Reports
Reporting is an important feature of Paua and reports can be found in several different places. Many self contained reports are located on the Reports Menu. However there are many valuable reports which operate on a cohort of clients that have already been selected with the Client Search process. These reports are located on the Client Reports tab after running a Client Search. Also available after running a Client Search are any User Defined Reports that you may have created in the Administration module.
Report security
You may not want all users to be able to run and view all the reports as some of the reports may provide data that you would prefer to limit to more privileged users.
In preferences you can deny access for basic users to any reports that you do not wish them to have access to.
Client reports from client list page
Reports run from the Client Reports tab of the Client Listing page make use of the powerful search facilities of Paua to select exactly the clients that you want to include in the report.
Printable Client List
This is simply a printable version of the list of selected clients.
Client and family member list
Another printable list but this time including family members.
Printable Address List
A list with client name, address and contact details.
Stats Breakdown
Probably one of the most valuable reports in Paua. The Stats Breakdown enables you to make a breakdown of the selected clients by any of a large number of variables. The output can also be graphed using pie charts and bar charts.
Assessment Statistics
This report enables you to view aggregate values of responses that have been made to Client Assessments. This can help in measuring outcomes as multiple responses are included in the report so any improvement or otherwise can be seen in the report.
Client Outcomes
This simple report just lists the selected clients with a list of Outcomes that have been achieved.
Open Closed Issues
This lists issues and for each issue identifies how many clients in the selection have this issue with a further breakdown of whether the issue is still open or whether it is closed.
Download Client Data
This option outputs a summary of the selected clients as a zip file of html documents, one for each client. The output is an offline process and the data is then downloaded from the Reports Menu.
User defined reports from client list page
User defined reports are available from the User defined reports tab on the client listing page. There will obviously only be reports available if you have designed some reports under the Administration module. The reports come in three types:
Client Listing Reports
Contact Breakdown Reports
Contact Listing Reports
Client Listings
These are simply a list of clients along with corresponding attributes including Programme, Issues, Outcomes, Entry and Exit Date etc etc.
To create a Client Listing select User Defined Reports and then Client Listings from the sub menu.
Click New Client Listing and give the report a name.
After saving you can go back and edit the report by clicking on it in the list of reports. Click Add Column and you get a dialog with a dropdown containing all the available columns. Select the required column and click Add.
Note
You can reorder the columns from the list page if required
You can have as many or as few columns as you like.
Contact Breakdowns
These are a way of breaking down numbers of contacts and the time spent on them by different attributes. For example you might design a contact breakdown report that gave number of contacts and time spent by Programme or perhaps by Contact Type.
Creating the Contact Breakdown reports is very similar to the Client Listings
The only real difference is that you select Contact Breakdowns from the sub menu under User Defined Reports.
Tip
It is a good idea to keep the Contact Breakdown reports simple (ie. not too many columns) otherwise they become difficult to interpret.
Also note that the columns Number of Contacts and Hours Spent are automatically included in the report. You do not have to add them yourself.
Contact Listings
A Contact Listing is a report of contacts with one line per contact. You filter by Date range and optionally by Contact Type at run time. Note that the report is sorted first by the leftmost column then by the second column etc. So choose the columns that you want to order by as the leftmost columns.
These are a list of client contacts and include the columns you chose when you designed the report.
To create a Contact Listing select User Defined Reports and then Contact Listings from the sub menu.
Click New Contact Listing and give the report a name.
After saving you can go back and edit the report by clicking on it in the list of reports. Click Add Column and you get a dialog with a dropdown containing all the available columns. Select the required column and click Add. You can have as many or as few columns as you like.
Note
You can reorder the columns from the list page if required
When you run the report, you will be asked to select the contact types you wish to report on. This includes face to face, which is selected as a tick box in a client contact. No selection means all contact types. You will also be asked for the dates you wish to report on.
Dashboard
On the main menu, underneath the Home button is the Dashboard. It is a quick way to see what has been happening in your organisation over the last 12 months. It shows the following reports so there is no need for you to replicate them, but if you wish to this is how:
Active Clients by Month
Go to the Client Search page Use the Active Period From and Active Period To fields to put in the dates and do not put any other parameters Click Search
New Clients by Month
Use the client search page to bring up all clients, do not put any parameters in, just click search Then go to client reports in the middle tab and click on stats breakdown Then select activation month from the dropdown
Exited Clients by Month
Go to Administration/User Defined Reports Then go to client listing reports Create a new report called Exit with a column called exit date and save it Go to the client search and with no parameters click search Click on user defined reports/client listing/exit and run the report
Contact Numbers by Month
Go to Home and click on Reports Then go to Timeme Spent Reports Click on hours spent by contact type Put in the dates you wish to report on and run the report The number of contacts is totalled at the bottom in the last column
Hours Spent on Contacts by Month
Go to Home and click on Reports Then go to Timeme Spent Reports Click on hours spent by contact type Put in the dates you wish to report on and run the report The hours spent on contacts is totalled at the bottom in the last column
Other Reports
Enquiry Statistical Breakdown
From the list of enquiries after doing an enquiry search there is a button to do a statistical breakdown of enquiries. You get to choose the breakdown by Enquiry Type, Enquiry Method or Enquirer Name