Reports

The automated application allows both reviewers and Site Leaders to generate a wide variety of reports that compile and organize data collected during the onsite review. These reports are accessible through the Report Menu, which also allows for the saving and printing of any report.

Note that reports may be generated for any record that currently exists on your tablet, whether that record is locked or unlocked. This means that, after the QA process has begun, review pairs can generate reports even after an OSRI record has been transferred to a Site Leader's tablet. Similarly, Site Leaders will be able to generate site- or review-based reports for any case record they have ever transferred to their tablet, whether or not that record has been returned to its original review pair.

Reports will be automatically updated to reflect the most current information anytime a case record is transferred again. Revised data will be included when a new report is generated. Reports can be generated for any record stored on your tablet PC, regardless of whether that record is locked or unlocked.

The Reports Menu

All report functions are accessed through the Reports Menu in the Menu Bar. The Reports Menu contains the following reports: Completed Case, Preliminary Case Summary, Preliminary Rating Summary, Completed Interview Guide, Case Progress Report, Nightly Debriefing Report, Case Review Summary, Case QA Rating Summary, Overridden Item Ratings, Rankings, Trend & Issue Tracker, and Summary of Findings Form. In addition, you can save and print reports using the Save Report As HMTL File or Print Report option.

Selecting Return to Document will close the Reports Menu and return you to the last record you were viewing. It will not function if you were previously viewing the Overview Screen. You can also click the Overview button to return to the Overview Screen from any open report.

Most of the report options in the Reports Menu have several sub-selections that open in another menu when you select a report. These sub-selections enable you to choose the specific criteria under which you will run any specific report. Some of the options are only available to Site Leaders, while others are also available to review pairs. The various sub-selections are described below:

Current Case
This option, available to both review pairs and Site Leaders, provides a report for either the currently open case (if the case is already open for editing) or for the record that is currently selected on the Record Summary Grid.

All My Cases
This option allows review pairs to view a report for each case record to which they have been assigned. The reports generate as one continuous document that can be navigated with the scroll bar on the right-hand side of the screen.

All Cases for Selected Reviewer
This option allows Site Leaders to view all the downloaded records from any single review pair. The reports generate as one continuous document that can be navigated with the scroll bar on the right-hand side of the screen.

All Cases for Site
This option allows a Site Leader to view all of his or her site’s records at once, as long as the records have been previously transferred to his or her tablet PC at some point. It does not matter if the record is locked or unlocked. The reports generate as one continuous document that can be navigated with the scroll bar on the right-hand side of the screen.

All Cases for Review
This option allows a Site Leader to view all of the records for an entire review at once, as long as the records have been transferred from the central server to his or her tablet PC. The reports generate as one continuous document that can be navigated with the scroll bar on the right-hand side of the screen. This function is generally only used by State Team or NRT Leaders.

Completed Case Report

The Completed Case Report can be opened from either the Record Summary Grid, by highlighting the case you wish to access, or from within an open case record. The report provides questions, answers, and ratings for the entire instrument. It is normally used by reviewers to perform Preliminary QA on a completed case and is also the default view (Report View) for Site Leaders who are performing First- or Second-Level QA.

The available sub-selections for a Completed Case Report include Current Case, All My Cases, All Cases for Selected Reviewer, All Cases for Site, and All Cases for Review.

Note that the Completed Case Report will indicate the presence in a record of both resolved and unresolved stickies by the use of orange highlighting. Clicking the View or Respond links attached to the sticky will open that sticky’s Conversation Form Window.

Preliminary Case Summary Report

The Preliminary Case Summary can be opened from either the Record Summary Grid, by highlighting the case you wish to access, or from within an open case record. It provides a summary chart of the Item and Outcome Ratings for each item and outcome in the instrument.

The available sub-selections for a Completed Case Report include Current Case, All My Cases, All Cases for Selected Reviewer, All Cases for Site, and All Cases for Review.

Preliminary Rating Summary

The Preliminary Rating Summary provides Local Site Leaders with counts of outcome and item ratings for the entire review site (choose sub-selection For Current Site), or State Team Leaders with outcome and item ratings for the entire review (choose sub-selection For Entire Review). Either option includes percentages for each category. The report includes both foster care and in-home cases and provides both an individual and combined percentage rating for each item and outcome for both case types.

Completed Interview Guide

The Completed Interview Guide report provides either the full text of an individual stakeholder interview (choose sub-selection Current Interview Only) or all of the stakeholder interviews at a local site (choose sub-selection All Interviews for Site). For Team Leaders, it can also provide the full text of all the stakeholder interviews in the review (choose sub-selection All Interviews for Review). All of the report options include questions and answers grouped by item, with responses grouped by stakeholder.

