Pre-Configured Reports

There are various reports that CommCareHQ provides for easy, quick analysis of your users' performance.  To access these reports, log into your domain on CommCareHQ and click the "Reports" tab.  Select a report under the "Monitor Workers" section on the left.

These reports include a variety of filtering options. These are described in detail in https://dimagi.atlassian.net/wiki/x/VgrKfw.

Report Types

Worker Activity

The Worker Activity Report shows a summary of form and case activity by user or group. The report is organized into three major sections:

• Form Data

• Case Data

• Case Activity

See https://dimagi.atlassian.net/wiki/x/OxjKfw for more detail on how to use this report.

Daily Form Activity

This report displays daily form submissions organized by date and by user. You can choose to view it by completion time (the timestamp on the phone when the form was completed), or by submission time (the time CommCareHQ received the form). The date range can be configured using the date select.

• 'Username' column: this column displays every registered user in the group(s) selected in the report filter.  NOTE: there is a functionality in CCHQ to "deactivate" (formerly known as "archive") users.  If a user is "deactivated", they will not be displayed here.

• 'Date' columns: each day in the date range will be displayed individually.

Purpose: This report allows the data manager to see exactly when mobile workers are working (completing forms), and when they are able to submit the forms to CommCareHQ.

Submissions by Form

This report displays the number of forms submitted by form type and by user.  The date range can be configured using the date select.

• 'Username' column: this column displays every registered user in the group(s) selected in the report filter.  NOTE: there is a functionality in CCHQ to "deactivate" (formerly known as "archive") users.  If a user is "deactivated", they will not be displayed here. 

• 'Form type' columns: this (these) columns display each form type in the domain that satisfies the report filter. 

• 'All forms' column:  this column is a sum of all of the forms (that satisfy the report filter) submitted by each user. 

Purpose: This report allows the data manager to monitor the activity of the CHWs more closely.  The manager can see that the CHWs are completing a certain number of form X which gives a sense of how the CHWs are spending their time. 

Form Completion Time

This report displays the average completion times for a specific form, per user, over a given time period. The date range can be configured using the date select.  NOTE: The date range will filter on the submitted forms during this time period, not on forms completed during this time period. 

• User: all users in the group(s) selected in the report filter that submitted this type of form during the selected time period

• Average: the average completion time for the selected form

• Standard Deviation: the standard deviation of this users' completion times

• Shortest: the shortest completion time for the selected form

• Longest: the longest completion time for the selected form

• No. of forms: the total number of forms submitted in the selected time period

Purpose: This report allows the data manager to understand how long the CHW is taking to complete a form on their form.  Completion time can be an important measure of performance, particularly for forms which require counseling by the CHW.  If CHWs are completing a form very quickly, then the CHWs may not understand the topics or may not be counseling correctly.

Case Activity

This report displays the number and percentage of open cases that have been modified over a given time period. There are 4 columns in this report which provide standard time periods:

• Last 30 days: the number and percentage of cases that have been visited in the last 30 days, out of the number that have been visited in the last 120 days.

• Last 60 days: the number and percentage of cases that have been visited in the last 60 days, out of the number that have been visited in the last 120 days.

• Last 90 days: the number and percentage of cases that have been visited in the last 90 days, out of the number that have been visited in the last 120 days.

• Active cases: cases that are open and have been visited in the last 120 days.

• Inactive cases: cases that are open but have not been visited in the last 120 days.

Purpose: In effect, the data manager can see the most recent case activity as s/he reviews CHW performance across different time periods.  This helps identify whether the CHWs are routinely visiting their clients up to your expectation.  One limitation is that you can't modify the column dates. 

Report Filter options

Open

User(s) : Select mobile worker(s), web user(s), location(s) and/or group(s) whose data you would like returned.

Case Type : Select the case type you want to see if your application has more than one case type, for e.g. Mother and Baby cases.
View by Users or Groups :

• This functionality is only available for project spaces where case sharing is enabled.

• Report will be aggregated per User (CHW) or case sharing groups/location(Groups) as per the chosen selection.

• When ‘Users’ option is selected, the data is aggregated by user and the first column will have ‘Users’ as a heading

Open

• When ‘Groups’ option is selected, the data is aggregated by groups and the first column will have ‘Groups’ as a heading

Form Completion vs. Submission Trends

This report displays a log of all submissions, comparing submission time to completion time.  If submission time is before completion time, the report flags the form as "strange" - this should never happen if the time on the phone is set correctly.

Purpose: This report enables the data manager to see if there are connectivity issues causing long delays between completion and submission times, or if any mobile workers may have the incorrect time on their phones.

Worker Activity Times

This report is a graphical representation of the form completion or submission trends over the entire duration of the project.  You can choose a time range to look at.

• Y axis: displays each day of the week.

• X axis: displays the hours of the day. 

Purpose: This graph provides the data manager with a high-level understanding when the CHWs are completing and submitting their forms, in terms of when during the day (by hour) and when during the week (by day).

Exporting Pre-Configured Reports to Excel

You can export the worker monitoring reports available on CommCareHQ to Excel in order to better monitor your users performance and activities. These reports provide information on the users, their case activities, daily form submissions and completions which can be used to monitor workers. The data contained in these reports can be exported to excel with the click of a button, in order to facilitate your analysis.

• Click on Reports on the top menu bar or in the dashboard

• Select the Report you are interested in viewing from the menu bar on the left.

• Simply click on the export button.

After clicking on the Export to Excel tab, CommCare will export the data from HQ to an excel sheet on your computer.

