The Audit Trail ReportBuilder feature is used to monitor staff activity in AWARDS through the viewing of customized read-only audit reports. These reports can be used to evaluate when certain data entry or report viewing tasks were performed over a specified period of time, by which workers, and when applicable, for which clients. They include client-related actions, as well as those not linked to a specific client (for example, staff permissions changes).
To generate and save an Agency Programs 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: For frequently asked questions about this report, skip down to the bottom of the page.
NOTE: Unlike with many other reports, it is not necessary to make a Program selection on this page. Instead, continue with step 2.
IMPORTANT! Report contents are limited to clients in programs to which the user has chart access only if this option is checked AND if an individual client is selected from the Client drop-down selection list in step 8. If Limit by Client/Worker is NOT checked off, you will be able to view contents for clients in programs to which you do not have chart access; however, the program name will be blank in the report for those records.
TIP: If you choose NOT to use this option, please skip ahead to step 10.
IMPORTANT! Program selection is only used to narrow down the client selection list. The program you choose here does NOT impact the content of the report itself; for example, if a client is in multiple programs, you will see records related to him/her for all programs, not just the one you specify here.
To adjust the range of dates for the purposes of including audit activity for discharged client and/or former employees, 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 that can be used for this date range.
IMPORTANT! When adjusting the date range for the purposes of viewing the audit history of a former staff member, note that the To date must be ON or BEFORE the last date of employment.
NOTE: In the event that you are creating a new report format that will be saved, please be aware that the date ranges specified here and in step 11 are not saved with the report; date ranges must be set each time the report is run.
NOTE: The contents of the this drop-down reflect clients with one or more current program histories at some point during the date range specified in step 7.
NOTE: The contents of the this drop-down reflect employees with an open payroll group status record (from HR > Staff Information) overlapping the date range specified in step 7, and (when applicable) clients with AWARDS logins who had a current program history at some point during that date range.
When the report is NOT being limited by a specific client and/or worker (in steps 5 through 9), a seven day period of your choosing is the maximum length of time for which the report can be run. When the report IS being limited by a specific client and/or worker, the maximum date range is extended to 90 days.
Audit records are only accessible for the last three years. If your date range extends out of the three year window, you will receive an error.
TIP: In the event that it's necessary to view audit activity from further ago than three years, please contact the Help Desk for assistance; when doing so, provide them with as much detail as possible regarding the information you need.
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 Audit Trail 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.
TIP: In the saved report format list, there are built-in saved report formats made available by Foothold Technology for commonly run reports that may be useful to you:
Foothold Permissions Change Report - Reports out on permission changes so that you can more easily audit permission assignments and adjustments.
Foothold Audit Trail Report - Replicates the content of the built-in Audit Trail Report replaced by the Audit Trail ReportBuilder in May 2016.
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.
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 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 22.
In all other instances, the Options page is displayed.
Continue with step 15.
NOTE: The "Worker Information" data variables will only be populated on the report if the worker in question is an employee. If the worker is a client with an AWARDS login, those data variables will be blank.
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.
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.
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.
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 22.
TIP: When working with report data, please keep in mind that:
Report contents are limited to clients in programs to which you have chart access only if Limit by Client/Worker is checked off in step 5, and if an individual client is selected in step 8. If Limit by Client/Worker is not checked off, you will be able to view contents for clients in programs to which you do not have chart access; however, the program name will be blank in the report for those records.
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.
In regard to client-related activity, when the program in question uses multi-step intake, activity is only captured if intake and/or admission has been processed for the client. Clients with referral records who have not yet been processed are not viewable in the audit trail.
The process of generating an Audit Trail ReportBuilder report is now complete.
The following frequently asked questions provide details on the most commonly asked about pieces of the Audit Trail ReportBuilder feature. 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.
Yes, when not limited by a specific client, the ReportBuilder will include all audit records for activity captured during the Audit Record Date Range, regardless of whether the activity was related to a current or discharged client. To limit the report content to only those records for a specific discharged client, use the Limit by Consumer/Worker option on the initial settings page. Set the corresponding date range back to overlap with the client's history in an agency program, and then select that individual from the Client selection list. Lastly, adjust the Audit Record Date Range to look at a specific timeframe within the discharged client's history.
Yes, when not limited by a specific worker, the ReportBuilder will include all audit records for activity captured during the Audit Record Date Range, regardless of whether the activity was completed by a current or former worker. To limit the report content to only those records for a specific former employee, use the Limit by Client/Worker option on the initial settings page. Set the corresponding date range back to overlap with the employee's time at the agency, and then select that individual from the Worker selection list. Lastly, adjust the Audit Record Date Range to look at a specific timeframe within the employment period.
Yes, in programs using the multi-step intake process activity is captured in the audit trail once intake has been processed even if the client is not fully admitted into the program.
No, not all data entry and report viewing activity in AWARDS is captured by the audit trail, though all key client-related actions are included, such as services data entry and report viewing, face sheet work, and much more. Many actions not related to clients are also captured; for example, permissions changes.
The "impersonating" data variable tracks use of the Surrogate Data Entry permissions for group note, progress note, and contacts log data entry. If an individual with one of those permissions works with a record of one of those types in data entry mode with a worker other than him/herself selected, it is tracked here.
The "Employee Information" data variables will only be populated on the report if the worker in question is an employee. If the worker is a client with an AWARDS login, those data variables will be blank.
The audit trail is set up so that if the same user does the same data entry within two minutes, it will not be captured as separate rows in the report. For example, if two progress notes are entered in rapid succession, you will only see a single audit trail entry for them.
For clients with AWARDS logins the Worker ID is populated with his/her client ID.
When adjusting the Client/Worker date range for the purposes of viewing audit information for a former employee, keep in mind that the To date must be ON or BEFORE the staff member's last date of employment.
Opening something and refreshing will not be captured as multiple items on the audit trail report - just one. In data entry mode, simply opening an item will not be recorded unless the user actually does something with it. There are a couple of exceptions to this rule. First, if you open a client's face sheet and view only the main page on which all of the update section buttons are located, the audit trail will record this as "Face Sheet Data Entry Viewing." Second, if you open a face sheet section and click UPDATE (regardless of whether or not you actually alter data) the audit trail will record this. If, however, you open a face sheet section and then jump back without clicking UPDATE, it will not be recorded in the audit trail.