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TIP: Looking for frequently asked questions about the Demographics ReportBuilder? Jump down to the bottom of this page!
The Demographics ReportBuilder, located in the Reports module, is used to generate customized reports of detailed client demographics information as recorded at intake/admission, at discharge, and on the face sheet. To create and save a Demographics ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:
In Program - When this option is selected 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. This selection is recommended if you will be narrowing the report contents using multiple date range filters (set in step 16).
NOTE: In this context, clients who were enrolled in the program include those who entered the program on or before the report "To" date, those who were discharged from the program on or after the report "From" date, and those who were enrolled in the program for the entirety of the report period.
In Program Including Pending Clients - When this option is selected the report will include admitted and pending clients - those with an admission date OR intake date, respectively, prior to the report end date, and no discharge date (or no discharge date within the date range).
NOTE: Pending clients are clients in a multi-step intake program who have had an intake processed but who are not yet fully admitted - or clients for whom a room reservation has been made. Programs using Drop In functionality also create clients designated as pending.
Admitted - When this option is selected 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.
Admitted or Transferred In - This option is available in databases that are set up to use the Transfers module. When this option is selected the report includes clients with program history records indicating they were either admitted to the program (via the Intake/Admission module) or transferred into the program (via the Transfers module) at some point during the specified date range.
Discharged - When this option is selected 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.
Discharged or Transferred Out - This option is available in databases that are set up to use the Transfers module. When selected the report includes clients with program history records indicating they were either discharged from the program (via the Discharge module) or transferred out of the program (via the Transfers module) at some point during the specified date range.
NOTE: In the event that you are creating a new report format that will be saved, please be aware that the selection you make here is not saved with the report. It, along with the date ranges specified in steps 7, must be set each time the report is run.
NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working. AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs. With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML. Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed. Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.
The instructions provided here detail use of the Demographics ReportBuilder only, not the corresponding ExportBuilder. For more information on using ExportBuilders, click here.
NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.
Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down. When using this method, you can immediately generate the report without changing any settings. Alternately, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.
TIP: In the saved report format list there are several built-in formats made available by Foothold Technology, each prefixed by "Foothold - ". Most of these saved formats are designed for Data Quality purposes. Other available built-in formats include:
- Foothold - Missing Address or Phone - Displays a list of clients with missing address and/or phone data, broken out by program. It is useful for new programs and agencies interested in ensuring complete census data entry, and it can also be used to audit records prior to using E-Prescribing and/or E-Labs functionality. (For agencies who use E-Labs and/or E-Prescribing, address and phone values must be entered on a client's face sheet in order to access those systems. If any of the required information is not present, you will receive a pop-up error notifying you that one or more of these required fields are missing; the missing data will need to be entered before proceeding with either of these functions.)
Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.
NOTE: If you (or another user) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here. Make changes to the selection as needed, or leave it at its default value.
If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page. Continue with step 21.
NOTE: If you chose to send the report to yourself via the Messages module (in step 10), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and then proceed with step 21. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
In all other instances, the Options page is displayed. Continue with step 13.
NOTE: When the Unduplicated Client Count option is selected, only the information for the client's most recent program history is included in the report contents.
NOTE: When reviewing the selections on this page, note that:
The client characteristics available for selection are those that the agency collects for the selected program or program group. If a program group was selected the available characteristics are those collected for any program in that group.
A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page. It is intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January).
Client characteristic selections with an asterisk (*) next to them are those for which a client may have multiple values. Multiple value fields include those that have checkboxes for data entry where multiple boxes may be checked for each client, as well as instances where multiple records may have been entered for a client.
The scope of employee/worker-related data variables available to you is based on the rules used by the Employee ReportBuilder. If you don't have access to that ReportBuilder, your options will be limited accordingly.
Click the checkbox next to each variable to be included in the report.
TIP: Individual detail report options and/or summary table selections must be set before the report can be generated. For more information on using the various report options, please click here.
TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 20.
TIP: For more information on using the save report format options, please click here.
NOTE: If you chose to send the report to yourself via the Messages module (in step 10), a notice is displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete, and then proceed with step 21. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
NOTE: When working with report data, please keep in mind the following:
The report shows the values for each characteristic as of the date on which the report is generated. For example, if a client's martial status on his or her date of intake was "Married," but it has since changed to "Divorced," the report shows him or her as divorced, even when the report is run with the date range set to include the client's intake date.
