Objective Arts CANS/ANSA Data Reports Kate Cordell, PhD,

Objective Arts CANS/ANSA Data Reports Kate Cordell, PhD,

Objective Arts CANS/ANSA Data Reports Kate Cordell, PhD, MPH Policy Fellow Project Goals Goals: Identify Key Reports Formats: Identify reports which have most value for use at individual level, staff level, and program/agency level. Customize Parameters of Key Reports: For each key report format, identify the most valuable parameter settings; this may result in multiple versions of the same report set up with different parameters. Create a Common Language: Identify a Naming Convention so that Key Reports

can be easily located, referenced and communicated; e.g., I ran the Client Progress Initial to Discharge Key Report and found Identify a Process for Key Reports: Identify a process for how/when and why reports will be run; identify how reports will be distributed (push reports or pull reports?). Create a Common Understanding: Document how to use each Key Report; create user guides with screenshots and example interpretations of mock data; a Key Report User Guide could be used as reference or for training staff; Additional parameter options; how to customize. Objective Arts Report Types Through this project five Key Objective Arts Template Reports were identified as most valuable, in order of importance. 1. Tickler with Episodes Report 2. TCOM Caseload Progress

3. Impact Report 4. TCOM Average Impact Quality Assurance Reports Key Report 01 Reminder Report Based on the Tickler with Episodes template Show due and overdue assessments Uses: Identify upcoming assessments which are due Identify when clinicians are late with updating assessments Pros: Useful for sending out reminders Useful for compliance reviews

Key Report 02 - Caseload Progress Based on the TCOM Caseload Progress template Show clinician actionable item load by client Uses: Shows individual change in number of treatment needs for each client in a caseload for a clinician Pros: Can be used by supervisors or clinicians to review caseloads Key Report 01 Reminder Report Key Report 02 - Caseload Progress Outcomes Reports

Key Report 03 Item Impact Report Based on the Impact template Lists Time1/Time2 change percentages Uses: Identifies proportions who were actionable at initial Identifies of those actionable, percentage resolved, if discharged Pros: Could potentially identify items where programs are impacting issues and where programs are not making good progress on items Key Report 04 Domain Impact Report Based on the TCOM Average Impact Template Shows Actionable Item progress by domain Uses:

Compares time 1 average number of actionable treatment needs to time 2 average number of actionable treatment needs by domain Pros: Provides an indicator for comparison across groups Key Report 03 Item Impact Key Report 04 - Domain Impact Setting Up Templates 1. Once logged into your account to create/view new

reports click on the Reports icon Objective Arts Report Types OA Report Types Personal Shared Master Setting Up Templates All of your personal saved reports will be displayed on this page along with a

brief description of the report, the report type, and the date the report was last modified Creating a Template 1. In the reports view click on +New icon at the top of the list 2. Select the Report Type from the popup Creating a Template 3. Adjust the selected reports parameters.

Sharing Templates 1. From the Personal Reports tab, select the report template to share 2. Select the Copy to Master button. 3. Select OK once prompted. Sharing Templates 4. 5. 6. 7. Move to the Master Reports tab. You may need to refresh the window in order to see the report. Double click on the template and now a Shared Roles option appears in the report properties window.

Expand the Shared Roles and select the appropriate user types who will be able to use the report. Save the report template properties. It should now appear in the Shared Reports tab for the appropriate user types. Reports for Process Quality Assurance This Section Covers Key Report 01 Reminder Report Based on the Tickler with Episodes template Key Report 02 - Caseload Progress Based on the TCOM Caseload Progress template Key Report 01 Reminder Report

(Tickler with Episodes) Show progress of pre-specified questions over time Uses: Identify upcoming assessments which are due Identify when clinicians are late with updating Pros: assessments Useful for sending out reminders

