rl6 - working with reports - wrha professionals

RL6 - WORKING WITH REPORTS

WRHA Quality Improvement & Patient Safety Version: 4.0, October 2020

If you have RL6 Risk questions, please contact:

[email protected] or (204) 926-1070

mailto:[email protected]

RL6 Risk WRHA Quality Improvement & Patient Safety of 32

Table of Contents RL6 - WORKING WITH REPORTS ............................................................................................................................ 1

REPORT CENTER BREAKDOWN ORIENTATION .................................................................................................... 3

Understanding the Report Manager Tab under the Report Center: ............................................................................ 4

Understanding the Report Management Panel: ...................................................................................................... 5

Understanding the Actions Buttons: ........................................................................................................................ 5

Understanding the Searching for Reports: ............................................................................................................... 7

Understanding the Reports Columns: ...................................................................................................................... 9

Types of Reports in RL: ........................................................................................................................................... 10

GENERATING A REPORT: ............................................................................................................................................. 11

Understanding the Report Toolbar ......................................................................................................................... 12

Printing Reports ...................................................................................................................................................... 14

Creating a PDF/Excel/Word Copy of a Report ........................................................................................................ 14

Viewing Results for a Different Date Range ........................................................................................................... 15

Opening a File from a Report .................................................................................................................................. 19

EDITING A REPORT ...................................................................................................................................................... 20

Applying Aggregation .............................................................................................................................................. 26

Accessing a Previous Report ................................................................................................................................... 27

Tip: Unfamiliar with the Available Fields? Print a Case Summary! ........................................................................ 28

RL Report Videos ..................................................................................................................................................... 30


REPORT CENTER BREAKDOWN ORIENTATION Users with a valid login ID for RL can receive reports on a scheduled basis (i.e. daily, weekly, monthly, quarterly or annually.) Reports will be sent automatically from RL via email. The message will contain a PDF copy of the report as well as a hyperlink to open the report within RL. The Report Center can be used by a variety of people, from those in upper management to the file managers. Access to the Report Center is controlled by the roles assigned to your user profile. Additional security is provided by your role and scope settings, which filter the files included in your report. As a rule of thumb, if you do not have access to open or view a specific file, it will not be included in your report. For example, a Unit Manager can run reports for their own unit(s) but will not see files that belong to another Manager.

To access the Report Center, click on icon located on the left side The Report center is made up of 3 tabs:

1. Report Manager 2. Denominator 3. Report

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Displays the generated report

Displays lists of reports (in Quick Links and folders) and contains action buttons to create or manage existing reports

Displays existing denominators and provides links to add,

modify or upload


Understanding the Report Manager Tab under the Report Center: The Report Manager is a tab in the Report Center where users can find existing reports and access report creation tools.

Report Management Panel - Displays existing reports and

snapshots in both Quick link and folder section

- Use the search feature to find specific reports

- The “My Reports” folder are reports that only YOU can see and have access

Action Buttons - Used to manage

existing or create new reports

- Buttons can change if report checkbox is selected

Options under the More button:

Report columns - displays report information. Depending on

the selection in the Report Management panel, the information presented may differ

- Reports can be sorted by clicking on the column headings

Search - Used to filter list

of items such as report id or name


Understanding the Report Management Panel:

Quick Links Favorite Reports: Displays reports marked as favorites. Recently run reports: Displays a list of recently run reports, which includes saved and unsaved reports. This is especially useful for accessing reports that were previously created or edited, but not saved. This list is cleared with the Clear History button. Report Manager Admin Picks: Allows users to generate the reports or snapshots that have been added to the list by the administrator. All snapshots: Allows users to view snapshots created from the report

Folders Provide a way to organize the many reports that will be created by end users. When users save a report, they must choose the folder to which it belongs. If you save the report to “My Reports (Private)”, only you can access and view those reports.

Understanding the Actions Buttons:

Report Manager Action Buttons are used to manage existing or create new reports. The selected report as well as the role assigned to a user profile will determine the availability of some of the buttons.

New Report Opens the Report Editor to create a report


Edit Opens the default editor (Report Editor/Question Wizard/Report Designer) for the selected report, i.e., the editor that was last used to save or create the report, allowing you to add or modify the selected report's attributes like chart titles, field aggregations and groupings, legends, date ranges and conditions.