When the report includes multiple value characteristics (those with an asterisk next to them on the initial Report Options page), the individual detail for each client includes a list of the characteristic values separated by commas. Additionally, because each client may have more than one value, the summary table totals information for any multiple value characteristic may not add up to the total number of clients.
If a report's results include fewer than 5,000 records, the data comes from the live database. If the report's results include more than 5,000 records, the data comes from the previous night's database backup, and it is exported to a data file rather than displayed on the screen. The number of records included in the report, and the link to the data file (if applicable), is displayed on the Demographics ReportBuilder page.
When a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page. Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.
The process of generating a Demographics ReportBuilder report is now complete.
Demographics ReportBuilder Frequently Asked Questions
The following frequently asked questions provide details on the most commonly asked about pieces of the Demographics ReportBuilder 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 the Demographics Report contents limited to information for active consumers?
Can I limit access to the Demographics Report so that it can only be run once a month?
How is the "intake/admission data entry date" determined when included as a report variable?
What is the difference between "Entitlements" and "Benefits?"
What is the difference between "Length of Complete Stay" and "Length of Program Stay?"
Where is Employment Status data pulled from?
Why aren't Provider roles that are entered as "Other" included in the Demographics ReportBuilder?
Why do the "children detail" variables not correctly identify how many children a consumer has?
Why is a change I made to a consumer's record not immediately reflected in the report?
Why is Medicaid # information sometimes blank on the report?
Why is there a discrepancy between the demographics report and another report in AWARDS?
Are the Demographics Report contents limited to information for active consumers?
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.
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Can I limit access to the Demographics Report so that it can only be run once a month?
No, such limitations are not possible.
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All users have an "All Agency Programs" option in their program selection list, including in the Profile module where the demographics report is located. That option can be used when running the demographics report; however, it is important to note that "All Agency Programs" only includes all of those agency programs to which the user has chart access. There is no way to run the report for programs to which you do not have chart access permission.
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How is the "intake/admission data entry date" determined when included as a report variable?
The intake/admission data entry date report variable generally reports the date on which an admission was processed (which can differ from the actual admission date). In programs using the Process Intake component of multi-step intake/admission however, this variable instead reports the date on which intake was processed, and that date is not overwritten when the admission is later processed.
NOTE: If intake/admission is re-processed, the original intake/admission data entry date is not overwritten.
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A limited amount of contact information is available for inclusion when using the Demographics ReportBuilder in the Profile module. Specifically, you can choose to report on the name, preferred contact method and value, and address; however, the report data is limited to one contact for each contact type. Which contact record is included for each type is determined by the following rules:
If there are multiple contact records of a given type, and only one of those contacts is specified as the "primary contact," that primary contact is included in the report.
If there are multiple contact records of a given type, and more than one of them is specified as a "primary contact," the primary contact that was updated most recently is included in the report.
If there are multiple contact records of a given type, and none of those contacts is specified as a "primary contact," the contact that was updated most recently is included in the report.
If there is only one contact of a given type, it is included in the report regardless of whether or not it has been specified as a primary contact.
TIP: For questions on which record(s) were updated most recently, the "Record Information" variables available in the Contacts ReportBuilder will enable you to see the specifics of who updated each contact record and when.
For more comprehensive and detailed contact information, use the Contacts ReportBuilder in the Medical module rather than the Demographics ReportBuilder.
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What is the difference between "Entitlements" and "Benefits?"
When included in the Demographics ReportBuilder, the "Entitlements" data variable provides a list of all current entitlements entered for the individual within the Entitlements module Certified Entitlements feature. The "Benefits" data variable provides a list of all active entitlements entered for the individual under "Insurance/Subsidized Payments Information" in Certified Entitlements records, along with any Eligibilities and Non-Cash Benefits recorded on his/her Referral Information form.
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What is the difference between "Length of Complete Stay" and "Length of Program Stay?"
"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.
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If multiple electronic signatures have been applied to a record, the ReportBuilder's Locked by E-Sign Date data variable populates with the date on which the first of those signatures was applied. It is that date on which the record was locked from further edits.