Useful for compliance reviews Establishing a Template Once logged into your account, navigate to the Reports section to create a new report template selecting the Tickler with Episodes template; or double click on the template already established in your Personal Reports tab to modify your existing template. Create a user-friendly name and description specific to the report parameters set in the template. For example, you may want to name the report KR01 Reminders - Lodi TBS Program for CANS and give it a description which states: This report provides

reminders of upcoming and recently past due CANS for the Lodi TBS program. Naming Convention: We suggest that you begin names of all templates for these reports as KR01 Reminders , representing that all templates belong to the same group of assessment reminder reports identified as Key Report 01. Establishing a Template The Sliding Date Range is designed to allow users to select from various date ranges for the report However, the date range for this report restricts the results to only those client placements which opened and closed within

the date range specified. Therefore, do not include a date range and leave this field with its default values. Note: Specifying a date range will create reports with few or no matching client placements. In order to view the report, leave this portion of the parameters empty. Establishing a Template Instruments The Instruments allow users to select the appropriate assessment type used for the report. The user can select one or more instruments, but at least one instrument must be selected.

Client Status This is designed to allow the user to select active and/or inactive clients that would be included in the report. However, this report must be set to either ACTIVE_ONLY or BOTH. These options will return the same results, which will include active clients as well as recently closed clients within the Month Range setting. Establishing a Template Assessors This allows the user to limit the report to just certain assessors who completed the assessment. Month Range

The Month Range allows the user to look at assessment completeness for client placements which were recently closed. Setting the month range to 6 months, for example will return inactive cases which were closed in the last 6 months up to todays date in addition to open cases. If this field is left blank, the report will include all cases closed within the past 3 months from the End Date, by default. Establishing a Template Only Include Clients with Missing Assessments

Clicking the check box will create reports that only display clients who have missing assessments. Clients with all assessments completed of those due will be excluded from the report. Reporting Units Select the appropriate reporting unit for the report. Tags This parameter allows users to identify any client demographics (e.g. ethnicity, language, etc.) on which to filter into the report. Click the Save button at the top of the parameters box to save the changes made.

Note: This will cause the parameters region to appear to go blank, but the changes will be saved. Running the Report 1. Select the Tickler with Episodes report from the Reports list 2. Click on the Run icon at the top of the reports list to perform one of the following functions a) Click on the Immediate button to have the report pop up on your internet browsers next tab. b) Alternatively, click on the

Delivered to have the report sent to your email account. Interpreting the Report 1. The first pages of the report will display all of the Reporting Units which are represented by the data in the report. After that initial list of Reporting Units, the report will display pages which organize clients by Assessor, with the

Assessors name at the top of the first column Each client will have an Opening Date and a Closing Date (if applicable). The Closing Date represents the date the episode was closed, if it is closed. Interpreting the Report 2. Assessments are displayed horizontally and include the initial (in the Initial column) and three most

recent prior assessments (in the Prior #1, Prior #2 and Prior #3 columns). 3. Assessments which were completed show in black text. Interpreting the Report Completed assessment also display a status box If the assessment satisfies the requirements for the collection window for a discharge, then a (D) will

also appear following the assessment date. Interpreting the Report 4. Assessments which are past due show in red text. a) An assessment becomes past due on the day after it was due. Closing represents the date the episode was closed, if the episode has closed Assess or

There were no further prior assessments due nor completed for this client Clien ts Initial assessment was submitted [Su] has not yet been approved [Ap] This Prior assessment is long

past due and is no longer within the allowable window for timely collection The Upcoming assessment due dates are shown for all active clients. Assessments due in the next 30 days are highlighted in green