Delete Deletes the selected report(s)

Copy To Creates a copy of the selected report and saves it in another folder

More (Report Selected)

The options displayed when More is selected depends on whether an existing report is selected or not. Move to – Moves the selected report to a different folder

Export to CSV – Exports and saves the selected report as a .csv file

Properties – Opens the Report Properties dialog

Import Report – Greyed out and not selectable

Edit – Report Editor – Opens the selected report in the Report Editor

Edit - Report Designer – Opens the select report in the Report

Designer

More (No Report Selected)

The first four items are greyed out and not selectable. Import Report – Imports report definition

Create - Create Question Wizard – Opens the Question Wizard

Create - Report Designer – Opens a blank report in the Report

Designer


Save As Allows you to save an unsaved report listed in Recently run reports

Clear Selected Removes the selected report version(s) from Recently run reports

Clear History

Clears all the reports in Recently run reports Note: You will no longer be able to access unsaved reports if you select this option.

Understanding the Searching for Reports:

When many reports exist, use the Search all reports link to quickly locate the records of interest. You can filter the list of reports by several different attributes, such as report ID, name, module, report type, folder, owner, created by and created date fields. Note: There is a search box at the top-right corner of each grid/columns area. You can use this search function to filter the list of reports (or snapshots) currently displayed on the page.


To search for reports:

1. In Report Manager, click Search all reports from the Report Management panel. 2. Enter your search criteria. 3. Click Search. The matching records are displayed. 4. To perform a different search, click Update Criteria to modify the search. Note: if you don’t see this,

make sure there are no report selected.

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Understanding the Reports Columns:

Displays report information depending on the selection in the Report Management panel.

1. Favorite A colored star indicates that the report has been marked as a favorite. Reports can be added to users’ favorites be clicking on the star.

2. Module Module to which the report belongs

3. Report Name Name of the report. This also displays an icon of the report type (e.g., bar chart, bubble chart, pie chart, etc.)

4. Report ID Unique ID number of the Saved report

5. Report Owner User that created the saved report

6. Description Displays the report description (only if a description has been added)

7. Folder Lists the folder in which the report is currently saved under

8. Scheduled Displays the number of times that report is used within a schedule

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Types of Reports in RL:

1. Pie Chart

A pie chart is a circular graph divided into sectors, illustrating proportion. Pie charts can be an effective way of displaying information if the intent is to compare the size of a slice with the whole pie, rather than comparing the slices amongst themselves

2. Bar Chart

A bar chart is a type of report that uses vertical, rectangular bars with lengths proportional to the values that they represent. Bar charts are used for plotting discrete data, such as quantity of cases for a particular location, event type or follow-up action

3. Stacked Bar Chart

A stacked bar chart is a variation of the bar chart, as described above. It allows you to show the sub-grouped element in a single bar, differentiated by color

4. Line Chart

A line chart displays information as a series of data points connected by straight line segments. The points represent individual measurements. A line chart is often used to visualize a trend in data over an interval of time, thus the line is often drawn chronologically.

5. Bubble Chart

A bubble chart is a type of report where each plotted entity is defined in terms of three distinct parameters. The entities displayed on a bubble chart can be compared in terms of their size as well as their relative positions with respect to each axis.

6. Simple List

Simple list reports may contain vast amounts of information displayed in a tabular format. They are used for analyzing and assessing the information more in-depth.

7. Crosstab

Crosstab reports create summaries of data in a spreadsheet style format. They generate summary data in a grid where the rows and columns represent groups of data. This provides the user with a report format that is easy to read.

8. Pareto Chart

A Pareto chart is used to graphically summarize and display the relative importance of the differences between groups of data. The Pareto chart contains both bar and line graphs and helps the user to visualize the Pareto principle (also known as the 80/20 rule - 80% of the results are determined by 20% of the causes.). Grouped data values are represented in descending order by bars and the cumulative percentage total is represented by the line.

9. Control Chart

A control chart is a graph used to study how a process is changing over time. Data is plotted chronologically. A central line indicates the average, an upper line indicates the upper control limit, and a lower line indicates the lower control limit. By comparing data to these lines, you can draw conclusions about whether the process variation is consistent (under control), or is unpredictable (out of control, affected by special causes of variation).


