You asked… Exit Summary Report

With the updates to Enrollment History and Statuses, we received a request recently to have the Exit Summary report be updated on how it reports the various enrollment periods. Here’s a summary of the updates.

The Exit Summary will now sum up all enrollment periods and report on the latest enrollment period.

  • Total months enrolled (all enrollment periods) – New column. If a family has more than 1 Active/Exited period, this column will sum up the total # of months within each.
  • Total private visits (all enrollment periods) – New column. This column sums up all private contacts within each enrollment period.
  • # Months enrolled (latest enrollment) – Updated column. Reports the total number of months enrolled in the latest enrollment period.
  • Total private visits – Since latest enroll date – Updated column. Reports the total number of private visits in the latest enrollment period.
  • Total Private Visits – This Date Range – Updated column. This column will report the number of private visits in the date range for all enrollment periods within the date range. So if for some reason a family exits, enrolls and exits again in the date range, this column will sum up all visits in the date range between each active/exited status.

This report is also now available in both HTML and CSV (excel) formats.

Projects Update 06-25-2019

Here’s an update on the latest happenings and what to look forward to.

RECENTLY RELEASED

  • Protective Factors Survey 2 – Version 2 of the PFS is now available.
  • APR & PMR Milestones Update – When “No” appears for Milestones, it will link to the list of PVRs where Milestones was not reviewed for a child on the PVR.
  • HIPPYUSA Quarterly Report – Families & Home Visits – This report was released a few weeks ago. Hopefully, it’s improved your end of year reporting.

IN THE FINAL PHASE OF TESTING

  • Coordinated Intake Referral Report – The Case Status Summary report is being updated so Coordinated Intake agencies can complete their state reports.
  • MIECHV Form 2 Data Tracking – A data tracking page is being added to the Illinois programs’ family section. This page will display what data has been collected and what is upcoming as of the current date for each family.

IN DEVELOPMENT

  • Report Processing Improvements – More improvements are being made to decrease the loading time for these larger reports. We appreciate your patience.
  • Form 2 Colorado Updates – Updates to the Colorado report are being made so that report will properly report on the primary guardian.
  • Kansas Assessment Exports – We’re working with the Kansas State Department of Education to have exports available for the I/T HOME, ASQ and ASQ-SE. Once available, KS programs will be able to upload these files into the Kansas State database.

IN DESIGN

  • PAT ISR Updates – The latest ISR for the 18-19 program is about to start development.
  • Reminder Improvements – We’ve received suggestions on how to improve Reminders and will be updating soon.
  • HIPPY Age 2 Curriculum – The Age 2 Curriculum will be added to Visit Tracker and available in August.
  • More Print Options – More printing features will be added to Contacts, Goals and Resource Connections.

Form 2 IL – Updated

The MIECHV Form 2 Illinois report has been updated. Not in Illinois? Not a MIECHV funded program? You may still want to have a look at this report.

Summary of the updates

  • Primary guardians – Guardian constructs only report on the primary guardian as of the end of the reporting period.
  • MIECHV Site Code – Once a family is assigned the MIECHV code, this report will calculate based on the date of the family’s start date for the MIECHV code if that filter is selected. (see more details about this below)

Primary Guardian Details

The guardian designated as primary on the last day in the report date range will be the guardian reported. In most cases, the guardian you first enrolled in the family is the remains as the primary.

But what if a second guardian was added to the family later on and made the primary guardian?

The second guardian – now the primary guardian as of the end of the reporting period – will be the one reported. This means that constructs with enrollment timelines will calculate based on the guardian’s Participation Start Date and not the family’s Enroll Date since the guardian started after the family was enrolled.

The main thing to know is that any time you change the primary guardian, you must make sure that the new primary guardian receives all the required assessments and you collect all their required data.

MIECHV Site Code

Once a family is assigned the MIECHV Site Code (the very first time), the family will always be reported as a MIECHV Family even if the family is given a different Site Code later on. The family is also reported based on the start date of the MIECHV Site Code.

If a family is assigned the MIECHV code after they’ve been enrolled, Form 2 will use the MIECHV Site Code start date as the day the family was “enrolled” for MIECHV reporting purposes.

A filter allows you to decide whether you want to run this report based on the new MIECHV Site Code udpates, or as you have been running the report all along.

Here’s a screenshot of the report filters:

If the box is checked, the report will only report families that have MIECHV in their Site/Fund Code history table regardless of what Site/Fund Codes are selected in the filters. The report will only consider services on/after the MIECHV start date.

For programs not MIECHV funded or that have families not assigned to MIECHV, uncheck this box.

NOTE: The same information applies to the Form 1 report regarding this filter.

UPCOMING

You may have been wondering what’s going on with the Form 2 Data Tracking Report. We’re adding Form 2 Data Tracking information inside the Family section. Once released, there will be a MIECHV Form 2 link in the family links where you will be able to review all constructs and the status of your data collection, see upcoming items and set reminders.

