KPI Report Designer
Contents
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
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.
General Report Criteria tab
- 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 print 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.
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
KPIs related to attendance at Clubs and Clinics.
- 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).
Funded Jobs
KPIs related to the (deprecated) Funded Work module
Handypersons
KPIs related to Handyperson jobs and referrals
In Project
KPIs related to Client-Project Records. See The Client-Project Record.
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
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.
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.
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:
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.