GENERATING A REPORT: Users having a valid login ID for RL can receive reports on a scheduled basis (i.e. daily, weekly, monthly, quarterly or annually.)

• Reports will be sent automatically from RL via email. The message will contain a PDF copy of the report as well as a hyperlink to open the report within RL.

• Reports may also be run on an adhoc basis by double-clicking their icon in the Report Centre. User access to the Report Center is controlled by RL Admin.

• Security is provided by your ‘role’ and ‘scope’ Settings. Your user scope will control/influence the files included in a report. This means 2 file managers can run the SAME REPORT but may have different results if they have different scopes.

In report view, you can create a new report or use an existing one that is already built by another user and modify it to meet your needs. For this example, we will run an existing report called “Fall - Specific Event Type Volume (Occurrences)” with report id = 1000956 and we will drill down or look at ‘Falls’ in more detail. To view the report “Fall - Specific Event Type Volume (Occurrences)” based on last month, you would perform the following steps (note: you can also search for the report as another method):

1. Click the Report Center icon on the Navigation toolbar. The Report Center dialog box opens. 2. Click under the quick links REPORT MANAGER ADMIN PICKS. 3. Scroll down under the Report columns area to find the report called “Fall - Specific Event Type Volume

(Occurrences)” or report id = 1000956 4. Hover over the report name to run the report

Report Centre icon

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The Fall - Specific Event Type Volume (Occurrences) report will be displayed under the REPORT tab. Please note ALL reports in here are taken from Training

Understanding the Report Toolbar The report toolbar is used to make modifications, save, distribute and navigate your reports

Page Navigation Download to your computer

The report tab now appears to display the selected run report

Report History

Report Editor

Expression Editor

Save/Save As

Favorites

Snapshot

Print

Parameters Email Export


Button Image Description Report History

Displays a list of the 10 most recently reports run or edited by the current user

Report Editor

Opens the Report Editor, allowing you to add or modify report attributes like chart titles, field aggregations and groupings, legends, date ranges and conditions. NOTE: This button is not available if the report has been edited with the Report Designer and is replaced with Ruler icon

Expression Editor Allows the expression in the conditions section of the report to be edited

Save/Save As

Retains a record of your report in RL6; these reports may be retrieved from the Report Management panel in Report Manager. Reports that have not been saved appear in the Report History.

Favorites

Adds the report to list of report favorites that can be quickly accessed through the Report Management Panel under the quick links.

Snapshot

Saves a PDF version of the report that can be retrieved at a later date

Print

Opens your browser’s print dialog box, allowing you to send the report to a printer defined on your computer’s operating system.

Parameters

Provides quick access to change the Report Type and Date Range of the report

Page navigation Allows you to navigate or jump to specific pages of the report

Email

Sends a PDF version of the report or a link to the report in RL6 to any email address.

Note: this icon is visible once the report has been saved

Report Designer Opens the Report Designer (advanced), allowing you to modify even more elements of the charts, graphs or tables that exist in your reports, such as the background color, margins, borders, x- and y-axis, labels and legend attributes.

Export

The export button to the left of the format list converts the report into a PDF, CSV, XLS, XLSX, RTF, MHT, or Image (PNG) file (based on your selection) and downloads it immediately.


Printing Reports

The report toolbar may be used to print a copy of a report that has already been generated.

1. Click on the Print Report icon at the top of the page.

2. A Print dialogue window will open.

Click on the Print button.

Creating a PDF/Excel/Word Copy of a Report The report toolbar may be used to create a PDF/Excel/Word (denoted as RTF), etc. of a report (you also have other report formats that you can save as such as Image, or MHT (web archive file displayed in your browser)). 1. Choose PDF/Excel/Word (Rtf) in Format List drop-down first.

Report toolbar

Print Report icon

Print Button

Print Dialog Window

Format List drop-down


2. Click the down arrow button:

• Depending on the browser being used, the system prompts you to save or open the file to your OWN COMPUTER.

Viewing Results for a Different Date Range You can change the date range for any open report if needed. In the graph on the right, we currently have it as Last fiscal quarter but we want to change this to THIS CALENDAR YEAR. 1. Click on the Report Parameters icon at the top of the page.

