Chapter 12: Generating and Using Reports - Wheel Options · Chapter 12: Generating and Using Reports 12-5 Network Administrator’s Manual December 15, 2014 Specify a timeframe by

Chapter 12: Generating and Using Reports 12-1

Network Administrator’s Manual December 15, 2014

Chapter 12: Generating and Using Reports

Overview of Reports User Reports Program Reports Incentive Reports Miscellaneous Report

Bike Locker Program Reports

Overview of Reports

Different networks generate different kinds of reports on various aspects of their users

and management of the network. Not all networks generate the same reports. For

example, only Regional networks generate vanpool reports.

Reports can also be exported to outside spreadsheet software (such as Excel), Word, or

pdf files for further processing. Many administrators have used this capability to create

their own customized reports. A good example is the Subsidy Translator spreadsheet,

created by the Washington State Department of Transportation and available on Smart

Transportation (http://smarttransportation.ning.com/).

See the table at the end of this section for a list of reports available for each network type.

“Upper-level networks” refers to State, Regional, County, Jurisdiction/City, and TMA

networks.

Note that administrators who have rights to manage a number of different networks should be aware of the network they have entered when they run a desired report. As an example, an administrator running the Modal Distribution Report while managing a Regional network will obtain different results than results from the same report run from within

a City/Jurisdiction network.

Also note that a single user will likely exist simultaneously in different networks (the same user will be counted in reports at the State, Regional, City/Jurisdiction, and other network levels, depending on where the user lives and works).The report results will reflect the perspective of the network level from which the report was run.

User reports:

• User Registration Report: provides a list of users who have signed up within a

specified timeframe and confirmed their registration. It includes accounts created

by administrators within the specified timeframe via proxy, regardless of whether

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12-2 Chapter 12: Generating and Using Reports

December 15, 2014 Network Administrator’s Manual

or not the account has an email address that the user has validated. The report

also includes accounts created through the Bulk Import process, regardless of

whether or not the account has an email address that the user has validated.

• User Ridematch Trips Report: provides a list of all active trips for which users

are seeking a ridematch.

• Trip Log Report (by Trips): shows all calendar logged trips by modes and for

purposes you select, within a specified timeframe.

• Trip Log Report (by Days Using Longest Trip in the Day): shows the modes of

users’ longest calendar logged trip per day, within a specified timeframe.

• Trip Log Report (by Days Using All Trips in the Day): shows the modes of all

users’ calendar logged trips per day, within a specified timeframe.

• Trip Log Report (Aggregate and CSV Export): provides aggregated user calendar

logged trip information, including total number of users, trips, and miles, as well

as gallons of gasoline and pounds of carbon dioxide emissions saved, for a

specified period. Also generates an exportable CSV file containing details of the

trips counted

• Registration and Network Statistics Report (upper-level networks only): provides

annual and up-to-date statistics on the numbers of proxy and self-registrations

and the numbers of new Employer, School, and Worksite subnetworks created, as

well as up-to-date statistics on numbers of ridematches.

Program reports:

• General Alternative Transportation Report: provides overall network status and

performance within a specified timeframe.

• Modal Distribution Report: provides a breakdown of alternative mode usage by

trips or miles (defined by shortest calculated route) within a specified timeframe.

• Origin and Destination Report (by city): provides information on the total number

of trips logged between various cities within a specified timeframe.

Incentive reports:

• Incentive Requests Report: provides the status of all requests submitted for an

incentive program.

• Reward Distribution Report: provides information on the rewards fulfilled and

can be archived for audit data.

• Reward Inventory History Report: helps you track reward inventory by reporting

on the reward name, value, status, order ID, and numbers added or subtracted.

Emergency Ride Home Usage Report:

• Emergency Ride Home Enrollment Report: provides information on members

who have enrolled in an ERH program within a specified timeframe.

• Emergency Ride Home Usage Report: provides information on ERH program

usage, including names, usage dates, reasons for requests, request status, service

providers, mileage, and trip fares.



Administrators of Organization and University networks, as well as upper-level networks

(State, Regional, TMA, City, and County networks), can retrieve ERH reports. See

Chapter 10, Offering Emergency Ride Home, for details on the Emergency Ride Home

reports.

Miscellaneous reports:

• Network Administrator Permissions Report (Grant/Revoke): provides an audit

trail of people to whom the network administrator has granted or revoked

permission to administer a network.

• Network Access Report: shows all administrators who have accessed the network

within a specified timeframe.

• Child Network Report: For each network’s child networks (Worksite, Program,

Division), provides numbers of users; how they were associated with the child

network; and savings (updated weekly) in CO2, gasoline, and SOV miles.

Bike Locker Program reports: The four Bike Locker program reports are visible only

to Regional administrators who manage a bike locker program.

• Bike Locker Sites Report: provides a list of bike locker sites and details about the

lockers.

• Bike Locker Status Report: provides information including locker capacity, space

number, key number, and whether the locker is occupied.

