ClientTrack offers powerful reporting capabilities in both standard and customized formats. The following section describes the Reports included in the baseline ClientTrack platform. Depending on your unique Organization and implementation functionality, the specific array of Reports available to you may differ.

Standard Reports

Standard Reports span a wide variety of data elements and are often categorized by what is being reported on. For example, your ClientTrack solution may contain one or more of the following: 

• Client Reports - including Client Demographics, Client Barriers, Client Goals, Duplicated Clients, etc. 
• Program Reports - including Clients in Programs, Enrollments Barriers, Enrollment Demographics, Cross Program Participation Report, Case Assignment, etc.
• Service Reports - including Service Summary, Service by Provider, Clients Served, Reason for Service, Turn Away Reason, Frequently Served Clients, etc.
• Referral Reports - including Referrals to Providers, Refer to Provider by Service, and Referral from Provider.
• Provider Reports - including Provider Services and Facility Summary

Accessing Reports

1. On the Home Workspace, select the Reports Menu group. From here, you can select the Report necessary.

When you select a Report, you will be brought to a form with multiple filters, allowing you to select extensive data parameters to narrow down your reporting results.

Saved Report Settings

Saved Report Settings can be used to save the exact parameter settings so they can be selected again for convenience. Once you have selected all of the Report Settings you would like to save, select Save Settings from the dropdown list and enter a description.

Date Range

Date Range indicates the time period that the records in this Report need to fall into. You can select a Predefined Date Range, such as "Previous Month" or choose actual specific dates, if needed.

Organization

Organization indicates which Organizations should be included in the Report, by selecting each Organization or selecting the green check mark to select or deselect all.

Programs, Grants, Services, Users and Housing Status

Programs, Grants, Services, Users, and Housing Status will limit Report results by selected entities. For example, you may only want to see Case Management Services provided by a specific Program and Grant, created by a certain User, and provided to Clients with a Housing Status of "Homeless." Check the box next to each if you intend to use these filters, and an additional box will appear, allowing you to check off Programs, Grants, Services, etc.

Other Report Settings

Not all of these filters will appear on every Report screen - filters will vary depending on which Report you have selected. 

Once you have entered your parameters, you can either select Report or Schedule Report.

Schedule Report

Schedule Report allows you to schedule a Report to be run at a later point in time. A new window will appear, allowing you to enter the Scheduled Report Name, Report Recipients, when the Report is to Run, the Start Date and Start Time, and the Export Format. Once selected, select Schedule Report.

View Report

Simply selecting Report from the Report parameters page will open the Report in a new window. You can click through the pages of the Report using the arrows at the top of the new window. You can also type keywords into the open text field and select Find/Next to locate throughout the Report. The Save icon presents a dropdown menu, allowing you to choose an export format - Excel, Excel Data, Word, or PDF. You can also print the Report by selecting the Printer icon.

HMIS Reports

Similar to the Standard Reports, ClientTrack includes HMIS Reports and other Compliance Reports that may or may not be present in your solution depending on your Organization's needs.

HMIS Reports also include reporting parameters options that can be selected prior to running or scheduling a Report.

Data Explorer

Data Explorer is a reporting tool, with the ability to access Client-level data. Therefore, a User must have the Data Explorer Read/Write Permission and be in a Workgroup that contains the Data Explorer Menu Option to access its functionality. The User must also be logged into an Organization that has access to the Client's data in the Organization the Report is being created for.

Navigation

1. On the Home Workspace, select the Reports Menu group, then select Data Explorer.

Questions

A Question is a Report created in Data Explorer on a specific set of data in ClientTrack. Questions can be copied and edited when a User's new Question is similar from another, older Question. New Questions should be created when the User has a Question that is about a set of data that is very different than previous User Questions. When creating a Question, Run/Edit Permissions are determined. Below is a breakdown of these options.

Data Explorer Domains

Domains are utilized in Data Explorer as the basic building blocks of any Question. A Domain is a set of data that you may want to view in your Question or use to filter your Question results. Common Domain examples include Client, Service, and Enrollment Domains. Domains are usually built around a single form so that forms' data can be used in the Question.

Joining Data Domains

Users will find that a very large amount of analysis can be conducted in Data Explorer by utilizing just a single Domain. However, there are scenarios whereby Users may want to relate two or more Domains together in order to conduct advanced analysis. For example, if a User wanted to know the total number of Services provided in a given date range, they can simply utilize the Service Domain only. However, if the same User wants to filter Question results by a particular gender, then they would need to join the Service Domain to the Client Domain. Data Explorer includes the ability to simply and easily join Domains together and manage the relationships between these sets of data.

Selecting Available Columns

Users can select on the Domain's cylinder Data icon to see which columns are available within the selected Domain. Available columns are listed alphabetically. To add a column to your Question results, simply select an available column and drag the column to the green area in the Question Results Area. Users can determine the order in which columns are displayed in the Question results area by dragging and dropping column headers to the left or right of existing column headers.

