The OASAS ReportBuilder, located in the Reports module, is used to generate customized reports of basic client demographics along with PAS 44 and 45 data for OASAS programs in New York. 

  TIP: In addition to being found in the Reports module, this ReportBuilder, along with a variety of other OASAS reports, can also be accessed from within the OASAS Reports feature in the Fiscal module.   

  TIP: Looking for frequently asked questions about the OASAS ReportBuilder?  Check out the OASAS Reports Frequently Asked Questions.

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:

1. From the navigation bar, click Reports (or the Reports icon).  The Reports index is displayed.

2. Click the Program drop-down arrow in the upper-right corner of the page 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.
3. If you previously bookmarked the OASAS ReportBuilder it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click All or ReportBuilders under "Show Reports."
4. Use the navigation features in the bottom-right corner to locate the OASAS ReportBuilder in the index, or enter "oasas" in the Search field in the upper-right corner.
5. Click OASAS ReportBuilder from the reports index.  The OASAS ReportBuilder Settings page is displayed.

6. 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 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 17).

  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.

7. By default the report only looks for clients with program histories (of the type specified in the previous step) during the past year.  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.
8. To limit report contents to those records for a single client only, click the Expand List checkbox, and then click the Client drop-down arrow and choose the client for whom the report is to be viewed.  (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.
9. 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).
10. 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 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 OASAS ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, click here.

11. 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 (in step 13 or 21) - 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.

12. 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 report 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 at its default value.

13. 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 the report page.  Continue with step 21.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 11), 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 22. 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 14.

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

  NOTE: When reviewing the options on this page, note that:

 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).

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.

 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.

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

16. Click CONTINUE.  The Report Options - Continued page is displayed.
17. 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, please click here.

18. To save the report settings so that this report can easily be re-run 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 wish only to view the report contents, please skip to step 21. 

19. 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. 

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

  NOTE: If you chose to send the report to yourself via the Messages module (in step 11), 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 22. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

22. 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, please 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 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 an OASAS ReportBuilder report is now complete.

OASAS ReportBuilder Frequently Asked Questions

The following frequently asked questions provide details on the most commonly asked about pieces of the OASAS ReportBuilder.  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.

What is the difference between "Length of Complete Stay" and "Length of Program Stay?"

Why is the number of admissions different in the Demographics and OASAS ReportBuilders for the same date range?

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.

Why is the number of admissions different in the Demographics and OASAS ReportBuilders for the same date range?

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. 

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