• Bike Locker Members Report: provides bike locker holders’ contact information

and details about the lockers they use.

• Bike Locker Holders Not Logging Trips Report: provides information about bike

locker holders who have not logged trips in their trip calendar after a specified

date.

SchoolPool reports are available exclusively to administrators of SchoolPool networks.

The eleven reports are similar to the User Reports, Program Reports, Incentive Reports,

and Miscellaneous Reports provided to other networks.

Administrators of State, Regional, TMA, City, and County networks can also view an

additional report showing details about all members of their School subnetworks. See

Chapter 11, Managing School Networks, for details on School reports.

Vanpool reports: The nine vanpool-specific reports are available only to Regional

administrators who manage a vanpool program. See the Vanpools Manual for Regional

Administrators for details on retrieving and using vanpool program reports.



Report types available to administrators of different networks

Network

Type

User

Program

ERH

Incen-

tive

Miscel- laneous

School-

Pool

Van- pool

Bike

Locker

State X1

X X X X

Regional/ Agency

1

X

X

X

X

X

X

X

X

County X1

X X X X

Jurisdiction (City)

1

X

X

X

X

X

X

TMA X2

X X X X X

Organization/ Employer

2

X

X

3

X

X

X

University X2

X X3

X X

Program X2

X X X

Worksite X2

X X X

Division X2

X X X4

School X X X X4

1 Includes additional Registration and Network Statistics Report 2 Includes Trip Log Report (Aggregate and CSV Report) 3 Excludes Enrollment Report

4 Excludes Child Network Report

User Reports

To access all reports, from within your network, click Reports in the navigation bar.

After selecting criteria specific to each report, click View Report.

Use the export icon to export the report to Excel, pdf, or Word formats for further

processing, formatting, or archiving.

User Registration Report

This report provides a list of users who have signed up within a specified timeframe and

confirmed their registration. It includes accounts created by administrators within the

specified timeframe via proxy, regardless of whether or not the account has an email

address that the user has validated. The report also includes accounts created through the

Bulk Import process, regardless of whether or not the account has an email address that

the user has validated.



Specify a timeframe by typing start and end dates or using the calendars.

Select whether the report should reflect users who Live here, Work here, or Either.

These options appear only for upper-level, geographically based networks (Regional,

County, Jurisdiction/City and TMA, but not State networks), not for lower-level

networks such as Organization or University.

Note that “here” refers to the geographic jurisdiction of the network (city, county, region, TMA, state). Selecting “Work here” will include all users whose work location is within the jurisdiction, including those whose inbound trips originate outside the jurisdiction and end within it and

whose outbound trips originate within the jurisdiction and end outside it.

Selecting “Live here” will include all users whose home location is within the jurisdiction, including those whose outbound trips originate inside the jurisdiction and end outside it and whose inbound trips originate outside the jurisdiction and end within it.

The User Registration report

User Ridematch Trips Report

This report provides a list of all recurring ridematch trips. For Organization networks, it

shows commute trips only.

The Ridematch Trips report



Trip Log Report (by trips)

This report shows all logged trips by modes and for purposes you specify, within a

timeframe that you specify. Trips logged for dates before the user joined the network are

not included. For Worksite networks, only trips to/from the worksite are counted.


Select the modes and trip purposes of interest. (Organization, Worksite, and

University networks do not have the option of Personal trips.)

Specify a minimum number of trips if appropriate.

Select whether the report should reflect users who Live here, Work here, or Either

(available only to upper-level networks except State networks).

The Trip Log Report (by trips).

Trip Log Report (by Days Using Longest Trip in the Day)

This report shows the number of days of usage for selected modes, within a timeframe

that you specify. Note that to calculate the reported counts, the system considers one

mode per user per day—the mode of the longest trip—and excludes all other trips and

modes.









The Trip Log Report (by days based on the longest trip in the day)

Trip Log Report (by Days Using All Trips in the Day)

This report shows the number of days of usage for selected modes, on the basis of all

users’ calendar logged trips (not just the longest trip) per day, within a timeframe that you

specify.







This report uses all trips logged on a day that includes the specified modes to produce the

appropriate counts. If a user has logged multiple modes on the same day, all the

corresponding mode columns count for the day. The "No. of Days" column counts the

day once if there are any trips with the specified modes on that day. Therefore, the "No.

of Days" column may not be equal to the sum of all modes.



The Trip Log Report (by days based on all trips in the day)

Trip Log Report (Aggregate and CSV Export)

This report provides the total number of users, trips, and miles, as well as gallons of

gasoline and pounds of carbon dioxide emissions saved, by mode and trip purpose, for a

period of time you specify.






The Trip Log Report (aggregate) and link to a detailed CSV-format report.

Click the link Click for detailed report (CSV file) to receive a CSV file containing

details of the trips counted.



The exported CSV file from the aggregate Trip Log Report.

Registration and Network Statistics Report

This report provides annual (by month) and up-to-date (cumulative total) statistics on the

numbers of proxy and self-registrations (active and inactive) in the system (all networks).

