History record reporting

This screen is used for a number of functions that report on information stored in History records. 

To use this screen:

Select the time period for which you want to see your time records – the default is “This month” but a simple radio button allows other options like “Last month” to be easily selected.  Click the “Selected dates” radio button to be able to specify any other specific period.

Other parameters may be provided to allow you to select the specific type of records that will be reported on.

Click Submit  to run the report after selecting your parameters.

The column headings in the table that displays can be clicked to create different sort orders. When a column has a gray background it is being used in the sort order.  The sort order is set left to right.  Individual columns can be sorted ascending, descending, or removed from the sort order by cycling through those options by clicking the column heading again.

The standard RefTracker Page controls at the bottom of the screen allow the number of records displayed on each screen to be changed, and provides for navigation between pages, if the results set is longer than one page.

After your results are displayed, the Export results to option allows the user to export the displayed information (including further screens associated with the same results set, by clicking the “Include all pages”).  The system will remember the export output type that you used last and present it as the default next time you use this screen.  Options for the export format are:
– CSV (to allow for further analysis in a CSV compliant reporting product, or even to transfer this information to a billing system), and
– Excel (a format specifically designed for Excel that encodes characters that Excel cannot handle, limits output to the 32K characters per field that Excel can handle and displays only a manageable subset of very long data fields until you click in the cell, and retains hyperlinks). 

If you choose Excel formatted output, a message like the following will appear.  This is normal – click “Yes” and your data will display in Excel.

My Journal entries shows all time recorded by the signed on user, for a selected period – the current month by default. It is accessed from the body of the staff home page, or from the menu list under Home. Your System administrator will make this function available to you if you need to review the time you have entered over a period of time to ensure that it has all been entered. Use the Record time function under Actions to record more time, if necessary.

By default the My time recorded summary shows all of the time recorded against any question that the signed on staff member has worked on during the current month, in oldest to newest order.  Other time periods can be selected.

At the top of the table, the Totals: Time used display shows the total amount of time recorded for the signed on staff member during the selected period.

Journal entry reporting provides the same information as My time recorded summary, but for all staff, all staff at a particular location, or an individual staff member.  It is normally available for use by Supervisors and above, and provides a very helpful tool for system managers and team leaders to review where their staff are spending their time. It is accessed from System>Statistics>Time record reporting, and by default shows all time records for all staff for the chosen period.  A Location/staff drop down allows users of this screen to limit the records shown to a single user, all staff in a selected location, or all staff.

Resource usage analysis provides a list of all the individual the Resources recorded by staff during the selected period.  It is normally available for use by Supervisors and above, and provides a very helpful tool for system managers to review what Resources are proving to be the most helpful in answering requests. It is accessed from System>Statistics>Resources usage analysis, and by default shows all resource usage recorded for all staff for the chosen period. The name of this report will reflect any other name that you might have applied to the Resources code table.  Customers who use Resources to collect numeric statistics will find this report helpful when used with the Export to CSV or Excel option. 

Third party usage analysis provides a list of all requests made by all staff to third parties for assistance, and/or all ILL requests.  It is normally available for use by Supervisors and above, and provides a very helpful tool for system managers to review which third parties are being utilised most frequently. It is accessed from System>Statistics>Third party usage analysis, and by default shows all time records for all staff for the chosen period. 

Reallocation analysis provides a review of the use of the reallocate screen during the selected period, and in the selected staff location/s.  A record is provided in this report for every time that the Reallocation function has been used in that period – so initial allocations made on arrival or entry of a question are not included – only where the Reallocate function has been specifically used to change the allocation of a question.  System administrators and Supervisors will find this new under System>Statistics>Reallocation analysis report.  Parameters allow you to choose to report on just questions for a specific staff location (or all locations), and on the reallocations for questions that arrived in the selected time period.