Admin Reporting: Citation Reporting

Transcription

1 Admin Reporting: Citation Reporting Citation reporting is used to aggregate data from your organization s issued citations. Bringing your desired data together can help gain insight into the citation issuance throughout your department, making it easy to see trends, patterns and hotspots of activity. A variety of report types exist within the citation reporting category these help break down the citation data in different ways to provide the desired information. Note on citation counting: The citation reports pull information from the Citation module and in some cases the Profiling module. Citations are counted by violation and vehicle. For example, if a user enters 2 violations and 2 vehicles in a citation, the resulting citation report will count 4 violations (Violation1+Vehicle1; Violation1+Vehicle2; Violation2+Vehicle1; Violation2+Vehicle2). If there is a vehicle that should not be included in the citation report count, make sure to uncheck the Print in Citation Reporting check box that appears on the vehicle screen during citation entry. The box is checked by default and appears only after one vehicle has been added to the citation. Report Types: The reports included in Citation Reporting are as follows:

2 Citation Information by Group: This report breaks down citation counts by Group. Citation Information by Officer: This report breaks down total citation counts by the issuing user/officer. Citation Information by Violation: This report breaks down total citation counts by the type of violation. Note: If a citation has multiple violation types, the citation information will be displayed under each violation count. Citations Issued by Time of Day: This report shows two graphical representations. The first shows all citations, broken down by the time of day at which they were issued. The second shows each violation type broken down by the time of day at which they were issued. Citations Not Paid Letter(s): While not technically a report, this tool searches the database for unpaid citations then generates print-ready letters with detailed information on each unpaid citation. Citations Not Paid Report: This report searches the database for individuals who have citations that are overdue for payment. Comparison of Citations and Warnings: This report breaks down the issuance of citations versus the issuance of warnings. The first chart displays the total number of citations and warnings issued (based on search filters), and the following charts break down the total warnings and citations by violation type. Race Combined: This report uses data from the Profiling module and breaks down the total stops in which the race of the subject was known as well as those in which the race of the subject was unknown. Race Known: This report uses data from the Profiling module and breaks down the total stops in which the race of the subject was known. Race Unknown: This report uses data from the Profiling module and breaks down the total stops in which the race of the subject was unknown. Filter Options: The Citation Reporting screen gives the user a number of filters and options to use to specify the information that is displayed in citation reports. Date Filters: Users may choose to run a report based on a particular Quick Date or a custom date range. The quick date list includes commonly used date filters, like Last Month, This Month, This Year, etc.

3 The custom date range allows a user to enter start and end dates and times to use for the date filter. Note: If creating a report to save for future use, the Quick Date option must be used. Using the custom date/time option will simply save the report to run repeatedly for the same specified dates and times. Day of Week: This filter allows users to view data for a specific day of the week (for example, every Monday during the specified date filter). Time Range: This filter allows users to view data for a specific time of day by entering the start and end times for the range. For example, a user can view only the activity that takes place between 11:00pm and 5:00am every Friday using the filter settings below. Locations: This filter allows users to focus on a particular area in their analysis by only including citations issued in that area. Users can specify locations using predefined location quick codes or by clicking the dropdown menu to view all locations. Checking the box next to a location will select that location as well as any sub locations included within that location. If the user wishes to run a report on a location that has been deleted, the check box to the left of the Quick Code entry field (under All Locations) must be checked prior to clicking the location drop down menu. Clicking the check box will include deleted locations in the drop down list of locations.

4 Use the Add Locations button to the right of the drop down field to add the selected locations as a filter. Note: If a specific location(s) is not selected, the report will automatically include all locations (including deleted locations). Officer: This filter allows the user to select a specific officer as a filter for the selected report type. This will only include citations issued by the selected officer. If the user wishes to filter by an officer that is no longer with the organization (marked inactive in their user profile), the user must check the Inactive box that appears to the right of the Officer drop down field to add the inactive officers to the drop down list. If no specific officer is selected, the report will include all officers (active and inactive). Contact Type: This filter allows the user to specify the only contact type they would like to include in the citation report (i.e. Vehicle Owner, Driver, etc.) Group: This filter provides 3 distinct options for filtering based on group. All Groups: Selecting this option will merge all groups into one report. Select a Group: Selecting this option will display a drop down menu for the user to select the specific group they would like to include in the citation report. Group by All Groups: Selecting this option will include all groups in one report, but separate the resulting data by the group that it belongs to.

5 Violation: This filter gives users 2 options for filtering by violation. All Violations: Includes all violations. Select Violations: This will bring up a list of all violations. Users can click to select the locations they would like to include, and then click Add Violations to add them to the report. To remove a violation after it has been added, users may click delete next to each violation or click Remove All Violations to clear all violations from the report filter. Status Type: Users can filter the citations included in the report based on 4 factors: All: Includes all citation status types Unpaid: Includes only citations that have not been marked as Paid (by clicking the Paid button within the citation or checking the box to the left of the citation in Citation Search and marking it as paid). Paid in Full: Includes only citations that have been marked as Paid (by clicking the Paid button within the citation or checking the box to the left of the citation in Citation Search and marking it as paid). Cancelled: Includes only citations that have been cancelled by clicking the Cancel button on the Citation screen. Other Settings: Report Description: Use this field to enter a description of your report when you save your report settings for future use. This description will show up in the saved reports area (under Admin Reporting) and will be printed on the report as well.

6 Report Name: Use this field to create a name for this report. You can use this name to identify your saved report settings for future use. Sort By: Users can choose whether to sort the citation report results by violator name or by vehicle license plate. Include Details: If checked, the printed report will display the line by line item detail of all the citations included in the report. If unchecked, only the graphs and total values will print in the report. Export to Excel: If this is checked prior to clicking Create Report, the fields from the report will populate an Excel spreadsheet (one field per column) instead of printing graphically. Create Report: Clicking this button runs the report and opens it in Crystal Report Viewer. Save Report Settings: Clicking this button saves the filters that have been defined by the user for future use. Close: Clicking this button will close the citation report filter screen. Scheduling Citation Reports: Report Exec users can schedule reports to run and automatically. Follow the steps to create your desired report settings and filters (as outlined above), give the report a name and description (optional) and save it. Navigate to the Admin Reporting module. On the right side of the screen, click Schedule Admin Reports. This will open a new screen that displays currently scheduled reports; click Add New Setup.

7 Choose your saved report from the Available Scheduled Admin Reports list, and click > to add it to the Selected Scheduled Admin Reports list. Give the scheduled report setup a name for saving purposes. Use the Id(s) field to enter the address(es) to which the scheduled report should be delivered. Then, enter your start time for report delivery and select how frequently the report should run and out. Click Save to finish.