The discharged client has no upcoming assessment due The most recent Prior assessment is past due but still within the allowable window for timely collection Interpreting the Report 5. Clicking on a specific

client name will launch a sub report displaying all of the Assessments for the case, including Reason, Status and Date. Key Report 02 Caseload Progress (TCOM Caseload Progress) Show clinician actionable item load by client Uses: Shows individual change in number of treatment needs for each client in a

caseload for a clinician Pros: Can be used by supervisors or clinicians to review caseloads Cons: Graphical display can be overwhelming for large caseloads, and no data table accompanies graph How do they set parameters for when an update is due Establishing a Template Once logged into your account, navigate to the Reports section to create a new report template selecting the TCOM Caseload Progress template; or double

click on the template already established in your Personal Reports tab to modify your existing template. Create a user-friendly name and description specific to the report parameters set in the template. For example, you may want to name the report KR02 Caseload Progress Strengths in Lodi TBS Program and give it a description which states: This report provides caseload progress for each clients actionable strength items over time for the Lodi TBS program. Naming Convention: We suggest that you begin names of all templates for these reports as KR02 Caseload Progress . For example, KR02 Caseload Progress Strengths represents that a template belonging to the same group of reports identified as Key Report 02 demonstrating caseload progress, specifically in the

strengths domain items. Establishing a Template The Sliding Date Range is designed to allow users to select from various date ranges for the report These prespecified date ranges will include all open cases along with any cases which were closed during the period specified. Note: The report will always return all open cases regardless of date selection. Selecting the sliding or specified date range only adjusts which closed cases are included in the report. Alternatively, selecting Specified Date Range in the Sliding Date Range parameter will allow you to adjust the Start Date and End Date in which to include closed

cases Establishing a Template Instruments Instruments allow users to select the appropriate assessment type used for the report. The user can select one. Assessment Item(s) Select the domains and items to be included in the report. The report will count up all selected items which were scored as a 2 or 3 on an assessment as a total number of Treatment Needs for that assessment. For example, if you select only the Caregiver Needs domain and all its items, the report will display the specific number of Treatment Needs (scored as 2 or 3) for caregivers.

Alternatively, click Select All if you would like to produce a report with all the domains. Establishing a Template Assessors This allows the user to limit the report to just certain assessors who completed the assessment. Reporting Units Select the appropriate reporting unit for the report. Aggregate RU Click the check box in this section to merge all clients in the same caseload across Reporting Units for an Assessor. This will only affect the

report if an Assessor has clients across multiple Reporting Units. If the box is not checked, the Assessors clients will be displayed in separate sections respective to their Reporting unit, as that Assessor will be displayed in each Reporting Unit for which the Assessor has clients. Establishing a Template Assessment Status(es) This parameter allows users to select one or more stages of assessments status for the report. For example, the user may want to restrict the report to count treatment needs from only

Approved assessments. Click the Save button at the top of the parameters box to save the changes made. Note: This will cause the parameters region to appear to go blank, but the changes will be saved. Running the Report 1. Select the record from the Reports tab 2. Click on the Run icon at the top of the reports list to perform one of the following

functions a) Click on the Immediate button to have the report pop up on your internet browsers next tab. b) Alternatively, click on the Delivered to have the report sent to your email account. Interpreting the Report 1. The first pages of the report will display all of the Reporting Units which are represented by the data in the report.

After that initial list of Reporting Units, the report will display pages which organize clients by Assessor, with the Assessors name at the top of the first column Reporti ng Unit Assess or Clien ts

Last, First Name Last, First Name This client had 49 treatment needs on the Initial assessment and the 1st Update but had 47 treatment needs on the 2nd Update Assessments Last, First Name

Last, First Name Last, First Name Reports for Client Outcomes This Section Covers Key Report 03 Item Impact Report Based on the Impact Template Lists Time1/Time2 change percentages programs are impacting issues and where programs are not making good progress on items Key Report 04 Domain Impact Report