Filtering Question Results

Users can select the Domain's Filter icon to see which Filters are currently being utilized by the Question. If no Filters have previously been identified for the Question, the Domain Filter dialogue box will show a single Filter of "1 = 1" (since this is always true, all data will be displayed in the Question results). Users could change the existing Filter, delete this Filter, or add a Filter.

Filter Components

Each Question Filter includes three basic components: a left-side comparison, a comparison type, and a right-side comparison. This format enables Users to identify one value to be compared to another value in multiple ways. A left- or right-side comparison of a Filter usually represents a value that the User has entered, a column in the Domain. Users can select on the left- or right-side comparison to change it. The most common use of Filters will be to identify a Domain column on the left-side and a value on the right-side. Select the left-side comparison, move your cursor over the Domain name, and then select a column within that Domain to Filter Question results by values in that column.

Comparison Types

Data Explorer Toolbar

This area includes basic Data Explorer options that are always available. The name of the Question you are working on it also presented in this toolbar. From left to right:

Creating a New/Copying Existing Question

1. To copy an existing Question, select the Copy and Edit icon next to the Question needing to be copied and change the Question Name and User Access, if applicable. 
2. To create a new Question, select New Question, enter the Question Name and identify which Users will be able to edit and run your Question. You will have the ability to change these Question attributes later, if necessary. 
3. Select/change the necessary Domains and choose the appropriate Joins for each Domain connection. 
4. Select/change the Columns of data that are needed in the Question's result. These Columns can be dragged and dropped to change the order. The results can also be sorted by specific Columns. 
5. Select/change the Filter to identify a value(s) that the Question should use. Make sure to include all three basic Filter components: a left-side comparison, a comparison type, and a right-side comparison. The dialogue boxes provide instructions on how to identify values. 
6. Once all the necessary Columns and Filters are selected, select Show Me to see the results of your Question. These results can be exported or visualized using the Visualize link and functionality. 

Data Explorer Examples 

The best way to learn Data Explorer is logging in and trying it out. As you become more comfortable with the tool, you may find it useful to challenge yourself with these or other real world examples. 

Each example will identify a data need or question to be answered. Try answering the question with your own data. Once you have attempted the answer, review the solution to enhance your skills. It is important to note that there are multiple ways to answer the same question. 

Question / Data Need 

Show the name and birth date of all Clients that were created by Organization XYZ since January 1, 2010 sorted alphabetically. 

Solution 

• Domain(s): Client
• Query Results include Full Name and Birth Date
• Query Filter(s) include Gender = 'Female' and Created by Organization = ‘XYZ’
• Sort by Full Name (Ascending)

Question / Data Need 

Show an unduplicated count of all Multi-Racial individuals broken out by gender. 

Solution

• Domain(s): Client
• Query Results include Gender, Client ID (Summarization: Distinct Count)
• Query Filter(s) include Race = ‘Multi-Racial’
• Sort by Gender (Ascending) 

Question / Data Need  

What is the average number of units provided for each service instance this year, broken out by service type? 

Solution

• Domain(s): Service
• Query Results include Service, Units (Summarization: Average)
• Query Filter(s) include Service Date >= '01/01/20XX', Service Date <= '12/31/20XX' (Use current or previous year)
• Sort by Service (Ascending)

Question / Data Need  

What is the total number of units of service provided to all individuals over the age of 18? 

Solution

• Domain(s): Service joined to Client
• Query Results include Units (Summarization: Sum)
• Query Filter(s) include Age as of Today > 18

Question / Data Need 

Show a list of all Clients that have received a service this year and the total number of services they have received this year

Solution

• Domain(s): Client joined to Service
• Query Results include Full Name, Service ID (Summarization: Count)
• Query Filter(s) include Service Date >= '01/01/20XX', Service Date <= '12/31/20XX' (Use current or previous year)
• Sort by Full Name (Ascending)

Data Explorer Visualization

After running any Data Explorer Question, a User can Visualize the set of data located by the Question. This allows the User to view their data in a customized Chart without having to export the Report.

Navigation

After selecting Show Me on any functioning Question, the Visualize option will display in the top right-hand corner next to the Export and Close buttons.

Adding a Visualization

1. After selecting Show Me on the necessary Data Explorer Question, select the Visualize link. 
2. Select a Series (Y Axis), a Category (X Axis), and a Chart Type. Multiple Series can be selected if necessary. The displayed Chart will change as the selections are made by the User. 
3. If necessary, select a Category. The Chart will now display the selected data based on the User's selections.

Visualization Examples

The above is an example Data Explorer Question that will have a portion of its data Visualized. After selecting Show Me followed by Visualize, select the following settings:

This will provide the following Visualization:

Alternatively, if the same Question's data is Visualized with the below settings, a very different Visualization appears:

Instead of a Pie Chart displaying the breakdown of the Gender of those Clients that received a Service, this last Visualization displays the number of Services received for every day of the month of January. The time period displayed can be changed using the date range bars at the top of the Visualization.