Revision as of 13:19, 11 April 2018

Introduction

The KPI (Key Performance Indicators)report designer allows you to quickly and easily design a report with key statistics from your projects including referrals, contacts, terminations, attendances and some outcomes. The report designer is broken down into 4 key steps (step 4 for advanced analytics).

Step 1 - Choosing an existing report, creating a new report and module refinements.
Step 2 - Selecting the required indicators.
Step 3 - The Report.
Step 4 - Drilling down on the data, mail merges and extracting data (Blue Folder Lookup).

Step 1

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On this step there are various tabs and options available

Existing Reports Tab

The 'Existing Reports' tab displays any report templates save during step 2. To run a save report simply specify the report start and end dates and click run. This will display the report on screen jumping straight to step 3. The export summary will create a spreadsheet version of the report. To delete the save template click on the red dustbin icon on the right and select delete report. If you wish to make changes to the saved report click on the name of the report which will take you to step 2 where you can add/remove KPI's and re-save the template.

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General Report Criteria tab

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Start Date - Specify the start date of the reporting period.
Start Date - Specify the end date of the reporting period.
Project - You can select all active projects using the top option, a single project or multiple projects (select the 1st project and hold down the Ctrl button on the keyboard whilst selecting additional projects, release when done)
Project Subcategories - If you have subcategories for your projects they will be display in this list. This will add a filter to referral and contact based KPI's only on Step 2.
Working Days - Some Blue Folder Lookups may contain data based on working days, to update these click the 'here' link to update the Working Days.

Handyperson Criteria tab (requires Handyperson and Invoice Modules)

On this tab you can select one or multiple cost centres (leave on No Selection By Cost Centre to report on all Handypersons). To select multiple click on the first cost centre, hold down the CTRL button on your keyboard whilst clicking on further cost centres. The selected cost centres will be then used as a filter on the Handypersons Tab on Step 2.

Branch Reporting (requires the Branch Module)

On this tab you can specify to report on;

All Branches
Selected Branches
Selected Branch Groups (views)

The selected option will apply this filter to all KPI's on Step 2

Age Band Check button

The 'Age Band Check' button (at the bottom of the page) will update all records on the system, updating the Age Band and School year fields. This is required to be run if you are running any reports that are project based that included the Age Band (either an Age Band KPI or Data extraction from Step 4).

To run and age band update click the 'Age Band Check' button and then continue on the following page;

This can take from seconds to minutes depending on the number of records on your system. Whilst it is running you will see the below screen will an animated indicator.

When finished you can click the 'Continue' button on the screen below to return to the KPI Report Designer.

Design New Report button

Click this button will take you to the General Report Criteria tab (see below) to start a new report design.

Continue to Next Step button

When you have entered the required criteria on the General Report Criteria, Handyperson Criteria (if required) and Branch Reporting tabs click the 'Continue to Next Step' button to go to Step 2.

Step 2: Select items to display in the report

On Step 2 you will find a series of tabs with the available KPI's that can be selected. I some case KPI's will be linked to either referrals or by person/organisation. Referral based KPI's are where the results link back to an individual referral made; Number of referrals or number of contacts. Person based KPI's are where the results are calculated from multiple referrals; example being number of clients in the time period. Any person based KPI will omit the referral details on Step 3 as one or many referrals may be included.

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KPI Report Designer tabs

Assessments

KPIs based on Assessment Forms stored on the system (note: Assessment Forms are deprecated)

Classification Codes

Classification Codes (Age UK Codes for Age UK organisations) are away of collecting contact statistics on support that is required or provided. Per contact you can add multiple tiered codes. This section of the KPI will allow you to report on;

Number of Referrals by Classification Code - Numbers of referrals, from new or existing clients, by Classification Code. The number next to the folder shows the number of referrals. The contents of the folder show all the codes that have been entered against each referral.
Number of Referrals By Classification Code Group - Numbers of referrals, from new or existing clients, by Classification Code Group. The number next to the folder shows the number of referrals. The contents of the folder show all the codes in that group that have been entered against each referral.
Number of Referrals with Classification Codes Entered - Numbers of referrals, from new or existing clients, with at least one Classification Code Group entered. The number next to the folder shows the number of referrals. The contents of the folder show all the codes that have been entered against each referral.

