Summary Reports Help

The Summary Reports function allows you to create custom summary reports based on the information contained in the individual incident records. The reports can be customized. You can select the column topics (data fields) to be included on the report and specify detailed search criteria to select the desired incident records.

You can also specify a particular level within the organization hierarchy and have the report "roll up" the data from all levels below. Using this combination of organization level, search criteria and column topics allows you to create reports that are very specific or very broad in scope. You have the additional flexibility of creating your summary report in various output formats.

The Summary Report process is broken into four basic tasks as follows:

• Select the Organization Level
• Select the report format
• Select the column topics you want included on the report
• Select the incident records that you wish to include in the report

Functions:

• Organization Select Form
• Permissions
• Last Report Generated / Report History
• Report Format
• Report Title
• Quick Search
•  Change Report Column Topics
•  Select Web Report Column Topics
•  Change Date Range
•  Refine Search Criteria
• Using the  Reset Form   Button
• Using the  Clear Form  Button
• Using the  Report   Button
• Sample Summary Report Form

Organization Select Form

The Organization Select Form allows you to choose a particular level within the FirstReport Online data hierarchy at which to create a summary report. By selecting a particular organization level you limit the overall set of incident records to those created under the selected level. The search criteria you define on the Summary Report form are then applied to this subset of records in order to create the list of records to be included in the summary report.

Permissions

The Summary reporting function is available to all standard and admin users.  Even "Read only" users. The reports will only include data that the user has permission to access.

Last Report Generated / Report History

The Last Report Generated is a special area located at the top of the Summary Report Form. When you create a summary report, the file is listed in the Last Report Generated area. You can then view or download the file as desired.

There is another similar area located under the row of buttons at the bottom of the form called the Report History. Each time you create a new summary report, any previously created file will be move from the Last Report Generated area to the Report History area. You can view or download history items just as you would the last report item. These areas may also contain output from other application functions such as printed incident reports or OSHA Logs. Each time you log in to the system, every downloadable file you create anywhere in the application is listed either in the Last Report Generated area or the Report History area.

Each time you exit the system or when your session times out, all of the files in your Last Report Generated list and Report History list are physically deleted from the online application. This applies only to the output files themselves, not the actual incident data from which the output file was created. Incident records remain in the system until you specifically decide to delete them.
For each item that appears in your Last Report Generated list or Report History list you can:

• View a File - Select the link highlighted in   red   The file will open in a new window in its native program.
• Print a File - After the file opens use the print function in the native application.
• Save a File - Save in the native program or "Right Click" on the link and use the "Save Target As" function in Windows.

Report Format

When you create a summary report, you are given the option of selecting the format in which the report will be generated. You can choose:

• Adobe Acrobat (.pdf) - Opens with Acrobat Reader 6.0 + (free download)
• Rich Text Format (.rtf) - Opens with a word processor like MS Word
• Web Report ( .htm or .csv) - .htm opens in a browser window .csv opens best in MS Excel

Report Title

If a value is entered  in this field it will be included on the top of the report generated no matter what format is chosen.

Quick Search

The Quick Search features allows you to access pre-defined search and reporting criteria by selecting a single item from the quick search list at the top of the Summary Report Form.

Each quick search item stores every user definable criteria available on the Summary Report form except for the output format.

Each time you create a summary report using a quick search item, all of the user selectable fields on the Summary Report form are set to the values stored in the quick search. This allows you to retrieve a quick search and then modify it and use the modified version for subsequent operations.

If you select a quick search item, all other user definable criteria available on the Summary Report form except for output format are ignored. If you want to modify a quick search, first use the quick search to create a Summary Report, then modify the report criteria presented when the page refreshes.

• Incidents by:
  • Today
  • Last 7 days
  • Last 30 days
  • last 90 days
• Privacy Case Log
  • There are a number of pre-defined quick searches available on the Summary Report Form. One of the searches allows you to quickly create a Privacy Case log based on the incidents which have occurred since the beginning of the year.
    