The following drop-down menu will appear:

2. Click on the value for the current date range setting (initially displayed in a blue font). In this example, you would click on the words “Last Fiscal Quarter”. A pop up dialogue box will appear:

3. Indicate the new date range by clicking on the appropriate item of your choice. For example, if you wanted to see results for all occurrences within your scope for the current calendar year, you would click on the radio button immediately to the left of the words “This calendar year”.

4. Click OK.


5. Click on the Apply button. Doing this the report will refresh and take effect the new date range that you specified

The General Event Type Volume report will now display results for the current calendar year.

Apply button

Displays new date range

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Drilling Down Into Report Details In report view, you can create a new chart that drills down into a single element of the current report. For this example we will drill down or look at Falls specific event type = ‘Unknown/Found on floor’ in more detail on the bar chart (note: you can drill down on other types of reports as well such as crosstab, pie chart, etc). 1. Click on a column of the report that you would like to open. Notice that as you move the mouse pointer over

the column for “Unknown/Found on Floor” that the pointer changes into a drill . Please note that that once you drill down on the selected column, you are ONLY looking at those counts within that so the drill down info we would see in the chart below would be the 3475 counts as our new total going forward.

When you click on the ‘Unknown/Found on floor’ bar with the drill, a Drilldown field list will appear.

Drilldown field list

Move mouse over selected column for “Unknown/Found on Floor”. The cursor will change from pointer to drill


2. Select the field you would like to have displayed. For example, if you want to drill into the ‘Unknown/Found

on floor’ by “Severity Level (Actual)”, you could either scroll down to this field, or, you could type it in the field box:

3. Click on the field name once it appears in the Drilldown field list (e.g. Severity Level (Actual)). A new report is created based upon your selection. In this example, it will now show the breakdown of the fall report on the category ‘Unknown/Found on floor’ by their Severity Level (Actual).

4. Similarly, you may continue to drill down further in this new report (as many times as available.)

Select the new field by clicking on it

First Search for field by typing in field box

After typing in the field box, the fields will only display/filter fields with similar words

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The grand total will now display the value for the bar that you selected to drill by

In expression added the category that is being drilled on

The X-Axis has now changed to by the severity level (Actual) categories


NOTE: The Title of the report does NOT automatically change when you drill into the results. In the example above, the results displayed in the chart are for Severity Level (Actual) field. The Report Title still shows “Fall - Specific Event Type Volume (Occurrences)”.

Opening a File from a Report In report view, you can see a list of specific files that make up the reported results. From there, you may also open a specific incident to review.

1. Click on the chart element (e.g. column) in the report that you would like to explore further.

• Your mouse pointer changes to a drill.

The Drilldown field dialog box opens.

2. Click the Files List selection from the dialog box. This will display a tabular report of all the files that make

up the chart element selected. (using the previous page barchart example, on severity level (actual) = Severe Harm with 16 counts, we should see a list of 16 files).

Files List


3. Click on a specific file ID that you would like to open. A pop-up menu will appear.

4. Select Open file from the drop-down box. The specific file will open.

EDITING A REPORT With any report open, you have the option to edit the existing report in case you want to do more customize filtering or editing. To do this you need to click the pencil right next to the wrench icon

Once you are in Report Editor, there are 6 sections that you can change or modify:

Open File

Example Taken from Training


1. Report Type – is used to define the report style (bar chart, pie chart, etc) and the report orientation. Please note, if the report was originally a Chart and you change it to either a Crosstab or Simple List Report, the Chart details section values will reset b/c the structure is now different

2. Titles – is used to define the 3 headings above your report and the footer that appears below your

report. You may insert variables into the title fields to show the filters used to generate the reports as well as date range, time, etc.

3. Chart Details – This is the report details section and the name will change depending on the Style report you selected so we selected “Bar Chart” and the report details section displays CHART DETAILS. This section defines the fields used to generate the report.

Click on ADD VARIABLES button next to the field where you want to add your variable. Eg. I selected “DateRange” for it to show in Sub Title 1


4. Denominator (not going to be covered)

5. Date Range – This is similar to using the Wrench icon in the reports. This allows users to filter the report by any date field

Field selected to group the chart by. Here it is grouped by Specific event type so by (from bed, from chair, etc.)

You have the option to set the number of bars to display on the chart


6. Conditions – this allows you to build more complex searches/filters using the expression editor by

choosing the search fields and determining how the search criteria should be evaluated by using the AND or OR statements to create these expressions.