Accessing

The 'Accessing' KPI's will count people/orgs that have had a Referral, Update, Extra information or a Club clinic attendance recorded on the history page. These KPI's will be Person/Org based and the data show in step 3 will not include referral data.

Amount of Staff Time Spent Per Person/Orgs Accessing Services - Total amount of time spent by staff on client contacts, in the time period specified. Excludes volunteer, handyperson, clubs/clinics and support workers.
Amount of Staff Time Spent Per Person/Orgs Accessing Services (Including Travelling Time) - Total amount of work and travel time spent by staff on client contacts, in the time period specified. Excludes volunteer, handyperson, clubs/clinics and support workers.
Number of Person/Orgs Accessing Service In The Time Period - The number of clients who have either been referred or who have been referred earlier but who have had a contact within the time period requested. This number does not exclude terminated clients.
Total Number of Anonymous Clients & Person/Orgs Accessing Service - The number clients accessing services where the client has either been anonymised or has been entered through the Anonymous Client process. It does not include referrals where there is no associated client record.

Number of Person/Orgs Accessing Service By

Accomodation Type
Age Range
Disabled Or Not
District
Employment Status
Ethnic Group
Gender
Has Blue Badge
Is A Carer
Living Arrangement
Main Disability
Marital Status
Registered Disabled
Religion
Service User Group
Sexual Orientation
Status
Usual Support Worker
Status
Usual Support Worker

Clubs & Clinics

This page allows you to select KPI's on attendances, memberships and events (occurrences) from Clubs and Clinics. These KPI's will be Person/Org based and the data show in step 3 will not include referral data.

Groups In Project Selection - Numbers of groups, for clubs/groups which are linked to the projects selected. No date range checks are used.
Number of Attendances By Group (Members Only) - Numbers of groups, for clubs/groups which are linked to the projects selected. No date range checks are used.
Number of Confirmed Attendances By Incomplete Group (Members Only) - Numbers of people/orgs who are members of the various groups, at the end of the selected period, for clubs/groups which are linked to the projects selected, irrespective of whether they have attended or not.
Number of Members By Group - *Number of Members in Project - Numbers of clients who are members the various groups, at the end of the selected period, for clubs/groups which are linked to the projects selected, irrespective of whether they have attended or not.
Number of Members in Project - Numbers of people/orgs who are members the various groups, at the end of the selected period, for clubs/groups which are linked to the projects selected, irrespective of whether they have attended or not.
Number of Members Who Have Attended By Group - Numbers of members who have attended at least once, at events taking place in the time period by group, for clubs/groups which are linked to the projects selected. Excludes cancelled events. Excludes Anonymous Attendees.
Number of Non-Attendances By Group - Numbers of non-attendances at events taking place in the time period by group, for clubs/groups which are linked to the projects selected. Excludes cancelled events.
Number of people/orgs Attending For The First Time By Group - Numbers of people/orgs attending the various groups for the first time during the selected period, for clubs/groups which are linked to the projects selected.
Number of people/orgs on Waiting List By Group - Number of people/orgs on the waiting list for the various groups, at the end of the selected period, for clubs/groups which are linked to the projects selected.
Number of people/orgs Whose First Attendance Was Before the Start Date, By Group - Number of people/orgs attending the various groups whose first attendance was before the start date of the report and who have attended since the start of the period, for clubs/groups which are linked to the projects selected.
Numbers of Events By Group (Members Only) - Numbers of events taking place in the time period by group, for clubs/groups which are linked to the projects selected. Excludes cancelled events. Excludes Anonymous Attendees.
Total Number of Attendances (Including Anonymous Attendees) - Total number of attendances at events taking place in the time period, for clubs/groups which are linked to the projects selected. Excludes cancelled events. Includes Anonymous Attendees.
Total Number of Attendances (Members Only) - Total number of attendances at events taking place in the time period, for clubs/groups which are linked to the projects selected. Excludes cancelled events. Excludes Anonymous Attendees.
Total Number of Attendances (Members Only) With Financial Details of Treatments and Activities - Total number of attendances at events taking place in the time period, for clubs/groups which are linked to the projects selected. Excludes cancelled events. Excludes Anonymous Attendees. The folder lookup includes financial details of Treatments and Activities.
Total Number of Attendances (Members Only) With Treatments and Activities - Total number of attendances at events taking place in the time period, for clubs/groups which are linked to the projects selected. Excludes cancelled events. Excludes Anonymous Attendees. The folder lookup includes which Treatments and Activities each client had.
Total Number of Events - Total number of events taking place in the time period, for clubs/groups which are linked to the projects selected. Excludes cancelled events.

