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.
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.
NOTE: When accessing this ReportBuilder via the Reports module, the default date range is the past year, rather than the past week.
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.
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.
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.
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.
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.
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.
TIP: If it is not necessary to save the report format and you only want to generate the report itself, skip to step 22.
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 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.
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.