Downloading and Accessing Reports
Reports can be downloaded either from the organizational reports or standard reports tabs of the reporting application.
Organizational reports may be downloaded for any organization you have access to for any given date range you wish and for any number of available program ID(s). Please note that for data integrity purposes, reporting end dates are required to be at least 24 hours in the past. Once you select the filters for your organizational report you wish to download, you may select "Generate Report" to start the reporting queue process. Please note that if an organization is not selected, the generate button will not be available. A progress bar will be shown and once filled, a success notification will alert you that the report is available for download. Once you have seen this notification, the download report button will be available to download your report in a csv format to your local machine.
The standard reports tab of the application contains the option to download reports that require significant computing power and thus are available for proceeding periods by the 10th of the month after the period has ended. Selecting available reports consists of first filtering to the organization you wish, the year of the report, and then the report type. Once these filters are selected, you will be able to select from any previously run report for a given time period. Please note that the drop down of available periods is structured so that the ending number represents the month of the selected year. The first month of the year, and each 4th month, will be an annual and quarterly version of the report respectively.
Reports that are downloaded in CSV format will not have data dictionaries as part of the report file, but these may be downloaded at any time from the data dictionaries tab of the application. The CSV files may be manipulated in your local application of choosing, such as excel. Many users will elect to add sorting and filtering options to the CSV files for further reporting needs after downloading the raw files. Downloaded reports will not be sorted by default and your preferred sorting method should be applied after downloading the file. Please note that you should save the file as an XLS file if adding these features to the CSV so they are maintained for the future.
Reports do contain PHI/PII, so discretion should be used when accessing the system and when downloading reports on your local machine. Please follow all guidelines and policies of your organization as it pertains to HIPAA and Part 2 compliance. Any downloaded report will have an entry in the audit log of the application showing the user, time stamp, IP address, and report file that was generated.
Please also note within any report, there are some variables which will always show the most currently stored version of the data, no matter the date range that is selected. Currently this includes participant contact info, demographics, recovery characteristics, and engaged services variables. Some reports that have revision-based variables built in (e.g., last updated date in the referrals report) may also display and show data relevant to an initial data entry that falls within the chosen date range, but has been modified from the original outside of the chosen date range.
Any report that is historical aggregate in nature (supervision, main outcomes, GPRA, CDFA, etc) will only rely upon the end date provided in the date range filter when generating a report. This is due to the nature of the report (all historical records), and as such requires only a reporting cut-off date, which will utilize the end date provided. The start date will have no impact on these specific report types.
Currently, to include data that is not associated with a program ID, you should select either all program IDs or no program IDs (both options will give you all data available for your organization for the desired report). Please also not that if downloading kiosk reports, you should select a single organization (if part of an enterprise) and download these one at a time as the kiosk uses custom data dictionaries unique to each location.
Organizational Report Download
Standard Report Download
Data Dictionary Download