You asked… HUSA Quarterly Report

We’ve made a couple updates specifically for the HIPPY programs.

HUSA Quarterly Reports > HUSA Families & Home Visits

This report can now be accessed under HUSA Quarterly Reports located in the Reports > HIPPY Reports column. HIPPY USA validations have been added to this report. We’ve also included pop-ups for Unknown and No Data numbers to show you the list of those guardians or children reported in that number. You can also export the families (primary guardians) and children into an excel spreadsheet so that you can get a detail list of everyone reported along with their data used for the report.

Note: The Staff & Training report will be coming later this year.

ALSO for HIPPY – PVR Preferences

With the recent Resource Connections update, you’ve probably noticed some changes to the Personal Visit Record. The Resource Connections section has expanded. Below that section is the “Family Resource Referrals during this Home Visit ” that has several items where you can indicate Information Shared (I) or also record Connections to Resources (CR).

Now in the Main Admin > Setup > Preferences section, you can set the
Family Resource Referrals during this Home Visit ” show or not show.


If set to “No”, here’s how the PVR will look:

Understanding Report Filters

All Visit Tracker Reports have different filters that can be used to get the most specific data possible.

Here are some of the filters you will see on our reports:

  • Date Range – When a date range is entered, the data in that date range will be displayed. You can run a report for any time frame that you would like. A year, a month or even just one day. Do you want to see data from 3 years ago? You can set your date range back several years. The Start Date of the report will default to the date that is set up by the main admin. The End Date will default to the date you are running your report.
  • Site Code – If your program uses Site/Fund Codes, then you can filter every report by site code. This makes reporting for multiple funders very easy. Site Codes are set up under the Main Admin Set Up. If you are using site codes, you will want to be sure that every family has a site code entered.
  • Home Visitor – As an admin, you will see most reports can be run by Home Visitor. By running a report by Home Visitor, you will see data that relates only to that home visitor. For some reports, this can get tricky. If a family has had more than one Home Visitor, that family may show on multiple reports, or they may only show on one report, depending on the way the report pulls the data. On some reports, you will also see Active/Inactive checkboxes. This relates to the status of the home visitor. If you have Home Visitors that have been deactivated during the year, then you will want to check to show the inactivate home visitors. If you forget to check this box, then any data from that deactivated home visitor will not show in your report.
  • Status – On many reports, you will see an option to display Families/Children with a specific Status. You will have the options of Active, Exited, Inactive/On Hold, Mailing, Waiting List, and Recruit. When you select a status, this will show the families that currently have that status.
  • Format – Some reports will have an option for you to pick a format, either HTML or CSV. The HTML format will be a PDF, and the CSV will kick your report into a spreadsheet. The CSV file makes it easy to filter and sort your data to better meet your needs.
  • Order by – This option will allow you to sort your report based on Family Name or Enrollment date. Different reports will have different sorting options.
  • Family or Child – Several reports will give you the option of running Child data or Family data. Be sure you are selecting the type of data you that you want.
  • PAT Related Reports – Any report that is related to Parents As Teachers reporting (APR, PMR, Visit Frequency) will look at families that are assigned to home visitors listed as a “PAT Affiliate”. This is under the Home Visitor tab and on the Home Visitor profile page.


You asked… PAT Record Reports

As you know, we’ve been updating Visit Tracker according to all the PAT Records in the Data In Motion manual. But the fields in Visit Tracker aren’t grouped 100% by how the data is grouped on the PAT Record forms. Many of you have asked for the records to be available in Visit Tracker to more easily demonstrate model fidelity and complete the Quality Endorsement Process.

Last night we released a PAT Records page linked directly from the Family Home page. On this page, data is grouped by PAT Record so that you can review, save, and print. You’ll find the PAT Records button at the top right of the Family Home page in the header bar.

Click on the button to view the 4 records that are listed on the PAT File Review Tool.

  • Family Intake
  • Family Information
  • Child Information
  • Guardian Information

Page features

  • Expand / collapse – Click on the record title to expand the section and view all data for that record
  • Print – Each record can be printed individually or chose the print button in the header bar to print all. TIP: If you want to save the records as a PDF document, change your printer selection to “Save as pdf”.

What about the other PAT Records?

The other PAT Records can be printed from the section where those records are created. An example would be Resource Connections and Goals, print these records from the Resource Connections and Goals sections.

PAT APR 18-19 Updates

We updated and released APR updates this past week on 5/15. Here’s a summary of what those updates are.

Section VI – Screening and Surveillance

The child health review sections were updated to count either the Screening Record or the Child Health Record (PAT). Details on this update are posted here. The post also includes details on how the PMR calculates as well,

Section IX – Family Feedback and Retention

This section has been updated to report both the PAT National Exit Reasons and any exit reasons you are using as well. The mapping feature that was released is now included on the APR. So if you have mapped reasons, the APR is now reporting those in the PAT National Exit Reason list. For any exit reasons that are not mapped but are assigned to a family, those will also be shown below PAT’s reasons.

