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So a couple of things we want to go over today. 2011 has been a year of results for us and
we want to talk to you about what we've been doing. Working with this new product, trying
to leverage our experience internally to help our customers externally. So we want to spend
a little time talking to you about what we've accomplished in the last 9 months and what
we're going to be accomplishing through the end of the year. We also want to highlight
a few of our customers who have been some power users of results that we've seen, actually
grab ahold of the concept and really put a lot of effort into it and have a lot of really
great success with some reports that their using at their agencies. So we have about
five customers that we're going to spend some time looking at reports that they've done
today. They range in level of difficulty and we're going to walk you through them. We'll
have time for questions on things like that. And then we're going to conclude today talking
a little bit about what we'd like to do with results in the coming year, giving you an
idea of what you could expect coming down the pipe. We are going to try to hold about
10 15 minutes for questions at the end, just general questions about results. We do anticipate
that we might have a bit of a time crunch, so in that vein there's little pieces of paper
scattered amongst the tables, if you want to note down questions, that'd be great. If
we happen to not be able to get to all of them in the time that we have allotted Jamie
and I are very much committed to collecting them and getting in touch with you all to
answer those questions afterwards just in case we don't have enough time.
Okay, I just want to do a quick poll. I know we have a wide range of customers here in
terms of your experience with ETO results. So please raise your hand if you currently
use ETO results in any capacity. Okay, about half the room. Raise your hand if you've been
using results for more than a year, a bit smaller, Jill's not sure. A bit smaller, okay.
Raise your hand if you have at least one report that your agency uses on a regular basis that
is based in results. Alright that's a pretty good number. And raise your hand if you have
heard of ETO results but you're not really sure what it is but you're here and excited
to find out more about it. Good, good okay so we do know we have a bit of a range here.
We're gonna try to touch on topics that speak to the range of users that we have. So if
you're hearing something for the umpteenth time, forgive me. There are people here that
are new and experiencing this for the first time.
Alright, so as I said 2011 was a year of Results for us. We really took Results as a major
initiative for our company and tried to put a lot of focus and attention on it as we were
going through. Couple of highlights of some things that we did; first we created an ETO
Results cross-functional team. This is a team that's lead by myself and project management
but has a representative from every single team at Social Solutions: Sales, Customer
Support, Account Management. It's essentially our way of getting everyone together on the
same team all headed for the same goals that are related to Results that we'll talk about
in a little bit. This team meets once a week to talk about current projects and to figure
out what we need to be doing to really leverage this product internally and externally. First
goal of this team was actually to start a major initiative to condense and simplify
our standard reporting in the software. I'm going to talk a little bit more in detail
about this in just a minute. But essentially we were trying to start to convert all of
our Crystal reports into ETO Results reports. And I'll explain in a little bit why that
should make everyone extremely excited. We also had some initiatives through the team
about increasing usage and satisfaction. We relied very heavily on some of our first pilot
users to talk to us about what was working, what wasn't working. This is going to be a
continual ongoing process so if you're not in Results now and you get in, we're very
open to hearing feedback and trying to respond to it. We also started using our online community
a little more proactively, having actually internal staff, myself, Jamie, some developers,
Dave, all posting blogs to more proactively talk to our customers about Results and encouraging
them to write down questions and talk to one another. It became a form of some open discussion.
And then last but certainly not least as you heard Steve talk about a little bit during
lunch, we launched ETO Visual Analytics and Correlation reports. We're not going to talk
about ETO Analytics in this session today. As he said, this is something we're gearing
up for, creating documentation and training and the like. This is a more recent initiative
for us. Any questions on any of this? Yes—
Are there any handouts?
So I actually am going to provide on our website a copy of this slide deck when you all are
done because I have some lists that might be helpful to a lot of people that are embedded
in this. So I don't have them right now but they will be available after the conference.
So for those of you that may be newer to Results, I want to take a minute to talk about why
it's actually an extremely exciting product for us, a little more transparency about why
we're devoting the time and resources to Results that we are. Many of you when you first experienced
ETO were probably a little alarmed with the number of standard reports we have. There
are a lot of them, and you're not always sure what they do and you spend a lot of time clicking
on things and running them and trying to figure out what you do and do not like about what
is there. So the first goal of moving to Results was to take that very large number and get
it to something that was a little more approachable, something that was consolidated and made sense
to the users that were actually trying to run reports. Even better on top of this is
that one of the main advantages of Results is that you can actually customize the reports.
In Crystal, what you get is what you get. You're stuck with whatever is there. We'd
have customers then have to come to us and say "we want x y and z done" and then we'd
have to do enhancements, there's cost involved with that, it became a very arduous way of
getting to what was often a very simple reporting need. Now with results, we really are putting
the power on reporting in the hands of our customers. Yes we still have a set of standard
reports; we're actually going to talk about some of those new ones today. But we also
give you the ability to write your own custom reports. Or to take a standard report that
we created and make it your own. Do all sorts of customizations to it. In addition to that,
there are a couple of other special details coming up there. If you like the Query Wizard
right now, easy way to start ease yourself into Results is you can take a currently existing
Query Wizard query and convert it into a universe that you actually use in Results. You're working
with a data set that you know and are familiar with, but then you have the ability to manipulate
it. Create graphs and charts, do formulas, all these sorts of things you would normally
export into excel to have that accomplished. You can import data into Microsoft Office
Project, products rather. So you're able to put a pie chart, and update the information
in that pie chart into a PowerPoint presentation, something like this. You also can export in
a lot more formats than what Crystal reports provided us a lot of the time. The ability
to put reports on dashboards, hopefully everybody's familiar with dashboards and starting to explore
those. Those are a little bit newer for us as well. You can actually place a report on
your dashboard and have it refresh every time you hit your dashboard. Big thing for our
customers is that now customer support is much more knowledgeable about where these
reports came from. How they're built, what the formulas are, they all have the ability
to go in and open up these reports and look at them in order to be able to actually speak
to our customers much more specifically about how they're getting the data that they're
getting. With Crystal a lot of it was "oh this report has been here for awhile, you
know it pulls this" and now we can actually be much more detailed about what these reports
actually contain, including documentation down to the element level.
Jamie right now is slonging her way through all the new standard reports that we're starting
to talk about. And this also allows us to resolve bugs faster since there are many more
people who are able to change reports and work with reports than just our development
team. Any questions on any of these things? No?