You can export data to excel in the following reports:

• Case Activity

• Submissions by Form

• Daily Form Submissions

• Daily Form Completions

• Form Completion Time

For example, you can sort your users by different indicators, or you can combine two or matrices, like number of form submissions and time per visit to a client, to create a scorecard for your users. You can use this feature to isolate the higher/lower performing users, manage active and inactive cases, or perform calculations to summarize the performance of your workers by groups or at the aggregate level.

You can also export bulk raw data by creating exports for the specific variables that you want to see. For more information on raw data and custom exports see https://dimagi.atlassian.net/wiki/x/9STKfw.

Managing Saved and Scheduled Email Reports

You can store your favorite filters in a saved report and then easily navigate to that report with the filters already applied. Saved reports will be accessible via the CommCareHQ Dashboard and can also be sent by email on a recurring basis.

NOTE: To schedule the report as an email you must save it first.

This page will guide you through both parts:

1. Creating a new saved report

2. Creating a scheduled email from a saved report

Creating a New Saved Report

1. Navigate to the "Reports" tab on CommCareHQ.

Under the "Reports" tab there is a section called "My Saved Reports." This is where CommCareHQ saves reports that you use frequently.  When you first start with CommCareHQ, this section is blank and you must add reports that you would like to view frequently to the "Saved Reports" tab by creating them on the individual reports page.

2. Choose a report and apply filters.

Choose the report you would like to save as a "Favorite." We will use the Worker Activity Report as an example.

Report filter options

You must populate and apply a filter before you can see any data.

• Groups - Clicking on the box allows you to select a group from the dropdown menu. You can also add a group by typing the name. You can search for multiple groups at a time.

• Aggregate by Users of Groups - you can view the reports either by individual users or by groups.

• Date Range - Choose the date range of form submissions you want to say (as determined by the server date/date received)
  
  

3. Apply filters and save report as a "Favorite".

Apply the filters to populate the report below. Don't forget to click "Save" to save the report. This will make it available in the dropdown button titled "Favorites" when you return, and will also add it to the the "My Saved Reports" section under the "Reports" tab.

4. Fill in information for the new saved report.

Fill in the an appropriate name, description and date range for the report. Click "Save" when finished.

5. Navigate back to "My Saved Reports".

Navigate back to "My Saved Reports," and you should see your new report ready! By choosing the "Edit" button on the right, you can edit the name, description and date range. By choosing the red "Delete" button on the right, you can delete the saved report.

Creating a Scheduled Report

To schedule the report as an email, click on "Reports" and then "My Scheduled Reports." This will allow you to choose the report that you would like to schedule as a regular email report. You must create a saved report before you can make a scheduled report.

1. Choose the tab called "My Scheduled Reports".

This will give you a large green button "Create a New Scheduled Report" if you have no scheduled reports, or a list of all reports that you have previously scheduled reports.

2. Select the saved report(s) you would like to schedule as emails.

You can choose one report, multiple reports, or all reports. You add them to the scheduled report by clicking on the  button next to the report name. Clicking on the  next to the report name will remove it from the scheduled report. Reports have been added when they are listed in the left window.

3. Select the report criteria.

• Interval  at which you would like the report to be sent (daily, weekly, monthly)

• Day of the week that 

• Time of the day that the report will be sent (note: all times are currently in GMT, so please account for the time zone difference)

• Send to me will include the email address linked to your CommCare account in the scheduled report

• Attach excel report will include an email attachment with an excel document format of the report

You can also add others to the email list.  You do this by typing in their email address and separating them with a comma in the box at the bottom.

Don't forget to click on "Submit"

4. Review completed scheduled report.

Review the final report on the "My Scheduled Reports" tab. You can also complete actions on this report on this page such as editing, viewing, sending a test email, and deleting the scheduled report.

• Edit allows you to change the report name, day and time, and recipients

• View allows you to view the report data

• Send Test will send out a test email to all of the recipients

• Delete will permanently delete the report. if you accidentally delete a report that you just need to create a new scheduled report and it is possible to re-create the same email report.  

Bulk Delete Scheduled Reports

The bulk delete my scheduled reports feature gives you the option to bulk delete multiple scheduled reports at once.  These are the steps to bulk delete my scheduled reports:

1. Navigate to 'My Scheduled Reports' page under Reports.

2. Select the reports that you want to bulk delete.

3. Confirm that you want to bulk delete the reports.

4. Verify the confirmation message.

Shared Saved Reports

Within the “Reports” tab, under the “My Saved Reports” section, there is an additional section labelled “Shared Saved Reports”. This section displays reports which are referenced under the Scheduled Reports section.

The Shared Saved Reports are exclusively accessible only to users with admin role. This ensures that the project admins can view these reports, allowing them to oversee and manage reports within the project space. It also provides the ability to edit and delete the reports to the project admins.

This feature is particularly useful for admin users to keep track of what reports being configured and shared using Scheduled Reports.

Frequently Asked Questions

1. Can I remove someone from a scheduled report when I didn't create the scheduled report myself? Answer: No, only the person who created the scheduled report can add or remove someone AND the scheduled report receiver can unsubscribe themselves from within the email, when they click at the bottom of the email on  "Unsubscribe from this report". A best practice therefore is setting up the scheduled report on the account of the person who will manage the scheduled report receivers list.
   
   

2. Can I see other users' scheduled reports or can only the people who created the scheduled reports see them? Answer: Web users with the Admin role assigned can also view, edit and delete the scheduled reports of other users in the project space. However, anyone can be added to the scheduled report to see the emailed data.