Status Reports: Use Asara to Easily Run Your Own

It is a familiar scenario to many of us…you need to figure out census and service numbers. For example, you may need to pull a report showing:

• How many clients received services last fiscal year?
• Or ‘as of’ a specific date?
• How many clients had at least one active day in care between July 2017 and June 2018?
• How many clients did you serve for FY19 first quarter? Are quarterly reports due?

Pulling this data is easy using Asara tools. You do not need special skills or IT help! Simply follow these steps. If you run into trouble, give us a call.

Run a Child Status Export for ‘As Of’ Reporting:

Navigate to:

• Client Menu
• Child Status Update

Use a filter to create your “as of” reporting. Keep in mind:

You need to select a status radio button, enter dates AND select the status to filter for

• Click Filter
  • Results appear on the grid
• Click Export
• You ran your own query! WOO HOO!

Your data will appear in a spreadsheet.

Explanation of Status Selections

“In-Status”

• Produces a list of clients that HELD the specific status you selected for at least one day during the date range
• If From Date = To Date, the list will contain all clients with the specified status as of that date.

*** Other filter criteria are applied after the list of clients is selected based on In-Status.

• Example 1: if you enter From Date/To Date = 7/1/2017 and status = active,
  • Receive a list of all clients Active on 7/1/2017
• Example 2: if you enter from date = 7/1/2017 and end date = 6/30/2018 and status = active
  • Receive a list of all clients who had at least one active day between July 2017 and June 2018
    • If the child was active prior to 5/1 and stayed active they will appear
    • If the child was in and out of absences they will appear (only once)
      • Note there is the current status and last status in the export
      • The filter is current status – the last status gives you extra data

“Entered Status”

• Produces a list of clients that ENTERED the specific status you selected during the date range
• If From Date = To Date, the list will contain all clients with a movement on that date resulting in the status.

***Other filter criteria are applied after the list of clients is selected based on Entered Status.

• Example 1: if you enter from date = 5/1/2015 and end date = 9/30/2015 and status = active
  • List of clients who entered the status of ‘active during that range’
    • Placed client
    • The client came back from an inactive status during that time period
    • This is used for activity queries
  • Example 2: if you enter From date/To date = 5/1/2015 and status = active
    • You will get a list of any child who became active that day
      • Placed that day
      • Came back from inactive status that day