Part 1: Customizing a Utilization Report
- Meagan Prost
Cloud Knowledge Base Home / Reporting / Utilization Report / Part 1: Customizing a Utilization Report
Welcome to your go-to guide for crafting custom report settings tailored to each of your organizations or groups within EAP Expert Cloud.
Before diving in, we highly recommend taking a moment to assess your organization's unique reporting needs. By understanding these requirements upfront, you can set up and run your reports precisely, ensuring maximum impact and efficiency.
In this guide, we’ll review:
Client organization profile review
Completing each client organization's profile for utilization report settings streamlines future report runs. Once set up, it's a one-time process, ensuring seamless reporting efficiency.
Navigate to the Organization/Groups Module
Find and click the appropriate line item to access the group's profile
Locate the ‘Utilization Report’ tab and click to open
Begin entering the settings for this group’s future reports:
Utilization Report Starting Day: This is the day of the month that will default in the Start Date when running a report.
Utilization Report Starting Month: This month will default in the Start Date when running a report.
Utilization Report Period: This determines the report frequency.
Utilization Report Settings: This default report setting (template) will load each time a report is run for this organization. A template is fully customizable to meet the client's specific preferences.
Batch Reporting Frequency: This determines the frequency of the report batch reporting. If you do not want to run a report in the batch, select ‘None.’
Important: While configuring client or organization profiles, ensure that the data you wish to include in a utilization report is correctly collected within each client file and organizational service.
Understanding ‘settings’ for tailored utilization reports
Before initiating the utilization report setup process, you must understand that you can create report templates tailored to specific groups, requirements, reasons, etc.
These templates can be conveniently accessed for future reporting, saving time and effort.
Navigate to the Utilization Report Module
Click on the Settings button from the top toolbar and choose Manage Settings
New UR Setting: To create a new template, click this button and enter a name for the setting.
Edit: To edit an existing setting, click on the correct row to open and modify.
Delete UR Setting: Use this button to select and permanently remove a setting.
Tip: Think of ‘Settings’ as customizable templates you can create once and then access in the future. Setting up multiple templates allows you to easily select the appropriate one for each utilization report you wish to run, streamlining the process and ensuring accuracy.
Click Close to save and exit the list of all ‘Settings’ and return to the module
When a 'Setting' is chosen to customize or run the report, any modifications made will be saved. This ensures that the report's settings are retained for future use
Note: Your system includes a ‘Default’ setting that can be used to create custom presets. This is particularly useful if you're not running multiple utilization reports.
Part 1 of 2: Customizing Reports: Step-by-Step Guide
We aim to provide ample options for generating top-notch reports using EAP Expert Cloud. Let's take it one section at a time to familiarize you with the terms, meanings, and functionalities:
Organizational Details
Start here to begin setting up the utilization report to run by choosing from the following:
EAP Expert Term | Functionality |
|---|---|
Single Organization | This will generate a report for one organization selected in the ‘Organization’ field below. |
Multiple Organizations | This will compile a report for selected organizations from the multi-checkbox dropdown menu in the ‘Organization' field below. |
Multiple Parent Organizations | This will generate a report for the selected parent ‘Organizations’ marked from the multi-checkbox dropdown menu below. |
All Organizations | This will tabulate a comprehensive report for all client organizations active during the reporting period, including inactive ones. |
All Active Organizations | This will tabulate a global report for all current active organizations. |
Industry Type | This will generate a comprehensive report based on the industry type specified within each organization. Please select the ‘Industry’ from the dropdown field that appears when this type is chosen. |
RSL Type | RSL, or Regional Service Line, categorizes services within each organization based on regional distinctions. |
Organization: When you select a report type, you can choose one or multiple organizations. The field will dynamically adjust for other report types to offer a dropdown selection
Start Date: This date will be filled in with the day and month set in the ‘Utilization Reports’ tab of the Organization/Groups Module
End Date: This date marks the conclusion of the reporting period, ensuring accurate data calculation and completion of the Year-To-Date (YTD) column
Note: Please be aware that any activities, sessions, or auxiliary services entered late may be excluded if not inputted before this report is generated for the respective time.
