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.


New Feature: HIPPY Site Funding

We’ve added Site Funding to all HIPPY programs. This section can be accessed by the Main Admin under the Setup tab underneath Profile.

In the Site Funding section, add program budget information for the following:

  • Government Funding Sources
  • Private Funding Sources
  • In-Kind Donations
  • Volunteers

When a Government, Private or In-Kind source ends, simply go to that item, edit the entry and enter an end date.

The Site Funding report can be found in the Reports > HIPPY Reports section.

  • HUSA Quarterly Reports has been added to the top of the HIPPY Reports column
  • Click on Site Funding and enter the date range to report all funding sources received at any point in the date range
  • Note: There are 4 HUSA Quarterly Reports listed but only Group Meetings and Site Funding are currently live. The other 2 will be coming soon.

Report example:

New – HFA Site Profile Report

We recently added the HFA Site Profile Report to the list of Admin reports for Healthy Families America programs.

Here are a few details about the report:

  • Reports data on primary guardians and the target child(ren)
  • The target child is defined as the first child enrolled OR the youngest child enrolled in the family if there is more than 1. In the case of twins, both would be reported.
  • The numbers reported are also links to a pop-up list of the individuals counted in that number
  • There is a feature at the top to “Export details to excel”. This will list all guardians with the target children that are included in the report along with the related data.

Filters:

  • Ready to view / Pending – This is a complex report which at times could take some time to calculate. This feature will allow you to run the report move on to other things and return to check when it’s ready to view
  • Run the report for Program or Home Visitors – Admins can either get the overall program numbers or can run a check of each home visitor’s data.
  • Date Range – Filters for families that have received a PVR within the date range
  • Site/Fund Code – Will report families that are assigned the site that is selected and whether that code is current at the time of the report
  • MIECHV Target Child – If selected “Yes”, Will report the children marked as Target and their guardians. “No” will report all children and their guardians.

Reports related to High Needs have been updated!

Here are the reports that have been updated to calculate based on the start and end dates for Family Strengths and Stressors.

FAMILY STRENGTHS AND STRESSORS

  • Located in the General Reports column.
  • This report replaces the High Needs report.
  • Stressors are counted based on the start date of the report (existing families) or on the enroll date (new families). This follows the same logic as the 18-19 APR

VISIT FREQUENCY

  • The report calculations have been updated to count the actual # of Stressors each month to determine overall visit frequency expectations
  • Details have been added to the report to help you understand how this report works
  • The report columns have changed to give you each piece of data used to determine whether the benchmark is being met.

APR

  • Sections related to Family Stressors and Visit Frequency have been updated
  • Section II #3 a-p – aligns with Family Strengths and Stressors report
  • Section II #4 – aligns with Family Strengths and Stressors report
  • Section IV #1-2 – aligns with Family Strengths and Stressors and Visit Frequency reports

PMR

  • Freq 1 and Freq 2 have been updated

MO Invoice

  • This report was updated to consider the start and end dates for Family Stressors and Additional Characteristics
  • Any Family Stressor or Additional Characteristic that has an end date before the reporting period will not be counted in the MO Invoice
  • Families may go from “low” to “high” needs in the reporting period, but never from “high” to “low”.

And finally….we updated the Demographics page.

EXPANDABLE AND COLLAPSIBLE

  • Due to the length of each section, we now have Stressors, Characteristics and MIECHV Priority Population as expandable and collapsible sections.
  • Open each section, update, save and collapse

DEFINITIONS ADDED TO FAMILY EXPERIENCES

  • Click on “definitions” to see each Stressors definition as defined by PAT National

Report Upgrades

The following reports were upgraded and released this week.

  • Service Counts
  • Personal Visit Record Report
  • Visit Frequency
  • Exit Summary

Also upon requests from the field, we added the option of running these reports as a CSV file in addition to the standard HTML file. In the CSV file format, you will be able to open the report in Excel.

Keep the suggestions coming. We’re working hard to make Visit Tracker as easy as possible for you.

NEW REPORTS: Guardian and Children Summary

Recently some new reports have been added – Children Summary and Guardian Summary. Here’s an explanation of the definitions in these 2 reports. The definitions apply to both the Children and Guardian reports unless stated otherwise.

Enrolled” – reports those individuals that have been enrolled in the program and not exited by the last day in the date range of the report. It does not matter whether a private contact has been conducted or not.

  • Enrolled: Total – participants that have an enrollment date on or before the last day in date range AND no exit date on or before last day in date range. The sum of “New” and “Continuing” should equal “Total”
  • Enrolled: New – participants that have an enrollment date in the date range of the report AND no exit date on or before last day in date range.
  • Enrolled: Continuing – participants that have an enrollment date before the date range of the report AND no exit date on or before last day in date range.

Served” – participants that have an Enroll Date on or before the last day in the date range AND have at least 1 PVR in the date range.

Active at the end of the report period with no Home Visits” – participants with an enroll date and no exit date on/before last day in the report date range AND no PVR in the report date range

Active at the end of the report period with Cancelled Home Visits” – (Only in the Guardian report) – Guardians with Contacts = No Show, Cancelled by Home visitor, or Cancelled by Parent in the report date range.

Active at the end of the report period with no contacts” – participants with an enroll date on/before last day in the report date range AND with no contacts of any kind in the date range AND no exit date on or before last day in the report date range

New” – participants with an enroll date in the report date range

Exited” – participants with an exit date in the report date range

Guardians Exited as Completed” – (Only in the Guardian report) – guardians with an exit date in the report date range AND exit status = Completed program

Guardians Exited as Stopped Services” – (Only in the Guardian report) – guardians with an exit date in the report date range AND exit status = Stopped services before completion

Note: Each report has a “Totals” row. Totals is not expected to be a sum of the Home Visitor rows. This is because of situations where families have been reassigned, families with 2 or more children and the children are assigned to different home visitors, etc.

Let us know if you have any questions about these reports