Based on the TCOM Average Impact Template Shows Actionable Item progress by domain Key Report 03 Item Impact (Impact Outcomes) Lists Time1/Time2 change percentages Uses: Identifies proportions who were actionable at initial Identifies of those actionable, percentage resolved, if discharged Pros: Could potentially identify items

where programs are impacting issues and where programs are not making good progress on items Establishing a Template Once logged into your account, navigate to the Reports section to create a new report template selecting the Impact Outcomes template; or double click on the template already established in your Personal Reports tab to modify your existing template. Create a user-friendly name and description specific to the report parameters set in the template. For example, you may want to name the report KR03 Item Impact on Risk Behaviors Lodi TBS Program and give it a description which states: This report provides the proportion of

children/youth presenting with risk behaviors (scored as 2 or 3) as well as the proportion of youth who resolved, improved or worsened in scores for risk behaviors for the Lodi TBS program. Naming Convention: We suggest that you begin names of all templates for these reports as KR03 Item Impact on XXX , representing that all templates belong to the same group of reports identified as Key Report 03 demonstrating impact on some set of domain items (replace XXX with the specific domain items or with All Items). Establishing a Template The Time 1 Sliding Date Range allows users to select from various date ranges to restrict the From Assessment Type for the report.

The Time 1 Sliding Date Range binds Time 1 of the From Assessment Type selected for the report. For example, if the user selects Initial for the From Assessment Type, then the Sliding Date Range will include records which have an Initial Assessment within the sliding date range selection. Alternatively, selecting nothing in the Time 1 Sliding Range, but then entering dates in the Time 1 Start Date and Time 1 Ending Date will allow you to limit the Time 1 Assessments to the date range entered. Alternatively, selecting noting in the Time 1 date fields will allow the Time 1 Assessments to be from any time period. Establishing a Template The Time 2 Sliding Date Range allows users to select from various date ranges to restrict the To

Assessment Type for the report. The Time 2 Sliding Date Range binds Time 2 of the From Assessment Type selected for the report. For example, if the user selects Planned Discharge for the To Assessment Type, then the Sliding Date Range will include records which have a Planned Discharge Assessment within the sliding date range selection. Alternatively, selecting nothing in the Time 2 Sliding Range, but then entering dates in the Time 2 Start Date and Time 2 Ending Date will allow you to limit the Time 2 Assessments to the date range entered. Alternatively, selecting noting in the Time 2 date fields will allow the Time 2 Assessments to be from any time period. Establishing a Template

Instruments The Instruments allow users to select the appropriate assessment type used for the report. The user can select one or more instruments, but at least one instrument must be selected. Client Status This is designed to allow the user to select active and/or inactive clients that would be included in the report. However, this report must be set to either ACTIVE_ONLY or BOTH. These options will return the same results, which will include active clients as well as recently closed clients within the Month Range setting.

Establishing a Template The Time 1 Sliding Date Range allows users to select from various date ranges to restrict the From Assessment Type for the report. The Time 1 Sliding Date Range binds Time 1 of the From Assessment Type selected for the report. For example, if the user selects Initial for the From Assessment Type, then the Sliding Date Range will include records which have an Initial Assessment within the sliding date range selection. Alternatively, selecting nothing in the Time 1 Sliding Range, but then entering dates in the Time 1 Start Date and Time 1 Ending Date will allow you to limit the Time 1 Assessments to the date range entered. Alternatively, selecting noting in the Time 1 date fields will allow the Time 1 Assessments to be from any time period.

Establishing a Template The Time 2 Sliding Date Range allows users to select from various date ranges to restrict the To Assessment Type for the report. The Time 2 Sliding Date Range binds Time 2 of the From Assessment Type selected for the report. For example, if the user selects Planned Discharge for the To Assessment Type, then the Sliding Date Range will include records which have a Planned Discharge Assessment within the sliding date range selection. Alternatively, selecting nothing in the Time 2 Sliding Range, but then entering dates in the Time 2 Start Date and Time 2 Ending Date will allow you to limit the Time 2 Assessments to the date range entered.

