Application, Management and AdHoc Reporting

Transcription

1 Adsystech Version 5 - Reporting Guide - Application, Management and AdHoc Reporting Written and Provided by the Pikes Peak United Way Community Information System Team

2 Table of Contents APPLICATION REPORTS OVERVIEW... 1 MANAGEMENT REPORTS OVERVIEW... 3 ADHOC REPORTS OVERVIEW... 6 EXPORTING REPORT DATA... 8 PRINTING REPORT DATA... 9 CREATING FAVORITES APPLICATION REPORT INSTRUCTIONS Case Note Report CaseNotesReport Service Report by Client Application ID MANAGEMENT REPORT INSTRUCTIONS CO-504_ProgramRosterReport CO-504_ProvidedService Report APR 2013 Report APR 2013 Details Report ADHOC REPORT INSTRUCTIONS Run Existing AdHoc Reports Create New AdHoc Reports View Builder Query Builder... 26

3 AdSysTech Reporting Three types of Reports are available in AdSysTech. They are: Application Reports Management Reports AdHoc Reports APPLICATION REPORTS OVERVIEW Application Reports are run from within the system and are accessed by right clicking on various pages in the Programs and Services Library. In most cases, you must have a client or clients selected from the Program Client Search grid before you right-click. In general, Application Reports are created for individual clients or small selected groups of clients. The following Application Reports are available in AdSysTech. Report Name: Right-Click Access Page: Right-Click in: Assessment Report** Eligibility CI Applications Grid area Case Note (Client Case Note) Case Notes Case Notes Grid area CaseNotesReport (Client Case Note) Program Client Search Blue Search area CasePlansReport* Program Client Search Blue Search area EntryApplication Program Entry Dk-Gray Program area Program Exit Report Program Client Search; Blue Search area Program Exit Blue Search area Service Report by client_applicationid Program Client Search Blue Search area *Available only to those agencies using the Case Plan page to track tasks and outcomes. **Available only to those agencies using the Eligibility page for Central Intake Applications. General Instructions for Application Reports: 1. Go to the page in AdSysTech that allows you to access the report you want. (See list above.) 2. Search for and then select the client or clients (or note or notes) from pages with grids. 3. Right-click in the appropriate area to display the following popup selection. 4. Choose PreviewReport to open the Application Report TAB. Application Reports available from the page you were on will display in the TAB. (See sample from the Program Client Search page.) Page 1

4 5. Click the Preview link on the Report you would like to display for the client or clients (note or notes) you selected earlier. 6. The Preview Report TAB will open to display the report for the client or clients you selected. 7. To save the report, click the Export to Excel button. See Exporting Report Data instructions on page 8 in this Reporting Manual. 8. To close the Report TABs, click the X in the upper right corner of each TAB. Step by step instructions for several Application Reports (Case Note, CaseNotesReport and Service Report by client_applicatonid) are available in the APPLICATION REPORT INSTRUCTIONS section of this document beginning on page 10. Page 2

5 MANAGEMENT REPORTS OVERVIEW Management Reports are created by AdSysTech and generally have parameters to select (to filter the data you want to review) before you run the reports. Management Reports include the HUD reports, data quality reports and other general reports related to your Agency and Programs. AdSysTech has also created several custom Management Reports for our COC. NEW! In AdSysTech Version 5, Management Reports (as well as AdHoc Reports) are now accessed from the Report Role or Report Role Button at the bottom of the Navigation pane. When you click the Report Role or Report Role Button, the Navigation pane will change to display Report Navigation and the Management Report[Inventory] TAB will open by default. See screenshot below. The default search Category is always Favorite. (NOTE: You can set Favorite Management Reports to appear here, if desired. See Creating Favorites on page 10 in this Reporting Manual.) General Instructions for Management Reports: 1. Click the Report Role/Report Role Button at the bottom of the Navigation pane. 2. Dropdown to Category: All - and then click the Search button. 3. All of the Management Reports assigned to your Agency will appear in an alphabetical list. Page 3

6 NOTE: You may have more than one page of Management Reports. Check the Page information at the bottom right of the screen. Use the arrow to move between pages. 4. From the Management Report Inventory listing, click on the Report Name link to open the report of your choice in a new Preview Report TAB. 5. All Management Reports have parameters to limit the data to the information you want. (See example above.) Use the dropdown menus and popup calendars to fill in the parameters. 6. Click the Set Parameters button to display the matching data in the Preview Report TAB. 7. NOTE: Some reports may produce multiple page results. If so, use the scrollbars and/or page arrows at the bottom left of the Preview Report TAB to move through multiple pages. 8. To save the report, click the Export to Excel button. See Exporting Report Data instructions on page 8 in this Reporting Manual. 9. To close the Report TABs, click the X in the upper right corner of each TAB. Page 4