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The "Last Contact Date" is the last date for which a contacts log record, supportive services checklist record, progress note (both F2F and non F2F), or group note (both scheduled and unscheduled) was recorded.
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The "Last Visit" is the last date for which attendance data was recorded for the client with the Reception Desk module Program Attendance feature OR for a scheduled activity with the Services - Group module's Activities feature for both expected and unexpected members. A "Last Visit" value of "Never" indicates that the client does not have any program attendance recorded.
NOTE: Unscheduled group attendance does not create "Last Visit" data.
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Where is Employment Status data pulled from?
Employment Status and data for related follow-up questions comes from the "Miscellaneous" section of the face sheet.
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When vital signs data variables are included in the Demographics ReportBuilder, they report out on the most recent value for each selected item separately, rather than reporting the values contained in the most recent vital sign record as a whole. For example, if height and weight were saved in a vital signs record on June 15th and then on July 15th a new record was created containing only blood pressure, the Demographics ReportBuilder will display the height and weight data collected in June and the blood pressure data collected in July. (If there is more than one row of data for a client on the report, it is an indication that he/she was enrolled in the program more than once during the report date range.)
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If there is no data for a particular special needs category in the specified report date range, that category does not appear in the summary table.
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Why aren't Provider roles that are entered as "Other" included in the Demographics ReportBuilder?
Because an individual can have multiple "Other" assignments, that information is not available for inclusion on the Demographics ReportBuilder. To see those assignments detailed on an aggregate report, use the Providers ReportBuilder under Medical > Providers.
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Why do the "children detail" variables not correctly identify how many children a consumer has?
The "Children Detail" information (ages and gender) is pulled from the client's intake record, not his or her household information form. As a result, if two children were recorded for the client at intake, only those two children are included in the demographics report, regardless of how many were entered on the household information form. If the child detail information entered at intake is incorrect, it can be corrected by opening the client's intake form within the Intake module and making the changes there.
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While the Demographics ReportBuilder allows you to select a particular date range for the census, the information displayed on the report is the most up-to-date information for any particular consumer record. To run a "point-in-time" count for a program, you should either use the Demographics ReportBuilder with a date range limited to the day of the count, or use the Residence History option on the Housing Report.
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The client characteristics/report variables available for selection when running a demographics report are those that the agency collects for the program you are running the report for. If you chose to run the report for a group of programs instead, the available characteristics are those collected for any program in the agency. Differences in which variables are available for selection are the result of different program setups.
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Why is a change I made to a consumer's record not immediately reflected in the report?
There are two possible causes when demographics reports are not immediately displaying information updated in the same database login session. First, it may 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.
Second, if a report's results include fewer than 5,000 records, the data comes from the live database and should reflect what's currently in client and household member records. If the report's results include more than 5,000 records, the data comes from the previous night's database backup, and is exported to a data file rather than displayed on the screen. As a result, any changes made to records between the time of the backup and when the report was run will not be reflected in the report data.
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Why is Medicaid # information sometimes blank on the report?
This data variable is designed to show the CURRENT Medicaid #
The Demographics ReportBuilder "Medicaid #" data variable is designed to show the number associated with the CURRENT "Medicaid" or "MEDICAID" record. In order for data to be pulled into the report for this variable:
- The eligibility entered in the Entitlements module Certified Entitlements feature must be named exactly "Medicaid" or "MEDICAID." Any variation in the naming of the entitlement record (for example, "Healthfirst Medicaid" or "Medicaid Managed Care") will result in the report value being blank.
- The expiration date on the corresponding entitlement record must be blank or dated in the future.
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Why is there a discrepancy between the demographics report and another report in AWARDS?
The demographics report may not collect its information from the same location as other AWARDS reports. For example, the Program Profile and Demographics reports look at different information when calculating the number of families served in a program. Specifically, the Program Profile report households count pulls its information from the face sheet household information form. The Demographics report looks at the individual/family type selection on the intake form. Differences in the data entry in these two locations would account for discrepancies in the totals between the two reports. Additionally, in this example if there is one household with multiple intakes, each of those will be counted separately in the Demographics report which will also affect the totals.
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