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Client Barriers

The Barrier Report displays a lot of Clients and the barriers associated with them. The age of the client will be calculated as of today.

Highest Grade Completed and Secondary Education will come from the latest data in database.

Scenario

Using the Client Barrier Report, you can easily see the percentages of those clients facing specific barriers. Once the report is run, you are able to select each specific barrier and then further drill down to see exactly whom the clients are. This data can be useful for identifying the types of barriers most frequent. This helps case workers have a better handle on the types of clients enrolling into programs at your organization. The highest grade completed filter can be used to see only clients that received their high school diploma or only those clients that received a GED. The gender and race filters can be used in the same way to see only a certain race or multiple races, as well as certain genders. Additionally, you are able to filter any specified age range by using the age range filter. Any of these filters can be used in combination to pull specific data from the system.

Client Demographics

The Client Demographic Report displays a list of families. Each family member is listed by relationship to the head of household. The age of the client will be calculated as of today.

The report will filter the head of the household only. The date range will filter the head of the household which was created in the specified date range. Highest Grade Completed and Secondary Education will come from the latest data in database.

Scenario

Using the Client Demographic report, you can sort by family name for a breakdown of client demographics. This is useful to get an overview of your clients and a better understanding of who is being entered into ClientTrack by pulling demographic data along with the report. The highest grade completed filter can be used to see only clients that received their high school diploma or only those clients that received a GED. The gender and race filters can be used in the same way to see only a certain race or multiple races, as well as certain genders. Any of these filters can be used in combination to pull specific data from the system.

Client Goals

The Client Goals Report will show clients that have a goal(s) where the goal date is smaller than the report end date, and the target date is null or greater than the report begin date.

The selection criterion will allow the viewer to restrict the goals that display based on the following set of parameters. These parameters are AND conditions. The AND condition means that the application will output goals for a specific range of goal dates AND goal create agencies AND programs AND goals AND users. 

NOTE: You must select the items in order from top to bottom.

There are four multi-select options. To select all the options in the multi-select options, click on the first item in the list and HOLD down the left mouse key and drag it to the bottom of the list.

Scenario

The Client Goals report can be used to answer questions you may have about goals that have been set up for your clients. The report will first output percentages of those goals that are still open, have been completed within their specified target date, or that have not been completed within the specified target date. This output helps to understand if client goals are being achieved within the allotted time that has been selected to complete the goal. If goals are not being met during the specified time period, then the time allotted to complete the goal may need to be adjusted. You are able to drill down further into the report by clicking on the program. This will take you to another percentage screen with details about the program you selected. By clicking on the program, you will see the client's name and whether they have any goals outstanding.

NOTE: If your organization has multiple programs, the filter by program is useful to assess just one program at a time.

Client List

The Client List Report displays a list of all clients in the database for the specified date range sorted by Name, Organization, Zip Code, or Date as selected at the bottom of the report configuration form.

The client list includes the unique client ID as well as numerous client demographic factors, including Gender, Race, HUD Race, HUD Ethnicity, and other criteria as specified during report setup.

Scenario

As you enter clients into ClientTrack, you may be curious about which client records have been created by your organization. The Client List is an excellent report to see all the clients that have been entered by you or anyone else at your organization. This list will show any client that has been entered into ClientTrack whether they have entered a program or not. The Client List report also provides an overall look at your client's personal information such as Social Security number, birth date, race, ethnicity, etc. Using this report, you can easily see if any data entry was overlooked so you know exactly which client profiles will need to be updated.

Clients in Programs

Clients in Programs and other program-based reports qualify clients in the following manner:

  1. Clients enrolled prior to the date range and still enrolled throughout the date range.
  2. Clients enrolled prior to the date range and exited within the date range.
  3. Clients enrolled within the date range and still enrolled throughout the date range.
  4. Clients enrolled and exited within the date range.

Results

All clients enrolled in a program specified in the parameters screen. Sorted first by agency then by program name, the report shows client name, SSN, race, gender, enrollment date, exit date, and separate totals for those clients still enrolled and those who have an end date. It also displays the total number of days the client spent enrolled in the program if an end date has been entered.

Scenario

The Clients in Program report is a good report to use when you need to check on your client's program enrollments. For instance, if you are unsure which clients have been enrolled in specific programs, you can run a begin enrollment report and designate a specific time period to see which clients are enrolled for that time period. You will also have the option of looking at those clients whom have exited during a specific time period. If you use the enroll at any point parameter, the report will pull all clients that were enrolled in a program during a given time. The report also displays a date in and date out of the program which is a valuable output to see if clients have been exited or if they are still enrolled in a program.

Clients Served

Scenario

 The Clients Served report is useful when you need to see which services have been provided to your clients. Having the option to set your date range helps to see a specific period of time. The report will show the clients who have received services as well as the grant that funded the specific service. The report also allows you to see the number of units that were received, the specific service, and the total dollar amount. On the final page of the report, it will display the total amount accrued for all services provided to your clients. This is a very useful report to assess which services are being used the most or the least, and enables you to make more educated decisions concerning the future of your programs.

CSBG (Community Services Block Grant)

Clients served by the organization selected in CSBG setup will be counted on this report as they fall within the CSBG categories. If a program or programs are selected at setup, a client must be enrolled into the program during the reporting period. If no program is selected, then enrollment is not required.

The family sections on the CSBG are based on current family at time of service for the client being served. 