Case Progress Report

The Case Progress Report provides a brief summary of the current status of cases under review. The summarized information includes the review team, case name and type, QA status, and percentage completed. The available sub-selections for a Case Progress Report include Current Case, All Cases for Site, and All Cases for Review.

Nightly Debriefing Report

The Nightly Debriefing Report provides a summary presentation, called a "Basis for Rating," of each case's outcome ratings. This statement must be entered manually by the review pair and often serves as the foundation for the review pair's presentation at that night's nightly debriefing. Once this summary information has been entered, the available sub-selections for completed Nightly Debriefing Reports include Current Case, All My Cases, All Cases for Site, and All Cases for Review.

To enter a Basis for Rating, you must open the Nightly Debriefing Report in Data Entry Mode. To do so, first open the appropriate case normally. It does not matter if it is locked or unlocked on your tablet. Once the case is open, select Nightly Debriefing Report>Data Entry for Current Case from the Reports Menu.

Two reports will open on your tablet in a split screen. On the top will be a Completed Case Report. On the bottom will be the Nightly Debriefing Data Entry Form. Move through either display by using the scroll bars located on the side. You can also adjust the display size of each report by dragging the blue separator line up or down.

The Nightly Debriefing Report Data Entry Form features a total of nine text fields. The first two are located in Section II: Case History. They require background information about the family’s past issues and needs and information about the services that were provided in the past. The other seven text fields require that you provide a Basis for Rating for each of the individual outcome ratings.You may type information normally into these text fields. You may, however, find it faster and more efficient to use a specialized “copy and paste” function that is built into this report.

To use this function, locate the text in the Completed Case Report (top of screen) that you wish to copy. Then, ensure that the text box where you want to paste the text is displayed in the Nightly Debriefing Report Data Entry Form at the bottom of the screen. Use the mouse to highlight the text that you wish to copy, then drag it down to the text box. When you release the mouse button, the text will now display in the text box and will appear as part of the Nightly Debriefing Report.

Note that you can continue to add text to any text box by repeating these steps as often as necessary. You can, for example, use multiple answers from the Completed Case Report to cobble together a thorough Basis for Rating on the Nightly Debriefing Report.

It is also possible to access other reports while completing the Nightly Debriefing Report Data Entry Form. To do this, select the new report that you wish to open from the Reports Menu. Be sure to select the Current Case option for the report. The new report will open at the top of the screen.

The Nightly Debriefing Data Entry Form will remain open at the bottom of the screen until you use one of the two buttons located below the blue separator line: Close and Save. The Close button will close the bottom (data entry) portion of the screen, so that the Completed Case Report or other report displayed there shows as a full-screen report. From here, click Overview to return to the Overview Screen.

The Save button saves any typing or pasting that you have done to the Nightly Debriefing Report. When you open the report in non-data entry mode, your answers will appear as part of the report. A pop-up window will appear after you click Save to let you know that the save was successful; click OK to close this window and return to the split screen view.

Note that if you click Close before you have saved your work, any information that you typed or pasted into the Nightly Debriefing Data Entry Form will still automatically save to the system.

Case Review Summary

The Case Review Summary produces a simple chart listing the total number of cases from each of the four review sites. In addition to the totals, it breaks down the numbers by foster care and in-home services cases. Note that it will only count cases that are saved (either locked or unlocked) onto the current tablet.

Case QA Rating Summary Report

The Case QA Rating Summary is a summary chart that provides each item’s Calculated Rating and Main Reason Statement as well as each outcome’s rating and Basis for Rating. The Basis for Rating is taken from the data entered by the reviewer into the Nightly Debriefing Report. The available sub-selections for a Case QA Rating Summary Report include Current Case, All Cases for Site, and All Cases for Review.

Overridden Item Ratings

The Overridden Item Ratings chart provides information on all items that received an Override during the course of a review. The information provided for each instance of an override includes the review site, review team, case name, item, original Calculated Rating, Overridden Rating, and the reason for the override.

Rankings

There are two options listed under the Rankings item on the Reports Menu: Outcomes and Outcomes Sorted by Substantially Achieved.

Outcomes

The Outcomes selection provides the outcome ratings and item rankings for the entire State’s review, ranked in order from highest to lowest. It lists them for the State as a whole first, then breaks out each review site individually.

Each outcome is listed in relative order of highest ranking to lowest. The items are included under each outcome, also ranked from highest to lowest. Outcome ratings are given a numerical value in which 1 equals Substantially Achieved, 2 equals Partially Achieved, and 3 equals Not Achieved. Item rankings are given a numerical value in which 1 equals Strength and 2 equals Area Needing Improvement. Only applicable cases are included. Each outcome and item’s ranking is determined by averaging its total numerical value.

Note that only Applicable cases are included for each ranking.

