Comprehensive analytics and reporting tools to track student progress, evaluate program effectiveness, and generate detailed reports

Reports

The Reports page provides administrators with comprehensive analytics and reporting tools to track student progress, evaluate program effectiveness, and generate detailed reports for various data types.

Overview

Reports help administrators make data-driven decisions, track key performance indicators, and demonstrate program outcomes. The system supports multiple report types with flexible filtering options and background report generation for large datasets.

Report Types

Students Reports

Available Report Formats:

Clinical Logs: Track student clinical log entries, hours, and submission status
Evaluations: View student evaluation scores and completion rates
Skills Checkoffs: Monitor skills checkoff submissions and final scores
CLR Report (JSON): Generate Competency Learning Record in JSON format
CLR Report (DOCX): Generate Competency Learning Record as Word document

Student Report Features:

Aggregate data by student
Total logs, evaluations, or checkoffs per student
Average scores and completion rates
Date range filtering
Classroom and location filtering

Preceptors Reports

Available Report Formats:

Evaluations: View evaluations of preceptors by students
Skills Checkoffs: Track skills checkoffs finalized by preceptors

Preceptor Report Features:

Aggregate evaluation scores
Total evaluations or checkoffs finalized
Average scores per preceptor
Date range filtering
Classroom filtering

Locations Reports

Available Report Formats:

Evaluations: View location evaluation scores
Skills Checkoffs: Track skills checkoffs by location

Location Report Features:

Aggregate evaluation scores by location
Total evaluations or checkoffs per location
Average scores per location
Date range filtering
Classroom filtering

Classroom Roster Report

Special Report Type:

Complete roster of all classrooms
Includes all members (students, preceptors, admins)
Shows classroom locations
Displays schedule information (days, times)
Shows rotation periods (start and end dates)
No filtering required - generates for all active classrooms

Roster Data Includes:

Classroom name
Location name
Member name and role
Schedule details (days of week, start/end times)
Rotation start and end dates
Rotation period summary

Compliance Report

Special Report Type:

Institution-wide compliance status
User compliance details
Overall compliance status per user
Compliance items with status and expiration
No filtering required - generates for all users

Compliance Data Includes:

User name, role, and email
Overall compliance status (Compliant, Non-Compliant, Pending, No Data)
Total compliance items
Items due/expired count
Detailed compliance items with:
- Requirement name
- Status (COMPLIANT, PENDING_APPROVAL, REJECTED, EXPIRED, INCOMPLETE)
- Document information
- Upload and approval dates
- Expiration dates
- Approval/rejection reasons

Templates Report

Special Report Type:

Export template data for various template types
Available only for paid institutions (not Free Trial)
Multiple template subtypes supported

Template Subtypes:

Skills: Skills templates with skill details and curriculum objectives
Evaluations: Evaluation templates with questions and objectives
Course Objectives: Course objective templates with mapped curriculum objectives
Program Outcomes: Program outcome templates with mapped course objectives
Courses: Course templates
Assignments: Assignment templates

Template Data Includes:

Template name
Template-specific details (skills, questions, objectives, etc.)
Curriculum objective mappings
Archive status

Generating Reports

Standard Reports (Students, Preceptors, Locations)

Step-by-Step Process:

Select Report Type:
- Choose from Students, Preceptors, or Locations
- Select the report format (Clinical Logs, Evaluations, Skills Checkoffs, or CLR)
Apply Filters:
- Classroom: Filter by specific classroom (optional)
  - Search classrooms by name
  - Filter by archive status (Active, Archived, All)
- Location: Filter by location (for student clinical logs only)
  - Search locations by name
  - Filter by archive status (Active, Archived, All)
- Date Range: Set start and end dates (optional)
  - Click calendar icon or type date
  - Clear dates to remove filter
View and Select Records:
- Records are automatically loaded based on filters
- Use search box to filter by name
- Click column headers to sort
- Select individual records using checkboxes
- Use header checkbox to select all visible records
Generate Report:
- Click "Generate Report" button
- Report generation starts in background
- Progress indicator shows "Starting..."
- Report downloads automatically when ready (typically 1-5 minutes)

