Using the Outreach ReportBuilder

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The Outreach ReportBuilder is used to generate customized reports of basic demographics for outreach program clients, along with detailed outreach encounter data.

To generate and save an Outreach 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:

  TIP: The following instructions detail accessing the Outreach ReportBuilder from directly within the Intake/Admission 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 Census from the left-hand menu, and then click Intake/Admission.  The Intake Records Search page is displayed. 

    1. Click the Program drop-down arrow and select the outreach program or group of programs for which the report is to be viewed.

  TIP: The Outreach ReportBuilder is available for programs designed as outreach programs behind-the-scenes in AWARDS.  If a program group is selected here, only those that are set up as outreach programs have data included for them in the ReportBuilder results. Records from non-Outreach programs are excluded.

    1. Click the Database drop-down arrow and select "Reports."  The page is automatically refreshed to display a report settings page.

  TIP: The settings on this page do not apply to the Outreach ReportBuilder and should be left at their default values.

    1. Click Outreach ReportBuilder at the bottom of the page.  The Outreach ReportBuilder Settings page is displayed.

    1. Report contents are limited to records for encounters that took place during the date range specified using the Outreach Encounters Date Range fields on this page.  By default the date range is set for the last month.  If necessary, make changes to the 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: 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 must be set each time the report is run. 

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

    1. 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 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.

    1. 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.

    1. 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 17.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 7), 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 17.

In all other instances, the Options page is displayed.

Continue with step 10.

    1. The Options page contains a list of demographic and outreach-related variables, grouped by information type.  These variables represent data collected in the contact, encounter, and placement (when applicable) components of outreach records within the Intake/Admission module.

IMPORTANT! The following demographic variables display with no data in the report contents unless a placement has been entered for the corresponding outreach records:  Date of Birth, SSN, Veteran, Medicaid Number, Legal Status, Homeless Duration, Eligibilities, and HA #.

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

    1. Click CONTINUE.  The Intake/Admission ReportBuilder Options - Continued page is displayed.
    2. 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

    1. 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 17.

    1. 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.

    1. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed. 
    2. Click DISPLAY REPORT.  The report is generated and displayed on the Intake/Admission ReportBuilder page.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 7), 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 17

    1. 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 Outreach ReportBuilder report is now complete.