VistaShare ReportsHow to run the FaCT Main Reports

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Please be aware…The following reports are all accessed through the tab titled Reports within the VistaShare Database

Additionally, all of the reports can be found in the various report folders on the left panel of the screen

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Table of Contents

• Demographic Report

• FaCT Monthly Service Grid – Error Report

• Family Record Activity Error Report

• Group Services Report

• Service Grid Report

Click these buttons to jump ahead to specific reports

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Demographic ReportThis report is ran to make sure that all of the questions/fields have information provided for both the client and the family records. Additionally, this report is used to uncover duplicate family records.

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Demographic Report: Part A1. Click on the Demographics Reports folder2. Click on the Demographic Report 2012 (year may vary) link

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Demographic Report: Part B1. Fill in the Enrollment Begin Date field (07/01/20xx)

• XX = start of desired contract year

2. Fill in the Enrollment End Date field (defaults to current date)• Use the last day of the desired month or contract year

3. Click to highlight “FaCT Services” and “Non-Funded Activity” in the Activity Type Field • FRC’s that offer Differential Responses Services would also highlight the DR

activity type – Hold down the Ctrl key while clicking to highlight more than one option

4. Click to highlight your FRC• The FRC must be highlighted even if it is the only one listed

5. Click the Go button

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Demographic Report: Part C

1. Look for “none” listings throughout the report• Ideally there should not be any none selections

listed in the report. • Scroll slowly through the report making sure to

spot and correct for any none listing that you encounter

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Demographic Report: Part D1. Scroll down to the bottom of the report

• Focus on the last few sections of the report

2. Note any instance where there are more than one answer• “No, Yes..” answers that show up are

common examples of what to look for• These instances are how duplicate family

records are discovered• Slowly look through the remaining portions

of the report making note of any duplicate records while making corrections

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FaCT Monthly Service Grid – Error ReportThis report is ran to uncover client records that are not linked to a family record.

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FaCT Monthly Service Grid – Error Report: Part A1. Click the Data Error/Integrity Reports Folder2. Click the FaCT Monthly Service Grid – Error Report link

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FaCT Monthly Service Grid – Error Report: Part B1. Let the start date field default to 07/01/20052. Let the end date field default to the current date3. Click to highlight “FaCT Services” and “Non-Funded Activity” in the

left Activity type field• FRC’s that offer Differential Responses Services would also highlight

the DR activity type – Hold down the Ctrl key while clicking to highlight more than one option

4. Click to highlight “Group Services and Events” in the right Activity Type field

5. Click on the Go button

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FaCT Monthly Service Grid – Error Report: Part C

1. Focus on the top portion of the report. This is where clients without a family record will be listed.• If there is anything other than a

zero listed here, this will need to be corrected by linking the clients into an existing family record, or creating one for them

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Family Record Activity Error ReportThis report is ran to uncover family records that have been mistakenly enrolled into a service or profile.

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Family Record Activity Error Report: Part A1. Click the Data Error/Integrity Reports Folder2. Click the Family Record Activity Error Report link

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Family Record Activity Error Report: Part B1. Click on the tab labeled “Results”

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Family Record Activity Error Report: Part C

1. Let this field default. Do not enter anything here• The report will generate the moment you click on the Results Tab from

the previous step

2. You should not have any records listed here. • If there are records present here, it means that a service or client

profile is linked to a family record and would need to be removed and applied to the appropriate client record

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Group Services ReportThis report is ran to verify the attendee numbers of large groups and events. Additionally, it is used to confirm that the age ranges of the attendees was accurately entered.

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Group Services Report: Part A1. Fill in the Start Date field (07/01/20xx)

• XX = start of desired contract year

2. Fill in the End Date field (defaults to current date)• Use the last day of the desired month or contract year

3. Click to highlight your FRC in the Agency Name field• The FRC must be highlighted even if it is the only one listed

4. Click the Go button

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Group Services Report: Part B1. Note the services and events listed

• The number of services and events listed will vary

2. Pay close attention to the number listed for attendees and families• Look for discrepancies such as a higher number of families than

attendees

3. Make sure the numbers in the various age ranges reflect those of the actual attendees

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Service Grid ReportThis report is ran to make sure there are no service enrollment begin or end dates that were entered incorrectly. This report is ran three separate time. Once to look in the past for current service enrollments. Once to look at the present year for old service enrollments. Once to look in the future for current and/or older service enrollments.

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Service Grid Report: Part A1. Click the FaCT Report link2. Click the Service Grid Report link

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Service Grid Report: Part B

1. This report is a past, present, and future service enrollment check

2. Enter a begin date that is years in the past. 2001 is a great date to use

3. Enter the last day of the previous contract year in the end date field. 06/30/13 in this example

4. Click to highlight FaCT Services and Non-Funded Activity• Differential Response Services

should also be highlighted if your FRC offers such services

• Hold the Ctrl key while clicking to highlight multiple items

5. Click the Go button

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Service Grid Report: Part C

1. Scroll down to the Activity Outcome/Goal portion of the report2. Look at the dates for the services listed

• There should be no current contract year services listed

3. Recall that this is looking in the past since the begin date filter was set to 07/01/2001 and the end date filter was set to 06/30/13.• If you see a service listed for the current contract year, it means there

is at least one client that has an incorrect enrollment begin date

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Service Grid Report: Part D

1. Enter the current contract year start date (07/01/xx)

2. Enter the end date for the current contract year (06/30/xx)

3. Click to highlight FaCT Services and Non-Funded Activity• Differential Response Services

should also be highlighted if your FRC offers such services

• Hold the Ctrl key while clicking to highlight multiple items

4. Click the Go button

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Service Grid Report: Part E1. Look at the dates for the services listed

• All listed services should be those offered in the current contract year

2. Recall that this is looking in the present since the begin date filter was set to 07/01/2013 and the end date filter was set to 06/30/14.• If you see services from a previous contract year, it means there is at

least one client who has an incorrect service begin date

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Service Grid Report: Part F

1. Enter todays date in the Start Date field 09/15/13 in this example

2. Enter a end date that is far into the future• 06/30/2090 for example

3. Click to highlight FaCT Services and Non-Funded Activity• Differential Response Services

should also be highlighted if your FRC offers such services

• Hold the Ctrl key while clicking to highlight multiple items

4. Click the Go button

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Service Grid Report: Part G1. Since the search is for future dates, there should

be no services listed • If you see a service listed for the current contract

year, it means there is at least one client that has an incorrect enrollment begin date

• The only exception to this would be those FRC’s that have the Children’s Bureau service as that service will be present during this search.

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This Concludes the Presentation