This will report on the number of people who accessed multiple agencies within the reporting period. It tracks unique individuals with visits to multiple sites that overlap.
This article covers the following topics:
- An overview of the completed report
- Instructions on how to copy, download and print the report
- Efficiency and Timeliness of Report Generation
Please see Report Setup Foundations click here for information on basic setup steps for all reports.
Overview of a completed report
The completed report will show the name you assigned to the report at the top of the page and will also show:
- Reporting for: a list of all the agencies reported on during the reporting period.
- For these program types: lists the programs reported on during the reporting period.
- With dates between: the dates used for the reporting period.
The light blue header represents the title of the report.
The dark blue header describes how to interpret the table beneath.
The table shows the number of times a client who has visited one agency, also visited another agency.
The column and row headers will list all agencies. It is a cross-tabulation of the number of clients who accessed more than one site.
- Both column headers and row headers list agency names.
- Aligning their cells indicates how many clients visited both agencies.
- Using the image below as an example,
- if you look at the column with the agency Ann Arbor Community Hub,
- and the row with the agency Tracey Multi-Service Agency,
- the cell says 11, which means 11 clients visited both agencies.
It does not matter how many times a client visits a site, they will only be counted once in the report.
For example, if Client A visits Agency 1 twice, Agency 2 three times, and does not visit Agency 3, the counts will be displayed as:
| Agency 1 | Agency 2 | Agency 3 | |
| Agency 1 | 1 | 1 | 0 |
| Agency 2 | 1 | 1 | 0 |
| Agency 3 | 0 | 0 | 0 |
Agency 1 served 30 individuals. Of those 30, 16 accessed Agency 1 and Agency 2, 2 accessed Agency 1 and Agency 3, and 12 only accessed Agency 1. Where x are unknown values for other agencies, the counts will be displayed as:
| Agency 1 | Agency 2 | Agency 3 | |
| Agency 1 | 30 | 16 | 2 |
| Agency 2 | 16 | x | x |
| Agency 3 | 2 | x | x |
Note that some people may go to Agency 1, Agency 2, and Agency 3.
For example, Agency 1 served 30 individuals. Of those 30, 16 went to Agency 1 and Agency 2, 8 went to Agency 1 and Agency 3, and 12 only go to Agency 1, (which means that 6 of those 8 went to A, B, and C). The number does not come out to 100% of clients but is still consistent with what is occurring at the agencies. Where x is an unknown value for other agencies, the counts will be displayed as:
| Agency 1 | Agency 2 | Agency 3 | |
| Agency 1 | 30 | 16 | 8 |
| Agency 2 | 16 | x | x |
| Agency 3 | 8 | x | x |
How to copy, download and print the report
Click on the Tools button on the right-hand side within the light blue heading.
- Copy: copies the report contents to your computer's clipboard.
- CSV: downloads the report contents into a CSV file, generally viewed with Microsoft Excel.
- PDF: downloads the report contents into a PDF.
- Print: presents a printer-friendly version of the report contents.
It is possible to print the report without expanding the Tools button.
- Click the blue Print View button at the top right-hand side of the report page.
- A secondary tab will open, click the Print Popup button on the left-hand side.
- A print options box will appear; complete the fields and click the Print button.
Clicking on the Enable Scrolling button will allow you to scroll to the right if there are more items in the table that are not currently in view.
Walk through on creating a Visits to Agencies report
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.