Alternatively, selecting noting in the Time 2 date fields will allow the Time 2 Assessments to be from any time period. Establishing a Template Instruments Instruments allow users to select the appropriate assessment type used for the report. The user can select one. Assessment Item(s) Select the domains and items to be included in the report. The report will count up all selected items which were scored as a 2 or 3 on an assessment as a total number of Treatment Needs for that assessment. For example, if you select only the Caregiver Needs domain and all its items, the report will display the specific number of Treatment Needs (scored as 2

or 3) for caregivers. Alternatively, click Select All if you would like to produce a report with all the domains. Establishing a Template From Assessment Type This parameter sets the primary boundary for the Assessment Time 1 from when the initial assessment was taken. Different options will appear depending on the Instrument selected. To Assessment Type This parameter identifies the types of Assessments for Time 2. If multiple options are selected, it will take the last assessment of the

qualifying assessment for each client. Note: After running the report, the To Assessment Type parameter will be displayed as Discharge in the results, but it may include only Scheduled Updates if it is the only option selected. Establishing a Template Assessment Distance This allows users to input a minimum number of months in between the Assessment Time 1 Date and the Assessment Time 2 Date for the clients Minimum Duration

This allows users to input a minimum number of months in between the Episode Start Date and the Assessment Time 2 Date for the clients. The Assessment Start Date is usually before the Assessment Time 1 Date, and therefore allows for a slightly different time restriction criteria as compared to the Assessment Distance criterion. Establishing a Template RPT Unit/Tag Filter With the Reporting Units toggle selected, select the appropriate reporting unit for the report

. Alternatively, switch the toggle to the Reporting Unit Tags option and select a tag which would be associated with a group of reporting units, such as TBS, for example. Note: A selection must be made from either the Reporting Units or the Reporting Unit Tags options for the report to run. Switching between the toggles clears the selections. Selections can only be made on one of the options. Establishing a Template Aggregate RU Click the check box in this section to merge

data across all reporting units selected for the report. This will show the results in one final table containing all reporting units combined. Tags This parameter allows users to identify any client demographics (e.g. ethnicity, language, etc.) they wish to filter into the report Assessment Status(es) This parameter allows users to select one or multiple stages of the assessments status for the report. By default, Submitted and Approved assessments are selected for

inclusion in the report. Establishing a Template Age Range(s) Users may select a specific age range for their report. Gender Optionally, select a gender to limit the report to a Males or Females. Click the Save button at the top of the parameters box to save the changes made.

Running the Report 1. Select the record from the Reports tab 2. Click on the Impact Report template; or double click on the template already established in you Personal Reports tab to modify you existing template. Running the Report 3. Adjust the report parameters. 4. Click the Save button at the top of the parameters

box to save the changes made. This will cause the parameters region to appear to go blank, but the changes will be saved. 5. Select the same record from the Reports tab again 6. Click on the Run icon at the top of the reports list a) Click on the Immediate button to have the report pop up on your internet browsers next tab. b) Alternatively, click on the Delivered to have the report sent to your email account. Presenting column shows the proportion of clients who had a 2 or 3 of those who

scored the item. The number of clients counted in each row may fluctuate as clients are excluded if they did not answer or answered N/A on items. Resolved column shows the proportion of client who had an actionable presenting item which was resolved to a score of 0 or 1 by Time 2, which is often discharge, but could be latest schedule update if selected as the To Assessment.

Improved column represents the proportion of clients who had an actionable presenting item which improved in any way at Time 2. This includes all those in the Resolved column plus any items which presented as a score of 3 and improved to a score of 2. Clicking on any value will generate another report in a new tab which will

show all assessments for these clients. Items included in the report are listed and organized by domain. This report includes Life Functioning Domain Items Social Functioning

Presenting for the Social Functioning Item, nine (56%) clients scored a 2 or 3 out of 16 clients scored for this item. Social Functioning Social Functioning Improved for the nine Resolved for the nine clients who presented with a clients who presented with a score of 2 or 3, one score of 2 or 3, three (33%) (11%) had a score of 0 or had an improvement in score

at Time 2. 1 at Time 2 Not Improved column represents the proportion of clients who had an actionable presenting item which stayed the same or increased from 2 to 3 by Time 2. Social