(Numbers for bulk imported users are not listed separately, but they are included in the

totals.) The report also lists the numbers of new Employer, School, and Worksite

networks created, and it provides up-to-date statistics on numbers of ridematches. This

report is available only for upper-level networks.

Specify a year by using the drop-down menu.



The Registration and Network Statistics Report

Program Reports







General Alternative Transportation Report

This report provides overall program status and performance within a specified

timeframe, including number of new network users (based on the date the user “joined”

the network as opposed to date of completed registration), number of non-SOV miles

logged, and numbers of bike, bus, carpool, compressed work week, walking, drive alone,

and non-commute trips. It also provides total savings in carbon dioxide, gasoline, and

money for the period and gives ridematch statistics on cumulative number of searches

performed, searches with no results, and requests sent. Counts are based on trips users log

into their calendars, not ridematch trips. Personal trips are included for Regional

networks but not for Organization/Employer networks.

Specify a timeframe by typing start and end dates or using the calendars. Note that

because users can change their calendar entries for up to 28 days, the timeframe you

choose may affect your results.

The General Alternative Transportation Report



Because logged trips are saved within the system for only two years, the calculations will

not reflect more than two years of data. For that reason, administrators may want to save

these data outside the system. Note that categories will not display if their value is 0.

Modal Distribution Report

This report provides a breakdown of alternative mode usage by trips (for all purposes) or

miles (defined by the shortest calculated route), including miles, carbon dioxide

emissions, gasoline, and dollars saved, within a timeframe you specify. Counts are based

on trips users log into their calendars, not ridematch trips.




The Modal Distribution Report

Because logged trips are saved within the system for only two years, the calculations will

not reflect more than two years of data. For that reason, administrators may want to save

these data outside the system.

Origin and Destination Report (by city)

This report provides information on the total number of trips logged between various

cities (you can select particular start and end cities) within a timeframe you specify.

Counts are based on trips users log into their calendars, not ridematch trips.

Specify start and end cities from the drop-down menus as appropriate; otherwise, the

report will default to ALL.






The Origin and Destination Report

Because logged trips are saved within the system for only two years, the -counts will not

reflect more than two years of data. For that reason, administrators may want to save

these data outside the system. Note that if a City is blank it means that a city network

does not exist (e.g., Camp Murray, Washington).

Incentive Reports





Incentive Requests Report

This report provides the status of all requests submitted for a specified incentive program,

within a specified timeframe.

Select an incentive program, a reward, incentive status, and fulfillment status from

the drop-down menus.




The Incentive Requests Report

Reward Distribution Report

This report provides information on the rewards fulfilled and can be archived for audit

data.

Select a reward from the drop-down menu.


The Reward Distribution Report

Reward Inventory History Report

This report helps you keep track of reward inventory, whether external or electronic, by

reporting on the reward value, status, reward IDs, and numbers added or subtracted.




The Reward History Inventory Report

Miscellaneous Reports


Network Administrator Permissions Report (grant/revoke)

This report provides an audit trail of people to whom the network administrator has

granted or revoked permission to administer a network.

Click Grant, Revoke, or both.

The Network Administrator Permissions Report

Network Access Report

This report lists all administrators who have accessed -the network within a specified

timeframe




The Network Access Report

Child Network Report

For each network’s child networks this report provides numbers of users; how they were

associated with the parent network; and savings (updated weekly) in CO2, gasoline, and

single occupancy vehicle miles.

Note that when the administrator of a child network revokes proxy access to a parent

network, the administrator of the parent network can no longer manage the child network,

but the parent/child network relationship remains, so the child network’s users and their

logged trips are still credited to the parent network.

Specify a timeframe by selecting start (From) and end (To) months and years from

the drop-down menus.

Select a network type from the drop-down menu or leave the default as ALL.

The Child Network Report



Bike Locker Program Reports

The four Bike Locker program reports are available only to Regional administrators who

manage a bike locker program.


Bike Locker Sites Report

This report provides a list of bike locker sites and details about the lockers, including

total number of lockers at a site, total spaces available, numbers of mechanical and

electrical spaces, and the wait list count.



The Bike Locker Sites Report

Bike Locker Status Report

This report provides information that includes locker capacity, space number, key

number, and whether the locker is occupied.





The Bike Locker Status Report.

Bike Locker Members Report

This report provides bike locker holders’ contact information and details about the

lockers they use.



The Bike Locker Members Report

Bike Locker Holders Not Logging Trips Report

This report provides information about bike locker holders who have not logged trips in

their trip calendar after a date you specify.

Specify a timeframe by typing a minimum date or using the calendar.

Select whether to show all bike locker holders or only inactive members with the

drop-down menu.

Click View Report.





The Bike Locker Holders Not Logging Trips Report



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Chapter 12: Generating and Using Reports - Wheel Options · Chapter 12: Generating and Using Reports 12-5 Network Administrator’s Manual December 15, 2014 Specify a timeframe by