Reference Guide Module 4: Reports October 2014 Reference Guide Module 4: Reports October 2014

Washington State’s Performance Based Prevention System

Reference GuideModule 4: Reports

October 2014

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Performance Based Prevention System (PBPS)Reference Guide

Welcome to the Performance Based Prevention System (PBPS) Reference Guide. PBPS is Washington State’s data entry system used to track participants involved in publicly funded prevention activities.

This is Module 4 of 5, Reports. In this guide you will learn how to Run Reports, and learn which Reports will be the most useful for tracking progress.

Division of Behavioral Health and Recovery PBPS Reference Guide: Module 4 Reports

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Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started

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Content GuideReports

Running Reports

Common Reports

Available Reports


Finding Reports

Customize Reports

Report Functions

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ReportsRunning Reports

Available Reports• There are several categories of Reports available in the PBPS. Within each

category are several Reports that can assist you with program monitoring, outcome analyses, and printing survey instruments.


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Finding Reports• Log into PBPS (www.kithost.net/wa) • From your Home page select Reports


http://www.kithost.net/wa

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Finding Reports• After selecting Reports, PBPS

will display the numerous categories of reports that can be viewed.

• Select the type of Report you want to run by clicking on the radial buttons.


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Finding Reports• After selecting the report

category a list of reports to run will appear in a table below the categories.

• Click Select next to the Report you want to run.


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Customize Reports• After selecting a Report, the PBPS will ask you for more details about the

report you are running.


Complete all data fields on the form.

Select how you want the Report

to Output.

Select Show Report when you have completed

the form.

If you are having trouble downloading the report, click Here. PBPS will offer you guidance on how to open Reports

without problems.

To run another report without

returning to the Home page, this button will take you back to the

Reports list.

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Customize Reports• Your Reports will display in a new screen after you select Show Report.

Below is a sample report using the Report Services output option.


hello

hello

hello

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Report Functions• The Report Services output option will have a task bar at the top of the

screen like the one shown below.


Use the arrows to navigate reports

with multiple pages.

To download a report, select the Format you want

the Report in, then select Export.

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ReportsCommon Reports

To learn more about the top reports used in the PBPS and where to find them, click on any of the links below.


Services by Activity Report (w/ narrative)

Staff Hours by Program & Activity

Survey Instruments

Outcome Report

Participant Attendance Report

Services by Staff Report

Assessment Summary

Services by Activity Report

Coalition Assessment Tool

Service Planning & Coordination Hours

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Assessment Summary• The Assessment Summary report generates totals for pre-tests, post-

tests, follow-ups, and participants for each instrument by group.• Select Service from the list of report categories, then click next

to the Assessment Summary report.


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Assessment Summary• Complete the Assessment Summary form shown below, select how you

want the Report to Output, then select Show Report.


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Assessment Summary


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Coalition Assessment Tool• There are two Coalition Assessment Tool (CAT) reports that can be found

in the PBPS.1. Coalition Assessment Tool Instrument-Locate and print the CAT instrument

to distribute to coalition members

2. Coalition Assessment Tool Outcome Report-compare your coalition’s CAT results to the statewide average by year.


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Coalition Assessment Tool Instrument• The CAT Instrument report function provides a copy of the instrument

that can be printed and distributed to coalition members to fill out.• Select Instruments from the list of report categories, then click

next to the CAT report.


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Coalition Assessment Tool Instrument


Select Show

Report

The Coalition

Assessment Tool will

open as a PDF

regardless of the Output you select.

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Coalition Assessment Tool Outcome Report• The CAT Outcome Report compares your coalition’s CAT results to the

statewide average, by year.• Select Outcome from the list of report categories, then click next

to the Coalition Assessment Tool.


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Coalition Assessment Tool Outcome Report


Fill out the form by selecting

your Coalition using the

dropdown menus.

Then select Show Report.

Select how you want the

Report to Output.

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Coalition Assessment Tool Outcome Report


Page 1 of the CAT Report will

provide you with some questions

to consider when reviewing your scores and an explanation of the report.

Page 2 of the CAT Report will show you the

various scales of the instrument and how your

coalition compared with the State’s low

and high scores.

The remaining pages show you a more detailed report of how your coalition

scored on each of the CAT scales

and some guidance on

how to improve on any

particular scale.

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Outcome Report• The Outcome Report generates a detailed summary of pretest and

posttest assessments with several grouping options.• Select Outcome from the list of report categories, then click next

to the Outcome Report.


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Outcome Report


Fill out the form by selecting

your Coalition through the dropdown

menus and the group and

instrument you want to review. Then select

Show Report.Select how you

want the Report to Output.

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Outcome Report


EVERGREEN COMMUNITY COALITION

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Participant Attendance Report• The Participant Attendance Report generates the attendance records of

specific clients by event with a breakdown of attendance and completion rates.

• Select Service from the list of report categories, then click next to the Participant Attendance Report.


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Fill in the Time Period you want the

report to show. The Time

Period shows you the date

range you can select from.

Select a program to

review attendance

records.Then select

Show Report.

Select how you want the Report to Output.

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Services By Activity Report• The Services by Activity Report generates the detail of providers’ services

within a specific date range by program and group.• Select Service from the list of report categories, then click next

to the Services by Activity Report.


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Services By Activity Report


Fill in the Time Period you want

the report to show. The Time




Select a Provider to review it’s activities by

Program and GroupSelect how you


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Services By Activity Report


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Services by Activity Report (with Narrative)• The Services by Activity Report (with narrative) generates the detail of

providers’ services within a specific date range by program and group with an activity description.

• Select Service from the list of report categories, then click next to the Services by Activity Report (with Narrative).


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Services By Activity Report (with Narrative)







Select a Provider to review it’s activities by

Program and GroupSelect how you


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Services By Activity Report (with Narrative)


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Services by Staff Report• The Services by Staff Report generates the detail of providers’ services

within a specific date range by staff member. It also includes direct and indirect staff hours.

• Select Service from the list of report categories, then click next to the Services by Staff Report.


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Services by Staff Report







Select the Provider to

review activities by staffSelect how you


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Services By Staff Report


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Service Planning & Coordination Hours • The Service Planning and Coordination Hours report generates

summaries of staff member service planning and coordination hours by category.

• Select Administration from the list of report categories, then click next to the Service Planning and Coordination Hours.


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Select the Provider to

review service planning and coordination

hours by staff.

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Staff Hours by Program & Activity• The Staff Hours by Program and Activity generates a sum of the direct,

indirect, and administrative staff hours per staff member by program and activity within a specified date range. It also calculates additional totals for region, county, provider, program, and activity.

• Select Administration from the list of report categories, then click next to the Staff Hours by Program and Activity.


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Select the Provider and Program to review staff

hours.Select how you want the Report

to Output.

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Survey Instruments• The Survey Instruments report function allows you to view and print

several survey instruments not listed under the Instruments category. • Select Instruments from the list of report categories, then click

next to Survey Instruments at the very bottom of the Instrument list.


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Survey Instruments


Use the drop down list to

select an Instrument.


Select how you want the

Report to Output.

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Survey Instruments• There are several Instruments available. Contact your PSM if you are not

sure which Instrument to use. All Instruments will look similar to the ones below.


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For more information on using PBPS, please review the other PBPS Reference Guide Modules

Module 1: Getting StartedModule 2: PlanningModule 3: Service EntryModule 5: Billing

If you need further assistance on any topic covered in this Reference Guide, please contact your Prevention System Manager at DBHR.


Documents

Reference Guide Module 4: Reports October 2014 Reference Guide Module 4: Reports October 2014