Alright, so like I said we had a major initiative with the ETO Results cross functional team
to start converting our standard reports into ETO Results standard reports. Major reason
behind this is probably something you all could have come up with on you own depending
on how long you've been using software, ETO software. We've gotten consistent feedback
that when you hit reports it's just very overwhelming. A lot of them you don't know what they're
doing, they're not customizable. And you get really stuck from a data perspective. We also
have a lot of legacy bugs that are hanging around in our Crystal reports. So this was
an opportunity to see those and give you a more condensed, focused set of reports that
then you can manipulate as you like. So to get you all excited about this a little bit
we're actually going to show you a couple of the standard reports. Jamie is actually
going to walk us through them. I'll let you start on that while I open one for you. I'm
sorry, forgot I had this slide. I'll be providing this deck so don't worry about scribbling
furiously here. With the release that's coming out in this fall, about 2 weeks from now,
we're going to be releasing 11 revised reports. These were reports that were already out in
Results, but we had a lot of customer feedback around "it's not working quite the way we
want" or "have you thought about adding x y and z to this" so those reports all went
through sort of a facelift to make them much more flexible, much more what our customers
are looking for. Then we have about 8 reports that are coming out that are brand new. And
all of the requirements for these reports went through the Results team, so we're getting
a view from all different customer perspectives about what should be in these reports, our
PAB that you heard Steve speak about at lunch as well also got a chance to look at a lot
of these reports and give some feedback. Had we thought about various scenarios and really
speaking for our clients in that way. I'll open it up for you.
The first report we're going to look at is Participant Notes & Efforts report. And this
report, once we, we're going to look at some PDF versions of it but basically it is, there
is a version available for participants, entities and general efforts. So the one we are that
looking at here is for participants, and I apologize the room is kind of large so you
have it broken out by participant and then you have their total number of efforts, the
total time spent and then you get a site summary and a program summary. So the report is sectioned
by program, and then within that it's sectioned by each point of service. So you get a high
level view for each participant along the top, and then a detailed breakout of all the
efforts that have been recorded. And you can also there are multiple tabs on the report,
so there's a breakout by families and by groups, also. So that would appear on a different
tab along the bottom of the report. And the same report is available for entities or general
efforts. So if it's entity, it's sectioned by entity, if it's general effort, it's just
going to be sectioned by the general program that the point of service is for.
Couple of notes in addition to that, I'm sorry I didn't mean to cut off, I think I might
have heard a question there. You can also see that we took this time to come up with
a new, revised look for our reports in terms of a unified color scheme and logos and things
like that. One of the very easy edits that all of you can do to any of these standard
reports is to modify that to include your organizations logo or your organizations color
scheme if you are so inclined. So just wanted to point that out as well. The next one Jamie.
Quick question. So that is a revised standard report or a currently available standard report?
This is actually one of the new ones that is coming out. There's actually a total of
6 reports when you look at it. There are two that are participant with and without effort
qualifiers, two that are entities same deal, two that are general. And as Jamie said there's
each of them has two tabs. One that sections by the point of service, and actually based
on feedback from our PAB, one that sections by date of contact. So instead of seeing all
the efforts for the same points of service together, you see them by date. So depending
on what your organization might be interested in looking at.
Can you also see, it reminds me a lot of the review efforts tab, so can you see like money
spent or assets or anything like that with this?
Not at this time, that's actually one of the reports we're hoping to bring out in the beginning
of next year. But at this time this is just for points of service. That's actually also
an easy edit that you could do because we talked a little bit about this during the
break Melissa. Not as many of our customers are currently using assets or funds. But you
can include that into the query, and then just drag those elements into the report and
it would modify the report for you. So we'll talk a little bit about trainings that are
out there for results in just a little bit, but as a quick save as and then the report
is yours. You can do with it whatever you like. Add in things, take out things, change
formulas, we're actually going to go through some very easy edits. Just some examples of
things you can do but that's exactly something you can do. Are there questions on this one?
No, okay.
Give me a second to switch here. There you go, Jamie. Oh gosh, sorry everyone. Okay so
this report as you can see is called Assessment Weights & Measures by Program. And this one
is a currently existing Results standard report, but it's one of the one's that we've revised.
So this is the newer look than the one that's currently available in the software. But it
will switch out in a few weeks after our release. And as long as you guys are on the Newsletter
list, you'll know when the release is coming. But this is a report that works with assessments
that have weighted elements in them, so if you've assigned a weight or you have yes/no
questions in there, and it's broken out by program that the assessment was recorded in,
the name of the assessment, and then each weighted question that's in there. And you
have each response for each participant. If they've taken it multiple times, you have
each incident that has been recorded for them. So you have the date taken, the answer for
that question, and then the weight associated with that answer. And then over on the far
side, it will tell you if there's been an increase or decrease or no change at all.
So this just highlights whether or not there's been a change here based on the weight. And
then you have to top answers and the bottom answers that have been recorded for all the
participants. Also, let me scroll down for you Jamie. Oh oh oh, too far. And then based
on all of the data, you have the question here and the answers that are available and
the weight associated with it. And then across the dates that are included in the report,
you have a graph that shows how it's changed, and this is based on an average across all
participants.
And this report also comes in what we call an individual version, you can run it for
one person and see their change across any time period that I would like. This particular
one is sectioned by program; it'd be an easy edit to instead do it by site or by program
group. Something that might be more in line with what your particular organization is
interested in looking at. Are there questions on this report? No, okay.
We have one last one that we're going to show you guys for today. Okay so this report is
called the Outbound Referral Report. This one is a new report we're releasing in a few
weeks. And this will tell you the number of referrals that have been made in your program
during the date range. So you get a total number and then you get it broken out by type,
and then of all of the referrals that have been made, the percent. The number of referrals
is actually a hyperlink so you can click on the number of referrals and it launches an
additional report. Right here, with all of your detailed information about who the referrals
were made for, where the referrals were made, and if there's been a status, what the status
is and the date that it was selected. And then also the reason for referral that was
put in there.
So this particular report came out of some feedback from not only our customers but from
our PAB that weaker area we have in terms of reporting is our referrals reports. And
so this was a launch into trying to give more detailed information in an area where customers
are often using the Query Wizard or even worse looking at records and trying to count and
so that's why this particular report came about. Questions, thoughts on this? No.
So I'm actually going to go back to just let everyone take another quick peek at this list.
