The Plans and Reviews, is used to generate customized reports of basic client demographics, along with plans and reviews detail. To generate and save a Plans and Reviews 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 from the AWARDS Home screen:

  TIP: The following instructions detail accessing the Plans and Reviews ReportBuilder from directly within the Plans and Reviews feature.  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. Click Charts from the left-hand menu, and then click Services - Individual.  The Individual Services menu fly-out is displayed.
2. Click Plans and Reviews.  The Plans and Reviews index page is displayed.

3. Click Plans and Reviews ReportBuilder from the left-hand menu.  The Plans and Reviews ReportBuilder Settings page is displayed.

4. Click the Program drop-down arrow and select the individual program for which the report is to be run, or a select a group of programs using one of the available "All" selections or a "Custom Grouping."
5. Because plans and reviews contain multiple components, there is flexibility in how many times a given record is displayed on the report.  Specifically, click one of the Display One Row Per radio buttons to indicate whether there should be a separate report row for each of the following:

IMPORTANT! Plans and reviews are highly configurable; as a result, they will vary from agency to agency and program to program.  The instructions detailed here illustrate working with a basic goal plan/review with plan tiers that use the default labels of "Goal," "Objective," and "Intervention;" however, your plans/reviews may be configured differently, including the use of one or more custom sections.  The labels of these options will reflect your program's configuration.

  Intervention - When this option is selected, each intervention is listed on a separate row.  

  Objective - When this option is selected, each objective is listed on a separate row. 

  Goal - When this option is selected, each goal is listed on a separate row.  

  Plan - When this option is selected, each plan is listed on a separate row. 

  Signature Action - For use in reporting on plans/reviews configured to use electronic signatures.  When this option is selected, each signature action (configured signature, applied signature, and/or use of refused/unavailable) is listed on a separate row for the purposes of enabling you to see which plans have been signed (and if so, the details of those signatures), along with those plans still needing to be signed (and by whom).  

The default value is "Intervention."

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 range specified in step 7, must be set each time the report is run.

7. By default both Date Range fields contain today's date to include in the report only those clients on the current roster.  If necessary, make changes to that default date range using the available From and To fields/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. By default the report contents include all clients with records matching the report settings; any client without records matching those settings is excluded.  If necessary, click one of the other Client radio buttons to make an adjustment to the included clients.  Available selections are:

  Clients with Records - The default.  As noted above, includes in the report all clients with records matching the report settings, and excludes those that do not match.

  All Clients - Includes in the report all clients on the program roster, whether or not they have records that match the report settings.  Those without matches will display "--" for data variables in the report where there is not a matching record.

  Select Client - Limits report contents to those records for a single client only, if records are found for that client that match the report settings.  When selected, use the corresponding drop-down (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.)

9. For clients included in the report, contents are limited to plans and reviews active during the date range specified using the Plan Dates fields on this page.  Click the Date Range Applies To drop-down arrow in this portion of the page and choose which type of date is to be used when applying that date range.  Available selections are:

  Due Dates - When selected, the report is limited to plans and reviews for which the due date is within the specified date range.

  Done Dates - When selected, the report is limited to plans and reviews for which the done date is within the specified date range.

  Effective Dates - When selected, the report is limited to plans and reviews for which the effective date is within the specified date range.

The default selection is "Due Date."

  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 10, must be set each time the report is run. 

10. By default the Plan Dates date range is set to the last year.  If necessary, make changes to the default date range using the available From and To fields/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.
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 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 Plans and Reviews ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, 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 (in step 14 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.

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 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.

  TIP: When One Row Per "Signature Action" is selected in step 5, there are two built-in saved report formats made available by Foothold Technology - the Foothold Signature Status Report - By Client and - By Worker.  These report formats are a good starting point for seeing the status of all signature lines on a client's various plans, as well as the status of all signatures to which a worker is assigned, respectively.

  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.

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 the report page.  Continue with step 22.

  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 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 15.

15. The Options page contains a list of available report variables grouped by type, and includes sections for "Demographics," "Plan Details," "Goals," "Objectives," and "Interventions."  These variables represent data collected on the client face sheet, intake forms, and plans and reviews.  Variables from within custom sections of the plan (when configured using the PlanBuilder), will display below these sections and will be labeled as "Custom section label (plan name)."  In addition, if, in step 5, the one row per "Intervention," "Goal," or "Objective" options were set, a merged section of variables displays which includes any form fields that share the same report label.  Service type, title, and discontinued fields will be available here as well.  If the one row per "Signature Action" option was instead set in step 5, a "Signature Details" section of variables is also available here.

  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).

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 20. 

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 12), 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 a Plans and Reviews ReportBuilder report is now complete.

  https://demodb.footholdtechnology.com/help/?12102