1. Training Document
Accessing Reports in VinCENT

2. Agenda
Introduction
Accessing Reports
Ad Hoc Reporting
Additional Information
Quiz

3. Purpose
The purpose of this training document is to explain the process to access reports in the VinCENT system.

4. Scope
This training document is applicable to all Customers using the VinCENT system.

5. The following requirements must be met.
General Requirements
The following requirements must be met.
Users must have permissions to Reports in VinCENT.
If the user does not have access to Reports, contact Agency System Administrator for assistance.

6. Agenda
Introduction
Accessing Reports
Ad Hoc Reporting
Additional Information
Quiz

7. Accessing Reports
Reports Icon
Reports Menu
Select Reports Category
Report Selection
Reports Filters
Report Options
Generate Report
Preview/Export Report
Export Icon

8. Accessing Reports
Export Box
Export Options
Export
Run as Batch
Run as Batch System Message
Your Reports
Your Reports Overview
Your Reports Action Sprocket
Schedule Report

9. Accessing Reports
Schedule Report Box
Your Scheduled Reports
Your Scheduled Reports Overview
Accessing Scheduled Report

10. Accessing Reports Reports Icon
Select the Reports Icon from the main menu bar.

11. Accessing Reports Reports Menu
The Reports Menu opens.
There are several categories of reports within the Reports Menu.

12. Accessing Reports Select Reports Category
Select the desired reports category by clicking on the corresponding tab.
The tab name turns blue to show it has been selected.
This is an example of selecting Clients.

13. Accessing Reports Report Selection
Select the desired report by clicking on the name.
The name of the report will turn blue to show it has been selected.
This is an example of selecting the Admissions report.

14. Accessing Reports Reports Filters
Choose the desired filters from the dropdown menus.
Choosing filters narrows the report results.
Filters vary based on the type of report that is selected.

15. Accessing Reports Report Options
Once the report and filters are selected, choose a report option.
The following options are available:
Generate Report
Preview/Export Report
Run as Batch
Schedule Report

16. Accessing Reports Generate Report
By selecting the Generate Report option, the report automatically opens for review.
Once opened, the following actions can be completed:
Rotate
Download
Print
Fit to Page
Zoom In
Zoom Out
The name of the selected report prints at the top of the left-hand corner of the page.
This example is the Admission report.

17. Accessing Reports Preview/Export Report
By selecting the Preview/Export option, the report automatically opens for review.
Once opened, the following actions can be taken:
Print
Export
Find Text
Go To Previous Page
Go To Next Page
Navigate Pages
Zoom
The name of the report displays in the upper left-hand corner of the page.
This example is the Admission Report.

18. Accessing Reports Export Icon
To export the report into another format such as Word, Excel, Crystal, CSV, etc., click the Export Icon.

19. Accessing Reports Export Box
The Export Box opens.

20. Accessing Reports Export Options
Click the File Format dropdown menu to choose the type of format for the export.
Select the type of format for the export by clicking on it.

21. Accessing Reports Export
Choose All pages or Select pages and click Export.

22. Accessing Reports Export
The Export populates in the bottom left-hand corner of the screen.
Click on the export to open it.

23. Accessing Reports Run as Batch
Reports can be queued in the application by clicking on the Run as Batch Icon. The results are obtained in the browser under the Your Reports tab within the Reports section.
Choose to Run as Batch to have the report create while continuing to work throughout the system.
This is a recommended feature for large reports that contain many data elements and/or large date ranges.

24. Accessing Reports Run as Batch System Message
After clicking on the Run as Batch Icon, a system message appears to confirm the report has been queued and where to locate the report.

25. Accessing Reports Run as Batch System Message
Once a report has been queued, the user receives an notification indicating success or failure of the queued report request as long as the user has an on file within their system user settings.

26. Accessing Reports Your Reports
To access the queued reports, click on the Your Reports tab.

27. Accessing Reports Your Reports Overview
After clicking on the Your Reports tab, the Your Reports Screen opens. The following columns display:
Sched? Column – a colored box displays to indicate if the report is scheduled or not scheduled. A Not Scheduled report is a report that was queued only.
Red = Not Scheduled
Green = Scheduled
Report Name Column– the name of the queued and/or scheduled report displays.
Queued Time Column – the time the report was selected to be queued displays.
Start Time Column – the time the report started displays.
End Time Column – the time the report completed displays.
Status Column – the status of the queued and/or scheduled report displays.
Actions Column – the sprocket can be selected to display the Report Operations.