    As you create or edit each incident record, you can either directly mark it as a privacy case item or use the Privacy Case Test. Once you have classified an incident as a privacy case item it will automatically be included in the Privacy Case Log that you can create using the quick search.
    
    To create a printed privacy case log, select Privacy Case Log (YTD) from the quick search selection list and select the desired output format. When you click [Report], your printed report will be generated. The Privacy Case Log quick search automatically selects the appropriate search criteria and summary report column topics for you.
    
    To create a Privacy Case Log for another year or date range, go to the Summary Report form and select Privacy Case Log (YTD) from the quick search list. Select your report format and click on the [Report] button. After the page refreshes, scroll down the page until you see the Change Date Range heading. Click on the [+] to expand this section and specify a new date range for the Privacy Case Log. Then click the [Report] button to generate the Privacy Case log for the new date range.
• Sharps Log
  • As you create or edit each incident record, you select the cause of injury from a pre-defined list. Every incident for which the cause of injury is defined as "Contaminated Needle or Sharp Device" is automatically included in the Sharps Log that you can create using the quick search.
    
    To create a printed sharps log, select Sharps Log (Year to Date) from the quick search selection list and select the desired output format. When you click [Report], your printed report will be generated. The Sharps Log quick search automatically selects the appropriate search criteria and summary report column topics for you.
    
    To create a Sharps Log for another year or date range, go to the Summary Report form and select Sharps Log (Year to Date) from the quick search list. Select your report format and click on the [Report] button. After the page refreshes, scroll down the page until you see the Change Date Range heading. Click on the [+] to expand this section and specify a new date range for the Sharps Log. Then click the [Report] button to generate the Sharps Log for the new date range.

 Change Report Column Topics

The Summary Report function allows you build a custom summary report by specifying the report column topics (data fields) that you would like included in the report. The summary report is designed as a "landscape" oriented report for a standard 8.5 x 11 page.  This report supports PDF and RTF generated files.  As a result, the summary report is limited to 6 available data fields or columns. The columns that can be included in the report are a basic set of fields of incident record information. The summary report data fields are organized as follows:

• Data Field 1: Date of Injury or User Defined Dates
• Data Field 2: Descriptive Text Field
• Data Field 3: Descriptive Text Field
• Data Field 4: Descriptive Text Field
• Data Field 5: Yes-No Field, Other Status Fields
• Data Field 6: Yes-No Field, Other Status Fields
   

 Select Web Report Column Topics

When "Web Report" is selected in the  "Report Format" field at the top, The  Change Report Column Topics  changes to   Select Web Report Column Topics  .  You now can choose create an extensive report in HTML.  The selectable data points are categorized.

• Open any category by selecting the [+] button.
• Check the box of all data points that you want included in the report.
• There are 129. 
• Each data point will be a column in your report.
• Each record you retrieve according to your other search criteria will be a row in the report.
• Check the "...export data" box at the top of the section if you want the report in "CSV" format readable in MS Excel and other programs.

 Change Date Range

The Data Manager allows you to search for incidents based on the date of injury. The search date range is available under the Change Date Range heading. Click on the [+] to expand this section, then use either the [Date Range 1] selection list or the Search Beginning/Ending fields to specify the dates to include.

Date ranges allow you to specify beginning and ending dates based on predefined date ranges. When you select a range, the FirstReport Online application will automatically calculate the start date and end date. If you select a date range, you do not need to specify the beginning and ending dates.

If you do not select a date range, then you will have to define both the start and end dates.

By default, Search Date 1 is set to date of injury and the date range is set to the past 90 days when you first open the Summary Report Form.
The date of injury search criteria will work together with any other search criteria you define elsewhere on the Summary Report form.
 

 Refining Search Criteria

All search criteria are located in the Refine Search Criteria heading. The more criteria fields defined, the more selective the generated report will be.