Contacts

KPIs based on Contacts. Contact-based KPIs may show people more than once (because people may have more than one Contact in a time period).

Number of Contacts...

Number of Contacts - Numbers of contacts with or on behalf of clients - this includes the first referral contact and any subsequent contacts for that referral in the requested date range. Handyperson Jobs and Roster Jobs are not included. Only Club and Clinic attendances that are displayed on the history page with a valid contact method will be displayed.
Where the Client, Carer or Volunteer etc is Anonymous - Numbers of contacts where the client has been anonymised or has been entered through the Anonymous Client process.

Number of Contacts by...(Numbers of contacts with or on behalf of clients - this includes the first referral contact and any subsequent contacts for that referral in the requested date range. Handyperson Jobs and Roster Jobs are not included. Only Club and Clinic attendances that are displayed on the history page with a valid contact method will be displayed. ).

Accomodation Type -
Age Band -
Contact Method -
Contact Method Inwards or Outwards -
Contact Type -
Day of the Week -
District -
Ethnic Group -
Funding Stream -
Gender -
Main Disability -
Marital Status -
Referral Stage/Status -
Referrer -
Religion -
Service User Group -
Sexual Orientation -
Status -
Time of Day -
User -
Employment Status -

Number of people/orgs...

Contacted By User - Numbers of clients contacted by the Charitylog user who logged them. Handyperson Jobs and Roster Jobs are not included. Only Club and Clinic attendances that are displayed on the history page with a valid contact method will be displayed.
In Projects But With No Contacts Since The Start of the Date Range - Number of clients who are in the project(s) selected but have not had any contact (in any selected project) since the start of the date range entered. Handyperson Jobs and Roster Jobs are not included. Only Club and Clinic attendances that are displayed on the history page with a valid contact method will be displayed.

Funded Jobs ( Additional Module)

KPIs related to the Funded Work module

Number of Closed Jobs Where Outcome Was A, B or C - Total number of jobs allocated to technical officers during date range selected.
Number of Open Jobs By Case Worker - Number of open jobs by caseworker at the end of the date range selected.
Number of Open Jobs By Technical Officer - Number of open jobs by technical officer at the end of the date range selected.
Number of Referrals Where Job(s) Complete but the Referral is not Closed - The number of referrals with 1 or more jobs, where all jobs are closed but the referral is still regarded as not closed (has an outstanding action. This is not date dependent, it works on the current position. (The lookup shows jobs rather than referrals)
Number of Referrals Where Job(s) Complete but the Referral is not Closed By Caseworker - The number of referrals with 1 or more jobs, where all jobs are closed but the referral is still regarded as not closed (has an outstanding action. This is not date dependent, it works on the current position. (The lookup shows jobs rather than referrals) Broken down by caseworker.
Total Number of Jobs Allocated to Case Workers - Total number of jobs allocated to caseworkers during date range selected.
Total Number of Jobs Allocated to Technical Officers - Total number of jobs allocated to technical officers during date range selected.
Total Number of Jobs With No Caseworker or Technical Officer Allocated - Total number of jobs with no technical officer or Casewroker at the end of the date range selected. May include jobs with CW or TO allocated but no allocation date.
Total Number of Open Jobs - Total number of open jobs at the end of the date range selected.
Total Value of Fees Earned in Period By Closure Date - Total value of final fees achieved on jobs. Based on jobs closed in period.
Total Value of Income Gained in Period - total value of income gained work for clients who remained in their own home (Outcomes D or E). Based on jobs closed in period.
Total Value of Work Done By Contractors - Total amount to be paid to contractors based on jobs closed in period. Excludes VAT. (Number of jobs in brackets).
Value of Fees Earned in Period By Case Worker - Value of final fees achieved on jobs by Case Worker. Based on jobs closed in period.
Value of Fees Earned in Period By Technical Officer - Value of final fees achieved on jobs by Technical Officer. Based on jobs closed in period.
Value of Income Gained in Period By Funder Type - Value of Charitable work for clients who remained in their own home (Outcomes D or E). Based on jobs closed in period.