7 The following Management Reports are currently available for all Agencies. (Additional custom Management Reports may be added in the future.) Report Name: Active Application Customer Activity and Demographic Services Activity and Demographic Summary AgencyProgramHousingRosterReport Agency Customer Agency Customer without Application Agency Housing Participation Report APR 2013 APR 2013 Details Case Manager Case Tracking Report Client Demographic CO-504_ProgramRosterReport CO-504_ProvidedService CO-504_ProvidedService_Multiple Colorado_PIT Details Report Customer in Program 1 PIT Summary 2013 PIT Summary Details 2013 Universal_Data_Elements_Details Description: Clients in Programs (dates) Counts of Services (dates) Stats-Graph: demographics (dates) All Agency Client Roster (date) Agency Clients/Program (dates) Agency Clients/NoProgram (dates) Counts for Housing Types (date) HUD Report by Contract (dates) HUD Client Details (dates) Clients with Last Service (dates) Demographic Counts (dates) Program Rosters for DQ (dates) Program Service (dates) Program(s) Service(s) (dates) CO Point in Time Details (date) Agency Client Counts (dates) Point in Time Summary (date) Client Details for PIT Report (date) HUD Client Details (dates) NOTE: HPRP Agencies will have seven additional reports related to the HPRP APR and QPR. ESG Agencies will also have additional reports related to ESG. Agencies using Bed Assignment will have two additional management reports related to Bed Inventory. Management Reports are not difficult to run. As you investigate them, you will find some reports are more useful to your specific agency needs than others. Step by step instructions for the APR 2013 and APR 2013 Details, CO-504_ProgramRosterReport and CO- 504_ProvidedService reports are available in the MANAGEMENT REPORT INSTRUCTIONS section of this document starting on page 14. Page 5

8 ADHOC REPORTS OVERVIEW NEW! In AdSysTech Version 5, AdHoc Reports (as well as Management Reports) are now accessed from the Report Role or Report Role Button at the bottom of the Navigation pane. Management Reports and Application Reports may not provide all of the information your Agency needs. AdHoc Reports allow the flexibility to customize reports for your Agency. In AdHoc Reports the user can specify which fields are used in reporting. However, AdHoc Reports must be designed and created and, therefore, require an understanding of the AdSysTech program s data and as well as basic query building skills. The CIS team has created a several AdHoc Reports for each agency. These reports are listed under the DataQuality, RosterQueries and ServiceQueries categories. The AdHoc Reports will eventually contain more categories and reports built specifically to meet your agency s needs. General Instructions for Running AdHoc Reports: 1. Click the Report Role/Report Role Button at the bottom of the Navigation pane. 2. The central Application pane will always open to the Management Report[Inventory] TAB. 3. Click AdHoc Report - Inventory in the left Navigation pane and the following AdHocReport[Inventory] TAB will display. 4. The default search Category is always Favorite. (NOTE: You can set Favorite AdHoc Reports to appear here, if desired. See Creating Favorites on page 10 in this Reporting Manual.) 5. Use the Category dropdown to select the category of your choice. 6. Click the Search button and the AdHoc Reports in the Category will display in the grid below. Page 6

9 7. Click in the column to the left of the AdHoc Report you want to run. The Report will highlight in the grid and the parameters of the report will load into the top section of the AdHocReport[Inventory] screen. (See example below.) 8. To run the selected AdHoc Report add any needed parameters (such as Start and End date in the example above) and then click the Display button (outlined above). NOTE: You can alter the following parameters in an existing AdHoc Report before you Display it: Title, Date Selection and date range, Drilldown (uncheck for Count ONLY), Display Limit (if you do not want to display ALL records). 9. The report will display in a Preview Report TAB. (See sample below.) 10. Use the vertical and horizontal scrollbars to view all of the data in the AdHoc report. 11. To save the report, click the Export to Excel button. See Exporting Report Data Instructions on page 8 in this Reporting Manual. 12. To close the Report TABs, click the X in the upper right corner of each TAB. Basic information about using the new AdHoc Report View and Query Builder to create your own AdHoc Reports is available in the ADHOC REPORTS INSTRUCTIONS section of this document starting on page22. Page 7

10 EXPORTING REPORT DATA It is easy to export AdSysTech report data to Excel Spreadsheet format from any of the three report types: Application, Management and AdHoc Reports. IMPORTANT: If you plan to export your report data to Excel, do it IMMEDIATELY after displaying the report in the Preview Report TAB. Otherwise, your connection to the server may time out and the export will fail. 1. In the toolbar just above the report on the Preview Report TAB, click the Export to Excel button (outlined above). 2. You will be asked if you want to open or save this file. It is easiest to Save the file (and then open it in Excel). 3. Click the Save button. 4. Select the location on your computer to save your file. 5. Rename the file as desired and click the Save button. 6. When the download is complete, you can select to Open and view the file. 7. To make changes to the file, click the Enable Editing Button. 8. Resize the columns and rows in Excel and make any other needed changes. IMPORTANT: Be sure to SAVE again if you make changes. NOTE: If you choose to open an Excel file exported from AdSysTech at a later time, you may get Microsoft s standard warning about opening files downloaded from the Internet. It is OK to click Yes to open the file. Page 8