Obviously our time is a little more limited today so we couldn't open every single report
and go through them. These all will be available in about 2 weeks, I cannot encourage everyone
enough to go in and look at them, look around. We're actually going to be linking the documentation
for the reports inside the reports so you can click on it and launch it in a separate
window so you can have the report and the documentation on it side by side and be able
see to the exact element level how the information is being pulled into the report. So it is
a little bit of investigation that we're asking our customers to go into, for anyone who's
hooked up with professional services still, you can request help there. Account management,
customer support is always available for questions on these as well. We're not quite done with
this conversion process either which I'll talk about a little bit more later. Yes—
Is there a plan to do that? Let me just start by saying documentation along with the report
is so stellar and thank you so much. Is there any plan to back document some of the other
stuff so we can know where those calculations came from?
Back document some of the stuff, meaning? You mean the Crystal reports?
No, the ETO Results reports.
Ah so actually all the ones that are in this revised list are all the ones that currently
exist so those will be getting that new documentation. Yes. We do have, the revised reports, we do
have basic documentation for them that's in the help manual that was completed when we
released them like a year or so ago. And it is more detailed than the documentation that
we have for the older Crystal reports. But I am going through that right now as well
in addition to, I'm giving them the same treatment that I'm doing to the new reports. Other questions,
yes.
Just a quick question on the participants, efforts, notes and qualifiers. If you have
several efforts qualifiers, I mean I'm sure you could pull it in by editing it but is
it still possible?
I can actually show you, I didn't show both versions but here I can show you what that
would look like. Hang on, let's find someone who's got, go figure, oh here we go! This
one, let me pull this over for you. The EQ version looks pretty similar, a little different.
What's the biggest difference are those yellow areas which are actually your efforts qualifiers.
And it will show you multiple, it's gonna show the name and then also the values. So
as many efforts qualifiers that you have, you will just have lines running down to list
those all out. And that's the same for not only for the participant one, but also the
entity and the general as well. Other thoughts, questions?
And this will be in the October release?
Yes, this will be in the October release. All the reports that were on that list will
all be in the October release. We're going to be talking a little about what's coming
in 2012. There will be some more reports. The team is not quite done with all the conversion
that we want to do so we still have a few more reports that will be falling in, specifically
and most excitingly, efforts to outcomes reports. True efforts to outcomes reports that we're
really excited to share with you all. Other thoughts, questions? No, okay.
So I know I've given a couple of these examples already. But we did want to talk very quickly,
especially for some of the people that might be new to results, we've been talking about
these easy edits that you can make. We just did a quick list of maybe about 9 or 10 things
that you can be doing to change these reports. So simple things like, we were seeing sections
in there. So I see a site name, and then I see a program name, and then I see a person
name. If you wanted to add or remove sections which changes the way your data is cut in
any of your totals or your calculations, your formulas, you can add or remove those sections
as you like to adjust those totals to match what you might be interested in. So for example,
maybe I love everything about that efforts report but I want to section by a program
group instead of a single program. Go pull out program, put in program group, done. Custom
alerts, we're going to look at some customer reports right now and several of them have
done some really amazing things with alerts or allowing you to highlight data in a particular
way depending on what your programs targets or initiatives are. So we don't put any alerts
into the majority of our program and the majority of our reports. Everybody has different standards.
But you could very easily add alerts to highlight numbers in different colors and different
text however you would like so you can have it correspond to what your program is interested
in looking at.
Changing/Sorting, pretty easy. If I want to see something in alphabetical order or by
most active or from oldest to newest or vice versa. All of those sorts of things can be
changed based on the standard things that we set in. Simple filters and input controls,
we're going to see some of our customers using these effectively already. These allow your
users to manipulate the data once they run the report. So I might run something for all
my programs and then I can add in a simple filter that allows me to once the data is
run, filter to one program. Something as simple as that. Changing your types of charts. We,
you know, went with pie charts in a lot of places. If you like bar, change it up. If
you're particularly committed to line graphs, go ahead. It's very easy to change those types
of things in the reports.
This one, it could start as easy. Some of you also know this could get a little difficult
when you add in data into your queries. You could pull in additional information. It might
be as simple as I want to add another column to show another piece of information. Could
be more complicated in that I want to actually adjust a calculation. Third one down there,
I pull in a piece of data and you calculated something where our standard report calculates
something someway. You want to change up the settings on that calculation. Add or removing
prompts; standard prompts. Some are optional, some are required. They don't meet what you
would like. Save the report and then set your own. And then lastly, certainly not in the
least. I know some people like to add in their own logo, their own color scheme so that when
they send in a report, their funders know its from them. Pretty simple to add in a picture
of your organizations logo onto
the reports. Yes, Forrest—
Are you using the (mumbled question)
So Forrest's question just in case anybody couldn't hear him, was whether we're using
prompts as a way to make many reports that are in Crystal right now into one. And that
is a perfect example. I'm going to go with, what should hopefully be a familiar example
for everyone, demographics reports. I don't know if anyone has every bothered to count,
I have, there are 34 standard demographics reports in the software. There is not much
difference between them often except how they're cutting the data by site, by program, active
people, enrolled people, dismissed people, so it's all just different slices of the data.
But it's still essentially the same data set, it's just how you're looking at it.
So the reports use a combination of prompts, sometimes different tabs in the reports so
that our new demographic report actually has a tab for active, a tab for enrolled, and
a tab for dismissed. But it's all in one report, you get it by running one report as opposed
to three. But the prompts are used more often than not to get to those different cuts so
that you can do exactly that. That's a great point. Other thoughts, questions? No, okay
so alright.
So real quick before we go into some other customer work, I do want to throw some attention
at the other enhancements and work that we've done on Results. First and foremost here we
have automated reports and reports scheduling that will be coming out in the October release
we've been talking about a lot during this conference. Essentially what it allows you
to do is it allows you to set up a report, and actually either have it delivered to one
of your users business objects inbox or even better, in an email as an attachment and then
send it off. You can do it in multiple different formats, you can send it as a web e-document,
an excel spreadsheet, as a PDF file. And there are a couple of reasons that this has its
advantages and convenience. I'm sure we can all think of you know an executive director
who doesn't want to get in the software to run a report. Instead, you go in, schedule
it, shows up in their inbox as an attachment, done.