Number of Jobs...

Allocated by Case Worker - Number of jobs allocated to a caseworker during date range selected.
Allocated by Technical Officer - Number of jobs allocated to a technical officer during date range selected.
by Job Types By Closure Date - Numbers of job types - note there may be more job types than there are actual jobs because you can choose more than 1 per job. Based on job closure dates in period.
by Job Types By Start Date - Numbers of job types - note there may be more job types than there are actual jobs because you can choose more than 1 per job. Based on job start dates in period.
Closed By Case Worker - Number of jobs by caseworker which have been closed during the date range selected.
Closed By Technical Officer - Number of jobs by technical officer which have been closed during the date range selected.
Closed In Period - Number of jobs closed during the date range specified.
Currently Not Assigned to A Caseworker - Number of jobs not assigned to a case worker - this is a number based on the time the report is run and is not date dependant.
Currently Not Assigned to a Technical Officer - Number of jobs not assigned to a case worker - this is a number based on the time the report is run and is not date dependant.
Currently Not Assigned to a Technical Officer or a Case Worker (On Waiting List) - Number of jobs not assigned to a case worker or a technical officer - this is a number based on the time the report is run and is not date dependant.
WIth No Practical Completion Date By Case Worker - Number of jobs by caseworker at the end of the date range selected, with no practical completion date.
WIth No Practical Completion Date By Technical Officer - Number of jobs by technical officer at the end of the date range selected, with no practical completion date.
with Practical Completion but not Closed - The number of jobs with a Practical Completion date in the reporting period, but no Closure Date.
With Practical Completion In Period - Number of jobs with a practical Completion date during the date range specified.

Number of Jobs By...

Outcome - Outcomes on jobs which have been closed during the date range selected.
Outcome With Costs Completed - Outcomes on jobs which have been closed during the date range selected and have the net price and VAT completed.

Number of Service Users...

For Whom All Works Completed - SP Outcomes for jobs for clients where the job closure date is in the period selected and the works were completed or part completed (Outcome D or E).
Who Received Substantial Advice - SP Outcomes for jobs for clients where the job closure date is in the period selected and the who received substantial advice (Outcome A or B).
Who Remained Independent - SP Outcomes for clients where the closure date is in the period selected and the who remained in their own home. Based on jobs closed in period.

Handypersons

KPIs related to Handyperson jobs and referrals

Amount of Time Spent on Completed Jobs - Amount of Time Spent on Completed Jobs.
Labour Charges on Completed HP Jobs By Cost Centre - Labour Charges on Completed HP Jobs By Cost Centre.
Material Charges on Completed HP Jobs By Cost Centre - Material Charges on Completed HP Jobs By Cost Centre.
Materials Used Completed HP Jobs - Numbers of parts or materials used on completed jobs.
Number of Completed Handyperson Referrals By Subcategory - The number of HP referrals by subcategory which have been completed within the dates given, irrespective of when they were received. Ignores referrals that have been cancelled.
Number of New Handyperson Referrals - The number of HP referrals received within the dates given, irrespective of whether they have been completed. Ignores referrals that have been cancelled. If cost centres have been selected, these will be referrals where the cost centre has been used on the time or materials.
Number of New Handyperson Referrals By Subcategory - The number of HP referrals received within the dates given, irrespective of whether they have been completed, by subcategory. Ignores referrals that have been cancelled. If cost centres have been selected, these will be referrals where the cost centre has been used on the time or materials.
Percentage of 10 Day Completed Jobs - Percentage of completed jobs where the urgency/priority was 10 days.
Percentage of 30 Day Completed Jobs - Percentage of completed jobs where the urgency/priority was 30 days.
Percentage of 5 Day Completed Jobs - Percentage of completed jobs where the urgency/priority was 5 days.
Time Spent on Completed HP Jobs By Handyperson - Time spent on completed jobs by Handyperson.
Travel Time Spent on Completed HP Referrals - Travel Time is recorded against the whole referral, so when a referral has more than one job card, the travel time will be repeated. Therefore the total travel time on the summary page will not equal the total travel on the details page. The total travel on this summary page (next to the blue icon), is calculated by adding up the the time for each individual referral.

