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How Do I Use an Interactive Household Report?

Updated

The Interactive household report allows for cross-tabulation of visit demographic data on key metrics.

This article covers the following topics: 

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

For Networks with only ONE location:
When reporting on any of the New vs. Existing options, the system will consider the client to be New based only on visits to that one agency being reported on.
This means it will NOT use the date in the First Visit section on the Personal tab of the client's profile.

The Interactive Report includes a data table with counts and percentages. The graph only includes the top 8 items, while the table includes all of the items in the field. The graph will only total up the percentages of the top 8 items; this may not equal 100%.

The percentage calculations are rounded to 2 decimal places, which may result in a percentage total slightly above or below 100%. The results for the graph and data table are ordered by count (highest to smallest), not in alphabetical order. If two items have the same count, they will then be listed alphabetically. 

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.

There are several sections to this report, unless it says otherwise, sections in this report are unique counts, not duplicated.

With each section:

  • The light blue header represents the title of the report section.
  • The dark blue header describes the information being pulled into the section. 
  • Reported values will appear in a graph and table beneath the dark blue header.
    • You can choose whether to view the graph Grouped or Stacked by selecting the corresponding radio button on the right-hand side beneath the dark blue header.
    • You can click on the blue Pivot button at the end of the row to isolate that value. You can also achieve this by clicking on a section in the graph.
  • When starting to cross-tabulate, each key metric's title will adjust to show what the section has been filtered by.
  • To remove all Pivot filters, click on the Remove All button.
  • Hovering over a certain list item within the report will indicate the name of the item and how many people fit within that category.
  • Certain list items can also be removed as a variable. Click on the colored circle beside the list item to remove it from the report.

When in the report, a Report Contents section will appear on the left-hand pane navigation. Clicking on a section will allow jumping between sections.

Definitions of report sections

Age Group: Individuals (Unique)

Reports on the age of all individuals who received services during the reporting period. This is a unique count, so each individual is only counted once, regardless of the number of times they received services during the reporting period.

City: Individuals (Unique)

Reports on the city of residence of individuals who received services during this reporting period. This is a unique count, so each individual's city of residence is only counted once, regardless of the number of times they received services during the reporting period, and the data reflects the most recently updated individual's status.

County: Individuals (Unique)

Reports on the county of residence of individuals who received services during this reporting period. This is a unique count, so each individual's county of residence is only counted once, regardless of the number of times they received services during the reporting period, and the data reflects the most recently updated individual's status.

Dietary Considerations: Individuals (Unique)

Reports on all the dietary considerations listed for individuals who received services during the reporting period. This is a unique count, so all dietary considerations are counted only counted once, regardless of the number of times the individual received services during the reporting period, and the data reflects the most recently updated individual's status.

Education (Country): Individuals (Unique)

Reports on the country of highest education for the individual who accessed services. This is a unique count, so each individual's country of highest education is only counted once, regardless of the number of times they visited during the reporting period. NOTE: This data is collected for the primary client ONLY and is not reflective of all household members.

Education (Highest): Individuals (Unique)

Reports on the highest education level for the individual who accessed services. This is a unique count, so each individual's education level is only counted once, regardless of the number of times they visited during the reporting period. 

Employment: Individuals (Unique)

Reports on the employment type for individuals who accessed services. This is a unique count, so each individual's employment type is only counted once, regardless of the number of times they accessed services during the reporting period. 

NOTE: "Employment Type" for Canadian Food Banks: there is a section in client intake to record employment type. The system is saving employment type as "Full Time" or "Part Time" if the income type is selected either as Full Time or Part Time, irrespective of whether it is the primary income source or not. If the income type selected is neither of those, then it keeps the employment type as either "Student" or "None" based on the option selected. The employment type is a Student if "Yes" was selected for the "Post Secondary Student" question.

Ethnicity: Individuals (Unique)

Reports on all ethnicity types selected for individuals who received services during the reporting period. This is a unique count, so an individual's ethnicity is only counted once, regardless of the number of times they visited during the reporting period.

Gender Identity: Individuals (Unique)

Reports on the gender identities of individuals who received services during the reporting period. This is a unique count, so each individual's gender identity is only counted once, regardless of the number of times they received services during the reporting period.