The default values used in the  Report Column Topics  section when the form first opens or when you click on the [Clear Form] button are listed below:

• Search Date 1: Date Of Injury; Last 90 days
• Summary Report Column 1: Date Of Injury
• Summary Report Column 2: Employee Name
• Summary Report Column 3: Type Of Injury Description
• Summary Report Column 4: Part of Body Description
• Summary Report Column 5: Lost Work Days
• Summary Report Column 6: FROL ID
• Summary Report Format: Adobe Acrobat

All of the search criteria defined on the Summary Report Form work in combination. If you specify a criteria value for a search item, it will be used to select the incident records to be included in the report. If you do not specify a criteria value, then that search item has no affect on the records selected. If you specify no criteria value for any of the search items, then you will select all of the incident records for the organization level you selected on the Organization Selection Form.

In addition to the date search criteria discussed in  Change Date Range  the following topics discuss the other search items which can be used to refine the records you select:

• Search Text 1 - Select the data field and then type part or all the text value you are looking for
  • Text Searches are conducted on those fields of data that are stored in the FirstReport Online database as text characters. These fields include the employee last name and the Social Security number. These are the fields where you can type in your search criteria as opposed to selecting from a predefined list.
    
    All of the text field searches allow you to perform partial searches. In other words, you don't have to type in the entire search string. For example, if you enter "A" as your search criteria you will search for all incidents where the employee last name begins with the letter "A". If you enter "An" as the search criteria, you will find Anderson and Andrews but not Ackerman. The SSN fields work the same way. If you enter "3" in the first SSN field you will find all social security numbers that begin with three. If you enter "3" in the first SSN field and "2" in the second field the search would find 333-22-1111 but not 333-44-1111.
• Search Yes-No 1 - Select the data field and then select whether you are looking for a Yes or No value
  • Yes-No searches are conducted on those fields of data that are stored in the FirstReport Online database either directly as a Yes or No value or that can be directly converted to a Yes or No value. For example, the field "Hospitalized Overnight" is completed on the incident form by selecting either Yes or No. Even though the Cause Of Injury field is stored in the database as a code value, it can still be converted to Yes or No in answer to the question "Was a Needlestick/Puncture Involved ?". If the cause of injury code is 83 then the answer to the question is Yes. If the cause of injury code is not 83, the answer is No.
    
    It should also be noted that some data fields like "Hospitalized Overnight" also include a "no answer" option in the selection list on the incident form (i.e. the first line in the selection list is blank). If you do not specifically answer Yes or No, then that incident record will not be included in the selected records if you specify a search criteria for "Hospitalized Overnight".
     
• Other Search Criteria - Use the drop down pick list
• Show Hidden / Deleted Records
  • There are two ways an incident record can be marked as hidden or deleted.
    
    The first way is to access the individual incident record through the Edit Existing function and use the [Hide] or [Delete] button on the form. These incidents can be included in your summary report by checking the appropriate selection box under the Refine Search Criteria heading. The Hidden/Deleted search criteria operates similar to all the other search criteria in that a record must be marked Hidden or Deleted to be included with the selected records.
    
    The second way an incident record can be marked as hidden or deleted is to hide or delete the employer, location or department to which the incident belongs.
    
    Records marked as hidden or deleted because the employer, location or department is hidden or deleted will never be included with the records selected by your search criteria, even if you check the boxes on the Summary Report form. If you want to include these records on a summary report, you must first unhide or undelete the associated employer, location or department.
• This section also includes the New Quick Search report function.  See below for more details.

Using the  Reset Form  Button

The  Reset Form  button allows you to reset all of the user definable search, report and format criteria to the values that were specified the last time the page was re-generated. For example, when you first enter the Summary Report Form, there are default values assigned for some of the user definable items. If you change any of the default criteria or add new criteria, you can reset everything to the original values by clicking on the  Reset Form  button. If you create a new set of search criteria and use it to print a summary report, these new search criteria will then be the values restored by the  Reset Form  button.

Using the  Clear Form  Button

The  Clear Form  button allows you to reset all of the user definable search, report and format criteria to pre-defined default values. The default values are the values that are on the form when you first enter the Summary Report Form.

Using the Report Button

Use the  Report   Button  to create a summary report after you have specified the report format, column topics and search criteria. This will save your criteria while you work in this form. This saves a "Quick Search" as well as generates the report. The page will refresh to the top and the report will appear in red under "Last Report Generated."