Group Activities

The Services - Group module Activities feature is used to enter, update, and delete group activity attendance records.  It can also be used to configure the activities lists for those same programs.

Required Permissions 

Use of the Activities feature requires the following permissions:

Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Services - Group Button
Group Activities List (optional - only required if you will be configuring a program's activities list)

  NOTE: Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need the permission listed here, please contact your supervisor or your local Help Desk for assistance.

Click-by-Click Instructions 

Entering Group Activity Attendance - Learn to enter group activity attendance information.

To enter a group activity attendance record, complete the following steps from the AWARDS Home screen:

1. Click the Program drop-down arrow in the upper-right corner of the page, and then select the program for which the group attendance record is to be entered.
2. Click Charts from the left-hand menu, and then click Services - Group.  The Group Services fly-out menu is displayed.
3. Click Activities.  If no activities have previously been configured for the selected program, the Group Activities List Setup page is displayed.  Continue with step 4.

If activities have previously been configured, the Group Attendance Data Entry page is displayed.  Continue with step 8.

4. In the Activity field, type the name of the group activity, then click UPDATE. 
5. Click the Type drop-down arrow and select the type of activity being entered.

  NOTE: Those types available for selection are those set up for this program using the Group Schedule Setup, Configure Types feature in the Services - Group module.  For more information see Configure Types.

6. Click CREATE ACTIVITY.  The activity information is saved and the updated Group Activities List page is displayed. 
7. Click Home from the AWARDS navigation bar at the top of the page, and return to step 2 above.
8. Click the Group Activity Date drop-down arrow and select the date on which the group activity occurred.  The default value is today's date.
9. Click the Activity drop-down arrow and select the type of activity which this attendance record is to document.

  NOTE: Those activities available for selection are those set up for this program using the Group Schedule Setup, Configure Activities feature in the Services - Group module.  For more information see Configure Activities.

10. If the group activity attendees include inactive members, click the Include Inactive Roster? checkbox.

  NOTE: Inactive members are those whose attendance has lapsed for 90 days or more, based on a behind-the-scenes examination of reception desk and activities attendance data.

  NOTE: This option is not available for all programs.

11. Click CONTINUE.  The Group Activity Attendance Data Entry page is displayed. 

  NOTE: If an activity record displays in report mode at this time rather than in data entry mode, it is an indication that the activity attendance has been locked for editing because a corresponding group note has been written for the activity. To edit the attendance for group in such cases, the group note must be updated by the person who wrote it. Any attendance edits made in the group note will then sync with the activity attendance located here.

12. Click the Start Time and End Time drop-down arrows and select the activity's start and end times.

  NOTE: If start and end times for the selected activity have already been set up using the Group Schedule Setup, Group Schedules feature in the Services  - Group module, those times will be selected by default.  

13. Click the Attendance Checklist checkbox next to each client who attended the selected activity.

  NOTE: If a roster for the selected activity has already been set up using the Group Schedule Setup, Group Member Status feature in the Services - Group module, the consumers on the roster will be selected by default.  

14. Click ENTER CLOCK TIMES.  The Group Activity Attendance Data Entry clock times page is displayed.

This page contains a list of the group attendees selected on the previous page, as well as a set of in and out attendance times for each.  These times default to the activity start and end times.

15. Make changes to the individual group attendance information for each client as necessary, using the In and Out drop-down arrows to select the hours of attendance.
16. Click UPDATE & FINISH.  The group attendance information is saved and a read-only report version of the information is displayed on the Group Activity Attendance Report page for confirmation purposes.

  TIP: To make additional changes to the group attendance information at this time, click DATA ENTRY to return to the Group Activity Attendance Data Entry clock times page.

The process of entering a group activity attendance record is now complete.

Updating Group Activity Attendance - Learn to make changes to previously entered group activity attendance information.

To update an existing group activity attendance record, complete the following steps from the AWARDS Home screen:

1. Click the Program drop-down arrow in the upper-right corner of the page, and then select the program for which the group attendance record is to be updated.
2. Click Charts from the left-hand menu, and then click Services - Group.  The Group Services fly-out menu is displayed.
3. Click Activities.  The Group Attendance Data Entry page is displayed.

4. Click the Group Activity Date drop-down arrow and select the date for which the attendance is to be updated.  The default value is today's date.
5. Click the Activity drop-down arrow and select the type of activity for which the attendance is to be updated.
6. If the group activity attendees include inactive members, click the Include Inactive Roster? checkbox.

  NOTE: Inactive members are those whose attendance has lapsed for 90 days or more, based on a behind-the-scenes examination of reception desk and activities attendance data.

  NOTE: This option is not available for all programs.