Building an Expression in the conditions: a. When building an expression you first need to select a Field Type, next an Operator (equals,

less than, etc), and finally a Value. The field, Operator and Value are now within each of the expressions.

b. When selecting a Field type, this will determine the Value type for selection or manual entry so for the above example, the Field type “General Event Type” will determine a set list to pick for in the Values section (Falls, Medication/Fluid, Skin/Tissue,…Etc).

c. To add more criteria to the same group of statements, click on the statement dropdown

menus which are the arrows on each of the expression. The options you have are “New Line or Duplicate Line”. To add another nested criteria with a connector, you select either the AND or the OR connectors.

d. Alternatively, if there is a report that you like with the proper expression in the conditions, you can click on the COPY button to copy the expression and paste it another report by clicking on the PASTE button. This can help resuce making an expression from scratch.

Field Operator Value


Fields: • The field lists allow you to create an expression using any field stored in the database or

the form that we plan to build the condition around.

• In the list filter, you type in the name of the field you would like to add to your search in

order to filter the contents of the list

• With the newest version of RL, you can take this further by typing in another field name

with or without commas to refine your search

• So for example, I wanted to find the “Reported By” table and the field that contains “Date” and “Week”. You will first need to type in part of the table name “REPORTED” followed with a period (this filters to that table and its list fields within it). Then you type in “DATE” to narrow your search within that table “REPORTED”, type in a comma and type in “WEEK” to further narrow your search

Table Database captions are in BOLD

The fields are grouped by database tables in which they reside so “Alive”, “Type of Abuse Involved”, “Assignee Response”, Etc are some of the fields that reside under the Tasks table Database.

Type in the name of the field you would like to filter by and it will filter the contents of the list

Table Name

Filters to the Reported Table caption

Filters to any fields with DATE

Filters to the fields WEEK


Operator: • Operators are used to determine what comparison type we will be applying between our

field and our value. Here is an expanded list of operators that you can choose from:

Operator Description

is Applicable to Date, Time, and User field types.

is not Applicable to Date, Time, and User field types.

is after Applicable to Date and Time field types.

is on or after Applicable to Date and Time field types.

is before Applicable to Date and Time field types.

is on or before Applicable to Date and Time field types.

begins with Applicable to Text, Multi-line Text, Pick list, and Multi-pick list field types.

does not begin with Applicable to Text, Multi-line Text, Pick list, and Multi-pick list field types.

is between Applicable to Number, Date, and Time field types.

is not between Applicable to Number, Date, and Time field types.

contains Applicable to Text and Multi-line Text field types.

does not contain Applicable to Text and Multi-line Text field types.

is current user Applicable to User field type only.

is current user’s Applicable to Text and Pick list field types.

is during the current Applicable to Date and Time field types.

is during the last Applicable to Date and Time field types.

is during the next Applicable to Date and Time field types.

is empty Applicable to all field types.

is not empty Applicable to all field types.

ends with Applicable to Text, Multi-line text, Pick list, and Multi-pick list field types.

does not end with Applicable to Text, Multi-line text, Pick list, and Multi-pick list field types.

equals Applicable to Number, Text, Pick list, Multi-pick list, and Boolean field types.

does not equal Applicable to Number, Text, Pick list, Multi-pick list, and Boolean field types.

is greater than Applicable to Number, Text (alphabetical order), Pick list, and Multi-pick list field types.

is greater than or equal to

Applicable to Number, Text (alphabetical order), Pick list, and Multi-pick list field types.

is less than Applicable to Number, Text (alphabetical order), Pick list, and Multi-pick list field types.

is less than or equal to

Applicable to Number, Text (alphabetical order), Pick list, and Multi-pick list field types.

is one of Applicable to Text, Pick list, Multi-pick list, and User field types. Reduces the number of OR connector statements. Listed when creating multiple statements that search for values of the same field type.

is not one of Applicable to Text, Pick list, Multi-pick list, and User field types. Reduces the number of OR connector statements. Listed when creating multiple statements that search for values of the same field type.

• From this above list, “IS ONE OF” is a useful feature where it would substitute an expression with multiple “OR” as opposed to doing each separately:


Values:

• This is the value from the form you would like to filter by.

