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Create Reports

 

Reports enable analysis of health worker data in various ways. Click Create Reports to run, print and export lists of health workers and offices/facilities, statistical charts and other standard reports. HR Managers and Executive Managers can generate reports. 

 

Reports are organized by type. There are two general kinds of reports: table reports that display lists of data; and graphical reports that show the data in the form of bar or pie charts. (Graphical reports require a separate charting software program to be downloaded and installed; contact your System Administrator for assistance.) All graphical reports can be converted to table reports for easier analysis and export of the data.

 

Running Reports

 

All reports are cached for faster downloading. Caching means that the data are downloaded and stored temporarily so that you don't have to wait for the data to be downloaded to generate each report. Caching should happen automatically. Check the date that the report was last cached under the name of the report. If the data have been updated since then, click Regenerate to download the data again and display the most up-to-date data in the report.

 

To run a report, click its name. Reports are displayed in alphabetical order based on the first column shown. Change the sort order by clicking any column name.

 

Filtering Reports

 

Under "Choose options to limit results" are filtering options to limit the data analyzed. The filters differ depending on the type of report selected. For example, some reports can be filtered by gender, so that only results for male or female health workers will be shown. Others can be filtered by geographical location or facility, to limit the analyzed data to a particular location. If no filters are selected, then the report will include all data entered in the system.

 

For all table reports, you can select the number of results to show per page. Select a lower number for faster downloading and display of the report. Once displayed, click the page numbers at the top of the report to page through the results.

 

Once you have selected filters and other settings for the report, click the Show button to display the report with your selected changes. Click Print to print the report (graphical reports only). In graphical reports, click the report itself to display numerical totals. To convert a graphical report to a table report, choose "Yes" under "Show table view."

 

In table reports, click a health worker's or facility's name or a position's title to display the full record for that person, facility or position.  

 

From any screen click the Return button to return to the main Create Reports page.

 

Exporting and Printing Reports

 

For table reports only, two additional buttons appear next to the Show button. Click the Export button to export the report data for use in Excel spreadsheets and other systems. The default is to export the data as a comma-separated values file suitable for importing into Excel. To export in tab-delimited or HTML format, click Options under the Export button. 

 

Once you click Export, you will be prompted to save the file to a location on your computer. To import the data into a spreadsheet, open Excel and choose Get External Data. You must then choose the type of file you exported -- comma- or tab-delimited -- for Excel to display the data correctly. 

 

Finally, you can export the report as a formatted PDF file suitable for saving and printing by clicking the PDF button. Click Options under the PDF button to change the paper size and orientation.

 

Types of Reports

 

The following are the general kinds of reports that can be displayed and a description of each specific report.

 

Charted Reports

 

These bar charts show data related to employees recorded in the system. They can be filtered by the job classification and job of the employee's position, the gender of the employee, the minimum and maximum year based on the employee's start date, and the country and facility where the employee is located. Note that you can select whether or not to show missing values; if No is selected, all employee records missing data needed for the report are excluded from the report.

 

1. Age Distribution (bar chart that displays the total number of employees in different age ranges)

 

2. Hires Per Year (bar chart that displays the total number of employees hired into an open position each year)

 

3. Nationality Distribution (bar chart showing the total number of employees in each nationality)

 

4. Retirement Planning (line chart showing the number of employees expected to retire in each year based on a standard retirement age of 65)

 

Pie Reports

 

These pie charts present various views of the health workforce. They can be filtered by the country, district and facility where a position is located, facility type, or an employee's nationality or gender

 

1. Classification Breakdown (pie chart comparing the total number of employees in each job classification)

 

2. Job Breakdown (pie chart comparing the total number of employees in each job)

 

3. Nationality Breakdown (pie chart comparing the total number of employees in each nationality)

 

Facility Reports

 

These table reports pertain only to offices or facilities entered in the system. They can be filtered by the country and district where the facility is located and by the facility type.

 

1. Facility List (the table displays all offices and facilities alphabetically by name, including the facility type, country and district where the facility is located, mailing address, telephone number, email address and notes)

 

Staff Reports

 

These table reports pertain only to employees who have records in the system. They can be filtered by the country, facility or department where the employee is located (select the country first before selecting a facility).

 

1. Staff Directory (the table displays all employees alphabetically by surname, including the employee's full name, position, department, facility, work telephone number and work email address)

 

2. Home Contact List (the table displays all employees alphabetically by surname, including the employee's position, department, facility, home telephone number, home email address and home mailing address)

 

3. Emergency Contact List (the table displays all employees alphabetically by surname, including the employee's position, department, facility, emergency telephone number, emergency email address and emergency address)

 

4. Salary List (the table displays all employees alphabetically by surname, including the employee's position, department, facility, hire date, current salary and starting salary)

 

Position Reports

 

These table reports pertain only to positions entered in the system. They can be filtered by position status, country, facility and department where the position is located, job classification, cadre and job.

 

1. Position List (the table displays all positions alphabetically by name including the position title, position code, position status, job title, job classification, cadre, and facility and department where the position is located)

 

2. Position Open Duration (the table displays all positions alphabetically by name, including the position title, position code, position status, date the position was posted for hiring, number of days the position remained open, date the position was filled, and the date the position was reopened if the employee left the position)