Guide to Accessing Capacity IQ® EVS Application Reports

If you have one of the following permissions, you have access to a page that allows you to generate historical and statistical reports for the BedTracking® application.

If you do not have both of the following permissions, then some of the reports will not be available to you.

Run Any Reports, Including Those That Reveal Patient Information
Run Only Reports That Do Not Reveal Patient Information

The reports are listed under categories on the Report Selection page. Click the plus sign beside a category to display the report names. Then, click a report name to begin generating the report.

The following is an alphabetical listing of the reports, displaying the categories under which they are listed. Use this guide to quickly locate a report to generate.

To locate this report. . .	On the Report Selection page, click the plus sign beside this category>subcategory. . .
Average Response/Turn Time	BedTracking>Statistical
Bed History	BedTracking>Historical
Blocked Beds	BedTracking >Historical
By the Hours Weekly Report (by Jobs)	BedTracking>Statistical
By the Hours Weekly Report (by Status)	BedTracking>Statistical
Compliance Report	BedTracking>Statistical
Compound Metrics Report	BedTracking>Statistical
Daily Cleans	BedTracking>Statistical
Delayed Beds History	BedTracking>Historical
Employee Statistics	BedTracking>Statistical
Employee/Supervisor History	BedTracking>Historical
Employee Transaction Analysis	BedTracking>Statistical
Monthly Averages Report	BedTracking>Statistical
Notify New	BedTracking>Historical
Notification History	BedTracking>Historical
Requester Transaction Analysis	BedTracking>Statistical
Spill Cleans	BedTracking>Statistical

Generating a BedTracking® Application Statistical Report

About

Statistical reports display counts and averages regarding bed cleaning times, response times, employee and requester transactions, and employee activity. To generate a report you:

Select the report criteria.
Select the output type and run the report.

Descriptions of each report are available in this help. In the table of contents, expand the Report Descriptions folder, and then the BedTracking® Application Statistical Reports folder, locate the report description that you want to read, and then click the report description name.

Report Data

Employees, supervisors, or requesters are included on the report only if their base unit is in a campus that has clusters or units within the membership of the user who generated the report or if their base unit is the same base unit of the user who generated the report. For example, if the Main Campus is selected when the report is generated, the employee Chris Smith's base unit is in the main campus, and the user who generated the report has membership to the Main Campus, then data for Chris Smith appears on the report.
Cleaning jobs are included on the report only 1) if their locations are in a campus that has clusters or units within the membership of the user who generated the report or 2) if the base unit of the user who generated the report includes the locations of the jobs.
When running reports for a BedTracking employee who performs cleaning jobs at more than one campus using the Campus Select feature, you must run the reports from the campus that contains the Base Unit/Location found in the user’s profile.

Reports that are based on specific Units or Locations will always be run using the Campus that contains the units/locations.

Reports that are based on PATIENTS will always be run using the Campus of the patient’s visit.

Permissions

If you do not have at least one of the following permissions, then some of the statistical reports will not be available to you.

Run Any Reports, Including Those That Reveal Patient Information
Run Only Reports That Do Not Reveal Patient Information

Selecting the Report Criteria

On the Report Selection page, click the plus sign (+) next to BedTracking® and then Statistical to display the available reports.
Click the name of the report that you want to generate (for example, Compliance Report or Employee Statistics Report).
A page for selecting report criteria appears.
Do one of the following. To generate a report with data that:
- Has been archived and is in the archive database, select Archive.
- Is still in the production database, select Production.
- Important Note!
  If you change the database selection after selecting dates, times, and other options, the dates and times that you selected will not change. However, other options will change and you will have to re-select them.
  Data that has been archived is available in the archive database after a database synchronization occurs. It remains in the production database until it is purged.
If you have membership in multiple campuses (for example, ABC Children's Hospital and ABC Women's Hospital), then in the Campus list, select the campus for which you wish to generate a report.
- Note: Only data associated with the campus that you select can appear on the report.
- Note: When running reports for a BedTracking employee who performs cleaning jobs at more than one campus using the Campus Select feature, you must run the reports from the campus that contains the Base Unit/Location found in the user’s profile.
  Reports that are based on specific Units or Locations will always be run using the Campus that contains the units/locations.
  Reports that are based on PATIENTS will always be run using the Campus of the patient’s visit.
Depending on the report that you are generating, select report criteria. Click the links below for descriptions of the criteria that can be selected for each report:

Average Response/Turn Time

The Average Response/Turn-Time Report provides an overview of key bed cleaning metrics including average response time, clean time, and turnaround times for individual units or the entire hospital. This report includes data for standard cleans and jobs that had an upgraded priority. For a bed to be included, it must have been requested for cleaning.

Best Practice Metrics Captured In Average Response/Turn-Time Report

Metric	Best Practice Goal
Average Response Time	< 30 Minutes
Average Clean Time (Standard Cleans)	< 30 Minutes
Average Turn Time (Standard Cleans)	< 60 Minutes

Date Range—Select the date range for the report.
- Click the calendar icon next to the From box to select the beginning of the date range.
- Click the calendar icon next to the To box to select the end of the date range.
- Example: If the report should include all transactions between January 1, 2011 and January 15, 2011, then click the calendar icon next to the From list, click the arrows in the title bar of the calendar until January 2011 appears, then in the calendar, click 1. Then, click the calendar icon next to the To list, click the arrows in the title bar of the calendar until January 2011 appears, then in the calendar, click 15.
Shift Time—To choose specific shifts to be included on the report, in the Start and End boxes, type the start and end times of the shifts. For example, to include the 8:00 AM to 3:59 PM AND the 4:00 PM to 11:59 PM shift, in the Start box, type 08:00 AM and in the End box, type 11:59 PM. If a shift starts on one date and ends on the next, the report will include data from the entire shift. If a shift starts on the last date of a date range ends one day later, data from the entire shift, including the part of the shift that is after the end date of the report, still will be on the report. A message appears indicating that a shift that crosses over the midnight boundary was selected and that the report end date will actually be the day after the selected end date.
- Important Note!
  If you change the database selection after selecting dates, times, and other options, the dates and times that you selected will not change. However, other options will change and you will have to re-select them.
Detail by Bed—To include a Bed Detail section that displays (for all beds in each group) beds, statuses, a count of delays, delay time, a count of suspensions, suspended time, original response time, clean time, and turn time, select Yes. If you select Yes, the Microsoft Excel (Unformatted) output option will be available for the Average Response/Turn Time report. If you select Yes and the report is grouped by employees, then only jobs that the employee has been given credit for are included in the job detail for that employee. If an employee was associated with a job, but did not receive credit for it, details about that job will appear in a separate section of the report. However, that job will not be included in calculations of job statistics.
Bed Cleaner / Employee—To include only data associated with certain bed cleaners (employees), select the bed cleaner names. If you do not select any names, all bed cleaners associated with the selected campus will be included on the report. For example, on the Delayed Beds History report, to include only beds that were delayed by certain bed cleaners, select the names of those bed cleaners.
- Note: On the Average Response/Turn Time report, if the report is grouped by unit, then all jobs that were completed by the selected bed cleaners will be included in the report. If the report is not grouped by unit, then all jobs that were associated with the selected bed cleaners will appear on the report.

To Select Bed Cleaner / Employee Names:

In the Search by section, select Employee to search for individual employees / bed cleaners to include on the report. Select Employee Category to display a list of employee categories to include on the report.
If you selected Employee Category in the Search by section, a list appears in the Employee Category box. Click the category you want to include on the report (such as Bed Cleaners-Campus A). To select multiple categories, press and hold the CTRL key and click the categories. If you do not select any names, all employees will be included on the report.
If you selected Employee in the Search by section, click the magnifying glass icon next to the Employee box or Bed Cleaner box to display the Search Employees window.
1. Note: Only employees or bed cleaners whose base units are included in your membership and within the selected campus are listed.
2. To search for a specific name:
  1. To narrow the list of bed cleaners or employees, in the User Attribute list, select First Name or Last Name. In the Filter String box, type part of the first or last name, and then click Go.
  2. Select the check boxes for the bed cleaners or employees whom you want to include on the report OR to include all bed cleaners or employees who appear on the list currently, select the check box in the title bar.
Click Selected Bed Cleaners to close the Search Bed Cleaners window and place the selected bed cleaner names in the Bed Cleaner box on the Report Criteria page.
To return to having all employees or bed cleaners in the campus who are within your membership included in the report, click the restore icon next to the Bed Cleaner box.

