Reference Guide Module 4: Reports October 2014 Reference Guide Module 4: Reports October 2014

Performance Based Prevention System (PBPS) Reference Guide Welcome to the Performance Based Prevention System (PBPS) Reference Guide. PBPS is Washington State’s data entry system used to track participants involved in publicly funded prevention activities. This is Module 4 of 5, Reports. In this guide you will learn how to Run Reports, and learn which Reports will be the most useful for tracking progress. 2 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Performance Based Prevention System (PBPS) Reference Guide To enable all features of this module, please make sure you are viewing this Power Point presentation in slide show mode. Either click on the Slide Show icon in the bottom left corner of your screen… – OR – Select Slide Show from the tool bar, then select From Current Slide Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started 3

Performance Based Prevention System (PBPS) Reference Guide At any time you can click on the icon in the bottom right corner of the page to return to the Content Guide. Sometimes an icon will appear in the top right corner of the page you are viewing. Hover over the icon to read quick tips about the content you are viewing. 4 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Running Reports Common Reports Available Reports 5 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Finding Reports Customize Reports Report Functions

Reports Running Reports Available Reports There are several categories of Reports available in the PBPS. Within each category are several Reports that can assist you with program monitoring, outcome analyses, and printing survey instruments. 6 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Running Reports Finding Reports Log into PBPS ( From your Home page select Reports 7 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Running Reports Finding Reports After selecting Reports, PBPS will display the numerous categories of reports that can be viewed. Select the type of Report you want to run by clicking on the radial buttons. 8 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Running Reports Finding Reports After selecting the report category a list of reports to run will appear in a table below the categories. Click Select next to the Report you want to run. 9 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Running Reports Customize Reports After selecting a Report, the PBPS will ask you for more details about the report you are running. 10 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Complete all data fields on the form. Select how you want the Report to Output. Select Show Report when you have completed the form. If you are having trouble downloading the report, click Here. PBPS will offer you guidance on how to open Reports without problems. To run another report without returning to the Home page, this button will take you back to the Reports list.

Reports Running Reports Customize Reports Your Reports will display in a new screen after you select Show Report. Below is a sample report using the Report Services output option. 11 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports hello

Reports Running Reports Report Functions The Report Services output option will have a task bar at the top of the screen like the one shown below. 12 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Use the arrows to navigate reports with multiple pages. To download a report, select the Format you want the Report in, then select Export.

Reports Common Reports To learn more about the top reports used in the PBPS and where to find them, click on any of the links below. 13 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Services by Activity Report (w/ narrative) Staff Hours by Program & Activity Survey Instruments Outcome Report Participant Attendance Report Services by Staff Report Assessment Summary Services by Activity Report Coalition Assessment Tool Service Planning & Coordination Hours

Reports Common Reports Assessment Summary The Assessment Summary report generates totals for pre-tests, post- tests, follow-ups, and participants for each instrument by group. Select Service from the list of report categories, then click next to the Assessment Summary report. 14 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Assessment Summary Complete the Assessment Summary form shown below, select how you want the Report to Output, then select Show Report. 15 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Assessment Summary 16 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Coalition Assessment Tool There are two Coalition Assessment Tool (CAT) reports that can be found in the PBPS. 1.Coalition Assessment Tool Instrument-Locate and print the CAT instrument to distribute to coalition membersCoalition Assessment Tool Instrument 2.Coalition Assessment Tool Outcome Report-compare your coalition’s CAT results to the statewide average by year.Coalition Assessment Tool Outcome Report 17 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Coalition Assessment Tool Instrument The CAT Instrument report function provides a copy of the instrument that can be printed and distributed to coalition members to fill out. Select Instruments from the list of report categories, then click next to the CAT report. 18 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Coalition Assessment Tool Instrument 19 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Select Show Report The Coalition Assessment Tool will open as a PDF regardless of the Output you select.

Reports Common Reports Coalition Assessment Tool Outcome Report The CAT Outcome Report compares your coalition’s CAT results to the statewide average, by year. Select Outcome from the list of report categories, then click next to the Coalition Assessment Tool. 20 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Coalition Assessment Tool Outcome Report 21 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Fill out the form by selecting your Coalition using the dropdown menus. Then select Show Report. Select how you want the Report to Output.

Reports Common Reports Coalition Assessment Tool Outcome Report 22 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Page 1 of the CAT Report will provide you with some questions to consider when reviewing your scores and an explanation of the report. Page 2 of the CAT Report will show you the various scales of the instrument and how your coalition compared with the State’s low and high scores. The remaining pages show you a more detailed report of how your coalition scored on each of the CAT scales and some guidance on how to improve on any particular scale.

