Reporting – DeskStats report

DeskStats data report is found in the menu list under Reporting in the main header bar.  It shows details of the DeskStats records for a selected period, and can be set to display results for all staff, an individual staff member, or all staff in a selected location.  It only appears if DeskStats is a licenced module for your system.  It provides the same information as System>Statistics>Statistics reports> Data extract for DeskStats, but is easier to use for those just using DeskStats, especially as it is consistent with the My DeskStats display and includes a Comments search function. 

Columns are provided for each of the fields enabled in your DeskStats table (in the Data Dictionary).  Resources columns will only show if the Resources Code table is currently enabled for use in DeskStats.

The system remembers the parameters you used last time and presents that information automatically next time.

DeskStats System Supervisors and Administrators will use this report to check the data being recorded through DeskStats.  It provides similar data to the Data extract report for DeskStats (under System>Statistical>Statistical reporting), but can be set to have different parameters, so, you might regularly use the DeskStats data report to review just today’s DeskStats, and Data extract to do historical reporting.  In particular, managers who are interested in DeskStats comments might find this an easy way to see, and search, those comments, though there is a specific DeskStats comments report in the Statistical reporting page.

Using the DeskStats data report

To use this report choose the parameters you want and click Submit:
Time period: Choose the Time period for which you want to report (mostly users will want it to be Yesterday or Today).
DeskStats mode: Choose the DeskStats mode/s you want to show – all DeskStats (Any), just Batch DeskStats or just Live DeskStats
Location/staff: Choose the staff or location that you want to see this information for if you want to restrict the results by a Location/s or Staff member/s
Comments search: This parameter will ONLY appear if the Comments field is enabled in DeskStats.  The search it provides is not a full text search or a word search, but rather a simple character search that will return all records that contain any of the character groups specified e.g. searching for
mode com
as shown in the screen print above, will return all records that include the characters mode OR the characters com anywhere in the Comment text, even if they are only a part of a word.  This sort of quick character search will make finding particular DeskStats entries quick and easy, by providing a simple level of searching for topics covered by the Comments, from within DeskStats – no need to do a Data extract for this sort of analysis.

Should you wish to view these DeskStats records in a different sort order, click the appropriate column heading. Each column can be set to sort in ascending, descending, or unsorted order. Click the column heading to move through the options. When a column is contributing to the sort order it shows in a shaded colour. When more than one column contributes to the sort order, precedence is left to right. For example, to see all journals in Question number order click the Date column until it shows unsorted, then, click the “Question #” text in the column heading and the sort order will change so that time recorded for the lowest question number is displayed first. The arrow that appears in the column that has been used to determine sort order, indicates whether the sort order is ascending or descending.

Should you notice that not everything that should have been recorded, has been, go to the DeskStats screen, Batch mode, where you can add more entries and even specify the staff member who did the work, and the time they did it.  As an Administrator, you can even enter negative entries as adjustments (be sure to replicate all of the same data elements when you do this – Date, Time, Request type, Duration, Location, Received via, etc.), and, if you are not seeing an entry that you need to delete in the DeskStats page History division (where the [undo] link will delete it), you can go to System>Batch process menu>Data management>Delete questions where there is an option to delete DeskStats records.

Exporting the DeskStats data

An option to allow these DeskStats records to be exported is also provided using the [Export records] hyperlinks in the top right of the screen. The system will export in an HTML format for Excel that encodes characters that Excel cannot handle.  The layout of this report is not changeable at this time.

Here is an example Export output:

Exercise

If it is available for you to use, click on DeskStats data report in the System>Statistical reporting menu.

On initial display it will show in the mode, and for the time period, that you last used – such as Display all DeskStats for all staff for today.  You can then change the parameters should you wish to do that.