Number of Completed HP Jobs... - This is when the Job is complete, irrelevant of the referral being complete.

By Accommodation Type
By Age Range
By Main Disability
By Cost Centre
By District
By Ethnic Group
By Gender
By Handyperson
By Job Type
By Main Job Type
By Priority
By Referral Subcategory
By Referrer
By Time From First Contact To Completion
By Time From Referral To Completion
By Time From Referral To First Contact
By Client, Carer or Volunteer etc Religion
By Client, Carer or Volunteer etc Service User Group
By Client, Carer or Volunteer etc Sexual Orientation
By Client, Carer or Volunteer etc Status

Number of Completed HP Referrals... - This is when both the referral has been completed.

By Accommodation Type -
By Age Band
By District
By Ethnic Group
By Main Disability
By Main Job Type
By Mileage
By Referrer

Number of Handyperson...

Jobs Completed - Numbers of actual jobs completed. Note that this will exclude any jobs where no time or materials have been entered.
Referrals Cancelled In A Referral Period - The number of HP referrals which were received within the specified date range and were cancelled during that period. There is no Cost Centre breakdown since there is not likely to be any time or materials attached, which is where the cost centre comes from.
Referrals Cancelled In Date Range - The number of HP referrals which have been cancelled within the dates given, irrespective of when they were received. There is no Cost Centre breakdown since there is not likely to be any time or materials attached, which is where the cost centre comes from.
Referrals Cancelled In The Date Range By Cancellation Reason - The number of HP cancelled referrals by cancellation reason. Selected by referrals cancelled in the date range irrespective of referral date. Cost Centre selection has no effect on this number.
Referrals Completed - The number of HP referrals which have been completed within the dates given, irrespective of when they were received. Ignores referrals that have been cancelled.
Referrals Completed In A Referral Period - The number of HP referrals which were received within the specified date range and were completed during that period. Excludes cancelled referrals.
Referrals In Date Range That Have Been Cancelled - The number of HP referrals within the date range which have been cancelled, irrespective of when they were cancelled. There is no Cost Centre breakdown since there is not likely to be any time or materials attached, which is where the cost centre comes from.
Referrals In The Date Range Cancelled by Cancellation Reason - The number of HP cancelled referrals by cancellation reason. Selected by referrals in the date range rather than cancellations within the date range. Cost Centre selection has no effect on this number.

Number of Incomplete...

Handyperson Referrals - The number of HP referrals which are incomplete at the end of the period. Excludes cancelled referrals.
Handyperson Referrals In A Referral Period - The number of HP referrals which were received within the specified date range and are still incomplete at the end of that period. Excludes cancelled referrals.
HP Jobs By Handyperson - The number of HP job cards which are incomplete at the end of the period by Handyperson. Excludes cancelled referrals. Note that this report cannot be done by cost centre as the job card details are usually filled in when the job is completed and this information would include the cost centre.
HP Jobs By Job Type - The number of incomplete HP jobs by the Job Type as shown on the individual jobs on the time entries on the job cards.
HP Referrals By Main Job Type -Number of Incomplete HP Referrals By Main Job Type.