Report Starts On
Select from the following options:
Frequency: Select the report frequency (e.g., quarterly, semi-annual). This will default to the value in the ‘Utilization Report’ tab within the Organization/Groups Module
Send to MyAPP: When enabled, a PDF copy of the utilization report will be automatically sent to the MyApp employer portal
Email Report to Contacts: When selected, your organization contact(s) will receive a PDF copy of the utilization report via email
Note: Ensure the contact has a valid email address and has enabled the ‘Receive UR Report By Email' option in their 'Contact People’ profile within the Organization/Groups Module.
Page Settings
Include selections regarding report page settings, including options for adding a cover page, page numbers, and logos.
Report Title: This heading is displayed at the top of page 1 of your report. Depending on the EAP, it may be referred to as a Utilization Report, Usage Report, or Impact Report
Report Sub-Title: This sub-title appears below the ‘Report Title’ at the top of page 1 of your report
Organization Description: This field automatically fills in with the client organization name when 'single organization' is selected as the Report Type
Cover Page: This field automatically populates with the 'Utilization Report Cover Page' template
Show Cover Page: If checked, then a cover page selected will print with the report
Show Cover EAP Logo: When this is marked off, your EAP logo will display on the cover page
Show Page Numbers: To display page numbers at the report's bottom, check this box
Additional Info
Incorporate any documented preconfigured questionnaires, form data, etc., within the ‘Additional Info’ tab of EAP Expert Cloud modules.
Include Additional Info Results: Check this box to include question set data in the utilization report
Additional Info Questions: Choose the names of the question sets to include
Additional Settings
Choose a template to apply saved settings beyond this point automatically
Renamed Files To
Adjust the text to match the language preferred by your team:
Singular: By typing into this field, specify how a client file should be displayed, whether as a ‘Case,’ ‘File,’ or another preferred term
Plural: You can customize how client files are presented by entering it in this field, such as 'Cases,' 'Files,' or any other preferred term
Missing Items Label: If any retrieved information lacks an entered value, specify the terminology you prefer, such as 'Missing Value,' 'No Data,' 'Unknown,' etc., for such instances in your report
UR New or New and Open: This option includes 'New' client files opened within the specified reporting period. Selecting 'New and Open' displays both New and Ongoing Case information
Report On: Select the data type of members to include in your report:
All: This option will include all eligible client types, such as employees, partners, spouses, dependents, etc., who can request services.
All with Demographics on Employee Only: When this option is chosen, it will encompass all data from client files across all client types (e.g., employees, partners, spouses, dependents, etc.). However, only demographics linked to employees will be included.
Employee Only: This option will include only the employees who have requested services.
Note: These options address accuracy concerns with non-employee data. Members may be unsure of an employee's department or occupational category. Including non-employee demographics complicates comparisons with company data for statistical analysis.
Show Year-to-Date Period: When enabled, will include a Year-to-Date column on the right side of each data set for reporting items selected under the ‘Sub-Report Settings’ tab
Aggregate Data
Aggregate data combines subsidiary or divisional information for a broader analysis, aiding in identifying trends, improvement areas, and strategic decisions at the parent organizational level.
Include Subsidiaries: If a parent organization is selected under this report's ‘Organization Details’, enabling this option will include all information from each subsidiary or child organization under the parent. If unchecked, only data collected for the parent organization will be included in the report
Use Parent Pop (Population) for UR: When selected, the utilization rate calculation will be based solely on the parent population
Sum Subsidiaries and Parent for UR: When selected, the utilization rate calculation will be based on the combined population of the parent and all subsidiary or child organizations
Show Previous Period / Year
When adding either of these data sets to your report, compare the statistics for the reporting period with those from previous periods.