28. Accessing Reports Your Reports Action Sprocket
After selecting the Action Sprocket, the Report Operations Menu opens. The menu includes the following options:
Download This Report
Regenerate This Report
Open the Report Schedule
Prevent Deletion
Delete This Report

29. Accessing Reports Your Reports Action Sprocket
Download This Report downloads the report in the bottom left-hand corner of the screen.
Click on the report to open it.

30. Accessing Reports Your Reports Action Sprocket
Regenerate This Report allows the report to be re-queued for completion.
After Regenerate This Report is selected, a system message displays to confirm the report has been re-queued.
Re-queue this report does not destroy the results associated with the current report, it instead creates a whole new report line.

31. Accessing Reports Your Reports Action Sprocket
Open The Report Schedule opens the Schedule Report Box for the selected report.
The Open The Report Schedule menu option is only available for those reports that are scheduled.
The Schedule options can be viewed and/or edited from the Schedule Report Box.

32. Accessing Reports Your Reports Action Sprocket
Prevent Deletion tells the system to retain the report, not automatically prune the report from the system and also does not allow deletion by the user.
After Prevent Deletion is selected, a system message displays to confirm the Prevent Deletion was successful.
Report Pruning by default is set to remove nightly the reports older than 60 days.
The date and time displayed in the Queued Time Column is utilized for the pruning process.

33. Accessing Reports Your Reports Action Sprocket
After Prevent Deletion is selected a new menu option is available from the Action Sprocket titled Allow Deletion.
Allow Deletion is only seen from the menu if Prevent Deletion has been previously selected from the sprocket menu.

34. Accessing Reports Your Reports Action Sprocket
Allow Deletion removes the deletion restriction and allows the report to be pruned by the system or deleted by the system user.
After the Allow Deletion is selected, a system message displays to confirm the Allow Deletion was successful.

35. Accessing Reports Your Reports Action Sprocket
Delete This Report permanently removes the report from the system, destroying the associated report file containing the results.
After Delete This Report is selected, a system message displays to confirm the Delete This Report was successful.

36. Accessing Reports Schedule Report
Reports can be scheduled to run on a recurring basis by selecting the Schedule Report Icon.

37. Accessing Reports Schedule Report
Once a report runs, the system user will receive an notification indicating the scheduled report is completed if the user has an on file within their system user settings.

38. Accessing Reports Schedule Report Box
After clicking on the Schedule Report Icon, the Schedule Report Box opens.
The Report Name & any Filters that are selected display at the top of the Scheduled Report Box.

39. Accessing Reports Schedule Report Box
The Schedule Report Box defaults to the selection of Days of the Week.
To run the report based on a specific day or days of the week, click on the corresponding day or days to select them.
For example: If Friday is selected, the report is scheduled to run on Fridays.
Once a day is selected it turns green to verify the selection.

40. Accessing Reports Schedule Report Box
The report can also be scheduled based on Days of the Month.
Click on the Days of the Month option to select it.
After the Days of the Month is selected, the Days will display.
To run the report based on a specific day or days of the month, click on the corresponding day or days to select them.
For example: If the 10th is selected, the report is scheduled to run on the 10th of the month.
Once a day is selected it turns green to verify the selection.

41. Accessing Reports Schedule Report Box
Enter the Beginning Date within the Scheduled Report Box.
The Beginning Date defaults to the current date but can be changed by clicking in the date box and selecting the new date from the calendar or by manually typing the date.

42. Accessing Reports Schedule Report Box
An Ending Date can also be entered for the scheduled report.
The Ending Date can be selected by clicking in the date box and selecting the date from the calendar or by manually typing the date.
The Ending Date defaults to be blank and is not required to be populated to schedule the report.
If an Ending Date is not selected, the report will be scheduled indefinitely.

43. Accessing Reports Schedule Report Box
Enter the Execution Time of the report. The Execution Time is the time the report should be started in the system.
The Execution Time needs to be entered to determine the time the report is scheduled to run in the system.
Click on the ? Icon beside the Execution Time field and the system displays a message that explains the format requirements for the Execution Time.
The time must include am or pm to identify the correct desired time for the report to be executed.
Only one time can be entered for a scheduled report.
The time is the user specific time zone.
The user should ensure that their preferred time zone and whether they observe Daylight Savings Time is selected in their User Options.