Performance, a couple of our reports especially those that are created by some of our customers
that are larger and grabbing a lot of data can take a little longer to run. So instead
of sitting there and watching that spinning icon that we all love so much, this allows
you to schedule it and it'll run and you don't have to sit there and watch it. And it will
deliver the results to you once it's done. Special security rules, so right now when
you interact with Results, who you are in the software, if I'm a staff person, that
impacts what I can see in Results. And if I'm an enterprise manager, that impacts what
I can see in results. So this allows us to get around situations where we hear people
say "I want to be able to send enterprise wide data to my staff because it's an agency
report that they should all be looking at and taking advantage of. " Now you can run
it as an enterprise manager and send out this information actually providing more data than
they would see if they ran it themselves. And then last but certainly not least, report
scheduling takes a snapshot in time. So I'm sort of taking pictures of moments in time
and then when you use those pictures, it allows you to start to do longitudinal analysis.
If you want to see someone extremely excited about this, go see Dave Butz and say the words
longitudinal analysis to him and he'll jump up super excited. I'm trying to capture some
of his enthusiasm here, but this is really a lot of what we're trying to get to so not
just "am I impacting the change" but "am I seeing the change that I want" in this moment,
but as I compare it over time, as I look at these snapshots over the course of months,
years, am I continuing to see not only the change I want, but better change. More change.
We had a question over here—oh yes! Dan—
Does the automated report require exchange or media?
No, it does not actually. It allows you to type in any email address you want. So you
could send it to Gmail accounts if you're using things like that. Yes. And Joe—
So my question is that (mumbled) schedule reports...that you can track...
So what the biggest difference and this also could be a great thing for people to think
about from a security standpoint, is that when you send it, the reports not refreshable.
So whoever gets it is getting that moment in time, that's all they can see. It's not
like opening up a report and running it and refreshing it. So it does capture this moment
and then you can put those moments next to one another.
(mumbled question about attachments)
It depends on where you send it. So in your reporting dashboard, you could actually see
a history of all the instances you've ever scheduled, it could be in your inbox in the
form of emails, or in your business objects inbox, wherever you would like to house them.
They're happy to see them and they say "Jill this is awesome." Yes.
Okay, I have another question. Umm—(mumbled) range of reports in august...
So that is a great question. So throttling rules or timeouts do still apply. So if something
is still timing out, if you hit that magic 10 minute mark that we all love, it will,
those rules will still apply. It's more to not have to sit if the report does run and
take a little bit longer, it's to not have to sit and wait through that. The server is
not as weighed down when they run in the middle of the night so, if your ten minutes in the
middle of day may not be the same as your ten minutes at night. So you're actually able
to say I want to run it at this point in time, and you can try to gain that a little bit
to see if you can get a report to come through. It might not be working out so well right
now. Forrest, did you say something?
I was also going to point out the same thing.
Yeah, it's a great thing to remember. You know, middle of the day, you all are trying
to do the exact same things. Yes, Jill—
(mumbled questions)
Yeah that's what we were just saying. The same rules about how long the report can run
before it times out, still apply in scheduling.
So if it times out, (mumbled)
It'll tell you. You'll see a history in your reporting dashboard of which ones have been
successful, which ones have failed. And the reason why.
(mumbled)
Yeah, and if it failed, you can click and see why. Was it because it timed out, was
it because of some sort of server problem, whatever it was. Exactly. Are there questions?
No, okay.
Dashboard reports, hopefully everyone has seen this. Actually, I should have grabbed
a screenshot but I didn't. But we do have a reports part that can now go onto any of
our dashboards. And you can actually pick a report and have it live in a little part
on your dashboard and when you bring up your dashboard it'll refresh and show you new data
when you hit that. We actually have the ability so you can design a report so that if you
put it on the participant dashboard and it prompts for a participant ID, when you hit
that persons, when you go to Abby's dashboard, it's not only going to run, it's going to
run for Abby. It's going to see that I'm on her particular dashboard and it's going to
run for that information, so that really puts data right in front of your users on hopefully
a space they're using as their main navigational launch point. So it's exciting. Do you have
a—
I do. This has already been released right?
Yeah, the reporting dashboard is out. The report part came out this year so this is
just
Have you all considered doing it in a way so that a report is hand selected and instead
of automatically populated?
There's a request for that in so if you contact Customer Support, we can attach you to the
request. And so that's just in case anyone didn't hear her was right now you have to
set the part and say I always want Report A to run, she's requesting if instead you
can hit a button and say I want this report this time instead. Other thoughts, questions?
No.
Couple of other things. I'm going to do a plug once again for our ETO Results trainings.
We've developed a pretty good range of trainings right now to hopefully meet most people where
they're at. If this is your first introduction to Results today and you're still getting
your feet wet, first thing I would recommend is every single week we do a basic introduction.
It's an hour, it's free. You know, you just come, we show some examples, we talk about
a lot of the possibilities with Results. It will start to let you use your imagination
about what might work for you and your agency. If you decide this is a go, we have two orientations.
One, you have to take this one first, or basic orientation. It's 8 hours, offered once a
month. And then we have advanced orientation which right now we're offering bi-monthly.
If we get more interest in offering it more frequently, we'll bump it up to monthly. But
both of these are done in web format using Go To Meeting. You know they have set curriculums
but you know they all have hands on examples as you go through. You know, you've learned
how to create a formula. Now everyone take ten minutes and try to do this particular
thing. I'd like to add that for the advanced training, you also have to pass a quiz in
order to move on to that. So it kind of guarantees that everyone that is in the advanced session
is at a general level of knowledge, that there's not as much time like reteaching. And actually
I should also point out that for the orientation, and I'm pretty sure, Emily you can wave at
me frantically if this isn't true for the advanced, but the orientation we do allow
you to take it twice. She's saying it's true for the advanced as well. So you pay one time,
and let's say you go, feel like you could really use to hear the information again,
you don't have to pay to take it a second time. And if you take the first one, you get
the knowledge, you pass the quiz, the advanced training is actually part of that. So you
only pay once for both. And then if you complete all of these and you still feel like you need
more help, or more guidance, or you just are trying some more advanced things and want
some one on one time, we have two different professional services offerings. One for 8
hours and one for 24 hours, its one on one time with a professional services representative.
We don't guarantee the completion of any report out of this but it is time for you to come
and say here are my questions, heres what I want to work on, and it's just you. The
contents of those hours is really defined by you all as opposed to by us.