7. Click CONTINUE.  The Group Activity Attendance Data Entry page is displayed.

  NOTE: If an activity record displays in report mode at this time rather than in data entry mode, it is an indication that the activity attendance has been locked for editing because a corresponding group note has been written for the activity. To edit the attendance for group in such cases, the group note must be updated by the person who wrote it. Any attendance edits made in the group note will then sync with the activity attendance located here.

8. Make changes or additions to the group activity attendance information as necessary, including the activity start and end times and attendance.
9. Click ENTER CLOCK TIMES.  The Group Activity Attendance Data Entry clock times page is displayed.

This page contains a list of the group attendees selected on the previous page, as well as a set of in and out attendance times for each.  These times default to the activity start and end times.

10. Make changes to the individual group attendance information for each consumer as necessary, using the In and Out drop-down arrows to select the hours of attendance.

  TIP: To remove an entry from the attendance record, make the in and out times and am/pm settings blanks for the consumer whose entry is to be removed.

11. Click UPDATE & FINISH.  The group attendance information is saved and a read-only report version of the information is displayed on the Group Activity Attendance Report page for confirmation purposes.

  TIP: To make additional changes to the group attendance information at this time, click DATA ENTRY to return to the Group Activity Attendance Data Entry clock times page.

The process of updating a group activity attendance record is now complete.

Deleting Group Activity Attendance - Learn to remove group activity attendance for a given day, or for a single client on that day.

To delete a group activity attendance record, complete the following steps from the AWARDS Home screen:

1. Click the Program drop-down arrow in the upper-right corner of the page, and then select the program for which the group attendance record is to be deleted.
2. Click Charts from the left-hand menu, and then click Services - Group.  The Group Services fly-out menu is displayed.
3. Click Activities.  The Group Attendance Data Entry page is displayed.

4. Click the Group Activity Date drop-down arrow and select the date for which the attendance is to be deleted.  The default value is today's date.
5. Click the Activity drop-down arrow and select the type of activity for which the attendance is to be deleted.
6. Click CONTINUE.  The Group Activity Attendance Data Entry page is displayed.

  NOTE: If an activity record displays in report mode at this time rather than in data entry mode, it is an indication that the activity attendance has been locked for editing because a corresponding group note has been written for the activity. To edit the attendance for group in such cases, the group note must be updated by the person who wrote it. Any attendance edits made in the group note will then sync with the activity attendance located here.

7. Verify that the correct activity attendance record was selected.
8. Uncheck the individuals for whom the activity attendance data is to be deleted or, to remove the attendance record entirely, click Clear All.
9. Click ENTER CLOCK TIMES. 

If you choose to Clear All in step 8, all activity attendance data in the selected record is immediately deleted and a confirmation pop-up is displayed.  Click OK to complete the process.  The remaining steps do not apply.

If you unchecked select individuals in step 8, the Group Activity Attendance Data Entry clock times page is displayed for those remaining.

10. Make changes to the information on this page if needed. 

  TIP: Setting the In and Out values to blanks on this page is another way to delete a specific client's activity attendance from the selected record.

11. Click UPDATE & FINISH.  The group attendance information is updated and a read-only report version of the information is displayed on the Group Activity Attendance Report page for confirmation purposes.

The process of deleting a group activity attendance record is now complete.

Configuring a Program's Activities List - Learn to configure group activities lists.

The list of activities available for use when recording the attendance of program clients is configured on a program-by-program basis under Services - Group > Activities > using the Configure Activities button on the Group Attendance Data Entry page.

  NOTE: For users with access to the optional Group Schedule Setup functionality this configuration can also be completed from within the Configure Activities feature found there.

To configure the activities list for a specific program by adding, updating, or deleting an activity list record, complete the following steps from the AWARDS Home screen:

1. Click the Program drop-down arrow in the upper-right corner of the page, and then select the program for which the activities list is to be configured.
2. Click Charts from the left-hand menu, and then click Services - Group.  The Group Services fly-out menu is displayed.
3. Click Activities.  The Group Attendance Data Entry page is displayed.

4. Click Configure Activities.  The Activities Index page is displayed.

  TIP: When working on the index page, records are easily accessible using the following tools and navigation features:

"Show Records" display options - By default the index includes only activities currently designated as "Active."  To expand the display to include all activities instead, click All under "Show Records" in the left-hand menu.  To update the display to include only inactive activities, click Inactive.

Sorting options - By default records in the index are sorted alphabetically by activity name.  Click a column header in the data table to sort the index by a different type of data.  Click the heading again to reverse the sort order.

Navigation options - 10 records are displayed on the page by default.  To access records on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table.  To display 25 or 50 records at a time, click the Show drop-down to the left of the record count, also in the bottom-right corner, and make a selection.