Outcomes Sorted by Substantially Achieved

This option displays a chart that shows the total number of cases—total, foster care, and in-home services—that had a Substantially Achieved rating for each of the seven outcomes. For each area, it lists the total number of Applicable cases, the total number that were rated as Substantially Achieved, and the percentage that were rated as Substantially Achieved. It lists numbers for the entire State review first, then breaks down the numbers by each review site.

Trend and Issue Tracker Form

The Trend and Issue Tracker is not accessible by reviewers. Site Leaders can use it to make notes on trends and issues in the review. These notes are grouped by performance item and are automatically pulled into the exit conference PowerPoint as presenter notes. Unlike the Summary of Findings Form, though, the Trend and Issue Tracker is not an official form to be submitted to anyone else.

When you select Trend and Issue Tracker from the Reports Menu, the data entry area will open at the bottom of the screen. This area features a drop-down menu from which you can choose any one of the OSRI’s items, a Summary box for typing notes, a Save button, and a Close button. The blue line dividing the data entry area from the top of the screen can be dragged up or down to resize the space in which you can work.

To use the Trend and Issue Tracker, first select from the drop-down menu the item for which you are adding a note. Then, type your note in the Summary box. Click the Save button to save your note to the Trend and Issue Tracker Form. A pop-up window will appear to notify you that your Item Summary was saved. Click OK to close the window. If you now select another performance item from the drop-down menu, you can then return to this first item and your note will still appear in the Summary box.

Note that you can also open any report in the top part of the screen. Open reports by selecting them from the Reports Menu. The same process used by reviewers to copy and paste text in Nightly Debriefing Reports will work here, too.

To exit data entry for the Trend and Issue Tracker Form, click the Close button. Note that this will close the data entry with no warning message. Any unsaved information that you have entered will be lost unless you first click the Save button.

Summary of Findings Form

The Summary of Findings Form provides a summary of the findings for the entire review. The information it contains must be manually entered by one of the Site Leaders. It is important that only one Site Leader from any given review site work on the Summary of Findings Form, because only one copy of the form can be uploaded to the central server from each of the review sites. The Site Leader responsible for completing it may begin the Summary of Findings Form as early as Tuesday of the review week. Once this information has been manually entered, the available sub-selections for the Summary of Findings Form include View Local Site Report, View State Level Report, and View Combined State and Local Site Report.

To enter data onto the Summary of Findings Form, select Summary of Findings Form from the Reports Menu. Then select the Data Entry option. A split screen display will open. A site-wide Case QA Rating Summary Report will appear on top. The bottom portion of the screen is the data entry area. The screen is divided by a blue line; you can drag it up or down to increase the viewing area on either side.

Use the drop-down menu to select the performance item you need. You can also use the Previous Item and Next Item buttons to move backward and forward through each performance item. Once you have selected the correct performance item, you must enter your data into the Basis textbox. Any data that you have already typed and saved will appear here; you can edit this information, delete it, or add to it as necessary. You can also add text to the Basis textbox by using the copy-and-paste function that reviewers use in the Nightly Debriefing Report.

When you have finished entering data, click the Save button to save your text to the system. A pop-up window will briefly display to notify you that the Basis was saved.

You can open any other report to assist you in completing the Summary of Findings Form. Open another report by selecting it from the Reports Menu. That report will appear in the top portion of the screen in place of the Case QA Rating Summary Report.

Click the Close button to exit the Summary of Findings Data Entry Form. The bottom portion of the screen will close, leaving only the report that was open on top. Click the Overview button to return to the Overview Screen. Once you have completed data entry for the Summary of Findings Form, it should be uploaded along with your site’s completed cases to the central server.

The completed Summary of Findings Form should be uploaded to the central server after the conclusion of the Local Site Exit Conference. To upload the Summary of Findings Form, click and hold its record icon in the purple area at the bottom of the Central Server Data Transfer Screen. The record icon’s header will turn yellow to indicate that it has been selected. Drag the record icon up to the purple area of the site’s central server folder. The area will turn yellow; release the Summary of Findings Form there. A Status Update window will open to show the upload’s progress.

Saving and Printing Reports

The application allows you to both save reports as HTML files and print reports for offline use.

To save a report, first open the report. Then, select Save Report as HTML File from the Reports Menu. This will open the Save Web Page window. Navigate to the file location where you want the report to be saved (the default is your USB key), then click the Save button. The report will be saved as an HTML file, which can be opened for viewing in any Web browser.

To print a report, select Print Report from the Reports Menu. This opens the standard Print window. There will be a USB printer located on site; ensure that this printer is connected to your tablet, then select it from the list of available printers. Click the Print button to print the report.

To return to a previously opened record, select Return to Document from the Reports Menu. This loads the data entry form for the case or interview record that was opened prior to loading the report. This function will work only if the report was loaded when a case or interview record was open for editing.