1. Maternity Workload Tool standard BOXI reports
Healthcare Staffing Programme
Prepared by: NHS NSS PHI Workload Tools Team, August 2019

2. What is covered? What is a standard workload tool report
Where & how to access it
What standard reports are available for maternity workload tool
How to generate standard maternity report
What information can be found in maternity report
How to print and save a report

3. What are Workload Tool Reports and where to find them?
The workload tool reports are what we call standard reports created by the national team
A suite of standard reports is available in Business Objects (BOXI)
Access requires login and password - that can be set up by your local SSTS manager
A suite of standard reports for the workload tools is available in Business Objects. If you don’t already have access to them, that can be set up by your local SSTS manager.
The workload tool reports are what we call standard reports. This means that they have been created by the national team with a series of prompts for users to complete. The purpose of those reports is to enable users to view the data inputted in SSTS workload tools in aggregated organised manner, to help analyse it and draw conclusions.
Information that comes out reflects what have been put into the SSTS system. It is not quality assured or changed by the national team. It is your data. If any of it is incorrect or missing in first instance check your local roster set up.

4. How to access standard reports?
Log into Business Objects
Navigate to the workload tools folder
Click on Maternity

5. When you log into Business Objects and navigate to the workload tools folder (Public Folder > Workforce > Workload Tools), you’ll see a list of all the tools. Clicking on each one will show you the reports that are available for that particular tool.
There are 2 standard reports listed in the Maternity folder: Maternity Community Roster, Maternity Inpatient Roster.

6. Standard Maternity Reports
Maternity Inpatient Roster – is designed for use by rosters with both day & night activity, Mon-Sun.
Maternity Community Roster – should be used by rosters with day activity only, mainly Mon-Fri
For both those reports user is asked to enter:
Full start date
Full end date
One roster location
Additional report
Raw data for maternity interactive report – special report to extract data to populate the ‘Skeleton Interactive Report’ i.e. Macro enabled excel template.
This can be run for multiple roster locations
The maternity interactive report offers enhanced type of reporting along standard boxi reports currently available.
It includes dropdown menus and tick boxes allowing users to build their own picture. The skeleton interactive report can be requested from the national team if required.

7. How to run standard Maternity report ?
Click on appropriate Maternity report
Fill in the prompts
(start & end date, roster name)
Run Query
The reports have been set up in this way to make running them as straightforward as possible.

8. Report for Inpatient Roster - structure
1. Report Summary
2. Professional Judgement
3. Daily breakdowns for roster all bed types combined
3A. Day shift
3B. Night shift
4. Daily breakdowns for roster split by bed type
4A. Day shift
4B. Night shift
5. Additional activity
The Inpatient roster report is designed for use for rosters/wards which have both day and night activity.

9. 1. Report Summary Report summary contains:
Info on board, roster, ward type & available bed types, reporting period
Definitions
Summary table with day / night figures (patients by level of care, rWTE & % occupancy)
average rWTE over day and night combined, as well as 75th percentile rWTE
Number of beds for the ward, average occupancy over day and night, and average no. Of beds occupied
Funded establishment (when effective from, and broken down by registered / unregistered)
Footnote: date the report was generated on.

10. 2. Professional Judgement
This information comes from PJ tool, which should be completed separately from the Maternity tool.

11. Breakdowns by Bed Types (3 & 4)
Sections 3 & 4 are supplementary to the Report Summary, and provide breakdowns of patients by level of care, rWTE & occupancy, by day or night cycle for all bed types combined (in section 3), and then by each bed type separately (in section 4).
Format for all those is similar, i.e. the data is provided in:
table
graph with rWTE trend and occupancy trend line
bar chart with dependency mix

12. 5. Additional Activity
If there was any additional activity recorded for the selected roster during the selected time period, this would have appear in this section of the report.

13. Report for Community Roster - Structure
1. Report Summary
2. Professional Judgement
3. Day shift by date
4. Additional activity
5. Appendix: Weekend activity
The Community roster report is designed for use by rosters/wards which have only day activity, which impact on its structure – e.g. Day/night breakdowns are not necessary.

14. Community Roster Report differences from Inpatient Roster Report
No need for day vs. night breakdowns, e.g. rWTE for reporting period is based only on day activity
Weekend activity
not included in main tables and charts
not included in rWTE in Report Summary.
Weekend activity is provided in appendix at the end of the report
No bed occupancy measures in the report

15. Printing standard BOXI report
To print BOXI report click on ‘Export to PDF for printing’ icon on the toolbar (top left side)
There are following options:
Open with Adobe Reader
Save file– saves PDF version to your ‘Downloads’ folder; can be printed from there

16. Saving standard BOXI report
To save BOXI report to your computer click on ‘Document’ icon on the toolbar (top left corner)
There are following options:
Save to my computer as – saves entire report (all tabs) to your computer. Allows to chose one of 6 file types you can save to incl. PDF and Excel.
Save report to my computer as – saves only content of the current tab from the report to your computer.
There are two options: click on Document on the toolbar in the report, you can see ‘Save to my computer as’ and ‘Save report to my computer as’.
Save to my computer as - hover over this option to see 6 file types you can save to. Preferred PDF or Excel.
Please note:
Saving as PDF keeps the report structure and formatting intact. This is recommended when purpose of saving is filing, printing or sharing a report as is.
By saving into excel some formatting features get lost or distorted, and may need manual ‘fixing’. Using excel format is recommended if some of the data from the report is to be used for other reporting purposes, or user wants to merge it with other information or build their own graphs etc.
The difference between ‘Save to my computer as’ and ‘Save report to my computer as’ is that the latter only saves the content of the current Report Tab whereas as the former saves the contents of all the Report tabs.

17. Useful links & contact details
Generic mailbox for the Programme Generic Link to Programme pages on ISD WEBSITE: Specific Link to Workload Tools page on ISD WEBSITE: Specific Link to Reports page on ISD WEBSITE:

18. Thank you