The OASAS ReportBuilder is used to generate customized reports of basic consumer demographics along with PAS 44 and 45 data for OASAS programs in New York.  In addition to being found within the OASAS Reports feature in the Fiscal module (and in some cases the Discharge module), it can also be accessed within the Reports module. 

To generate and save an OASAS ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use an existing report format to generate a report, complete the following steps:

  TIP: The following instructions detail accessing the OASAS ReportBuilder from directly within the OASAS Menu feature in the Fiscal module.  This report is also available in the AWARDS Reports module, where it can be bookmarked for easy access.  For more information on using the Reports module, click here.

1. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal.  The Fiscal fly-out menu is displayed.
2. Click OASAS Menu.  The OASAS Reports Settings page is displayed.

3. Click the Program drop-down arrow and select the individual program for which the report is to be run or updated, or select a group of programs using one of the available "All" or "Custom Grouping" selections.
4. Click the Report drop-down arrow and select "OASAS ReportBuilder."
5. The Date Range on this page can be left at its default value for the time being; it is available for adjustment as part of the ReportBuilder settings in subsequent steps.
6. Click CONTINUE.  The OASAS ReportBuilder Settings page is displayed.

7. Click the Roster Date Range drop-down arrow and choose which consumers are to be included in the report based on their program history.  Available selections are:

  In Program - When this option is selected the report will only include consumers 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 18) below.

  NOTE: In this context, consumers 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 Consumers - 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 selected, the report will include 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 will include 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 range specified in step 8, must be set each time the report is run. 

8. By default the report only looks for clients with program histories (of the type specified in the previous step) during the past week.  In the From and To fields, make changes to that default date range as necessary (using mm/dd/yyyy format or the available date pickers).  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.

  NOTE: When accessing this ReportBuilder via the Reports module, the default date range is the past year, rather than the past week.

9. By default the report contents include all clients with records matching the report settings.  To limit report contents to those records for a single client only, click the Select Client radio button.  Click the corresponding drop-down arrow (automatically displayed when "Select Client" is clicked) to choose the client for whom the report is to be generated.  (The selection list is limited to those clients matching the roster date range settings selected in previous steps.)  To run the report for all clients, skip this step.
10. In the "Display Results As:" portion of the settings page, click a radio button to indicate whether the report's contents should include actual data values as entered/selected in AWARDS (Values), OASAS codes for those values (Codes), or both (Codes and Values).
11. Leave the Provide ExportBuilder Options checkbox unchecked.  It is NOT relevant to report generation.

  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 in 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 OASAS ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, please click here.

12. If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message checkbox.  When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.

  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.

13. Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved format.  Available choices are to:

  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.

  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 as its default value.

14. Click CONTINUE.  

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 report page.  Continue with step 23.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 12), a notice will first be 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 23.

In all other instances, the Options page is displayed.  Continue with step 15.

15. Each consumer will be listed only once (per AWARDS ID) in the report results, regardless of whether the Unduplicated Consumer Count checkbox is selected on this page.  The earliest program episode that meets the report criteria will be displayed.
16. The Options page contains a list of available report variables grouped by type, and includes sections for "General," "PAS-44," and "PAS-45."

  TIP: Some selections on this page are applicable only to specific program types.  When a report is run for a group of programs, selection of such variables results in data only for consumers in the applicable programs.  For example, the PAS 45 "Total Treatment Visits," "Group Counseling Sessions," and "Individual Counseling Sessions" variables are only applicable to Outpatient programs.

  NOTE: 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).

  NOTE: Consumer characteristic selections with an asterisk (*) next to them are those for which a consumer may have multiple values.  Multiple value fields include those that have checkboxes for data entry where multiple boxes may be checked for each consumer, as well as instances where multiple records may have been entered for a consumer.

Click the checkbox next to each variable to be included in the report, and/or use the Check All options as needed.

17. Click CONTINUE.  The Report Options - Continued page is displayed.
18. Configure the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents.  Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.

  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, click here.

19. To save the report settings made on this and the previous pages so that the report can easily be re-generated in the future, click SAVE REPORT FORMAT.  The Save Report Format dialog box is displayed.

  TIP: If it is not necessary to save the report format and you only want to generate the report itself, skip to step 22. 

20. Configure the fields and options on this dialog box to indicate the specifics of how the format should be saved.

  TIP: For more information on using the save report format options, please click here.

21. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
22. Click DISPLAY REPORT.  The report is generated and displayed on the OASAS ReportBuilder page.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 12), a notice is first displayed on the page to let you know that the 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 23.  If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.

23. At this time, individual detail and/or summary table content can be hidden or sorted as needed.  The report can also be printed or exported to Microsoft Excel.  For more information on working with ReportBuilder report contents, click here.

  NOTE: When working with report data, please keep in mind that when a report is long enough to require you to scroll down the page to view all of tis 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 an OASAS ReportBuilder report is now complete.

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