11 PRINTING REPORT DATA IMPORTANT: Although there is a Print button on the Preview Report toolbar, it does not function with most printers because of the memory required to process multiple report pages. The other drawback to using the Print button (even if it works with your printer) is that unless your report has only a few columns and fits horizontally (no horizontal scroll bar) in the Preview Report TAB, you will get multiple pages containing the excess data (not displayed in the window). Therefore, the Print button is not currently helpful. For most reports, the best way to get a printed copy of the data is to Export to Excel first and then format the Excel spreadsheet to print. See instructions below. Print from Excel Export 1. Display your report from an Application or Management Report link or by loading an AdHoc Report and clicking Display. 2. Follow the Exporting Report Data steps on page 8 to save your report to Excel. 3. From Excel: a. Click Enable Editing b. Adjust any column widths that are not displaying complete data (#######). c. Select the data you want to print: Click the top left cell (of the data you want to print) and then Shift Click the bottom right cell to highlight your selection. d. Click Page Layout tab at the top of Excel. e. Click Print Area: Set Print Area. f. Adjust Orientation, Margins, and Breaks, if needed. g. Choose Print from the File menu. h. To be sure that all columns display on one page, change the No Scaling Setting to Fit All Columns on One Page. i. Click Print. If you have a report that has only a few columns AND fits completely in the Preview Report TAB with no horizontal scroll bar, you can also use the Export to PDF button on the Preview Report TAB toolbar to print your report data. Print from Acrobat (PDF) Export (NOTE: ONLY use this method if report has minimal columns.) 1. Display your report from an Application or Management Report link or by loading an AdHoc Query and clicking the Display button. 2. Click the Export to PDF button. 3. A new browser window will open with the PDF file of the report data. 4. Review the pages of the report to be sure that all data is displayed correctly before printing. 5. Use the browser Print button to print the report. 6. OR you can use the browser File Save As to save the PDF file. Open the file in Adobe Acrobat Reader and click the Printer Icon, select File Print, or use Control-P keyboard commands to print. Page 9

12 CREATING FAVORITES You can add your favorite (or most used) reports to the Favorite Category on the Management Report Inventory and/or the AdHoc Report Inventory. To Create a Favorite: 1) Select the appropriate Inventory page (under Management Report or under AdHoc Report) from the Report Navigation pane. 2) Either Select Category: All and click Search OR enter the name or partial name of the report in the Name text box and click Search. 3) Click to put a checkmark in the Favorite column of the report (or reports) you want to add as Favorites. 4) Click the Save Favorite button. 5) Repeat steps to add more Favorite reports. 6) Select the Category: Favorite to display your favorite reports. NOTE: The reports you set as Favorites will display automatically when you open the Report Inventory pages. NOTE: To remove a Favorite, deselect the Favorite checkbox and then click the Save Favorite button. Search again on Category: Favorite and the previous favorite will no longer display. APPLICATION REPORT INSTRUCTIONS All Application Reports work in a similar manner. Step by step instructions for Case Note Report, CaseNotesReport and the Service Report by Client ID are listed below. APPLICATION REPORT INSTRUCTIONS: Case Note Report (Application Report Case Notes Page) This report displays the selected case note(s) for one specific client. You MUST be on the Case Notes page for the specific client and have the case notes you want selected BEFORE you right-click to display the report. Use this report if you want to select a specific client and case note or notes to display for the report. 1. Use the Program Client Search to locate the specific client. 2. Select/Highlight the client you want to review. Page 10

13 3. Click the Case Notes page in the Navigation pane. The name of the selected client should display in the CaseNotes page TAB. 4. Select/Highlight the note(s) you want to report on from the Case Notes grid. 5. Right Click on the Case Notes grid to access the Case Notes Application Report. 6. Select Preview Case Notes Reports. 7. The report (titled: Client Case Note Report) will display the selected case notes with Date, Subject, Staff, and Note. (See sample below.) 8. NOTE: The report may not all display fit in the Application pane window. Also, there may be multiple pages to this report. Use scrollbars and/or the left and right arrows to move through the data. 9. Report can be exported to Excel following the steps on page 8 in this Reporting Manual. Page 11