44. Accessing Reports Schedule Report Box
Select Active in the bottom left-hand corner of the Scheduled Report Box to make the Scheduled Report selections Active.
After Active is selected it turns green to verify the selection.

45. Accessing Reports Schedule Report Box
Click Save in the upper left-hand corner of the Scheduled Report Box to complete the scheduled report process.

46. Accessing Reports Schedule Report Box
Click on the Delete Icon in the Scheduled Report Box to delete the box.
The user must have permission to Delete within their system user settings for Reports in order to Delete the Scheduled Report Box.

47. Accessing Reports Schedule Report Box
Click on Run Now at the top of the Scheduled Report Box to queue the report for immediate execution in addition to the scheduled report parameters that have been selected.
For example: The report is scheduled to run on Fridays at 10:00PM but clicking on Run Now would queue the report for immediate execution.
The queued report can be accessed within the Your Reports tab.
Once the scheduled report has run, the Last Run Date and Last Run Result shows in the bottom of the Scheduled Report Box when opened.

48. Accessing Reports Your Scheduled Reports
To view existing schedules for reports, click on the Your Scheduled Reports tab.

49. Accessing Reports Your Scheduled Reports Overview
After clicking on the Your Scheduled Reports tab, the Your Scheduled Reports Screen opens. The following columns display:
Active Column – a colored box displays to indicate if the scheduled report is Active or Inactive.
Red = Inactive
Green = Active
Report Name Column– the name of the scheduled report displays.
Run Method Column – the method in which the scheduled report was created displays.
Days of Week – indicates the scheduled report is selected to run on a specific day or days of the week
Days of Month – indicates the scheduled report is selected to run on a specific day or days of the month
Frequency Column – the day of the week or the day of the month that was selected for the scheduled report displays.
For example: If the scheduled report was created to run on the day of the week of Tuesday, then Tu displays in the Frequency Column. If the scheduled report was created to run on the day of the month of the 14th, then a 14 appears in the Frequency Column.
Beginning Column – the date the scheduled report was selected to begin displays.
Ending Column – the date the scheduled report was selected to end displays.
Last Run Column – the date and time the report last ran in the system displays.
Last Status Column – the Last Status of the scheduled report displays.

50. Accessing Reports Accessing Scheduled Report
To access the scheduled reports, click on the Your Reports tab.

51. Agenda
Introduction
Accessing Reports
Ad Hoc Reporting
Additional Information
Quiz

52. Type of Report: Ad Hoc
Ad Hoc Reporting is creating a customized report based on the user preferences.

53. Type of Report: Ad Hoc
Click Ad Hoc Tab
Ad Hoc Reporting
Table Section
Expanded Table Category
Click Data Fields
Add Columns
Columns Section
Sorting Section
View Sorting Preferences

54. Type of Report: Ad Hoc
Conditions Section
Add Condition
Condition Displays
1st Condition Preference
2nd Condition Preference
View Condition with Preferences
Click Refresh
Results of Report
Export Options

55. Type of Report: Ad Hoc
Export Downloads
Excel Message
Save Report
Custom Filter Box
Accessing the Saved Report

56. Type of Report: Ad Hoc Click Ad Hoc Tab
Click the Ad Hoc tab from the Reports menu.

57. Type of Report: Ad Hoc Ad Hoc Reporting
The Ad Hoc Reporting Screen opens.

58. Type of Report: Ad Hoc Table Section
Choose the desired data fields from the Tables section to add to the custom report.
The following Table categories are available to choose from:
Clients
Admission Status
Contacts
Clients Payors
Schedules
Calls
Call Responses
Payors
Invoices
Invoice Items
Payment
Staff
Schedule Edit Reasons
Authorizations
Eligibilities
Click the arrow to the left of a category to expand the category and view all the data fields that are available for selection in each section.

59. Type of Report: Ad Hoc Expanded Table Category
The Category expands to display all the data fields that are available for selection within that section.

60. Type of Report: Ad Hoc Click Data Fields
Click the desired data fields to include on the report.
The field displays a checkmark to show it is selected.
Each field selected shows as a separate column on the report.

61. Type of Report: Ad Hoc Add Columns
Click the Add Columns Icon at the bottom of the Tables Section.

62. Type of Report: Ad Hoc Columns Section
The selected items then display in the Columns section.

63. Type of Report: Ad Hoc Columns Section
Click the blue arrow on the left-hand side of the Column Name to view the Column options. The Column options are:
Move to top
Move Up
Move down
Move to bottom
Delete Column
Simple Column
Aggregate Column

64. Type of Report: Ad Hoc Sorting Section
Choose how to sort the report within the Sorting Section.

65. Type of Report: Ad Hoc Sorting Section
Click Add Sorting to choose the Category and the data field to apply the sorting to.