And last but not least, we have been doing ongoing enhancements to our standard universes.
This should almost go without saying this is an ongoing process for us. We did a lot
of enhancements to our standard universes as part of the new standard reports that we
came up with. So we're continually adding more data to them, trying to get them to run
faster, yes Forrest—
(mumbled question)
So I'm gonna go to the training because we could start ourselves into a little bit of a space. To quickly answer,
universe is the data set that you're going to be working from. So we have a standard
participant universe that houses all of your participant data. We have a standard entity
universe that houses all of your entity data. So on and so forth. You can merge those universes
together, makes you feel very much like you have powers that you shouldn't have. So yes,
it's kind of like your subject in the Query Wizard. Other thoughts? Yes Alyssa—
Can I get certified in ETO Results?
Yes you can get certified in ETO Results! What an excellent question. We do have a certification
exam, just as you would become certified as a site administrator. Do we know how many
people we have certified? Yes, we have Odile and we have Andrew. Yes, and actually we're
going to be seeing here in about 30 seconds examples of Odile and Andrew's work. So it
is the same process where you would have to take a test and you know there's a written
portion and a practical portion. Much like you have to do for the site administrator
exam. Other thoughts? No, okay.
Alright so the next chunk of things that we want to step into is giving you guys some
examples of your colleagues, other organizations that are using Results. We tried to pick a
range of reports, some that are a little more simple, some that are a little more complex.
I want to put out the warning that if you are new to Results, there might be one or
two examples that we go into that pass a little bit over your head or make you feel a little
bit panicked. Don't worry. We're just trying to give you a taste of what is possible if
you really dig in and use this tool well.
So our first example comes from OMNI. And the report name is the Demographics by Point
of Service Report. What this does is it, this is probably one of the, this is more towards
the simple end of what we're going to talk about but it's an unduplicated count of participants,
of demographic responses. So much of you'd get out of a standard demographic report.
But what they made a little bit different is they're trying to see how our demographics
change between points of service. So am I seeing people get a particular service based
on their demographic. We chose to pull out this report because this report is a great
example of using simple filters to be able to give your users a nice big report and then
let them manipulate it as they would like once it's already run. For all of these, I
tried to give a sense of how long it took this report to be built, you can get an idea
of what it takes to get involved in this. This particular report was built by an internal
programmer at OMNI. Took about 15 hours total, 10 to build 5 to test. It's probably a little
longer than what many of you might experience because they have an extremely large data
set that they're working with. So there was a lot of validation that needed to go on.
They had some issues with timing out at first that we had to help them with. But they did
also take the orientation and use the aids from business objects as well. So let's go
ahead and take a look at this. So the first screenshot that you're seeing here towards
the upper left is the report just as you run it. I picked parameters for a date range and
I ran it and it gives me for each demographic; I see gender, I see ethnicity, I see a count
of participant site identifiers, and then I see a percentage. So what we're also seeing
here is that percent count is also a distinctive count. So if the same person is in this more
than once, they're actually only being counted once. One of the differences you can make
in either standard reports if you want to change how we calculated that or your own.
But then what we see up at the top are what we call simple filters. And they have a simple
filter for program name and for point of service. You can use these together, you can use these
separately. But what this allows their users to do is, once they've run the report say
I want to look at this particular program and/or this particular point of service. And
now change my data to reflect that, and it changes very quick. So we can see gender goes
from female being about 57% to being about in this particular program and point of service
is actually about 73%. And so this gives their users a lot of control over what they're looking
at in this particular report. This is not terribly complicated but it is incredibly
effective. Do I have questions on this report at all? No, okay.
Let's go ahead and go on to the next one. So the next report we're going to look at
was built by Motion Pictures & Television Fund, so by Odile Swift. This is a staff management
report and it's actually a conversion from an old Crystal report that we had built for
them and rather than paying for enhancements, Odile decided to dig in and rebuild it. And
basically the report uses different tabs in order to cut your data which is a really common
way to go about working with different data sets. So one cut is by department, one cut
is by months and years, ones by contact location, method, that sort of thing. And then the report
is run on a quarterly basis and it's used to assess how productive the staff are. So
what projects are they working on with which participants, and how are they doing, what
kind of changes are made. The report was built over the course of several months and it probably
took a lot longer to build than it would take now because Odile was basically teaching herself
the tool while building this report. So with her knowledge now, it would probably take
her about 4 hours. During the time she was working on the report, she took the orientation
twice, she was using the help manual, and she was going into the online community to
work with other members of our team, not just internal but other customers for assistance.
And she also called customer support and had a number of advanced support sessions as well.
We can take a look at the report so you can see along the side you have the names of the
users. Along the top you have the years that they were broken out, and the information
that's in here is coming from effort qualifiers if I remember correctly. So these are summing
up amounts of dispersements based on different unions that participants are in. And this
is a total that is a lifetime total. So most of the participants that are served by MPTV
are served throughout a number of years. It's not like a one-year program or something,
it's sort of indefinite so you can see a total over time. Go ahead—
I understand where most of the data comes from but the years, is that something that
would be an add-in that you would add in to a point of service or...?
So you can convert dates to just look at the year they were recorded in, so one of the
options is a two-year function. And you're just cutting out the year portion to see when
they were dispersed based on date of contact. And there's a lot of fun things you can do
with dates in terms of that. We're actually going to see another example of manipulating
dates in cool ways like that. I have another one for you
So this one is another tab in the report. So we're again looking at the same data, this
is based on point of service up here. Actually Jamie, these are cuts by department. These
two charts. The two charts are cut by department? Yes. Okay, now I'm a little confused. You're
thinking of one of the later tabs, so this particular tab, so the first tab was all the
staff all together in one big running row. This one cuts it by department. Okay, which
is an entity attribute. I think so. So it's the same data but cut a different way, and
then you're also looking at a bar graph. So some of you may be familiar with the Staff
Efforts Crystal report. And you have the Crystal report with the, it's very hard to read along
the side. That's what this is based on. So it's telling you by year how much was spent
by each person in here. So Odile does a great job in this particular tab, the reason I like
this one so much is you see several different types of graphs. You're not limited. She manipulated
the data several different ways to get multiple different graphs.