14 APPLICATION REPORT INSTRUCTIONS: CaseNotesReport (Application Report Program Client Search Page) This report displays ALL Case Notes by date for the selected client or clients. This report is accessed from the Program Client Search page. NOTE: You may select more than one client for this Case Notes Report (for example, all of the notes for all members of a specific family). 1. Use the Program Client Search to locate the specific client or clients for the report. 2. Select one or multiple clients for the report from the search results grid. (See sample. Selection made using CTRL-Click.) 3. To access the Application Reports, right click in the BLUE search section and a popup window will appear. 4. Select Preview Report. 5. The Application Report TAB will open displaying all of the Application Reports available from the Program Client Search page. 6. Click the Preview link on CaseNotesReport. 7. The Preview Report TAB will open displaying the CaseNotesReport. (NOTE: AdSysTech s title for the CaseNotesReport is also Client Case Note Report the same as the Case Note Report accessed via the Case Notes page. The reports, however, are slightly different in format, and the CaseNotesReport displayed here can be run for multiple clients at one time.) 8. NOTE: The report may not all display fit in the Application pane window. Also, there may be multiple pages to this report. Use scrollbars and/or the left and right arrows to move through the data. 9. Report can be exported to Excel following the steps on page 8 in this Reporting Manual. Page 12

15 APPLICATION REPORT INSTRUCTIONS: Service Report by Client_Application ID (Application Report Program Client Search) This Application Report is also accessed via the Program Client Search page. It displays all of the Services/Activities for the client or clients selected. (NOTE: Group Sessions will ONLY be included in this report if they have a Milestone.) 1. Use the Program Client Search to locate the specific client or clients for the report. (NOTE: You can select all the clients in a specific program, if needed.) 2. Select one or multiple clients for the report from the search results grid. (See sample. Selection made using CTRL-Click.) 3. To access the Application Reports, right click in the BLUE search section and a popup window will appear. 4. Select Preview Report. 5. The Application Report TAB will open displaying all of the Application Reports available from the Program Client Search page. 6. Click the Preview link on Service Report by Client_ApplicationID. (See screenshot.) 7. The Preview Report TAB will open displaying the Service by Client report. Page 13

16 8. The client s name will appear in the left column. The following information is listed: Date of Activity, Staff, Activity, Activity Description, Activity Comments, Units and UnitType. NOTE: The Activity Description (if any) Comments (if any) are presented in a long thin columns in the report display. 9. NOTE: The report may not all display in the Application pane window. Also, there may be multiple pages to this report. Use scrollbars and/or the left and right arrows to move through the data. 10. Report can be exported to Excel following the steps on page 8 in this Reporting Manual. MANAGEMENT REPORT INSTRUCTIONS All Management Reports work in a similar manner. Step by step instructions for the CO-504_ProgramRosterReport, the CO-504_ProvidedService Report, the New APR and New APR Details reports are listed below. MANAGEMENT REPORT INSTRUCTIONS: CO-504_ProgramRosterReport AdSysTech has created a custom report for us. This report is called: CO-504_ProgramRosterReport. This Management Report allows Agencies to pull rosters reports for clients who are active (enrolled before or during the date range) (Active Clients) entered during the date range (New Clients) exited during the date range (Exited Clients) This report will take the place of multiple AdHoc Reports and is now integrated with our Data Quality spreadsheets as well. Accessing the CO-504_ProgramRosterReport: 1. Click the Report Role/Button at the bottom of the Navigation Pane. 2. On the Management Report Inventory page, select Category = All and click the Search button. 3. Scroll through the alphabetical listing of the Management Reports (and use the page numbers or arrows at the bottom to move from page to page) until you locate the CO-504_ProgramRosterReport. 4. Click CO-504_ProgramRosterReport to open a Preview Report TAB for the CO-504_ProgramRosterReport. The parameters for the report will display at the top of the page. Page 14

17 5. Select your agency s name from the Agency dropdown. 6. Check the program or programs from the Program check box list. 7. Select the Service from the Service dropdown menu. 8. Use the Begin Date and End Date calendar popups to select the date range for your report. 9. Select the Roster Report Type from the Roster Report Type dropdown. Three different types of reports are available: 10. Select how you want the data sorted from the Sort By dropdown menu. Two options are available: 11. Click the Set Parameters button to display the report. 12. The report will open in the Preview Report TAB. The top of the report will display the parameters selected as well as the Total Client count matching the parameters. Viewing the CO-504_ProgramRosterReport: Because this report includes the HUD required information for each client on the report type selected, viewing the report in a browser window is NOT recommended. You will need to scroll horizontally to view information for a single client. You will need to scroll vertically to see multiple clients. Column headers are also compressed in the browser view. The report may also return multiple pages as in this screen shot where you are viewing page 1 of 3. Page 15

18 NOTE: If you go to the last page of the report (use LastPage arrow outlined above) and scroll to the bottom of the page, the total number of clients is listed. Exporting the CO-504_ProgramRosterReport: We suggest that you export the results of your Program Roster Report in order to study or manipulate the data for reporting purposes. (NOTE: Exported data from the CO-504_ProgramRosterReport can be used with the Data Quality Spreadsheet provided by the PPUW CIS Team.) 9. In the toolbar just above the report on the Preview Report TAB, click the Export to Excel button (outlined above). 10. You will be asked if you want to open or save this file. It is easiest to Save the file (and then open it in Excel). 11. Click the Save button. 12. Select the location on your computer to save your file. NOTE: File can be renamed, if desired; however, do NOT rename the file if you plan to use it with the Data Quality Spreadsheet. 13. Click the Save button. 14. When the download is complete, you can select to Open and view the file. Manipulating the CO-504_ProgramRosterReport Data in Excel: 1. Click the Enable Editing button if you want to manipulate the data. 2. You can add filters to the Column Headers in row 7 to help you report on additional details for the clients included in the Roster Report. a. Click on the 7 to highlight the whole row. Page 16

