Scheduling Report

This guide provides technical information and additional program instructions for users accessing the Iowa Scheduling Report for both FSSD and MIECHV.

Report purpose:

The IOWA Scheduling Report allows family support professionals and program managers to determine what tasks are ahead as well as review the overall completion status of each task.

Tasks will show up when a task is first eligible to be completed for actively enrolled primary caregivers and their children during the selected date range. Due dates for activities are defined by IOWA program guidelines.

Definitions:

Date Eligible: The first day a task can be completed. For example, a client will first be eligible for an EPDS at enrollment because it is due within 3 months of enrollment.

Due Date: The last day a task can be completed. For example, a client’s due date for an EPDS would be Enrollment + 3 months.

Completion Status Categories:

Activities are listed by the following categories:

Not Yet Eligible: Today is before Date Eligible for the task.

Not Yet Completed: Today is between Date Eligible and Due Date and no activity has been completed during this window.

Completed on Time: The task has been completed between its Date Eligible and Due Date window.

Completed Late: Today is after the Due Date and an activity has been completed after the Due Date.

Completed Early: Today is after the Due Date and an activity has been completed before the Date Eligible. Furthermore, tasks completed before their Date Eligible are counted as “Not Yet Completed” between their Date Eligible and Date Due, and then “Completed Early” after the Date Due has passed.

Missing: Today is after the Due Date and no activity has been completed.

What is counted:

All activities of primary caregivers and their children who are actively enrolled and have a task eligible for completion during the date range selected.

What is not counted:

The following forms are not included in the report:

  • Caregiver Profile
  • Child Profile
  • ACEs
  • Home Visit Note

Caseload Tasks

Dashboard overview:

The Caseload Tasks dashboard is designed to provide DAISEY users with a snapshot of tasks that are coming due during the selected range.

The header of this report indicates the date range selected.

Caseload Tasks Dashboard Filters

 

Once the filters are selected, the report will show a stacked bar graph displaying the count of tasks by completion status, as well as a table providing details on each task eligible for completion.

Example: A home visitor would like to see the status of tasks coming due in the next two weeks for all of the families they work with.

First, select the appropriate range: (Figure 1).

Figure 1

 

 

 

Next, use the Home Visitor filter to select the appropriate Home Visitor (Figure 2).

Figure 2

NOTE: Home Visitors may have entered their name more than one way on the primary caregiver profile (Sally, Sally Smith, Sally S.). All of those versions will appear in the report despite being the same person. By selecting the HV name on the Caseload Tasks dashboard, it will list all families with that HV name listed. They can note the families where the name is listed incorrectly and make the change in DAISEY. The home visitor name should be consistent in DAISEY for the most accurate data.

Now the total number of tasks eligible for completion in the range for the selected home visitor are represented in the top bar, while the table below provides a detailed breakdown of those tasks by associated DAISEY Name and ID (Figure 3). To select activities due for a specific family, deselect ”All” and select the specific DAISEY ID or name in the Primary Caregiver Name drop-down menu of the client you would like to see.

 

Figure 3

 

To see certain categories, click on the bar and select “Keep Only” or “Exclude” to individualize the report.

 

This table lists when a task is first eligible, the date the task was completed (NULL if not yet completed), when the task is due, name of the person who is eligible, name of the task, which timing of the task is due, and the status of the task, i.e. NYC (Not Yet Completed) or CoT (Completed on Time).

To Print: This data can be exported to an Excel spreadsheet by selecting a heading in the table (i.e. Date Due, Name, Activity, etc.). Select “Download” in the bottom right of the report dashboard and choose “Data”. Next, select “Download all rows as text file” link and the data will be populated in an Excel spreadsheet. To save the data in a spreadsheet format, use the “Save As” feature to select the save as type. Because report data exports contain all of the form data used by the report, we recommend deleting any columns from the file that are unnecessary for your review.

Completion Status

Dashboard overview:

The Completion Status dashboard is designed to provide DAISEY users with an overview of tasks eligible for completion listed by completion status. The dashboard is intended to allow organizations to review their task completion for a selected date range, and assess their success rate with completing tasks in a timely manner. The dashboard displays Completion Status labels above completion status bars for each task represented in the date range and organization, and a list on the right displays the breakdown of task completion status by Name and DAISEY ID.

Program managers or supervisors should run the Completion Status dashboard at least quarterly to monitor task completion.

Programs may use this dashboard to track progress related to data quality improvement plans or other quality improvement projects focused on task completion.

The header of this report indicates the date range selected.

 

Completion Status Dashboard Filters

 

Any filters applied to the Caseload Tasks dashboard, with the exception of the date range,will also be applied to the Completion Status dashboard, so you may want to select new filters on this dashboard.  Once the filters are selected, stacked bars will display each activity selected in the filter.

Example: A supervisor would like to review program activity completion for the previous calendar month, and determine whether any tasks are frequently showing as “Missing” or “Completed Late.”

First, select the appropriate range (Figure 4).

Figure 4

The report will show each activity that was eligible for completion within the selected range, as well as a breakdown by DAISEY ID and participant name on the right side of the dashboard (Figure 5) for those that were eligible for an activity.

Figure 5

To see the “Missing” ASQ-3’s, select the orange section of the ASQ-3 bar and the list on the right will reflect clients missing the ASQ-3 (Figure 6). This function applies to all Completion Status categories.

Figure 6

 

To determine which ASQ-3 timing is missing, select the “+” symbol to the left of the Activity heading as shown in Table 6. Each activity will have the required timings listed. Find the missing items and select them, and the list on the right will provide the DAISEY ID of the client missing that assessment (Figure 7).

Figure 7

To Print: This data can be exported to an Excel spreadsheet by selecting a heading in the table (i.e. Date Due, Name, Activity, etc.). Select “Download” in the bottom right of the report dashboard and choose “Data”. Next, select “Download all rows as text file” link and the data will be populated in an Excel spreadsheet. To save the data in a spreadsheet format, use the “Save As” feature to select the save as type. Because report data exports contain all of the form data used by the report, we recommend deleting any columns from the file that are unnecessary for your review.