Once you select records on the index, a count of how many total records are selected is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select records on the first page (showing records 1-10 by default) and move to the next page (displaying records 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.

Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list.  To search the contents of the index (including those records not currently displayed on the page), enter a value in the Search field.  The index is automatically updated as you type.  To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.

ReporBuilder access - The Group Activities List ReportBuilder link on the left-hand menu bar provides a shortcut to access the ReportBuilder for this feature.  For instructions on using that ReportBuilder, click here. 

5. At this time, complete one or more of the following tasks as needed:

   Add a new activity record - To do so, click the add new icon from the action bar above the activities table.  A new data entry page is displayed.  Continue with step 7.

   Update an existing activity record - To do so, click the record to be updated, or click the checkbox to the left of that record and then click the edit icon from the action bar above the activities table.  The data entry page is displayed.  Continue with step 7.

   View or print an existing activity record - To do so, click the checkbox to the left the record to be viewed/printed, and then click the view icon from the action bar above the activities table.  A read-only version of the record is displayed and can be printed as needed using your browser's print option.

   Delete an existing activity record - To do so, click the checkbox(es) to the left of the record(s) to be deleted, and then click the delete icon from the action bar above the activities table.  A confirmation message is displayed.  Click OK to proceed with the deletion.  The selected record(s) are deleted and the updated index is displayed.  The remaining steps do not apply.

  NOTE: The delete option is only available when group schedules have not been set up for the activity in question.

  TIP: To close out an activity record rather than delete it, update the record and set the Status to "Inactive."  Doing so indicates that the activity is no longer in effect, while preserving the history.

   Return to the Activities index - To do so, click the To Index icon from the action bar while working in an activity record to return to the index page.  You can also return to the index page at any time by clicking Activities from the breadcrumbs trail below the AWARDS navigation bar.

6. On the Activities data entry page, configure the activity by entering or updating values in the following fields/options:

  Activity - In this field, enter the name of the activity.

  Status - To activate or inactivate the activity, click this drop-down arrow and select "Active" or "Inactive," respectively.  When an activity is inactivated, it is no longer available for selection in activities lists, but any data previously entered for it remains in the system.

  Type - Click this drop-down arrow and select the type of activity being worked with.

  NOTE: Those types available for selection when adding a new activity are those set up for this program using the Configure Types component of the Group Schedule Setup feature.

  Group Capacity - Enter the limit on the number of group members to be included in the group, as an integer between 0 and 999.  The value entered here will not restrict more members from being documented in the group within AWARDS.

  Merge with Activity - To merge the information from the activity with that of another activity, click the Merge with Activity drop-down arrow and select the activity to be merged with.  Keep in mind that once merged, the merged activity is no longer available for selection in activities lists and all data entered for that activity will be accessible under the "Merge With Activity" you selected.

7. Click Save.  The activity record is saved and the updated Activities Index page is displayed.

The group activity configuration process is now complete.

Using the Group Activity Attendance ReportBuilder - Learn to generate customized reports of client demographics and group activity attendance details.

The Group Activities ReportBuilder, available from within the AWARDS Reports module, is used to generate customized reports of client demographics and group activity attendance detail (including associated group notes, when applicable).  To generate and save a Group Activities report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:

1. From the navigation bar, click Reports (or the Reports icon).  The Reports index is displayed.

2. Click the Program drop-down arrow in the upper-right corner of the page and select the individual program for which the report is to be run, or select a group of programs using one of the available "All" or "Custom Grouping" selections.
3. If you previously bookmarked the Group Activity Attendance ReportBuilder it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click ReportBuilders or All under "Show Reports."
4. Use the navigation features in the bottom-right corner to locate the Group Activity Attendance ReportBuilder in the index, or enter "attendance" in the Search field in the upper-right corner.
5. Click Group Activity Attendance ReportBuilder from the reports index. The Settings page is displayed.
6. Click the Roster Date Range drop-down arrow and choose which clients are to be included in the report based on their program history.  Available selections are:

  In Program - When this option is selected the report will only include clients with program history records indicating they were enrolled in the program at some point during the specified date range.  This selection is recommended if you will be narrowing the report contents using multiple date range filters (set in step 16).

  NOTE: In this context, clients who were enrolled in the program include those who entered the program on or before the report "To" date, those who were discharged from the program on or after the report "From" date, and those who were enrolled in the program for the entirety of the report period.

  Admitted - When this option is selected the report will only include clients with program history records indicating they were admitted to the program at some point during the specified date range.

  Admitted or Transferred In - This option is available in databases that are set up to use the Transfers module.  When this option is selected the report includes clients with program history records indicating they were either admitted to the program (via the Intake/Admission module) or transferred into the program (via the Transfers module) at some point during the specified date range.

  Discharged - When this option is selected the report will only include clients with program history records indicating they were discharged from the program at some point during the specified date range.  Current program episodes will not be included.

  Discharged or Transferred Out - This option is available in databases that are set up to use the Transfers module.  When selected the report includes clients with program history records indicating they were either discharged from the program (via the Discharge module) or transferred out of the program (via the Transfers module) at some point during the specified date range.

  NOTE: In the event that you are creating a new report format that will be saved, please be aware that the selection you make here is not saved with the report.  It, along with the date ranges specified in steps 7 and 9, must be set each time the report is run.

7. By default both Date Range fields contain today's date to include in the report only those clients on the current roster.  If necessary, make changes to that default date range using the available From and To fields/date pickers.  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
8. By default the report contents include all clients with records matching the report settings; any client without records matching those settings is excluded.  If necessary, click one of the other Client radio buttons to make an adjustment to the included clients.  Available selections are:

  Clients with Records - The default.  As noted above, includes in the report all clients with records matching the report settings, and excludes those that do not match.

  All Clients - Includes in the report all clients on the program roster, whether or not they have records that match the report settings.  Those without matches will display "--" for data variables in the report where there is not a matching record.

  Select Client - Limits report contents to those records for a single client only, if records are found for that client that match the report settings.  When selected, use the corresponding drop-down (automatically displayed when "Select Client" is clicked) to choose the client for whom the report is to be generated. (The selection list is limited to those clients matching the roster date range settings selected in previous steps.)

9. For the clients included in the report, contents are limited to attendance records for activities that took place at some point during the date range specified using the Group Activity Dates fields on this page.  By default, the group activity date range is set for group activities that took place within the last month.  If necessary, make changes to that default date range using the available From and To fields/date pickers.  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.

  NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working.  AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs.  With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML.  Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed.  Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.

The instructions provided here detail use of the Group Activity Attendance ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, click here.

10. By default the report is limited to records for clients who were recorded as "Present" for a given activity.  To include records for all scheduled clients, including those with a status of "No Show" or "Canceled,"  click the Include No Shows/Canceled checkbox.
11. If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message checkbox.  When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process (in step 13 or 21) - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.

  NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted.  (The exact date of deletion will be displayed in red at the top of the report message for your reference.)  If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message.  If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.

12. Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved report format.  Available choices are to:

  Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down.  When using this method, you can immediately generate the report without changing any settings.  Alternately, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.

  Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.

  NOTE: If you (or another user) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here.  Make changes to the selection as needed, or leave it at its default value.

13. Click CONTINUE.

If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page.  Continue with step 22.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 11), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and then proceed with step 22. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

In all other instances, the Options page is displayed.  Continue with step 14.

14. The Group Activities Attendance ReportBuilder report includes all clients who meet the report settings specified in steps 6 through 8, who were also documented as group attendees during the date range specified in step 9. In some cases, that may result in duplicate report records if the client attended multiple group activities during that time period.  To filter out those duplicates and list each client only once in the report results, click the Unduplicated Client Count checkbox.

  NOTE: When this option is selected, the report contents are limited to the most recent group activity attendance record for each included client.

15. The Options page contains a list of variables grouped by type, and may include sections for "Demographics," "Group Activity Information," and "Attendance Information."

  NOTE: A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page.  It is intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January).

Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.

16. Click CONTINUE.  The Options - Continued page is displayed.
17. Configure the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents.  Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.

  TIP: Individual detail report options and/or summary table selections must be set before the report can be generated.  For more information on using the various report options, please click here.

18. To save the report settings so that this report can easily be re-run in the future, click SAVE REPORT FORMAT.  The Save Report Format dialog box is displayed.

  TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 21.

19. Configure the fields and options on this dialog box to indicate the specifics of how the format should be saved.

  TIP: For more information on using the save report format options, please click here. 

20. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
21. Click DISPLAY REPORT.  The report is generated and displayed on the ReportBuilder page.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 11), a notice is displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete, and then proceed with step 21. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

22. At this time individual detail and/or summary table content can be hidden or sorted as needed.  The report can also be printed or exported to Microsoft Excel.  For more information on working with ReportBuilder report contents, please click here. 

  NOTE: When working with report data, please keep in mind that:

If the "Unduplicated Count" option was selected in step 14, only the most recent attendance record for each of the included clients is displayed.

When a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page, while the rest of the report detail is viewed.  This enables you to view the column labels, even when scrolling down the page.  Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.

The process of generating a Group Activities Attendance ReportBuilder report is now complete.