Reports Common Reports Outcome Report The Outcome Report generates a detailed summary of pretest and posttest assessments with several grouping options. Select Outcome from the list of report categories, then click next to the Outcome Report. 23 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Outcome Report 24 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Fill out the form by selecting your Coalition through the dropdown menus and the group and instrument you want to review. Then select Show Report. Select how you want the Report to Output.

Reports Common Reports Outcome Report 25 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports EVERGREEN COMMUNITY COALITION

Reports Common Reports Participant Attendance Report The Participant Attendance Report generates the attendance records of specific clients by event with a breakdown of attendance and completion rates. Select Service from the list of report categories, then click next to the Participant Attendance Report. 26 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Participant Attendance Report 27 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Fill in the Time Period you want the report to show. The Time Period shows you the date range you can select from. Select a program to review attendance records. Then select Show Report. Select how you want the Report to Output.

Reports Common Reports Participant Attendance Report 28 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Services By Activity Report The Services by Activity Report generates the detail of providers’ services within a specific date range by program and group. Select Service from the list of report categories, then click next to the Services by Activity Report. 29 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Services By Activity Report 30 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Fill in the Time Period you want the report to show. The Time Period shows you the date range you can select from. Then select Show Report. Select a Provider to review it’s activities by Program and Group Select how you want the Report to Output.

Reports Common Reports Services By Activity Report 31 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Services by Activity Report (with Narrative) The Services by Activity Report (with narrative) generates the detail of providers’ services within a specific date range by program and group with an activity description. Select Service from the list of report categories, then click next to the Services by Activity Report (with Narrative). 32 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Services By Activity Report (with Narrative) 33 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Fill in the Time Period you want the report to show. The Time Period shows you the date range you can select from. Then select Show Report. Select a Provider to review it’s activities by Program and Group Select how you want the Report to Output.

Reports Common Reports Services By Activity Report (with Narrative) 34 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Services by Staff Report The Services by Staff Report generates the detail of providers’ services within a specific date range by staff member. It also includes direct and indirect staff hours. Select Service from the list of report categories, then click next to the Services by Staff Report. 35 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Services by Staff Report 36 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Fill in the Time Period you want the report to show. The Time Period shows you the date range you can select from. Then select Show Report. Select the Provider to review activities by staff Select how you want the Report to Output.

Reports Common Reports Services By Staff Report 37 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Service Planning & Coordination Hours The Service Planning and Coordination Hours report generates summaries of staff member service planning and coordination hours by category. Select Administration from the list of report categories, then click next to the Service Planning and Coordination Hours. 38 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Service Planning & Coordination Hours 39 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Fill in the Time Period you want the report to show. The Time Period shows you the date range you can select from. Then select Show Report. Select the Provider to review service planning and coordination hours by staff.

Reports Common Reports Service Planning & Coordination Hours 40 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Staff Hours by Program & Activity The Staff Hours by Program and Activity generates a sum of the direct, indirect, and administrative staff hours per staff member by program and activity within a specified date range. It also calculates additional totals for region, county, provider, program, and activity. Select Administration from the list of report categories, then click next to the Staff Hours by Program and Activity. 41 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Staff Hours by Program & Activity 42 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Fill in the Time Period you want the report to show. The Time Period shows you the date range you can select from. Then select Show Report. Select the Provider and Program to review staff hours. Select how you want the Report to Output.

Reports Common Reports Staff Hours by Program & Activity 43 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Survey Instruments The Survey Instruments report function allows you to view and print several survey instruments not listed under the Instruments category. Select Instruments from the list of report categories, then click next to Survey Instruments at the very bottom of the Instrument list. 44 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Reports Common Reports Survey Instruments 45 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports Use the drop down list to select an Instrument. Then select Show Report. Select how you want the Report to Output.

Reports Common Reports Survey Instruments There are several Instruments available. Contact your PSM if you are not sure which Instrument to use. All Instruments will look similar to the ones below. 46 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

Performance Based Prevention System (PBPS) Reference Guide For more information on using PBPS, please review the other PBPS Reference Guide Modules  Module 1: Getting Started  Module 2: Planning  Module 3: Service Entry  Module 5: Billing If you need further assistance on any topic covered in this Reference Guide, please contact your Prevention System Manager at DBHR. 47 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports