2. Utilizing Reports Sharon Wardale-Trejo Stanislaus County DCSS Becky Swabeck Sierra Nevada Regional DCSS Ryan Gruver Sierra Nevada Regional DCSS

3. Utilizing Reports ■What is the report for and will it assist me with increasing performance? ■Where can I find the report I am looking for? ■Who has control over modifying the report? ■Why should we use these reports? Today, we will answer these questions.

4. CSE REPORTS AND QUERIES MATRIX

5. CCSAS Reports & Queries Matrix ■The matrix shows reports from various locations including CSE, the LCSA Secure Website, and Hyperion ✷ Contains Report or Query Number, Name, Description, Type, Performance/Data Reliability Y/N, Report Parameters, Location, and Frequency ■Located in CA CS Central/Forums/Data Analysis Forum/Reports

6. CCSAS Reports & Queries Matrix Location

7. CCSAS Reports & Queries Matrix

8. CSE REPORTS

9. What? – CSE Reports ■CSE Reports are provided through CSE as part of system design. ■Access to different categories of reports is controlled by CSE Security Roles. ■Most CSE Reports run in real-time against production data. ■Some reports allow you to input parameters such as date range, while other reports are more static.

10. What? – CSE Reports Security Roles ■Subsequent screenshots may differ based on security roles. ■Some security roles involved include: ✷ View Analyst Reports ✷ View DCSS Management Reports ✷ View LCSA Management Reports ✷ View SDU Management Reports ✷ View System Administrative Reports ■Further security role information can be found on CS Central

11. What? – CSE Reports Security Roles https://central.dcss.ca.gov/CCSASHelp/ CCSAS%20Security%20Role%20Information/Forms/AllItems.aspx

12. What? – CSE Report Types ■The types of reports available in CSE vary greatly ■From case specific reports ✷ Such as OBM-200 – Case Audit Report – Simple ■To high level statewide performance comparisons ✷ Such as PGM-040 – Comparison of Federal Performance Measures

13. What? – CSE Report Types Continued ■Case Management – e.g. Outstanding Tasks ■Customer Service – e.g. Inquiry Report ■Enforcement – e.g. Outbound Dialer: Delinquency ■Financial – e.g. Total Collections by Source ■Fund Management – e.g. Daily Fund Reconciliation ■Legal – e.g. Court Calendar Report ■Levy – N/A ■Locate – e.g. Locate Responses Report ■Program Monitoring – e.g. Current Caseload Report ■Utilities – e.g. Case Assignment List

14. Where? – CSE Reports ■The Reports ✷ CSE Reports are located in CSE, generally under the Documents Tab. ✷ Again, what you see depends on CSE Security Roles. ■The Documentation ✷ Report specifications and mockups can be found on the Training page under the Reference Material tab of CS Central.

15. Where? – CSE Reports Walkthrough

20. Where? – CSE Walkthrough

21. Where? – CSE Report Documentation ■The Report Description is basically a design document that lays out what fields should be returned, what the conditions are, etc. ■The Mockup is a preview of what the report looks like.

22. Where? – Report Documentation

25. Who? – CSE Reports ■Security Roles for reports are administered by the same people as CSE Security Roles generally. ■Defects should be called into the helpdesk. ■Changes or new report requests should go through the RFC process and if appropriate a change request will be initiated and scheduled.

26. Why? – CSE Reports ■CSE Reports are very useful, and in fact are essential for daily work in some cases ✷ Immediate – Most reports are on demand and take only seconds to complete. ✷ Timely – The data is generally real-time. ✷ Useful – CSE reports run the gamut from case level routine reports to high level management reports. ✷ Necessary – Some reports are required for daily casework.

27. Why not? – CSE Reports ■CSE Reports also have disadvantages: ✷ Inflexible – Although you can set parameters on some reports, the report design is static. ✷ Change Process – New reports, changes or fixes take time. ✷ Security Roles – The Security Roles that control access to reports can sometimes be obscure.

28. HYPERION REPORTS

29. What? - Hyperion ■Static reports with current CSE information, delivered on daily, weekly, and monthly basis through batch process ✷ Limited access and special security role needed

30. Where? - Hyperion ■CSE/Documents/Interactive Reports

31. Where? - Hyperion Reports

34. Where? – Hyperion Reports

35. Who? - Hyperion ■New report requests go through the RFC process. ■Issues would be reported to the Help Desk

36. Why? - Hyperion ■Hyperion reports have a number of advantages: ✷ Features – The Hyperion software allows for easy manipulation of the data. ✷ Timely – Many of the reports are daily or weekly. ✷ Useful – Hyperion contains a variety of reports that are helpful for data clean-up and performance monitoring.

37. Why not? - Hyperion ■Hyperion reports have some disadvantages: ✷ Licenses – A limited number of licenses are available for each LCSA, usually two. ✷ Change Process – New reports, changes or fixes take time. ✷ Inflexible – No ability to input parameters or customize

38. DATA REPOSITORY

39. What? – Data Repository ■The Data Repository is a database maintained by the State. ■Snapshot of CSE:

40. What? – Data Repository ■The DR is accessed by LCSAs using software such as Microsoft Access or TOAD for Data Analysts. ■Reports are obtained from the DR using SQL queries. ■Each county is generally provided two logins. ■The DCSS Data Analysis group administers the logins and data refresh each month.

41. Where? – Data Repository ■DR reference materials are located on CS Central/Forums/Data Analysis Forum. ■The reference materials include: ✷ Meeting Agendas and Minutes ✷ Training Materials ✷ DR Documentation ✷ Query Library ✷ Query Request form

42. Where ? – DR – DCSS Data Analysis Forum

43. Where ? – DR – Data Analysis Forum - Other Materials Shows DR Fields quick description Spreadsheet of DR fields, manually validated against CSE

44. Where? - Data Analysis Forum – Data Repository

45. Where ? – DR – Query Library

49. Where ? – DR – Query SQL Request Form

50. Who? – Data Repository ■T■The best answer to the “Who” question is… You ■W■While the DR is administered by the state, the whole point is to allow LCSAs to create their own reports.

51. ■LCSAs develop queries. ■Share and assist each other through the Data Analysis Forum and the DR CS Central Page. ■LCSAs provide training. ■LCSAs participate in the prioritization process to determine how to expand and improve the DR.

52. Why? – Data Repository ■The Data Repository has many advantages. ✷ LCSA empowerment – You can design reports to meet your own needs. ✷ Speed – You don’t have to wait on the RFC process, or wait on someone else to develop something for you. ✷ Flexibility – You can customize, tweak, reuse, and format reports.

53. Why not? – Data Repository ■The Data Repository also has disadvantages: ✷ Limitations - Doesn’t contain all CSE tables ✷ Timeliness - Updated monthly, so data can be stale ✷ Technical - Requires some knowledge, although the basics are easy to learn and then expand

54. NEAR MATCH, DUPLICATE CASE TRANSFER AND MIS-ID REPORT

55. What? - Near Match, DCT, & Mis-ID Reports ■Various reports in Excel format for follow-up and data clean-up such as ✷ 75 - Open Cases with ONTWs and No Payment ✷ 78 – Paternity Status At Issue – Active Support Order

56. Where? - Near Match, DCT, & Mis-ID Reports ■LCSA Secure Website/Data Retrieval/Near Match Report, Duplicate Case Transfer Report and Mis-ID Report

57. Where? - Near Match, DCT, & Mis-ID Reports

61. Who? - Near Match, DCT, & Mis-ID Reports ■Maintained by the Data Analysis Forum ■Previously these reports were part of the Case Data Management Forum.

62. Why? - Near Match, DCT, & Mis-ID Reports ■The Near Match, DCT and Mis-ID Reports have several advantages: ✷ Format – The reports are in Excel format and are easy to use. ✷ Clean-Up – The reports identify specific clean-up issues. ✷ Performance – Some of the reports identify performance related issues. ✷ Timeliness – The reports are updated monthly, so as you clean-up and resolve issues, the data is updated. Some reports identify new cases needing review ✷ Instructions – Some reports include instructions for how to work them

63. Why not? – Near Match, DCT, & Mis-ID Reports ■The Near Match, DCT and Mis-ID Reports have several disadvantages: ✷ Timeliness – Data is updated monthly, so can be stale. ✷ Static – The format and report design cannot customized or manipulate.

64. QUERIES (FORMERLY IMPACT)

65. What? - Queries ■Queries are reports external to CSE requested by LCSAs or DCSS. ■The queries are run against CSE Replica, which is basically a copy of the CSE tables. ■In certain cases, queries are run against CSE Production. ■Queries are designed according to specifications in the query request. ■Re-runs or modifications of existing queries can be requested.

66. What else? - Queries ■It is asked that LCSAs allow about 30 days for a query to be developed. ✷ Used to be a year ■A Query request must have the approval of either a DCSS Manager or an LCSA Director.

67. Where? – Queries Requests & Documentation

68. Where? – Query Templates

69. Where? – Query Request

70. Where? – Query Documentation

71. Where? – Documentation - Queries List

72. Where? – Query Specification

73. Where? – Queries Output ■The “Where?” question becomes more complicated with regards to query results. ■Because Queries are developed for different purposes, with different frequencies and for different users, the location of the output depends on the query.

74. Where? – Queries Output ■If query results are small and don’t contain confidential information, they are usually emailed. ■If they are large and/or contain confidential information, generally results are posted to the LCSA Secure Site in the CPQ Section. ✷ Primarily: CPQ – Ad Hoc Queries CPQ – Cutover Management Near Match ■Wherever they are found, queries can usually be distinguished by the naming convention: ✷ Q-999

75. Where? – Reports & Queries Matrix

76. Where? – Queries Example

79. Who? - Queries ■Queries are administered as part of the DCSS Data Analysis Forum. ■Requests can be submitted to the DCSS Data Analysis Mailbox, following the request process. ■Queries are developed by DCSS Staff. ✷ In the case of CSE Defects or Change Requests, CSE Developers participate.

80. Why? - Queries ■There are several advantages Queries have over other report sources: ✷ Timely Data – Since Queries are run against the replica, and sometimes even production, data is fresh. ✷ Available Data – If you need something, you may submit a request and they make it happen. There isn’t a limitation of available tables. ✷ Custom – You can request reports to meet your specific needs.

81. Why not? - Queries ■Queries also have several disadvantages: ✷ High Priority – Because of resource limitations, requests require DCSS Manager or LCSA Director approval. ✷ Accessibility – Queries are not available to be run or customized by LCSAs. Requests, even re- runs, must go through the process, and there is a wait time. ✷ Output locations – It can be difficult to figure out where results are located.

82. CPQ – CSE PERFORMANCE QUERIES

83. ■Four sections include: ✷ Ad Hoc Queries ✷ Case Management Tool ✷ CS1257 Based Performance Reports and Data ✷ Cutover Management Queries

84. What? – CPQ ■CPQ contains reports from multiple sources, along with some reference material. ■The DCSS Information Security Office has certified the LCSA Site to house confidential information. ✷ This is why reports containing confidential information are often found in CPQ.

85. What? – CPQ – Ad Hoc ■The Ad Hoc section contains Query results.

86. What? – CPQ – Case Management Tool ■Provides monthly snapshot of CSE ■A proactive way of reviewing cases to meet goals including federal performance goals

87. What? – CPQ – CS 1257 Based Reports ■Summary reports: ✷ Open Cases Support Orders Detail ✷ Paternity Established Detail ■Excel reports: ✷ Cell 028 Without Matching Cell 029 (arrears owed but no payments received) ✷ Has Order and Is Incarcerated ■Data Repository based reports: ✷ Early Intervention Reports ✷ NP No Locate for Three Years ✷ Collections By Method

88. What? – CPQ – Cutover Management ■High level data posted each Friday to help manage key areas ✷ Weekly activity logs ✷ Open and Completed Tasks ✷ Daily Printed Forms Reports

89. Where? – CPQ ■Found in LCSA Secure Website/Data Retrieval/CPQ

90. Where? – CPQ

98. Who? – CPQ ■Overseen by the Data Analysis Forum ✷ Ad Hoc Queries ✷ CMT The CMT is downloaded by LCSA assigned staff The CMT was developed by Los Angeles County. Contact the Los Angeles CMT Team with questions or recommendations ✷ CS 1257 based Phil Kryder – Santa Barbara County ✷ Cutover Management Queries

99. Why? – CPQ ■CPQ Reports have many uses ✷ Performance – CPQ contains many reports that can assist with increasing performance. ✷ Monitoring – CPQ contains program monitoring reports that allow you to track what’s going on in your LCSA. ✷ Clean-up – Many CPQ reports address clean-up issues. ✷ Special Projects – CPQ contains many targeted reports that will allow you to develop special projects for program improvement.

100. Why not? - CPQ ■CPQ has several disadvantages as compared to other report sources: ✷ Maneuvering - Finding what you want can be difficult. ✷ Static – You don’t have control over CPQ reports; they are designed and run by someone else. ✷ Consistency – Reports are various and are updated daily, weekly, monthly, and some are one time runs.

101. Utilizing Reports Any questions?

102. Utilizing Reports Presenters Ryan Gruver, Sierra Nevada Regional DCSS Ryan.Gruver@co.nevada.ca.us Becky Swabeck, Sierra Nevada Regional DCSS Becky.Swabeck@co.nevada.ca.us