IMCA (Additional Module)

This contains KPI's related to the IMCA (Independent Mental Capacity Advocate) Module.

Number of Contacts and Time Spent On Referrals In Period By Contact Type - Numbers of contacts by the contact type, irrespective of date of referral. Referrals with no client record are not included.
Number of IMCA Referrals Still Awaiting Outcome Notification - Total number of appropriate referrals still awaiting an IMCA Outcome at the end of the selected period, where an outcome has been requested, irrespective of the initial referral date.
Number of IMCA Referrals With Outcome Notification In Period - Total number of appropriate referrals with an IMCA Outcome notification during the selected period, irrespective of the initial referral date.
Number of Inappropriate IMCA Referrals - Total number of referrals made between the selected dates, marked as inappropriate.
Number of Inappropriate IMCA Referrals By Reason - Total number of referrals made between the selected dates, marked as inappropriate, broken down by reason.
Number of Inappropriate IMCA Referrals By Referrer - Total number of referrals made between the selected dates, marked as inappropriate, broken down by referrer.
Number of Referrals With No IMCA Details Entered - Total number of referrals without any of the IMCA specific information entered, irrespective of the initial referral date.

In Project

KPIs related to people/orgs accessing the projects, this will also include terminations. These KPI's will be person related and will contain no referral data in Step 4.

New

These KPIs look at referrals to Projects. If someone was referred to a Project for the first time in the date range specified, they will be shown on this report.

Referrals

KPIs related to Referral data.

Specialised

KPIs for specific Charitylog customer groups.

Support

KPIs related to the Support Worker Module.

Volunteers

KPIs based on data from the Volunteer Job Card Assignments feature.

Raw Data

large spreadsheet outputs typically including all data from a particular section.

Continue

File:Cl KPIRD 6.png

Once you have selected the KPIs you want, there are three options to take.

You can click the "Export Summary" button, which will export a spreadsheet with the resulting numbers on (note that these will only be numbers, and will not show the clients behind the numbers - so if you have selected "Number of new referrals", and there are 367, you will simply get a spreadsheet output with the number "367" in it, along with details of the associated date range and projects).
You can continue to see the resulting numbers, using the "Continue to Next Step" button. The "Next Step" will open in a new tab.
You can save the report for later use (but you will probably want to do the "Next Step" and check the data first. You can return and save the report afterwards).

What to do if the KPI you want is not available

If the option you need is not listed and you feel it should be, please call our support team on 01989 763 691. Adding KPIs is usually relatively easy, and if there is a KPI you need that we do not currently provide, the chances are that other customers would make use of it too. The support team may be able to suggest another way to obtain the data you need, but it is not uncommon for KPI requests to be included in the next release.

Step 3: View the output (Summary Report Results)

If you choose "Continue To Next Step", you will see a screen like this one.

File:Cl KPIRD 7.png

In this case, the KPIs requested were:

Number of new referrals
Number of referrals closed

There were 16 new referrals and 6 closed referrals in the time period specified.

If these numbers give you the data you need, you can print this page, or go back to step 2 (by clicking the "Close Report" button) and export the summary spreadsheet. Alternatively, you may want to change the KPIs you have requested before saving the report.

File:Cl KPIRD 9.png

Saving reports for future use

Once you are happy with the output, if you want to save this combination of KPIs, you can click the "Save As New Report" button at step 2. You can give the report a name, description (optional), and setting access control by user group:

File:Cl KPIRD 8.png

Your new report will now be displayed at step 1 when you return to the KPI Report Designer.

Step 4

Blue Folder Lookup

To see the data that makes up the numbers, click on any of the blue folders. The data from the associated total or subtotal will be displayed on the Blue Folder Lookup page. From there, you can cross-reference other data from the system to produce a spreadsheet output, as well as mail merging and showing people on a map.

@@ Line 294: / Line 294: @@
 ===In Project===
-KPIs related to people/orgs accessing the projects.
+KPIs related to people/orgs accessing the projects, this will also include terminations.  These KPI's will be person related and will contain no referral data in Step 4.
 ===New===

Difference between revisions of "KPI Report Designer"