Okay and so this is looking at just the current year, and it's broken down by month. And so
the same way using the two year, you can use the two month and it'll pull out just the
month that's in there and it'll have to do another type of cut in order to display in
the actual month order at the top. So you're just again cutting the data by the month and
totaling it at the end. It's also by staff person. And what I liked about this one as
well is that instead of going alphabetical in her sort here, she sorted by the most active
staff. So quickly when supervisors look at this, they're seeing their most productive
staff at the top. They can look at this you know month to month, I should be seeing some
consistency that's then to get a sense whether their staff are on target or not. I think
this is the last screenshot, oh no we have two more pages of Odile's report.
So this is cut by contact/location method and month. So again it's just the same breakout
of information but looked at in a different way. And then this shows the change over time
by the number of participants that have had efforts recorded throughout this time. So
this particular one is for each individual staff. Odile used a simple filter up top in
that red box, so she can run this and then change the staff person that she's looking
at. And for each month, she sees not only the number of clients that they've worked
with, but the number of efforts they've recorded. And she charts both of them there so that
her staff can see them in easy relation to one another.
Odile if I remember correctly, you all use this as part of your annual evaluation as
well. Yeah, so supervisors are pulling this out and viewing this with their staff on a
regular basis and actually using this to inform their annual reviews. Any questions on this
report? Yes—
How long does it take to run (mumbled) for each...?
It depends. Odile, I imagine it depends on, I was going to say when I was running this
for screenshots it was pretty quick. And the amount of time it takes for any report to
run often depends on the amount of data you ask for. And the areas of the software, so
this is all pulling from Efforts. If you were to add Assessments data, it would probably
slow down. Yeah, it will probably slow it down a little bit and things like that.
So one of the things we try to talk about in the trainings smart ways to report, how
to not bog down your reports too much, breaking them out, things like that. Other questions?
No, okay.
Okay, we're going to keep going then. The next example we have comes from Dan Evans
at Lutheran Community Services Northwest. This particular report is called the Birthday
List for RICP Children, this is a foster care program that they run. So the essential need
here was that their staff wanted to be able to say "I need to see children with birthdays
in this month" and in addition to that, they were looking for children who were approaching
particular ages, specifically 18 and 21. Because at those particular ages they need to be able
to do things with them, register them for service, things like that. So the staff, those
were their two wants and that's where Dan really leapt for this from. I get really excited
about this example because I would have never thought of it and I love seeing things that
I would have never thought of. So what is particularly cool about this report is that
it uses a work-around to make it look like it's prompting for something that is not in
our universes.
So when you actually prompt a report, you have to pick from things that exist in our
Universe. Because when you say I want to see these things, it goes out and searches for
those. So you can't arbitrarily prompt for data because it has nothing to look for. So
Dan did a pretty cool little work around to make it look like your prompting for something
that's not in the universe when you actually are. So before I show you this, took Dan about
4-5 hours to build this, he was experimenting as he went through this as a little bit of
a complex report in terms of it's design underneath. So that's where most of that time went. He
did take the orientation, was a big user of those business objects aids that you can get
throughout as you're working on it. He also has the nice advantage of having some background
in Crystal which helps, but go ahead and advance for us.
So I'm gonna try to walk everyone through this. So like I said, it's not possible to
use prompts to collect arbitrary data. So if it doesn't exist in the set of data you're
looking at, you can't prompt for it. It doesn't know what you're looking for. So Dan knew
he wanted to be able to prompt for, he wanted to be able to look for a particular age and
birthdays in a particular month. So what he did is he said "okay I want to be able to
put in 2 numbers." And so he actually used things, some of numeric value in count of
participant site identifiers are going to actually return numbers. Are they the numbers
that Dan wants? No, but fortunately he doesn't care. He just wants a spot to be able to put
in numbers. So he said alright I want to get real numbers, and he used OR logic which is
something we go over in the orientation to essentially avoid ruling out anybody. He said
anybody that is equal to or greater than or equal to and less than, so we're not filtering
out anyone using OR logic here. He then used the ability to actually change then what your
prompts read to your end users to make the end users believe that they were prompting
for birth month, and a target age. So to them, nothing has changed. They're getting exactly
what they wanted. Behind the scenes, he's actually prompting just for some numbers and
then he's using one of the functions called User Response to actually change that into
what he wanted. So he said "when someone enters 3 there, I want to change that into what is
their birth month. Did a conversion thing here, same with target age. Once someone enters
in 18, I want to change that into another measure and then he uses that measure and
alert to be able to turn red people that are 18.
If your head hurts right now, don't worry mine did as well the first time I saw this.
I had to walk through it a couple of times to figure out what was happening. But essentially
he found a very neat little way to make his end users have a seamless experience and put
all of the effort in actually getting that information behind the scenes. It's what I
particularly love about this. Jamie go ahead and advance for me. So what this turns back,
it's just a nice little simple list of kids that have birthdays in the month that he's
selected and because he uses the variable that corresponds to whatever they typed in
that prompt, because he uses that in the alert, meaning the things that turns this red depending
on what conditions you set on it, he now gets something that comes back and says "here are
the people that have a birthday in that month, and because you typed in 18, I'm now highlighting
that one person as being in the target age that you selected." So you see a little example
of this of his alert that he set up here. This is pretty advanced stuff but the reason
we wanted to show you guys this is because we want to give you a taste of what's possible
if you're creative and if you're willing to experiment around in this software. Yes—
It seems like a simple function, why would it take so many workarounds?
Part of it is so, we could of prompted for date of birth and that sort of thing, that's
something that is in our universe so you could pull back absolutely. This is a combination
of the way that they wanted to be able to prompt the report and what is in our universe.
So we're continuing to add to all of our universes, so anytime there isn't something that you
might be looking for or anytime you're going to manipulate the data, you might need to
go in a little bit more complex of a direction. They could have built this report much more
simple in terms of "I'm just going to enter a range of dates for date of birth and have
that turn back," this is responding very much to how the users wanted to be able to prompt
the information.
Can you tell when the next age of birthday is in the universe?
Yes, okay thank you Alyssa that's a great example yes. So this right here actually,
he created that example. So we do have age in our universe, so if you wanted to say show
me name and age, simple query that you could run right away. Age on next birthday is something
that he had to create and say take their age, add 1, now I have this new variable of age
on your next birthday. So we couldn't actually prompt for that because that information does
not exist in our universe. Dan—
Just that the first questions, one of the issues that I struggled with is trying to
find all the birthdays in March. I didn't care what year they were born, right? That
is, unless someone can show me how I couldn't find anyway to get that out of the system.