Additional Activities Reports  

The following reports, while not located within the Activities feature itself, can be a useful tool for reviewing services.

Service Contacts ReportBuilder - Used to generate custom reports of individual and group services. 

The AWARDS Service Contacts ReportBuilder, located in the Reports module, is a powerful tool that can be used to generate user-customized reports of basic client demographics along with detailed services information for services collected using group notes, group activity attendance records, progress notes, reception desk program attendance, and the contacts log (basic or supportive services checklist versions).   To generate and save a Service Contacts ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:

  TIP: For frequently asked questions about the Service Contacts ReportBuilder, skip down to the bottom of the page.

1. From the navigation bar, click Reports (or the Reports icon).  The Reports index is displayed.

2. If you previously bookmarked the Service Contacts ReportBuilder it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click ReportBuilders or All under "Show Reports."
3. Use the navigation features in the bottom-right corner to locate the Service Contacts ReportBuilder in the index, or enter "service contacts" in the Search field in the upper-right corner.
4. Click Service Contacts ReportBuilder from the reports index. The Service Contacts ReportBuilder Settings page is displayed.

5. Click the Program drop-down arrow and select the individual program for which the report is to be run, or a select a group of programs using one of the available "All" selections or a "Custom Grouping."
6. Click the Roster Date Range drop-down arrow and choose which consumers are to be included in the report based on their program history.  Available selections are:

  In Program - When this option is selected the report will only include clients with program history records indicating they were enrolled in the program at some point during the specified date range.  This selection is recommended if you will be narrowing the report contents using multiple date range filters (set in step 19).

  NOTE: In this context, clients who were enrolled in the program include those who entered the program on or before the report "To" date, those who were discharged from the program on or after the report "From" date, and those who were enrolled in the program for the entirety of the report period.

  In Program Including Pending Clients - When this option is selected the report will include admitted and pending clients - those with an admission date OR intake date, respectively, prior to the report end date, and no discharge date (or no discharge date within the date range).

  NOTE: Pending clients are clients in a multi-step intake program who have had an intake processed but who are not yet fully admitted - or clients for whom a room reservation has been made.  Programs using Drop In functionality also create clients designated as pending. 

  Admitted - When this option is selected the report will only include clients with program history records indicating they were admitted to the program at some point during the specified date range.

  Admitted or Transferred In - This option is available in databases that are set up to use the Transfers module.  When this option is selected the report includes clients with program history records indicating they were either admitted to the program (via the Intake/Admission module) or transferred into the program (via the Transfers module) at some point during the specified date range.

  Discharged - When this option is selected the report will only include clients with program history records indicating they were discharged from the program at some point during the specified date range.  Current program episodes will not be included.

  Discharged or Transferred Out - This option is available in databases that are set up to use the Transfers module.  When selected the report includes clients with program history records indicating they were either discharged from the program (via the Discharge module) or transferred out of the program (via the Transfers module) at some point during the specified date range.

  NOTE: In the event that you are creating a new report format that will be saved, please be aware that the selection you make here is not saved with the report.  It, along with the settings specified in steps 7, 9, and 10 must be set each time the report is run.

7. By default both Date Range fields contain today's date to include in the report only those clients on the current roster.  If necessary, make changes to that default date range using the available From and To fields/date pickers.  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
8. By default the report contents include all clients with records matching the report settings; any client without records matching those settings is excluded.  If necessary, click one of the other Client radio buttons to make an adjustment to the included clients.  Available selections are:

  Clients with Records - The default.  As noted above, includes in the report all clients with records matching the report settings, and excludes those that do not match.

  All Clients - Includes in the report all clients on the program roster, whether or not they have records that match the report settings.  Those without matches will display "--" for data variables in the report where there is not a matching record.

  Select Client - Limits report contents to those records for a single client only, if records are found for that client that match the report settings.  When selected, use the corresponding drop-down (automatically displayed when "Select Client" is clicked) to choose the client for whom the report is to be generated. (The selection list is limited to those clients matching the roster date range settings selected in previous steps.)

9. For the clients included in the report, contents are limited to service contacts that took place during the date range specified using the Service Dates fields on this page.  Click the Date Range Applies To drop-down arrow in this portion of the page and choose which type of date is to be used when applying that date range.  Available selections are:

  Contact Date - When selected, the report is limited to records for which the contact date is within the specified date range.

  Date Modified - When selected, the report is limited to records for which the date modified is within the specified date range.

  Date Written - When selected, the report is limited to records for which the date written is within the specified date range.

The default selection is "Contact Date."

