activity Report is available to direct care staff members with caseloads.

  The My Supervisees - Caseload Activity Report is available to AWARDS users who are the supervisors of direct care staff with caseloads.

  The My Program - Caseload Activity Report is available to AWARDS users who are set up as program directors or deputy directors using the System Setup module, Agency Program Information, Configure Administration feature.

  The My Agency - Caseload Activity Report is available to those AWARDS users who are members of the "Executive Officer" user group.

Why are some programs in which I have a caseload missing from the Caseload Activity Report list?

If you are assigned as the Director or Deputy of a program (under System Setup > Agency Program Information > Configure Administration) the program selection list for the Caseload Activity Report is limited to that program, even if you have a caseload in other programs.

Why don't I see the Caseload Activity Report in the Reports Module?

There is an option behind-the-scenes that will prevent the Caseload Activity Report in any of its versions (My Caseload, My Supervisees, My Program, or My Agency) from being available in AWARDS.  If you do not see any version of the Caseload Activity Report, it is likely that your agency or continuum has chosen not to use that piece of functionality.

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