Patient Unit—Select the patient units that should be included on the report. Click the magnifying glass next to the Units box to display a list of units in your membership. Select the check boxes for the units that should be included on the report, and then click Select to save the selection and return to the Units box. To return to having all units in the campus that are within your membership included on the report, click the restore icon next to the Units box. If you do not select any units, all units associated with the selected campus and to which you have membership will be included.
Reason Code—To filter the report by a specific reason code, select it in the list.
Exclude from Averages—Only completed, non-adjusted, compliant bed cleaning jobs are included in counts and averages in the following sections of this report: Average Response and Turn Times for Non-Adjusted Job Requests (Excludes Up/Downgraded Job Requests), Average Response and Turn Times for Up/Downgraded Non-Adjusted Job Requests, the Non-Adjusted Cleans row of the Job Totals section, and the Non-Adjusted Cleans row of the Grand Totals>Job Totals section. Cancelled jobs, found beds, and adjusted jobs are excluded. You can flag the jobs that are defined as "adjusted" by completing the Exclude from Averages section on the Report Criteria page. The following check boxes can be selected: Adjusted Minimum Clean, Adjusted Maximum Clean, or Adjusted Maximum Response. For each selected check box, enter a number of minutes. The number of minutes is compared to the clean time or the response time for each job. Jobs with clean times that exceed the maximum clean time or fall short of the minimum clean time or with response times that exceed the maximum response time are defined as "adjusted." They are excluded from averages and counts in the Average Response and Turn Times for Non-Adjusted Job Requests (Excludes Up/Downgraded Job Requests) section, the Average Response and Turn Times for Up/Downgraded Non-Adjusted Job Requests section, the Non-Adjusted Cleans row of the Job Totals section, and the Non-Adjusted Cleans row of the Grand Totals>Job Totals section. Select up to two of the three check boxes. After you select the check boxes, the Min boxes become available so that you can enter a number of minutes that will be compared to a bed cleaning job's In Progress time and/or response time to determine whether or not the job is adjusted. You are required to enter a number of minutes in the Min box for each check box that you select.
- Adjusted Minimum—The number of minutes that you enter in the Min box will be compared to the total time that a bed cleaning job was in the In Progress status. If the total time that a job was in the In Progress status is less than the number of minutes that you enter, then the job will be considered adjusted. Type a number from 0 through 10080 minutes (0 to 7 days).
- Adjusted Max Clean—The number of minutes that you enter in the Min box will be compared to the total time that a bed cleaning job was in the In Progress status. If the total time that a job was in the In Progress status is greater than the number of minutes that you enter, then the job will be considered adjusted. Type a number from 0 through 10080 minutes (0 to 7 days).
- Adjusted Max Response—The number of minutes that you enter in the Min box will be compared to the time that elapsed between when a bed cleaning job was created and when it was placed in the In Progress status or in the Delayed status. If the time that elapsed is greater than the number of minutes that you enter, then the job will be considered adjusted. Type a number from 0 through 10080 minutes (0 to 7 days).
Base on Original Request—If the Status column of the Bed Detail section should display the original unclean status of the bed (even if the job was upgraded or downgraded), select Yes. If the column should display the last unclean status, select No.
Omit Delay Times? — If the time that beds were in Delayed status should be EXCLUDED when turn time is calculated, select Yes. If delayed time should be INCLUDED in clean time calculations, select No. "Delayed" means that an employee has selected an option on the IVR to indicate that the bed cleaning has been delayed. A bed cleaning might be delayed when there is some non-emergency reason that the bed cannot be cleaned immediately (for example, the patient has been discharged but is still in the room).
Omit Suspended Times?—If the time that beds were in Suspended status should be EXCLUDED when clean time is calculated, select Yes. If suspended time should INCLUDED in clean time calculations, select No. "Suspended" means that the bed cleaner started the job, but then put it on hold temporarily before it was completed to work on a higher-priority job.
Group By—You can group the data on the report by unit, by bed cleaner (employee), or by totals. The option to group by totals is available only if you selected No for Show Bed Detail?. Select Unit, Totals, or Bed Cleaner. If you select Totals, then only grand totals will appear. There will be no details about bed cleaners or units. If you select Bed Cleaner when you are generating the Average Response/Turn Times Report, the report will include two bed details sections — one called Bed Details and one called Bed Details (No Credit Jobs). Bed Details displays data about only those jobs that the bed cleaner received credit for. Bed Details (No Credit Jobs) displays data about jobs that the bed cleaner was associated with, but did not receive credit for. Other bed cleaners associated with the job are listed in the Bed Cleaners column of the Bed Details (No Credit Jobs) section.