Household Size: Individuals (Unique)

Reports on the total number of individuals in households that received services during the reporting period. This is a unique count, so each household is only counted once, regardless of the number of times they received services during the reporting period, and the data reflects the most recently updated household size.

Housing Type: Individuals (Unique)

Reports on the housing types of households that received services during the reporting period. This takes the "Housing Type" for the household and applies it to each individual. If a household had the "Housing Type" of "Private Rental" and there were 4 individuals in the household, all four individuals would be classified under "Private Rental".

Income: Monthly Household Income: Individuals (Unique)

Reports on the total monthly income for households that received services during the reporting period. This is a unique count, so each household is only counted once, regardless of the number of times they received services during the reporting period, and the data reflects the most recently updated Monthly Household Income for the Household.

Income (Net): Individuals (Unique)

Reports on the monthly net income (monthly income minus monthly expenses) for households that received services during the reporting period. This is a unique count, so each household is only counted once, regardless of the number of times they received services during the reporting period, and the data reflects the most recently updated Net Income for the Household.

Income Sources (Primary): Household (Unique)

Reports on all the income sources for the whole household. This is a unique count where each household is only counted once, regardless of the number of times they received services during the reporting period. The data reflects the most recent visit for the household. This takes the "Primary Income" for the household and applies it to each individual. If a household had the "Primary Income" of "Full-Time Employment" and there were 4 individuals in the household, all four individuals would be classified under "Full Time Employment".

Individuals: New vs. Existing (Unique)

The number of "Individuals" who received services for the first time prior to the reporting period is counted under "Existing" and the number of "Individuals" who received services for the first time in the reporting period is counted under "New".

NOTE: To determine this, the system first checks the individual’s "First Visit", if it is listed as "Today" or "Specific Date" and that date is prior to the start of the reporting period, the client will be counted as "Existing". If "First Visit" is listed as "Unknown", the system will then check the individual’s visit history. If their first visit was prior to the start of the reporting period, they will be counted as "Existing". If it was after the start of the reporting period, they will be counted as "New".

Languages: Individuals (Unique)

Takes the "Languages" of the household and applies them to each individual. If a household had the "Language" of "English" and there were 4 individuals in the household, all four individuals would be classified under "English".

NOTE: Households can select multiple languages, so this number will not match the number of unique households served.

Referred By: Individuals (Unique)

Reports on the sources of referral (how they found out about your services) for individuals who received services during the reporting period. This is a unique count, so each individual is only counted once, regardless of the number of times they received services during the reporting period.

This takes the "Referred By" for the household and applies to each individual. If a household had the "Referred By" of "Social Worker" and there were 4 individuals in the household, all four individuals would be classified under "Social Worker".

Self Identifies As: Individuals (Unique)

Reports on the self-identification of all individuals who accessed services during the reporting period. This is a unique count, so each individual is only counted once, regardless of the number of times they accessed services during the reporting period.

NOTE: The graph shows each "Self-Identifies As" option as a percentage of total unique "Individuals".

Visits: Number of Visits: Individuals (Duplicated)

Reports on the number of visits per individual during the reporting period. Labels show the number of visits and the count below is the number of "Individuals" who have visited that many times. If an individual has visited 5 times during the reporting period, they will only be counted under the 5 column and not under columns 1, 2, 3, or 4. Each individual is only counted once.

Visits: Referred To: Individuals (Unique)

Takes the "Referred To" for each visit and applies it to each individual. If a household had the "Referred To" of "Goodwill" and there were 4 individuals receiving services at that visit, all four individuals would be classified under "Goodwill".

ZIP/Postcode: Household

Reports on the number of households by ZIP/postal code during the reporting period. This is a unique count, so each household is only counted once, regardless of the number of times they received services during the reporting period.

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.

To print the graphs on the report separately:

  • Click the blue Convert to PNG button next to the Tools button in the top right-hand side of the section.
  • The button will change to a green Download PNG button.
  • Click the Download PNG button and a copy will be saved to your device.

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 how to complete the Interactive Household 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.