How do I use a Client Status Report?

The Client Status Report provides statistics on historical household visit rates and rates of inactivity. 

Please note that the sections in this report do not only include visits during the reporting period. The system will look at the households that have visited during the time period you're reporting on and will include the history of all of their visits in the sections of this report. 

This article covers the following topics: 

• Additional steps following basic setup
• Table overview
• Export options
• Report section descriptions
• Efficiency and Timeliness of Report Generation

Additional steps following basic setup

Please see Report Setup Foundations for information on basic setup steps for all reports. 

Additional steps: 

1. After completing the Report Setup Foundation you will have no further fields to fill out. 
2. Click Create Report at the bottom, your report will be found in your Report Inbox on the left-hand side of the screen under Reports. Alternatively, you can hit Save Template if you want to save this as a template for future use. More on templates can be found here. 

Table overview

You will see several sections within this report which would have these attributes: 

• The light blue heading represents the title of the section that was chosen to be reported on. 
• The dark blue heading describes the section. 
• The list items appear on the leftmost column and the totals for each organization are listed in sequential columns. 
• The rightmost column will be the total of all columns combined. 

Each section also includes a Bar Graph and Donut Chart: 

• Similar to the Interactive Report, variables can be removed from the donut chart by deselecting a list item. The percentages will re-adjust automatically to still represent a total of 100%. In the second chart, 0-18 years and 60+ have been removed.  
• Clicking on the Convert to PNG button and the Download PNG button will allow you to save the graph as a PNG image file onto your device. 

Average Rate of Visits per Household 

This section reports on the historical average rate of visits by taking all households who visited during the reporting period and includes all of their visit history. This is split up into rates per year. For example, a 1 to 2 column would represent households who visited during the report time frame and have historically visited at a rate of 1 to 2 visits per year. 1 to 2 includes rates of 1.00 to 1.99, but not 2.00. 

This information is broken down into a table, donut graph, and bar graph. 

Historical Total Visits per Household 

This section reports on the historical total number of visits by taking all households who visited during the reporting period and includes all of their visit history. For example, the 1 column represents households who visited during the report time frame and only have one recorded visit in the system.

This information is broken down into a table, donut graph, and bar graph. 

Household Status Report

This section reports on the household classification by taking all households who visited during the reporting period and includes all of their visit history. These classifications are derived from historical visit history. Only households who have had an Active status for at least 180 days or more are provided a classification in this report.

• Green Household: it has been at least 365 days since their last visit (and have never returned).
• Yellow Household: the status has been set to "Inactive" at some point, but they returned.
• Orange Household: fewer than 10 visits per year and status has never been set to "Inactive".
• Red Household: 10 or more visits per year and status has never been set to "Inactive".
• Unclassified: did not have an "Active" status for 180 days or more.

Inactivity Frequency 

This section reports on the number of times a household that has visited during the reporting period has been set to Inactive at any time in their visit history. A household's profile is set to Inactive if no visit has been recorded in it for more than 180 days. This is a duplicated count, so each household is counted for each time they were set to Inactive during the reporting period.

Inactivity Length

This section reports on the total amount of consecutive days a household that visited during the reporting period has been set to Inactive. This is a duplicated count, so each household is counted for each time it got set to Inactive in their visit history.

Export Options

Clicking on the Tools button on the right side of each section will reveal other options

• Copy: This copies the table contents to your computer's clipboard.
• CSV: This exports the table into a CSV file, generally viewed with Microsoft Excel.
• PDF: This exports the table into a PDF.
• Print: This presents a printer-friendly version of the table (press Esc on your keyboard to return to the report).

Clicking on Enable Scrolling will allow you to scroll to the right if there are more items in the table that are not currently in view. 

For more information on the Assessments feature and how to create them please see this article. 

Report section descriptions

Here are all of the descriptions together for each portion of the report. 

• Average Rate of Visits per Household: Reports on the historical average rate of visits by taking all households who visited during the reporting period, and includes all of their visit history. This is split up into rates per year. For example, a "1 to 2" column would represent households who visited during the report time frame and have historically visited at a rate of 1 to 2 visits per year. "1 to 2" includes rates of 1.00 to 1.99, but not 2.00.
• Historical Total Visits per Household: Reports on the historical total number of visits by taking all households who visited during the reporting period, and includes all of their visit history. For example, the "1" column represents households who visited during the report time frame and only have one recorded visit in the system.
• Household Status Report: Reports on the household classification by taking all households who visited during the reporting period, and includes all of their visit history. These classifications are derived from historical visit history. Only households that have had an "Active" status for at least 180 days or more are included in this report. • Green Household: it has been at least 365 days since their last visit (and have never returned). • Yellow Household: the status has been set to "Inactive" at some point, but they returned. • Orange Household: fewer than 10 visits per year and status has never been set to "Inactive". • Red Household: 10 or more visits per year and status has never been set to "Inactive". • Unclassified: did not have an "Active" status for 180 days or more.
• Inactivity Frequency: Reports on the number of times a household who has visited during the reporting period has been set to "Inactive" at any time in their visit history. A household's profile is set to "Inactive" if no visit has been recorded in it for more than 180 days. This is a duplicated count, so each household is counted for each time they were set to "Inactive" during the reporting period.
• Inactivity Length: Reports on the total amount of consecutive days a household who visited during the reporting period has been set to "Inactive". This is a duplicated count, so each household is counted for each time it got set to "Inactive" in their visit history.

Efficiency and Timeliness of Report Generation

In our report generation process, we understand the significance of minimizing wait times for our users. Currently, the wait time is determined by the number of organizations included in the report and the duration covered. Let's delve into the details of our report queues for a clearer understanding.

We manage two queues: one for regular reports and another for large reports. We allow up to 20 reports to run simultaneously. This setup enables concurrent processing of multiple reports but may result in a slightly extended initial wait time to ensure efficiency.

Report size is determined by multiplying the number of sites by the duration in days, with a limit set at 50 sites x 180 days (equivalent to 9000). Anything exceeding this threshold is directed to the large queue.
Recognizing the complexity and scale of large reports, they are processed in a separate queue, occasionally resulting in wait times measured in hours. We understand the inconvenience and are actively working towards optimizing processing times for such reports in the future. 

Conversely, our regular queue processes reports efficiently with a minimum wait time of 6 minutes per report. Multiple reports can run simultaneously, minimizing overall slowdowns. However, there are instances where regular reports may take longer, ranging from 20 to 30 minutes each. It's essential to note that even a quick report may experience delays if queued behind longer reports.

As we strive to optimize report processing times, your feedback is crucial. Please feel free to share your thoughts and suggestions, these contribute to our ongoing efforts to enhance and streamline this process for an improved user experience.