By the Hours Weekly (by Job) or (by Status)

Date Range—Select the date range for the report.
- Click the calendar icon next to the From box to select the beginning of the date range.
- Click the calendar icon next to the To box to select the end of the date range.
- Example: If the report should include all transactions between January 1, 2011 and January 15, 2011, then click the calendar icon next to the From list, click the arrows in the title bar of the calendar until January 2011 appears, then in the calendar, click 1. Then, click the calendar icon next to the To list, click the arrows in the title bar of the calendar until January 2011 appears, then in the calendar, click 15.
- Important Note!
  If you change the database selection after selecting dates, times, and other options, the dates and times that you selected will not change. However, other options will change and you will have to re-select them.
Status—To include only specific unclean bed statuses on the report, click a status, press and hold the CTRL key, and then click multiple status names. Statuses listed are associated with beds in the selected campus. User-defined statuses (for example, UDEF-8) are specific to each campus. If you do not select specific statuses, then all unclean statuses associated with the selected campus will be included on the report.
Include—Select the check boxes for any of the following types of adjusted cleans that should be included on the report. If no check boxes are selected, then adjusted cleans will not be included:
- Adjusted Minimum—Bed cleaning jobs where the clean time is less than the minimum clean time. Type the minimum clean time value, in minutes, in the Min box. Type a number from 0 through 10080 minutes (0 to 7 days). If you do not type a value, the default value established in the Admin Tool or Admin > Settings > Capacity Management component will be used.
- Adjusted Maximum—Bed cleaning jobs where the clean time is more than the maximum clean time. Type the maximum clean time value, in minutes, in the Min box. Type a number from 0 through 10080 minutes (0 to 7 days). If you do not type a value, the default value established in the Admin Tool or Admin > Settings > Capacity Management component will be used.
- Adjusted Max Response—Bed cleaning jobs where the original response time is more than the maximum clean time. Type the maximum clean time value, in minutes, in the Min box. Type a number from 0 through 10080 minutes (0 to 7 days). If you do not type a value, the default value established in the Admin Tool or Admin > Settings > Capacity Management component will be used.

Summary View (Campus or Unit)—To display totals and averages by unit or campus, select Unit or Campus.

Generating The Employee/Supervisor History Report

Database - Where Your Facility's Data Is Stored

Production - Data that is stored in the production database (this is your current data).
- Use when live up-to-the-minute data is needed.
- Contains the data from the current time and for the past number of days as defined in Archive Management. This is typically 7 days but may range between 1 and 30 days. If you do not know the number of days, your TeleTracking System Administrator should be able to assist.
Archive - Data that is stored in the archive database (this is your older data).
- Does not capture data for the current day.
- Users can access reports as far back as the go-live date.

Campus

Campus Drop-Down
- Defaults to your campus. The only exception is if you have access to multiple campuses.

Date

Discharge/Transfer Date
- Click on the Calendar Icon to select the needed dates.

Search By

Employee
- Defaults to include all bed cleaners (recommended).
- Click on the magnifying glass to choose a specific bed cleaner.
Employee Category
- Will run the report only for the chosen category. You must have these categories built-in dictionary management to use this option (not commonly used).