We actually found, because we were considering redoing the birthday list which is one of
the standard Crystal reports, and we couldn't find an easy way to do it. So we decided to
leave it in Crystal because there were no bugs with it. We may be borrowing your method
now, yeah. But yeah so you're very right somewhat because we don't offer the month, the birth
month in the universe, we would have to make an enhancement for that in order to do it.
So this is the smart way around it. And that is an example of an enhancement not saying
that we won't do that at some point, you know we get lots of requests for enhancements,
we always try to think about which ones are going to be the best ones for us to focus
our time on. It's just in the mean time, this is a way to get around that. Other questions
about this? Sorry the pole is blocking my view. No? Okay, great.
Okay so the next thing we're going to look at is a report from Southwest Key. So this
is basically a giant dashboard report, and I say giant because it is quite large. So
every area of service that's delivered from Southwest Key is covered in this report. So
the first page of the report is an overview, a high level overview of the service that's
been delivered. And then in here you have the scores that are on their monthly reports
that their managers look at to manage the performance of all of their programs. So depending
on what the program measure is, it could be coming from point of service, it could be
coming from assessments, it could be coming from referrals. And these are just open names
that were like typed in as the program measure, and then you have whether or not what the
actual score is based on their program measures. So each of these scores is determined by a
number of calculations based on the area of the software that the information is recorded.
And then next to that you have the target and so if the actual matches the target, it
will be highlighted. So this is highlighted in green because it exceeds the target here.
And then the data source tells you where in the software the information is coming from.
A little more background on how Jill's organization used this report, so these are all their key
performance indicators and compliance so it's really critical that they're keeping up on
top of these things all the time. So her program directors run this at least monthly, and they're
checking in and they're looking at those actuals and targets. If they're seeing red, they know
they have a problem that they need to be taking action on pretty immediately. And they discuss
with their staff how can we change this how can we work on this to actually hit our target.
On top of that, it's run quarterly by their regional directors who then share that information
up to their VP and they actually use this at their quarterly assurance meeting, am I
getting that right? Yeah, so this is where quality assurance meeting so they actually
use this to generate action plans. If they're missing targets, they say these are the things
that we need to be hitting. We're not in green, we need to have an action plan to fix that
problem. So they are proactively using this information to change what they're doing at
a service level to make sure they're hitting the things they've defined as important in
their program. Sorry, let me move forward here.
This is just a screenshot of, Jill. One of my favorite things about what Jill did in
this report is she is a big believer in users want to validate what they're looking at.
So they don't just want a number to appear somewhere and not know where it came from
so Jill's great in this report about providing proof in a lot of places or providing information.
I took a screenshot of this glossary because it just provides, it's actually the same thing
as the previous tab, but it actually provides detail on those calculations Jamie was talking
about. Gives you a little paragraph that says this is pulling from this outcome or this
assessment. It's manipulating the data in this way. So she's really good in this report
about providing background information so that it's right there in front of the users
as they're working with it. Alright Jamie, go ahead.
And then in here is sort of graphs that are based on the participants that were pulled
into the report so over here it's broken out by different demographics and then if they
were dismissed from the program, the people, so you have a detailed list of people and
then their start date, end date, number of days that they were in the program. And this
corresponds with the people that were in here based on their reason for dismissal. And,
sorry I'm having trouble reading this. So this is just high level information, so your
averages of like, so like this average corresponds to that over there.
So Jill included this a lot because as she was trying to put as many things in the report
so that users could run it and have everything that they needed in one thing. I don't want
to have to run 6 reports to get what I'd really like to be able to see in one. So actually
we have a couple more screen shots on Jill's. I didn't put every page because hers is quite
extensive. But this is sort of a combination of a couple things around demographics, that
as they're looking at these compliance things, they often talk about demographics and how
things are coming in dismissals, what are reasons people are moving in and out, this
was provided in the report to put everything in a continuous stream of thought as they're
going through this report. I put several things here, I put, so there are two tabs here and
I wrote accountability and accountability. It should be accountability and attendance,
I apologize on that Jill. So this is actually the two tabs look really similar and what
you see is the first tab is showing you the high level information. And what she takes
that to is on the next tab, she's giving you those details. Once again that's my favorite
thing about this report, is that she doesn't ask the users to believe her. She shows where
this data is coming from and how she's manipulating it to get this exact information. So there's
a lot of text included in her report that's very specific to Southwest Keys which makes
it easy for their users to digest and understand. So when they see this overall accountability
range, is it the 82.5 they can actually look and see how they got there. And she does the
same thing on the attended details tab. Looks very similar, the two tabs for that but has
slightly different information.
Yeah so this is again a pull out of some of the outcomes that they're going for. The reason
I pulled this particular outcome is because Jill very bravely took on attempting to do
her own hyperlinks which you see happening in a lot of our standard reports, in part
because they're a bit more difficult to take on. It's definitely advanced work, not something
we're going to cover in the orientation. But I mostly threw this out there so that everyone
can see it is actively being used. So you can hyperlink to other reports so that you
can tie multiple reports together essentially. And the reason that we initially started working
on this with Jill as Amy mentioned earlier in a question is that it takes a lot of time
to pull back a lot of data and this is away to curb the amount of time your report runs.
Because if you're pulling a more narrow data set, and if you just link out to another data
set it'll save you a lot of time in running the report and its less likely to time out
and return just partial results for you.
You can also offer really cool standard reports (mumbled)
Absolutely. So this report took Jill several months, lots of quality 1 on 1 time with me
as well. It was good times, this has been a continual building process for her as she
learns new things, she wants to add new things, and that sort of thing. There weren't hyperlinks
when we originally started and she learned how to do that so she's continually, the reports
growing with her skills which is really exciting to see. Questions about this report? No, okay.
Okay so our last example today is from Congreso built by Andrew who's hiding over here somewhere.
This particular report is called the PCM Advanced Caseload Report, that stands for primary case
management. So this really aids in their way of doing case manager supervision so their
supervisors all have an entity assessment that they have to fill out on a regular basis.
They essentially now run this report to inform what they're filling out on that assessment.