19 b. Click on the Data tab and click the Filter icon. c. Each Column Header should now have a Filter dropdown associated with it. 3. IMPORTANT: If you plan to filter the data, you should remove any extraneous Header Rows first so that your record counts will be correct. (A Header Row is added for each program you selected in the ProgramRosterReport parameters as well as for the Total Client Count at the end of the report.) To Remove Header Rows: a. Use the Filter on the Identifier Column to de-select (Select All) b. Scroll to the bottom of the Identifier numbers and check all of the Header Row text (Agency:, Program:, and TotalAppID:) c. Click OK d. Highlight the Header Row(s). e. Right click and Select Delete Row. f. Use the Filter on the Identifier column and select Clear Filter from Identifier. 4. To filter data for reporting purposes, you can now select from the information in the dropdown filters and get a count of clients who match the criteria you selected to filter on. 5. Filtering Example: How many clients in my Roster are Veterans? a. Select the filter dropdown triangle on the Veteran column. b. Remove the check from (Select All) and check only Yes. c. Click the OK button. d. The number of matching records will be displayed at the bottom of the spreadsheet. e. NOTE: Multiple filters can be applied. If you want the number of Female Veterans, filter Gender to display Female and Veteran to display Yes Page 17

20 f. To remove a filter from a column, use the triangle dropdown and select the Clear Filter from option. g. To remove multiple filters all at one time, click the Clear Filter icon on the Data tab. MANAGEMENT REPORT INSTRUCTIONS: CO-504_ProvidedService Report This new report allows you to report on a service provided by your Agency to Program clients during a selected date range. Once the program, service and date range are selected, you can select from four different Report Types: All Clients (with and without Service) Clients with Service Clients without Service Clients with All Service Listings The first report [All clients (with and without Service)] will list all clients in the Program whether or not they have received the service during the date range and will indicate those clients who received the service. The next two reports list ONLY the clients who either received the selected service or did NOT receive the selected service. The first three Report Types have only one listing for the client to indicate whether or not the client received the service. The last report [Clients with All Service Listings] will list all instances of the selected service for the client within the date range. For example, if a client received three Case Management Services during the date range, all three will be listed in the Clients with All Service Listings report. Using the CO-504_ProvidedService Report: 1. Click the Report Role/Button at the bottom of the Navigation Pane. 2. On the Management Report Inventory page, select Category = All and click the Search button. 3. Scroll through the alphabetical listing of the Management Reports (and use the page numbers or arrows at the bottom to move from page to page) until you locate the CO-504_ProvidedService report. Page 18

21 4. Click CO-504_ProvidedService to open a Preview Report TAB for the CO-504_ProvidedService report. The parameters for the report will display at the top of the page. 5. Select your agency s name from the Agency dropdown. 6. Select the Program from the Program dropdown menu. 7. Select the Service from the Service dropdown menu. 8. Use the ServiceDate Range Start and ServiceDate Range End calendar popups to select the date range for your report. 9. Select the Report Type from the Report Type dropdown. Four different types of reports are available: 10. Select how you want the data sorted from the Sort By dropdown menu. Two options are available: 11. Click the Set Parameters button to display the report. 12. The top of the report will display the parameters selected as well as the Total Client count matching the parameters. 13. The report will display the following fields: Identifier, LastName, FirstName, SSN, DateOfBirth, Gender, HeadOfHouseHold, FamilyID, FamilyType, RelationStatus, Program, ProgramDate, ProgramEndDate, Service, Service Provided. The Service Provided column will display: yes or no. If the Service was provided, the name of the Service will also be listed under the Service column. NOTE: Use scroll bars and Page arrows to view whole report, if needed. Page 19

22 14. To export the report to Excel a. Click the Export to Excel button in the Preview Report ToolBar. b. Click Save. c. Name the file appropriately and save it to your desktop or the location of your choice. d. Click Open, click Enable Editing and review the report in Excel. NOTE: The CO-504_ProvidedService report is currently limited to the selection of ONE Program and ONE Service. In the future, we hope to have a second report with the capability to select multiple Programs and/or multiple Services. MANAGEMENT REPORT INSTRUCTIONS: APR 2013 Report 1. Click the Report Role/Button at the bottom of the Navigation Pane. 2. On the Management Report Inventory page, select Category = All and click the Search button. 3. Scroll through the alphabetical listing of the Management Reports (and use the page numbers or arrows at the bottom to move from page to page) until you locate the APR Click APR 2013 to open a Preview Report TAB for the APR 2013 report. The parameters for the report will display at the top of the page. 5. Select your agency s name from the Agency dropdown. 6. Select the Grantee from the dropdown menu. Use WildCard % to select ALL Grantees. 7. Select the ContractNumber (for the contract and year you want to report on) from the dropdown menu. Use WildCard % to select ALL Contracts. (NOTE: You MUST select at least one Grantee or one ContractNumber. Both cannot be %.) 8. Enter or select the Start Date and End Dates for the reporting period you want to review. 9. If you are reporting on an Emergency Shelter program, set Emergency Shelter to True. 10. Click the Set Parameters button. Page 20