Characteristic:

  • Gender - Client main record (edit client)
  • Age - Age based on calculation of time of first service to client and the birth date from client main record
  • Ethnicity - Client main record (edit client)
  • Race - Client main record (edit client)
  • Education for Adults - Clients age 18 and over at time of service, based on last adult education assessment before the end of the reporting period entered in during CSBG setup
  • Other Characteristics - Base on last Universal data assessment before the end of the CSBG reporting period
  • Family Type - Base on family record for client's current family at time of service or on the demographics of the family if data is present
  • Family Size - Count of family members in client's current family at time of service.
  • Source of Family Income - Base on latest financial assessment before end of CSBG reporting period for all family members in client's current family at time of service
  • Income (% of HHS Guidelines) - Base on income at time of service for all family members and the HMIS Poverty area
  • Housing - Base on last Universal Data Assessment before the end of the CSBG reporting period for head of household

IMPORTANT

You will need to create the report by clicking on the "add new" button. Once clicked, you will need to include a report description, beginning and end dates, as well as the organization(s) and program(s) you want to include in the report. Once the report has been created, it will display along with a blue action button on the side. Click on the action button and select "CSBG Report". This will load the different components of the report on the following screen. If you would like to see the entire report, simply click on the report and it will load in a new window.

Family Size & Income

The Family Size and Income report is a drill down report that displays the number of families based on family size. Drilling down by family size displays the names of the families within the group, the date the family was created, last date the family received services, and the family income. The source of each family's income is also available by drilling down again, which displays the individual family member who receives the income.

Scenario

This report outputs data that will help you understand the size and income of the families enrolled in your programs. Once the report is generated, you can identify the families with greater needs due to lack of income and/or large family size. 

Goal Outcome

The Goal Outcome Report displays a list of all clients in the database who have a goal in a specified date range. Specify using the Date By selection, Goal Begin Date, Goal Target Date, Goal End Date, or Still Open.

NOTE: You must select the items in order from top to bottom.

Scenario 

If you need to assess your client's goal progress, the Goal Outcome Report is an excellent report for tracking progress. This report will display the progress that has been achieved towards goals specified within a client's profile. It will also show whether or not your clients are still in the process of achieving set goals or whether the goal was achieved within the specified target date. Looking at these outputs can help your case managers better guide their efforts in achieving certain goals for their clients. If some goals are never achieved or not attainable, this insight can help to make decisions concerning your program and the goals that are setup to be achieved by your clients.

Household Composition

The Household Composition Report displays a count of families that received services within the specified range of dates. The counts are broken down by different household types, including single head of household, dual head of household, and families with special needs, and by the race of the head of household.

Scenario

This report is a really good way to see the composition (by %) of the clients in your programs. You can easily see the percentages of the following categories:

  • Single Household Head
  • Dual Household Head
  • Special Needs (Veteran Disabled)
  • Race by Household Head

Seeing these percentages can help you visualize the types of clients you are serving. With this information, you can make better decisions on what services or programs you may want to add in the future.

Service Summary

The Service Summary reports the services provided by organizations that have been selected in the organization selection box.

The count of family members and their demographic information is dependent upon the client's current family at the time of service.

This report allows for users to click the particular service and get more detail into the services provided. By clicking on the client's name, you can easily see what services were provided to the client, as well as any family members that were provided services.

Scenario

The Service Summary helps administrators see where funds are being spent. You can easily see the total number of units (and dollar amount) and service or services that have been provided to your clients. It is important to note that the service summary pulls information at the service level, meaning it will first show a list of all the services that you selected on the previous screen. If you are needing to report monthly expenditures based on the type of service, the service summary is a good way to pull all your financial information from the system. If you are wanting to see a report at the client level, the Clients Served report is recommended since it pulls information at the client level.

If you are looking to see one specific service, you can drill down to any service you provide by using the service filter. This is helpful when you are wanting to simplify what the results will be on the report. Once run, you can click on service to get more information about the client who received the service and verify any services that were provided to other family members.

NOTE:

You must select the items in order from top to bottom. Selection items are filtered based on selections of items above.

In the summary information column definitions:

  • Entries - Count of all services provided
  • Units - Sum of all the units provided for the service
  • Total Value - Sum of values for services provided of that service type
  • Clients - Count of clients who received the service
  • Household - Count of families served
  • Adults - Count of all members of family or single persons 18 years and older at time of service
  • Child - Count of all members of family or single persons under the age of 18 at time of service
  • Senior - Count of all members of family or single persons 55 years and older at time of service
  • Individuals - Count of all members of family or single persons at time of service

Unduplicated Totals:

Counts the total number unduplicated clients, adults, child, senior, and individuals across all services.

Example: Client A has been given multiple services books and food this client would be counted once under this section of the report though under the above section, the client would be counted once under each service. 

Universal Data Quality (UDQ)

The Universal Data Quality report is a very good way to audit your case worker's universal data entries. The report will show any "don't know" or missing information pertaining to the universal data. The report will also display the client's Social Security number, date of birth, ethnicity, race, and gender.

The Clients in Range parameter can be used to see just those clients that have either entered or exited the program during the specified date range. 

NOTE: A red star signifies client data not entered.

Universal data components are as follows:

  • Veteran status
  • Disabling condition
  • Residence prior to the program entry and the length of stay
  • Housing status
  • Prior zip code