It also helps their case managers as they're doing primary case management. They're once
again looking at compliance standards. It allows them to proactively work with their
clients. We're going to see how they're using alerts to draw highlights to where they need
to be focusing attention because something is not happening that should be happening,
something like this. Andrew actually built a unique version of this report because each
version of the program had slightly different guidelines or rules their particular program
needed to follow. He just made copies of the report and was able to adjust each one so
that each program would have a report that responds to their particular setup and their
particular rules. Once again it took Andrew over the course of several months. Jill kept
adding on to it as he was learning. Collectively he estimates about a weeks worth of work and
you'll see that this report is pretty complex but he did use the orientation, help manual,
the aids from Business Objects, we hear a lot of good things from our users about being
able to use that function that's built in and you'll learn more about the things that
are there.
So go ahead, so the first is the overview report tab, just trying to give you a little
bit of information before we go and look at it. So he's pulling from a case manager assignment
that's done as a demographic, he's filtering out for only heads of households because that's
what they wanted to see in this particular report. Coolest thing about this particular
report is probably the alerts that he's using. We're going to see a couple of different colors
indicating different things; gray is a dismissed participant, red means there's a particular
issue—a specific issue, yellow highlights the whole row so that you can easily so that
when you look at it your eye immediately goes to areas that there are problems or people
that there are problems. Really focuses in on what they are paying attention to. What
I thought was super cool about this, when Andrew was walking me through this was these
alerts are actually complex enough to respond to changes in the program standards. So as
of the beginning of this year they had to change in how often a particular assessment
needed to be taken and these alerts do really interesting things in terms of "I'm going
to look at an enrollment date to try and decide whether this should be red or whether you
should be fine based on when you came into the program." So the report is actually built
to respond to their internal policies changing over the course of time.
We're also going to see a concerns addressed calculations, pulls from an assessment where
you constantly say what are my concerns, what stage are they at you know are they still
open, are they being maintained, are they being resolved—and then they actually have
a calculation that shows those two things right next to one another. You want to go
ahead and advance forward.
So this is the overview tab. A lot of the things I just talked about, we have a cut
here by each of the case managers that I want to see. I then can go in and if you look up
at the top at the filters as well, I could slice this by demographic value, I could look
at a particular person. I have these great alerts that are doing a whole bunch of things.
If I am seeing gray, I know that means that person is dismissed, if I'm seeing yellow,
something is off with that record. So my eyes immediately being drawn to that. And then
we actually have the red alert being used as a here's where your particular problem
or problems with this client are happening. This allows the case manager to be able to
look at this and immediately identify where they need to take action. Then over to the
side that's the concerns addressed calculation that we were talking about so the number to
the outside, the right is the total number of concerns that were checked off. They have
an assessment, I think it has 9 or so concerns, something like that Andrew. And they check
off and I have these 3, so it pulls that. And then it says okay, what of these three
have been resolved, and then it puts that next to it so I can see 0/3 or 1/3, gives
a really good understanding right of the bat about how successful we're being with this
particular client. You can go ahead and advance forward for me.
As a second tab in this particular report which is the values report tab, so they record
an outcome at every single interaction. And so this tab pulls from the very first one
and the most recent so that they can see change. And then Andrew actually even pulled in little
arrows that he uses to say positive, negative or neutral change. So it's a very nice visual
indication of if someone's going the direction you want them to go. It also pulls things
from that progress check assessment so once again you can see the status of all those
concerns. So this is giving a bit more detail on the overarching picture that we saw on
the first. And what I love about this particular report as well is that Andrew told me is that
they find results most helpful when they're trying to give their staff information in
an easily digestible way. And this report is a great example of that. He took all this
work and put it into a clean and easy to read format. You can go ahead, so this is the PCM
Values here. So we have it broken out by case manager again and now we're seeing each individual
person come in. So we have our last and then we have these indicators that says "Am I improving
between my first and my last value," am I staying the same? Once again we have highlights
around these checks so these are the areas that you might have concerns in. It allows
you to say, where do I have concerns, what's the status of that concern. Am I maintaining,
has it been resolved, is it still in pending status and therefore it's red? Is it still
a concern that we need to take advantage of? They use alerts really well throughout all
of these reports, anywhere they want to draw your attention. So I have a dismissal reason
for goals not obtained and the client was still terminated, we want to draw attention
to that so an alert was used on that particular front as well. This person doesn't have any
progress checked, so that's in yellow. So it uses sort of the same consistent alert
pattern, but in a different way on each tab. Questions on this particular report? No questions,
okay.
Alright so how are we doing on time? Awesome. So I wanted to talk very quickly and then
open up for questions from the group. I wanted to talk very quickly about what you can expect
to come down the pipe from Results in 2012. So like I mentioned earlier, that conversion
that we're doing of standard reports, trying to go from a lot of Crystal Reports that aren't
very flexible to a number of Results reports that are flexible. We're still going to be
working on that. We have about 9 more standard reports that we're working on, 3 efforts to
outcomes true ETO reports that we're working on. The Results team, our next major task
is to start looking at performance and speed, areas that we can help the universes run quicker.
We're going to be pulling in Dave on this, we're going to be pulling in Craig who designed
our universes on this. Really getting an understanding of how we can improve the speed and some of
the sluggishness that you see when you use certain areas in the universes, things like
that. We're going to take a look at the standard measures that offer in our universes, seeing
if theres areas where we can add more measures to run faster. This is an ongoing pursuit
for us, is to really improve the speed of these reports, continued enhancements to standard
universes, to all the universes. Either things that come up as we're designing these reports,
customer requests that we get as they're working on reports. Continued enhancements to ETO
Analytics, which you all saw a little preview of that at lunch. As we finally put that out
in front of everyone, start to get feedback of where it works well, where there are suggestions
for changes or improvements. We'll be continuing to feed all of that through the team and take
action on those. And we are going to continue to work on our online community as well, as
we get more and more users we want that to be a space that is for you all. You go and
share information with one another, share tricks, share examples, ask questions, get
answers from other users or from us. So we'd really like that to be a space that is for
your benefit. I am going to stop talking now finally and let you all talk. Are there questions
of any nature? If we happen to not get all of them or there are ones you maybe don't
want to ask in this format because they might have a longer answer, please feel free to
write them down and we can approach them later but otherwise go ahead. Yes—
(mumbled question)
Once we actually have it set up, I'm sure we'll be able to locate it off of our main
socialsolutions.com website. None of the presentations are actually up yet though. They will be after
off of socialsolutions.com. Other questions? No questions? Okay, if there are no questions
then everyone gets to leave ten minutes early, thank you so much.