Organizing Expression Editor Statements with Drag and Drop: • Once you create an expression condition and additional modifications are required which

involves moving around conditions, the drag and drop function is available.

• Every Expression Editor statement has a drag handle which you can use to rearrange an expression. You can drag and drop a statement and move it to a different nested layer. If you want to move a group of statements, can drag and drop the connector that is linking the statements together.

Applying Aggregation Aggregation is used to group numeric fields into ranges such as hour of the day. If we used hour of the day for a bar graph, then without aggregation, the graph generated will become cluttered. To keep this

We need group the hour of the day into multiple categories so 0 to 99 can be from midnight to 1am, 100 to 199 can be the time from 1 t o2 am, etc

Click and drag the handle to reposition it

From This… To This…


1. Click on the pencil icon. This will take to you to the report editor. Now go to the Report Detail section (this section is always after the Titles section)

2. Select the numeric field for the “Group By” or ‘Subgroup by” field 3. Check the APPLY AGGREGATION box

4. Type in the END value for the 1st range so in this example, type 99 and click ADD. The min and Max

groups will appear. 5. Type the END value for the next range (in this example 199) and click ADD. A 3rd group appears, and

the Max group is recalculated.

6. Repeat until all groups have been defined.

Accessing a Previous Report

The Report History is a list of recently run reports in Report Center, which includes saved and unsaved reports and any revisions. This is especially useful for being able to access a report you previously created or edited but did not save it. Report History can be accessed from the Report Toolbar or the Recently run reports link in the Report Management panel. Note: the Report History from the report toolbar only displays a list of the 10 most recently reports run or edited by the current user You can access your recently run report in one of 2 ways: From the Session History ‘widget’ you can:

1. From the Report tab, click the Report History toolbar button. Select the report name and the report will run under the report tab


2. From the Report Manager, click the Recently Run Reports Quick Link. Select the report name and the report will run under the report tab

Tip: Unfamiliar with the Available Fields? Print a Case Summary! Any RL fields are reportable but there are hundreds of field names in the RL system. One technique you can use to help with this is print out a Case Summary for the type of occurrence you are interested in (e.g. Fall).

1. Open any occurrence. For this example, we’ll choose a Fall.

2. Previously in the old version you would click the Share button (top-right) but now with the current version, it is located under File Notifications panel and click summaries


3. Select the Print option to print the summary. The following screen will appear:

Make sure to select “CURRENT SUMMARY” to be able to use the rest of the features and allow you select the sections of interest.

4. If desired, click the Hide Private Fields check box to hide the patient’s name, DOB and MRN. Add a checkmark to edit summary if you want to edit the summary before you print in case you need to deidentify the file further (it will only affect what you are about the print and not the file itself)

5. Click OK. The summary will appear on a new browser tab.

Click on one of the following options:

1. Original Summary – the information included in the file at the time of its submission.

2. Current Summary – the information currently included in the file. (original plus any new info added)

3. Follow-Up Summary – list details of all follow-ups currently in the file

4. Task Summary – list the details of all task that are associated with that file Number


A sample Case Summary is shown below. Note the field names and some of the possible values.

RL Report Videos

For additional information about reporting, the Info Center contains support links to a series of nine Report Tutorials that were developed by RL.

To access these videos:

Info Center icon

RL6 Report Tutorials link


1. Click the Info Center icon on the Navigation toolbar found on the left-hand side of the window. 2. Click the RL6 Report Tutorials link located on the right hand side of the window.

The RL6 Support window will open:

3. To view one of the videos, click on the corresponding video name link and click OK.

The selected video will open.

It would take a total of 50:00 minutes to view all 9 videos on reporting. The length of each video follows:

1. Basic Modification Using Report Window (6:02)

2. Drilling Down into a Report (3:25)

3. Using the Expression Editor in Report Editor (4:27)

4. Basic Bar Chart (4:38)

5. Advanced Bar Chart (7:15)

6. Basic Line Chart (5:41)

7. Advanced Line (6:32)

8. Basic List Report (4:59)

9. Advanced List Report (7:01)

Video name links


***Note: Try these at your level of comfort but if you require some extra help on this, please contact us:

If you have RL6 Risk questions please contact:

[email protected] or (204) 926-1070

rl6 - working with reports - wrha professionals

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