  NOTE: This selection can be particularly useful to agencies that generate service contacts reports repeatedly over time, enabling them to pull records incrementally without having to generate a full report/export that includes records that been been untouched since the last report/export.

10. By default the Service Dates date range itself is set for the last month.  If necessary, make changes to that default date range using the available From and To fields/date pickers.  When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
11. Leave the Provide ExportBuilder Options checkbox unchecked.  It is NOT relevant to report generation.

  NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working.  AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs.  With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML.  Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed.  Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.

The instructions provided here detail use of the Service Contacts ReportBuilder only, not the corresponding ExportBuilder.  For more information on using ExportBuilders, click here.

12. If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message checkbox.  When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process (in step 14 or 23) - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.

  NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted.  (The exact date of deletion will be displayed in red at the top of the report message for your reference.)  If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message.  If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.

13. Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved report format.  Available choices are to:

  Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down.  When using this method, you can immediately generate the report without changing any settings.  Alternately, you can first review and modify the settings of the format by checking off the available Provide option to modify settings of saved report format checkbox.

  Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.

  NOTE: If you (or another user) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here.  Make changes to the selection as needed, or leave it at its default value.

14. Click CONTINUE.

If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page.  Continue with step 24.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 12), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion.  You can then navigate away from the page, or wait for the report to complete and then proceed with step 24.   If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

In all other instances, the Options page is displayed.  Continue with step 15.

15. The Service Contacts ReportBuilder report includes all clients who were enrolled in the selected program(s) at some point during the date range specified in step 7.  In some cases, that may result in duplicate report records in instances where a client has multiple histories in a single program, or a history in multiple programs.  To filter out those duplicates and list each client only once in the report results, click the Unduplicated Client Count checkbox.

  NOTE: When this option is selected, the report contents are limited to the most recent service contact record for each included client.

16. By default, reception desk data is not included in this report.  If you have access to the Reception Desk module and a non-residential program (or a group of programs that include a non-residential program) was selected in step 5, an Include Reception Desk Records checkbox is shown on this page.  If necessary, click this checkbox to have reception desk data included in the report results.
17. The remainder of the page is comprised of a list of demographic and service contact variables, grouped by information type, representing data collected in several AWARDS locations:

Intake Form	Face Sheet
Contacts Log	Supportive Services Checklist
Progress Notes	Group Notes

Some variables which are not necessarily found on the above forms are also available; for example, "Age" and "Client ID."

  NOTE: A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page.  It is intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January).

Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.

18. Click CONTINUE.  The Report Options - Continued page is displayed.
19. Configure the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents.  Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.

  TIP: Individual detail report options and/or summary table selections must be set before the report can be generated.  For more information on using the various report options, please click here.

20. To save the report settings so that this report can easily be re-run in the future, click SAVE REPORT FORMAT.  The Save Report Format dialog box is displayed.

  TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 23. 

21. Configure the fields and options on this dialog box to indicate the specifics of how the format should be saved.

  TIP: For more information on using the save report format options, please click here. 

22. Click Save Report Format.  The report format is saved and the Report Options - Continued page is re-displayed.
23. Click DISPLAY REPORT.  The report is generated and displayed on the ReportBuilder page.

  NOTE: If you chose to send the report to yourself via the Messages module (in step 12), a notice is displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion.  You can then navigate away from the page, or wait for the report to complete, and then proceed with step 24. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.   

24. At this time individual detail and/or summary table content can be hidden or sorted as needed.  The report can also be printed or exported to Microsoft Excel.  For more information on working with ReportBuilder report contents, please click here. 

  NOTE: When working with report data, please keep in mind that:

If the Unduplicated Count option was selected in step 15, only the most recent service contact record for each of the included clients is displayed.

When a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page.  Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.

The process of generating a Service Contacts ReportBuilder report is now complete.

Service Contacts ReportBuilder Frequently Asked Questions

How can I tell which services have been billed/not billed?

A data variable called Invoice ID (Batch ID) is available in the following Services module ReportBuilders for all agencies that use the BillingBuilder:

- Contacts Log ReportBuilder
- Group Notes ReportBuilder
- Progress Notes ReportBuilder
- Service Contacts ReportBuilder

When the Invoice ID (Batch ID) variable is included in one of these ReportBuilders and populated with data, it indicates that the service has been billed/invoiced (meaning that an invoice has been generated and posted to A/R for that service).  If a service is associated with multiple posted invoices, all invoice IDs are reported in the order of the oldest to the newest invoice.

  NOTE: This data field is only populated for program services that are linked to configured billing types. AWARDS hard coded billing types/program services are not included.

How do I build a service contacts report that excludes amended progress note entries?