23 11. Depending on the amount of data to be retrieved, it may take a little while to display the report. 12. The APR 2013 report will display in the Preview Report TAB. 13. Use the horizontal and vertical scrollbars to view all of the report. 14. To export the report to Excel, see the Exporting Report Data section on page 8 of this Reporting Manual. 15. To print the report, see the Printing Report Data section on page 9 of this Reporting Manual. MANAGEMENT REPORT INSTRUCTIONS: APR 2013 Details Report This report is a companion to the APR 2013 report. It provides the details of the client records used to answer each question section on the APR 2013 report. If the counts do not appear to be correct for a section or sections of the APR 2013 report, please review the APR 2013 Details report to see which clients were included. 1. Click the Report Role/Button at the bottom of the Navigation pane. 2. On the Management Report Inventory page, select Category = All and click the Search button. 3. Scroll through the alphabetical listing of the Management Reports (and use the page numbers or arrows at the bottom to move from page to page) until you locate the APR 2013 Details. 4. Click APR 2013 Details to open a Preview Report TAB for the APR 2013 Details report. The parameters for the report will display at the top of the page. NOTE: Parameter Selection should match your selections for the APR 2013Report. 5. Select your agency s name from the Agency dropdown. 6. Select the Grantee from the dropdown menu. Use WildCard % to select ALL Grantees. Page 21

24 7. Select the ContractNumber (for the contract and year you want to report on) from the dropdown menu. Use WildCard % to select ALL Contracts. (NOTE: You MUST select at least one Grantee or one ContractNumber. Both cannot be %.) 8. Enter or select the Start Date and End Dates for the reporting period you want to review. 9. If you are reporting on an Emergency Shelter program, set Emergency Shelter to True 10. IMPORTANT: The parameters for this report is now include MaxRecordNumber. While, you can change the default (100), the report may take a LONG time to process. We suggest you limit the screen display to the default 100 records AND then to see ALL records in the APR 2013 Details Report, EXPORT to Excel. 11. Click the Set Parameters button. 12. Depending on the amount of data to be retrieved, it may take a little while to display the report. 13. The APR 2013 Details Report will display in the Preview Report TAB. Use the scrollbars to move vertically and horizontally through the report. Question numbers related to the APR 2013 Report are listed at the top of the details. 14. To Export data details, see the Exporting Report Data section on page 8 of this Reporting Manual. ADHOC REPORTS INSTRUCTIONS AdHoc Reports provide the flexibility to customize reports for your Agency. These reports are based on a set of data fields specified by the report creator (Examples: LastName, FirstName, Gender, Veteran, Program ProgramDate, etc.) and also a set of specified conditions and parameters (Examples: clients in a specific program during a specific range of dates, etc.). Run Existing AdHoc Reports In many cases, the CIS team will create AdHoc Reports for agencies. When this is the case, all your agency needs to do is: 1) Search for the AdHoc Report from the AdHoc Report Inventory page. 2) Select/highlight the AdHoc Report to load it. 3) Set Parameters (if needed). (Examples - Date Field: Start and End Dates Title: add date to Report Name Drilldown: remove check to display counts ONLY) Page 22

25 4) Then run the report by clicking the Display button. NOTE: See General Instructions for Running AdHoc Reports on page 6 of this Reporting Manual for step by step instructions. AdHoc Reports display in the Preview Report TAB, just as Management and Application Reports do. The data from AdHoc Reports can be exported to Excel (see Exporting Report Data on page 8) and manipulated just as the data from Management and Application Reports can. Most Agencies will just use AdHoc Reports created for them. If you have reporting needs that are not covered by the Application and Management Reports, please contact the CIS Team with details and samples. In a some cases, your agency may want to learn how to build your own AdHoc Reports. (See the following Create New AdHoc Reports section.) Create New AdHoc Reports IMPORTANT! Version 5 has a totally new method to build AdHoc Queries. If you had some training on Version 4, you will need to be retrained on the new View Builder and Query Builder tools in Version 5. DISCLAIMER: While it is possible to create your own AdHoc Reports, this process requires some pre-requisite skills. You should have good technology skills. You should be very familiar with the data entered into the AdSysTech system. You need to have good logic and data organizational skills. You should also have a basic understanding of SQL queries. In Version 5, there are two parts to creating an AdHoc Report. Step 1: Use the View Builder to 1) select the Table/View (FROM Tab in Version 4) 2) select and order the fields you want to display on your report. (SELECT Tab in Version 4) NOTE: Include fields you want to Group By in your field selection. Step 2: Use the Query Builder to 1) set Conditions (WHERE Tab in Version 4) 2) set Grouping (REPORT GROUPING Tab in Version 4) 3) set Sorting (SORT Tab in Version 4) 4) set Report Parameters [Title, Description, Report List (format), Date (and Date Range), Category, Drilldown (check for data, uncheck for count ONLY), and Display Limit (ALL records or limited number of records from TOP or BOTTOM of report list)] VIEW BUILDER 1. Click the Report Role/Button at the bottom of the Navigation pane. 2. When the Report Navigation displays, check out the AdHoc Report Design features: View Builder and Query Builder. Page 23