Same Period: This option includes data from the previous reporting year based on the specified Start and End Dates. This will display an additional column to the right of the Year-to-Date (YTD) column in each table, showcasing reporting items selected under the 'Sub-Report Settings' tab
Full Year: When marked, this option includes data from the previous reporting year, regardless of the selected current reporting period. Even if you are only running the first quarter of the current year, this column will display data from the entire previous reporting year. It will appear to the right of each grid's Year-to-Date (YTD) column, showing reporting items selected under the 'Sub-Report Settings' tab.
Tip: This feature is valuable for identifying trends or outliers between the current and previous reporting periods.
Satisfaction Surveys
Incorporate a specific customer satisfaction survey into your utilization report. These surveys can gather feedback from employer contacts following events or members utilizing your services.
Include Survey Results: When checked, this will include a tabulated summary of all satisfaction surveys entered between the start and end dates of the report
Survey Questions: Choose the name of the survey to be tabulated
Organizational Services
Select the data from auxiliary services offered, such as critical incidents, orientations, training, wellness events, etc., to include in your utilization report.
Show Organizational Services: When enabled, a comprehensive list of organizational services within the reporting period will be available at the end of the report
Note: This option must be selected for the following checkboxes to function.
Separate CISD Report: When checked, a detailed listing of critical incidents within the reporting period will be provided separately at the end of the report
Include Activities: When enabled, a listing of all organizational service activities within the reporting period will be included alongside each service
Suppress Service Users: When checked, the total number of attendees from each included service will be hidden on the report
Suppress Location: When marked, the address for the included service event(s) will not show on the utilization report
Suppress Details: When enabled, any notes entered within an included organizational service will not appear on the utilization report alongside the event
Executive Summary
When generating a utilization report, you can include an executive summary from a selection of pre-designed templates or create a new template in this area.
Include Executive Summary: Include text from the Executive Summary template when checked. The Executive Summary page will appear after the Cover page
Generate Executive Summary Using AI: Utilize AI-powered algorithms to automatically generate an executive summary for your EAP software utilization report. Check this feature to streamline the process and ensure a concise overview of key insights
Include Executive Summary Template: Choose a template for this section from the pre-designed options your system administrator(s) has added in the drop-down menu
To initiate a new template, click the magnifying glass icon in the field ‘Include Executive Summary Template’ to unveil a pop-up search window
Locate and select the green New button situated in the bottom left-hand corner.
Commence setting up your executive summary. Once completed, confirm by pressing OK to save.
Please select it from the search pop-up and click OK to add it to the utilization report
Presenting Problem Analysis
The report will include a Return on Investment (ROI) summary calculated from ranking numbers assigned to presenting problems, facilitating efficient analysis of program effectiveness.
Note: Ensure the ranking number is entered under ‘Presenting Problem’ in the Custom Field Editor, accessible through the Tools section. The report will then provide a percentage derived from the total number of each presenting problem divided by the ranking number.
Include Presenting Problem Analysis: When checked, a tabulated ROI summary will be included based on a ranking number entered for each presenting problem
Presenting Problem Analysis Report: Select the report template that will be included in the utilization report from the drop-down menu
Important: Save your current selections by clicking the ‘Settings’ button from the top toolbar and then selecting ‘Save Settings’.
Next, proceed to Part 2: explore advanced reporting features to continue the customization of this utilization report
Troubleshooting Information
Below are some tips to assist with using the Utilization Module to set up a report:
Double-check Selections: Ensure that all selections for included sections and data are accurate and aligned with the desired report objectives. Review each selection carefully to avoid missing or incorrect choices.
Test Reports: Before finalizing and sending the report, test to ensure that all selected sections and included data are generating as expected. This allows you to identify discrepancies or errors early on and make necessary adjustments.
Verify Data Availability: Confirm that the data you intend to include in the report is available and accessible within the software. If specific data points are missing or incomplete, consider whether alternative sources or methods can be used to obtain the required information.
If you encounter any challenges or uncertainties during the setup and customization process, don't hesitate to contact your system administrator(s) for assistance.