Currently we do not have a way to filter amendments out of Service Contact ReportBuilders.  One possible workaround though, is to have staff always enter specific text in their amendments (for example, preceding the note text with "Amendment:") so that you could filter out any notes with that text.  Another option is to use Services > Utilization Reports > Progress Notes Report instead of a ReportBuilder.  This will show you the progress notes portion of the services data collection for the period of time you're looking at, without reporting out on amendments separately.

Is there a way to see which service contacts have been electronically signed?

Yes, all of the Services menu's ReportBuilders have an "E-Signed" variable available which, when included in the report, will display "Yes" for records that have been electronically signed.  In addition, the Client History Report will indicate whether an electronic signature has been placed on a client's progress notes, contacts log entries, group notes, service plans, and certain FormBuilder forms.

What do the letters in a "Record ID" mean in services-related ReportBuilders?

The Record ID data variable available for inclusion in services-related ReportBuilders includes a unique ID for each record.  As part of that ID there is a preceding letter code that also identifies the type of each services record; specifically:

P = Progress Note
C = Contacts Log Record
S = Supportive Services Checklist
G = Group Note
A = Group Attendance Record

  NOTE: In the event that there is a combined Contacts Log/Progress Note record included in the report data, the Record ID reflects the Contacts Log ID/Progress Note ID.

Similarly, a combined Group Attendance/Group Note record reflects the Group Attendance ID/Group Note ID.  When a record ID has both A and G codes, it means that the group was scheduled (using the Group Schedule Setup functionality), the individual was an expected attendee in that group, and he/she was present.  (Keep in mind that if a record ID only has a G code, it does not mean that there is no attendance record; it only means that the group was not scheduled using Group Schedule Setup, and therefore there are no expected attendees though this individual did attend.)

When there are multiple signatures on a record, which date populates "Locked by E-Sign Date" on the ReportBuilder?

If multiple electronic signatures have been applied to a record, the ReportBuilder's Locked by E-Sign Date data variable populates with the date on which the first of those signatures was applied.  It is that date on which the record was locked from further edits.

Who displays as the group leader on ReportBuilders containing data from scheduled group activities?

The name of the ReportBuilder data variable used to report on a group's leader, as well as where the group leader information is pulled from, varies based on whether a group note has been written.  Specifically:

  In the Service Contacts ReportBuilder - The "Leader" data variable displays the scheduled group leader (set under Services > Group Schedule Setup > Group Schedules), unless there has been a group note written for the group.  In such cases the Leader data variable will reflect the writer of the group note.

  In the Group Activity Attendance ReportBuilder - The "Leader" data variable displays the scheduled group leader (set under Services > Group Schedule Setup > Group Schedules), unless there has been a group note written for the group.  In such cases the Leader data variable will reflect the writer of the group note.

  In the Group Notes ReportBuilder - There is no data variable for "Leader" because AWARDS assumes that the writer of the group note is the group leader.  Activities entered without group notes are not included in the report.

Why is the "Activity" variable blank or displaying "No Data" in the Service Contacts ReportBuilder report?

Activity records are created for group notes only when the user has recorded a note for a scheduled group.  Notes written for unscheduled groups do not create activity records, so the activity information for them will be blank.

Why isn't a note written on a certain date appearing in my ReportBuilder report for that date?

For each note three distinct dates are captured - the contact date, the date written, and the date last modified.  While the label on the progress note itself always refers to "date written," the system relies on behind-the-scenes preferences to determine whether what is shown there is in fact the date written, or is instead the date last modified.  In the case of service contact ReportBuilders through, it will always show you the data that you request.  If you choose to include the "Date Written" data variable for example, it will always show you the true value for when the note was written.  If you are seeing a discrepancy between the date written on the note and the date written for that note in a ReportBuilder, it is an indication that your database has been set up to display the date last modified on progress notes rather than the true date written.

If you would like us to adjust how progress notes work in your database so that the date written always shows you the true written on date on both the note and in ReportBuilders, please contact the Help Desk; otherwise, you may choose to change the selections in your ReportBuilder report from "Date Written" to "Date Modified" - doing so would result in your report and the notes display being consistent.

Frequently Asked Questions 

Activities Frequently Asked Questions

How do I enter activities for dates earlier than those on the date selection list?

Backdated group activities data entry is controlled by the "Backdated Reception Desk Log Data Entry" permission assigned under System Setup > Permissions Maintenance.  If you have this permission but are still unable to select the required date, use System Setup > Business Rules > Service Records Editing Rules to verify that the backdating window is set back far enough to include that date.  (If you do not have access to the Business Rules feature, please contact your supervisor for assistance.

How do I generate an unduplicated count of activity attendees?