Functioning Not Improved for the nine clients who presented with a score of 2 or 3, six (66%) had the same or an increased score at Time 2. The first pages of the report will display all of the Reporting Units which are represented by the data in the report. After that initial list of Reporting Units and the report will display the resulting tables for each reporting unit or for

all reporting units combined if the Aggregate RU option was selected 7. Clicking on any of the hyperlink values in the table of the report will open a sub report of the clients represented by the denominator of the hyperlinked value. Key Report 04 Domain Impact (TCOM Average Impact) This report shows actionable item progress by domain. User can compare time 1 average number of actionable treatment needs to time 2 average number of actionable treatment needs by domain to

identify overall improvements in actionable items by domain. Establishing a Template Once logged into your account, navigate to the Reports section to create a new report template selecting the TCOM Average Impact template; or double click on the template already established in your Personal Reports tab to modify your existing template. Create a user-friendly name and description specific to the report parameters set in the template. For example, you may want to name the report KR04 Domain Impact on Core+Suicide at Planned Discharge Lodi TBS and give it a description which states: This report provides the average number of treatment needs per child for

each of the core domains plus the Suicide Risk module comparing initial to planned discharge. Naming Convention: We suggest that you begin names of all templates for these reports as KR04 Domain Impact on XXX , representing that all templates belong to the same group of reports identified as Key Report 04 demonstrating impact on some set of domains (replace XXX with the specific domains). Establishing a Template The Sliding Date Range is designed to allow users to select from various date ranges for the report Alternatively, selecting Specified Date Range in the Sliding Date Range parameter will allow

you to adjust the Start Date and End Date The report will return all clients who were discharged in the timeframe Establishing a Template Instruments Instruments allow users to select the appropriate assessment type used for the report. The user can select one. Assessment Domain(s) These are the domains of the assessment selected to produce the report on. The domains displayed will vary in each report depending on the assessment you selected in the previous parameters. Click Select All if you would like to produce a report with all the domains (not recommended).

To create a report with a specific domain(s) you may click the check box next to the domain(s) desired (recommended). Note: It is recommended that the user limit the report to 5-6 domains or fewer. More domains will cause the report to be difficult to read as the chart labels will overlap. A separate template can be created for sets of 5-6 domains. Establishing a Template From Assessment Type This parameter sets the primary boundary for the Assessment Time 1 from which the report will extract information from. Different options will appear depending on the Instrument selected. Select the Initial Assessment for this option.

Note: When available, failing to select a parameter in this option will prevent the report to be saved or run. Also, if there are several scheduled updates or major life events per youth, then each youth may contribute more than one data point, sometimes and often unequally. It is recommended that these options are not selected. Also, it would not make sense to select a discharge option to compare to a discharge option. It is recommended that the user only select the Initial Assessment here. Establishing a Template Discharge Assessment Type(s)

This parameter sets the secondary boundary for the Assessment Time 2 from which the report will extract information from. Note: After running the report, the To Assessment Type parameter will be displayed as Discharge Reasons in the results. Establishing a Template Reporting Units Select the appropriate reporting unit for the report. Aggregate RU

Click the check box in this section to merge data across all reporting units selected for the report. This will show the results in one final table containing all reporting units combined. Assessment Status(es) This parameter allows users to select one or multiple stages of assessments status for the report. For example, the user may want to restrict the report to count treatment needs from only Approved assessments. Click the Save button at the top of the parameters box to save the changes made. Running the Report 1. Select the record from the Reports tab

2. Click on the Impact Report template; or double click on the template already established in you Personal Reports tab to modify you existing template. Running the Report 3. Adjust the report parameters. 4. Click the Save button at the top of the parameters box to save the changes made. This will cause the parameters region to appear to go blank, but the changes will be saved.

5. Select the same record from the Reports tab again 6. Click on the Run icon at the top of the reports list a) Click on the Immediate button to have the report pop up on your internet browsers next tab. b) Alternatively, click on the Delivered to have the report sent to your email account. Kate Cordell, PhD, MPH Policy Fellow

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