26 3. Click the View Builder link to start the AdHoc Report creation process. 4. Click the New button on the View Builder screen to start building a new view. 5. Enter a Title for your VIEW in the Text Box next to the New button. 6. Select a View (Table) from the View List. (NOTE: The View you select will depend upon the type of AdHoc Report you want to create. (Examples: vadhocdemographics (basic information on all clients), vadhocprogramenrollement* (lists of clients in agency programs), vadhocservices (lists of services provided to clients in your agency programs)) Some of the most useful Tables are listed and described below. TableName vadhocactivities vadhocdemographics vadhocprogramenrollement * vadhocprograminprogram vadhocquestions vadhocservices Description Client activities/services Demographic data from Central Intake pages Client program data (no services) Client program and service information Responses to entry, exit, eligibility questions Client services/activities * Table name is listed here as it is spelled in AdSysTech. 7. Once your View is selected, the Fields associated with that specific View will be listed in the Fields list. Scroll up and down and review the fields in the list. Be sure that the View you selected gives you all the information you need for your report. (For example, if you wanted to write an AdHoc Report to display the Services provided to the clients in your programs, you will need client name and identifier information as well as agency (ORGName) and program information. You will want to include some service information, such as: service name, service date, units, etc.) Page 24

27 View Title 8. To select fields to your new view, highlight them in the Fields list and click the right arrow to move them to the Selected Fields list. NOTE: You can use Control-Click to select multiple fields at one time. 9. To change the display order for your Selected Fields, highlight the field name in the Selected Fields list and use the up or down arrow to change the position. NOTE: The position in the Selected Fields list from top to bottom will become the order of the columns from left to right in your report. 10. Please note the Distinct checkbox. Distinct is checked by default. Distinct means that you will have only ONE listing of a data element even if there are multiples. (Example: In the ServiceView, if a client received multiple Case Management services during the reporting period, the client would ONLY be listed once as having received that type of service. Without Distinct checked, the client would be listed multiple times for the service. Whether or not you check Distinct will depend upon what data you want for your report.) 11. Be sure to include fields in your selection that will allow you to group your data when you go to the Query Builder. Grouping will provide a count of the items in the group. (Example: For the ServiceView, you may want a total count of services by ORGName(Agency) and Program) 12. Click the SAVE button at the top of the View Builder to save your View. NOTE: You can locate saved Views/AdHoc Reports via the AdHoc Inventory. From here, a view can be updated using the View Builder, altered using the Query Builder or deleted using the Delete button at the top right of the window. Page 25

28 QUERY BUILDER NOTE: You must have a View built (or selected from the AdHoc Inventory page) BEFORE you go to the Query Builder to complete creating your AdHoc Report. Conditions Section Grouping Section Parameters Section The Query Builder is divided into several sections 1. Conditions: Conditions are NOT required; however, Conditions allow you to limit the data returned by your AdHoc Report. (Examples: display ONLY those clients in a specific program; display only those Services performed after a certain date; display Services provided to a specific client; display only female veterans served by your agency) Conditions can be very powerful; however, conditions must be entered according to rules. 2. Grouping: Grouping allows you to divide your report into sections. At least one Group is required. Each Grouping level will give you a count. The most basic Group is ORGName (your agency). This will give you a count for your whole agency. 3. Sort: Just below Grouping, the list of column headers allows you to rearrange columns by dragging the column header to the right or left. You can also SORT the data (sample data is displayed) by clicking on a column header (once to alphabetize, twice to reverse alphabetize, three times to remove sort). You can sort on multiple columns using SHIFT-click. 4. Parameters: Some parameters are also required. You MUST enter a Title, a Description, and select the Report List you want to use. Other parameters are optional but allow you to select and set date ranges, set or select the Category to save your AdHoc Report, check or uncheck Drill Down (unchecked = count only, checked displays matching records), change the Display Limit from All to Top or Bottom and change the number of records to review. Query Builder Sample: The following steps take the ServiceView (sample created with the View Builder) and complete a sample report using the Query Builder. The report is designed to display the Services for the Programs in an agency during a range of Service Dates. 1) Create a View using View Builder OR select a view you have already created from the AdHoc Report Inventory ServiceView. 2) Click on Query Builder to display the AdHoc Query Builder screen. 3) Add Condition(s): (NOTE: Conditions are NOT required but they help limit the data displayed.) a. Click the Open Conditions button to display the Conditions tools, if needed. Page 26