The fastest way to get this type of information is to use the Excel file link located at the bottom of the Activities report.  From within Excel, sort the report by "Participants," then delete any duplicate client names.  You will then be left with a report containing an unduplicated list of clients that  have activities attendance data for the program and date range specified in the report settings.

How do I include records for all scheduled clients in the Group Activity Attendance ReportBuilder?

By default the report is limited to records for clients who were recorded as "Present" for a given activity.  To include records for all scheduled clients, including those with a status of "No Show" or "Canceled,"  click the Include No Shows/Canceled checkbox on the Group Activity Attendance ReportBuilder Settings page.  In addition, be sure to check off the Attendance Outcome data variable for inclusion in the report; it will display "Present," "No Show," or "Canceled" for each record as specified in the group activity record.

What do the letters in a "Record ID" mean in services-related ReportBuilders?

The Record ID data variable available for inclusion in services-related ReportBuilders includes a unique ID for each record.  As part of that ID there is a preceding letter code that also identifies the type of each services record; specifically:

P = Progress Note
C = Contacts Log Record
S = Supportive Services Checklist
G = Group Note
A = Group Attendance Record

  NOTE: In the event that there is a combined Contacts Log/Progress Note record included in the report data, the Record ID reflects the Contacts Log ID/Progress Note ID.  Similarly, a combined Group Attendance/Group Note record reflects the Group Attendance ID/Group Note ID.  When a record ID has both A and G codes, it means that the group was scheduled (using the Group Schedule Setup functionality), the individual was an expected attendee in that group, and he/she was present.  (Keep in mind that if a record ID only has a G code, it does not mean that there is no attendance record; it only means that the group was not scheduled using Group Schedule Setup, and therefore there are no expected attendees though this individual did attend.)

What is the relationship between group activities and group notes?

The relationship between group activities attendance records and notes is as follows:

  If a group activity attendance record is created (using either the Services - Group module's Activities feature, or the Reception Desk module Group Activities feature) the activity record remains editable in data entry mode until a corresponding group note is written.  Once a group note is written, the attendance records contained in the note will sync with the corresponding activity record and lock it from further editing.  In order to edit attendance information for the record, the group note must be updated by the note writer.  If the group note is deleted at any point, the activity attendance record is automatically unlocked and becomes available for editing.

  Once a group activity record is entered with individual clock times noted for participants, when a group note is written for the same group the individual clock times entered on group activity records will carry forward into the note as long as the individual clock times fall within the group note's Start and End times.  If adjustments are made to the group note Start and End times to accommodate early arrivals or late departures, the page will refresh and any early/late individual clock times from the group activity will be displayed on the note's data entry page.

  If a group note is written before a corresponding activity attendance record has been created for the group, an activity attendance record is automatically created and locked when the group note is saved (and can be found using either the Services - Group module's Activities feature, or the Reception Desk module Group Activities feature).  To edit the attendance information for the record, the group note must be updated.  If the group note is deleted at any point, the activity attendance record is also deleted.

Who displays as the group leader on ReportBuilders containing data from scheduled group activities?

The name of the ReportBuilder data variable used to report on a group's leader, as well as where the group leader information is pulled from, varies based on whether a group note has been written.  Specifically:

  In the Service Contacts ReportBuilder - The "Leader" data variable displays the scheduled group leader (set under Services > Group Schedule Setup > Group Schedules), unless there has been a group note written for the group.  In such cases the Leader data variable will reflect the writer of the group note.

  In the Group Activity Attendance ReportBuilder - The "Leader" data variable displays the scheduled group leader (set under Services > Group Schedule Setup > Group Schedules), unless there has been a group note written for the group.  In such cases the Leader data variable will reflect the writer of the group note.

  In the Group Notes ReportBuilder - There is no data variable for "Leader" because AWARDS assumes that the writer of the group note is the group leader.  Activities entered without group notes are not included in the report.

Why is an activity attendance record displaying in report mode when I opened it in data entry mode?

If an activity attendance record displays in report mode instead of data entry when the data entry mode is used, it indicates that the activity attendance has been locked from editing because a corresponding group note has been written for the activity.  In order to edit the attendance information for the record, the group note must be updated by the note writer.  Any attendance edits made in the note will then sync with the activity attendance located here.

Why is there group activities attendance data for a date nothing was entered for using the Activities feature?

If a group note is written before a corresponding activity record has been created for the group, an activity attendance record is created and locked when the group note is saved (and can be found using either the Services - Group module's Activities feature, or the Reception Desk module Group Activities feature).  To edit the attendance information for the record, the group note must be updated.  If the group note is deleted at any point, the activity attendance record is also deleted.

Enhancement Request Forms 

Service Contacts - Implementation Request Form