Cost Center

Defaults to all Cost Centers. To select individual or multiple Cost Centers, press and hold the Ctrl keyboard button, and then click the names.

Event Category Type

Choose the specific Event Category Types you wish to include. To select multiple types, press and hold the Ctrl keyboard button and click on the appropriate event types.
- Note: if you do not select any statuses, the report will include ALL events by default.

Status

Choose the status or statuses you want to capture in the report. Single-click on one status to select or hold the Ctrl keyboard button down to select multiple.
- Note: if you do not select any statuses, the report will include ALL statuses by default.

Include Spills

Choose whether you want to include spill-clean jobs in the data.

Sort By

The list of records can be sorted in Ascending or Descending order by:
- Bed ID
- Date/Time
- Event Description: sort by the description of the event, such as Alert-Bed, Alert-Bed Suspended.

Output

Choose the format of the report data. Options include Adobe and Excel.

Run Report
- Click Run Report once all fields are populated.

Analyzing The Employee/Supervisor History Report

Time - The date and time the transaction event occurred. If the transaction type is a Notification, then the column displays the date and time that the notification was sent.
Status - Depending on the transaction type, this column could show the status of the bed at the time shown in the Time column, or the employee status at the time shown in the Time column, or it could be blank.
- If the Type column displays:
  - User - The Status column displays the employee’s status at the time shown in the Time column (ex. Log In for the Day).
  - Bed - The Status column displays the status of the bed at the time shown in the Time column.
  - Job - There was a bed cleaning job associated with the bed. The Status column displays the status of the bed-cleaning job at the time shown in the Time column.
    Notification - If a notification or alert was triggered by a bed-related or bed cleaning-related event, this column displays the status of the bed. If an alert or notification was not related to a bed or a bed cleaning job, then this column is blank. Examples are alerts about employee lunch periods or breaks or about employees in Available status.
Type - This column displays whether the event is employee, bed cleaning job, bed, or notification/alert related.
- User—If the transaction is related to employee status changes but was not triggered by bed cleaning activity. Examples are Login for the Day, Lunch, and Break.
- Bed—If the transaction concerns an EVS bed but is not related to a bed cleaning job. Examples are a bed size change or a bed status transition, such as “Occupy Location."
- Job—If the transaction concerns the status transition of a bed cleaning job.
  Notification—If the transaction concerns a notification or alert.
Bed - If the transaction event is bed-related or bed cleaning job-related (for example, an employee suspended a bed cleaning job), then the IVR ID of the bed appears in the Bed column.
Unit - The unit where the bed can be found.
Requester - If the transaction event is related to a bed cleaning job, then the Requester column displays the last and first name of the user who requested the job. If an Interface appears, then the request is sent automatically by the ADT system.
Event - Events can be Bed/Job Related, Employee Related, or Notification Related
- Bed/Job-Related Events:
  - Blocking Locations and Releasing a Block
  - Canceling Cleaning Requests and Canceling Spill Cleans
  - Canceling InProgress Cleans and Spills
  - Changing Cleaning Request Priority
  - Changing Location Setting (Bed Size)
  - Creating a Cleaning Request or Spill Request
  - Completing Cleaning or Spill Request
  - Delaying a Cleaning and Releasing Delays
  - Suspending a Cleaning and Resuming Suspension
  - Occupying a Location
  - Starting a Cleaning or Spill Job
  - Setting Location Clean
- Employee Related Events:
  - Logging In/Out
  - Going on Breaks and Lunches
  - Returning from Breaks and Lunches
- Notification Related Events:
  - Bed Status Alerts
  - Employee Alerts
  - No Coverage Alerts
  - Notify New Alerts
  - Cancelation Alerts
Event Detail - The details related to the specified event will be described. For example, if an event was related to blocking a location, the event detail would include the reason why the bed was blocked as well as how much time the bed has been blocked.
- Note:
  - You can verify the time that the employee logs in and out. The sections and zones that they log into are also listed for reference.
  - Important metrics are captured in the last column for each employee including response and clean times for beds.