29 b. Click the Plus button to add a Condition. c. Use the dropdown to select ORGName (which will be the name of your agency). (NOTE: Fields are listed alphabetically in the dropdown menu.) d. To use the IsEqualTo operator, type the name of your agency exactly as it is written (see the ORGName column in the sample data below). (NOTE: You can also use the IsLike operator and the wildcard (%) to enter a partial ORGName. Example: ORGNAME IsLike %Test%) e. You can click the Plus button again to add another Condition (such as Program IsEqualTo (Name of Program whose data you want to display). 4) Set Grouping: (NOTE: You MUST select at least one column to group your report by.) a. Click and drag the column header (that you want to group by) to the Grouping Section of the Query Builder screen. (NOTE: ORGName will give you a count of the data results for your whole agency and should be the basic selection for grouping.) b. The sample data section will reflect the change. The ORGName column is now listed in the Grouped by section. The sample data can be displayed by clicking the down arrow beside your agency name (ORGName). c. If you want to group by additional columns, you can drag them (in the order you want the groups to appear) to the Grouping Section. For example, if you want to display the Services for your agency grouped by Agency AND Program, drag the Program column to the Grouping Section also. (See example below.) d. Again, you can click the down arrows to display sample data to see sample data. e. For this example, you may want to add a third Grouping: Service OR - Identifier. Service would group by Service and give you a count/list of clients for each service. Identifier would group by client and give you a count/list of services provided to each client. (NOTE: How you group is determined by how you want your data organized.) Page 27

30 f. NOTE: To remove a Grouping, hover over the column header until you see the X appear. Then click the X to remove. 5) Set Sorting: While not required, sorting is another useful way to organize data on your report. In many cases, you will want to sort data alphabetically by LastName and First Name (within the Groups you set). To add SORT: a. Click once on the column header for your first sort. (Example: LastName) This will display a small upward arrow above the column header (indicating alphabetical sort). b. NOTE: Click column header twice for reverse alphabetical sort. Click three times to remove sort. c. If you want to sort on more than one column, SHIFT-Click the second column header. (Example: FirstName) 6) Set Parameters: Some parameters are required and some are not. Each is described below: a. NOTE: If the Parameters section is not displaying, click the down arrow button at the bottom of the screen to open it. b. Title: (Required) Enter a descriptive title for your report. The Title you enter be saved with your report and will appear at the top of your report when you run it. (NOTE: You can make/change the ReportName (ViewName) to match the Title of the report, if desired. c. Description: (Required) Enter a description for your report. It is valuable to give a good description of your report. Include instructions for setting date parameters, if needed. d. Date Field: If you want to limit your report to a date range, select the Date Field you want to use (see Service Date in sample below) and then set the Start and End dates. e. Category: Select an existing Category or type in a new Category, if desired. f. Drill Down: If you do NOT check this box, you will ONLY see the counts. If you want to see the records matching your report parameters, please check the Drill Down box. g. Display Limit: (Required) Use the default setting of ALL (to display ALL records). h. Report Name: (Required) The name of the View you built using ViewBuilder appears here. You can change this name to match your report Title, if desired. The Report Name and Report Title are listed on the AdHoc Inventory page. i. Report List: (Required) Use the dropdown menu to select 50Fields List. This is the most common report. j. Once your parameters are set, click the Save button to SAVE your report! k. You will get a dialog box stating that Save completed. Click OK. 7) Show Report: Click the Show Report button to display the report you created. The report will open in the Preview Report TAB. The Title of your report will display at the top. The report will display colored rows for the Groups you created. If you have Drill Down checked in the parameters, the client records will list under the appropriate groups. Clients will be listed according to your Sort criteria. Page 28

31 a. Use scroll bars and page arrows to scroll through the data. b. To export the report results to Excel follow the steps on page 8 in this Reporting Manual. NOTE: Once saved, your new AdHoc Report is available for repeated use. It will be listed under its Report Name and Title on the AdHoc Report Inventory page under the Category you selected/created. AdHoc Reports can be edited using the View Builder and/or Query Builder and re-saved. AdHoc Reports can also be edited/altered and Saved As under a different name. To delete an AdHoc Report that you created: 1. Search for the report on the AdHoc Inventory page. 2. Select/Highlight the report. 3. Click the Delete button at the top right of the Inventory page. AdHoc Reports can be extremely useful for the specific reporting needs of your agency. If you are interested in creating your own reports or working with the CIS team to create reports for your agency, please contact us. Page 29