Read more about Exit Reason Mapping

Sections X and XI – Parent Outcomes and Pick Two

The APR now includes parent outcomes and pick 2 reporting. These are brand new sections. We’ve included “Visit Tracker notes” to give you details of how Visit Tracker is calculating certain sections. Please contact us if you have any questions about this.

Parents as Teachers Going Strong After 35 years

One of the pilot programs of Parents as Teachers was created in Hollister, Missouri nearly 35 years ago, and is still incredibly impactful today. Despite some budget cuts in 2008, Missouri pushed hard to keep the program functioning and providing support to families from pregnancy and through the first five years of the child’s life, working especially on help with literacy and early childhood nutrition and development. The program has seen significant growth, especially in the last ten years, and the hope is that there will be an arm of Parents as Teachers in every public school district in Missouri.

To read the full article, including testimony from those impacted by the program, click here.

Direct link: http://bransontrilakesnews.com/news_free/article_cd46a8ec-07b9-11e9-a701-a7cf1012bbe0.html

Projects Update

Here’s an update on the latest happenings and what to look forward to.

REPORTS

The APR is being updated to include Parent Outcomes and Pick 2 reporting. Additionally, we’re updating the Screening and Surveillance section, specifically the Health Review items. Read more about this update here. These updates are being released 5/15/2019 (that’s tonight!).

HIPPYUSA Quarterly Report – Families and Home Visits Report. This report is currently in development and is scheduled to be released 5/24/2019.

  • What to look forward to with this report? Validations will be built into the report along with details on the individuals being reported. You’ll be able to see who’s behind any missing numbers and export everyone into an Excel file.

PAT Record Reports are about to enter the testing phase and soon to be released the end of this month. You’ll be able to run PAT Record reports on your families or simply just view the data grouped by specific records.

MIECHV Form 2 Illinois – This report is currently in development. It’s being updated according to 18-19 requirements. Scheduled to be released by the end of May. Additionally, we’ll be working on a data tracking section inside the family tab that will summarize Form 2 data collection and allow you to see upcoming due dates. This was previously available as a report but we’re moving it to a live page within the family section. You’ll be able to set reminders from the upcoming items. More to come on this in June.

Report Updates coming soon

  • MIECHV Form 2 Colorado
  • Kansas Assessments exports (new)
  • PAT ISR

FEATURE UPDATES

Reminders – We have a lot of suggestions on how to improve Reminders. This project is currently in the initial Requirements phase and is scheduled to be developed in June

Contacts “Other” – We have a request to add more fields to the “Other” contact type. This will be in the Requirements phase in June and is scheduled to begin in July.

Duplicate entries – We’re taking a look at how to prevent duplicate entries by alerting you to new family entries that may be duplicating an already existing family. More to come on this in July and August.

These are just some main highlights of what is going on over the next couple of months. We’ll continue to post information about specific projects as they get released.

You asked…Exit Reason Mapping

Note: The mapping feature discussed here is only seen by programs that are PAT Affiliates. There has been no change to other program models and the exit reasons being used.

With the PAT Record updates, Exit Reasons needed to change listing only those reasons required by PAT National. But what about the list of reasons you created not listed as an official PAT reason? How could you continue to keep those for your own reporting needs? We had a suggestion to add a mapping feature for Main Admins in the the Exit Reasons section of Setup. (Thanks for the suggestion Tom!)

Please note that the Exit Reasons section on the APR is still being updated to report mapped reasons.

Why is Exit Reason mapping needed?

On the APR, you are required to report exited families according to the list of PAT National Exit Reasons as seen on the Family Information Record. However, if you have a specific set of reasons that are needed to report to a funder or other local/state agency, you need to continue selecting that reason when it applies. So the solution is to map your reason to the PAT National reason that it best fits into.

What to expect in reporting.

As noted above, the APR is currently being updated to report mapped reasons. This is in progress now and scheduled to be ready by May 17. In the meantime, you can begin to map reasons now.

Once the APR is updated, the Family Retention section IX will report all of your mapped reasons as the PAT National Exit Reason it is mapped to. Any reasons not mapped will also be reported in that section, if applicable, below the PAT National exit reasons list.

Reports like the Exit Summary will continue to show the exit reason you selected and not the mapped reason.

Do you have to map all, or any, of your exit reasons?

No.

The main admin for your subscription, currently, has the ability to consolidate any reason to the PAT National Exit Reason list. Consolidation will convert your reason to the PAT reason. For example, you have 10 families with the exit reason of “Aged out” and you choose to consolidate to “Aged out” to “Child(ren) aged out or graduated.”. Then all 10 of those families will be converted to “Child(ren) aged out or graduated.” and the “Aged out” reason will be removed from the list of reasons that can be selected.

If you don’t map or consolidate, you will still be able to see your reasons on the APR reported underneath PAT’s reasons. You will just have to transfer the numbers manually on your final APR submission.

Once the APR is updated, we’ll let you know so that you can see how your mapped reasons are reported on the APR.