66. Type of Report: Ad Hoc Sorting Section
The sorting type defaults to Ascending.
Click Ascending to choose between Ascending and Descending.

67. Type of Report: Ad Hoc View Sorting Preferences
The Sorting preferences are viewed in the Sorting section.

68. Type of Report: Ad Hoc Conditions Section
Conditions are added in the Conditions section to narrow the report results.
Conditions are similar to filters.

69. Type of Report: Ad Hoc Add Condition
Click Add Condition to choose the Category and the data field to apply the Condition to.

70. Type of Report: Ad Hoc Condition Displays
The added Condition displays in the Conditions section.
The preferences must then be applied to the Condition.

71. Type of Report: Ad Hoc 1st Condition Preference
Click on Starts With to choose the 1st Condition preference. The preference options are:
Starts with
Contains
Is equal to
Is in list
Does not start with
Does not contain
Is not equal to
Is not in list
In sub query
Is null
Is not null
*Please note: Condition Preferences can vary based on the type of condition selected.

72. Type of Report: Ad Hoc 2nd Condition Preference
Enter the 2nd Condition Preference by clicking on [enter value].
*Please note: Condition Preferences can vary based on the type of condition selected.

73. Type of Report: Ad Hoc View Condition with Preferences
The Conditions with Preferences are then viewed in the Conditions section.

74. Type of Report: Ad Hoc Click Refresh
Click Refresh to view the report Results.
Refresh can be clicked in either the top right-hand corner of the Ad Hoc Reporting screen or in the Results section.

75. Type of Report: Ad Hoc Results of Report
The Results display in the Results section.

76. Type of Report: Ad Hoc Export Options
There are two different options for exporting the report Results:
Export to Excel
Export to CSV

77. Type of Report: Ad Hoc Export Downloads
The export downloads in the bottom left-hand corner of the screen.
Click on the report to open it.

78. Type of Report: Ad Hoc Excel Message
Sometimes different versions of Excel can create a conflict with the Ad Hoc formatting causing a message to display.
Click Yes to continue and open the report.

79. Type of Report: Ad Hoc Save Report
Click Save Report to save the custom report for future use.

80. Type of Report: Ad Hoc Custom Filter Box
The Custom Filter Box opens.
Enter the Name of the report.
Enter a Description of the report.
Click the Global box to make the report global.
Making the report Global means all users can see and use the report within the Ad Hoc section.

81. Type of Report: Ad Hoc Accessing the Saved Report
To access the saved report, click the dropdown menu next to the Save Report Icon.
Click the name of the report and all the Tables, Columns, Sorting and Conditions that were used for the report populate in Ad Hoc.
Click Refresh to get new report results.

82. Agenda
Introduction
Accessing Reports
Ad Hoc Reporting
Additional Information
Quiz

83. Contact Information
Direct questions about this document to the MEDsys Training Department at .

84. Agenda
Introduction
Accessing Reports
Ad Hoc Reporting
Additional Information
Quiz

85. How do you access EVV Reports in the VinCENT system?
A. Select the Reports Icon from the main menu bar.
B. Select the Schedule Icon from the main menu bar.
C. There are no reports in VinCENT.
The correct answer is A. You will access reports from the Reports Icon on the main menu bar.

86. A. No. Reports are viewable and printable only.
Can reports be exported into another format such as an Excel spreadsheet?
A. No. Reports are viewable and printable only.
B. Yes. All reports can be exported into another format by using the Preview/Export option.
C. No. VinCENT does not support exports.
D. No. There are no reports in VinCENT.
The correct answer is B. All reports can be exported into another format by using the Preview/Export option.

87. How do I view a list of available reports for EVV?
A. After selecting the Reports Icon from the main menu bar, click on EVV and a list of available reports will display.
B. There are no EVV reports available.
C. Select the Schedule Icon from the main menu bar.
The correct answer is A. Click on EVV and all available reports will display.

88. Where do I go in the Reports Screen to build a customized report?
A. Staff
B. Clients
C. Ad Hoc
D. EVV
The correct answer is C. Go to the Ad Hoc section of the Reports Screen to build a user specific, customized report.