Classroom Roster Report

Step-by-Step Process:

Select Report Type:
- Choose "Classroom Roster" from report type dropdown
Generate Report:
- Click "Generate Report" button
- Report generates immediately
- Preview appears in table format
- CSV downloads automatically

No Filtering Required:

Includes all active classrooms
Shows all members regardless of role
Includes all schedule information

Compliance Report

Step-by-Step Process:

Select Report Type:
- Choose "Compliance" from report type dropdown
Generate Report:
- Click "Generate Report" button
- Report generates immediately
- Preview appears in table format
- CSV downloads automatically

No Filtering Required:

Includes all non-archived users
Shows complete compliance status
Includes detailed compliance item information

Templates Report

Step-by-Step Process:

Select Report Type:
- Choose "Templates" from report type dropdown
- Note: Not available for Free Trial institutions
Select Template Type:
- Choose subtype: Skills, Evaluations, Course Objectives, Program Outcomes, Courses, or Assignments
Filter Templates:
- Status Filter: Active, All, or Archived
- Use search box to find specific templates
- Templates list updates based on subtype and filters
Select Templates:
- Select individual templates using checkboxes
- Use header checkbox to select all visible templates
- Selected count appears in generate button
Generate Report:
- Click "Generate Report (X)" button (X = number selected)
- Report generation starts in background
- Report downloads automatically when ready

Report Generation Process

Background Generation

How It Works:

Reports are generated asynchronously in the background
Large datasets are processed server-side
No browser timeout issues
Progress tracking via status updates

Generation Flow:

Click "Generate Report"
System creates report job
Background processing begins
Status shows "Starting..."
System polls for completion
Report downloads automatically when ready

Generation Time:

Small reports: 10-30 seconds
Medium reports: 1-3 minutes
Large reports: 3-5 minutes
Very large reports: May take up to 5 minutes

Report Download

Automatic Download:

Reports download automatically when generation completes
File opens in browser or downloads folder
File name includes report type and date

File Formats:

CSV: All standard reports (comma-separated values)
JSON: CLR reports in JSON format
DOCX: CLR reports as Word documents

File Naming:

Format: [report-type]-[date].csv or .json or .docx
Example: clinical-logs-2024-01-15.csv

Filtering and Selection

Classroom Filter

Features:

Search classrooms by name
Filter by archive status:
- Active: Only active classrooms
- Archived: Only archived classrooms
- All: Both active and archived
Filter icon indicates active filter status

Usage:

Click filter icon next to classroom dropdown
Select archive status
Filter applies to classroom list

Location Filter

Features:

Available only for student clinical logs
Search locations by name
Filter by archive status:
- Active: Only active locations
- Archived: Only archived locations
- All: Both active and archived
Filter icon indicates active filter status

Usage:

Click filter icon next to location dropdown
Select archive status
Filter applies to location list

Date Range Filter

Features:

Start date and end date selection
Calendar picker interface
Clear button to remove dates
Optional - leave blank for all dates

Usage:

Click calendar icon or date input
Select start date
Select end date
Dates filter records within range
Clear dates to remove filter

Features:

Real-time search as you type
Searches by name (student, preceptor, or location)
Case-insensitive matching
Filters visible records in table

Usage:

Type in search box
Results filter immediately
Clear search to show all records

Sorting

Features:

Click column headers to sort
Toggle between ascending and descending
Sortable columns:
- Name (student/preceptor/location)
- Total (logs/evaluations/checkoffs)
- Hours (for clinical logs)
- Score (average score)
- Date (last log/evaluation date)

Usage:

Click column header once for ascending
Click again for descending
Arrow icon indicates sort direction

Multi-Selection

Features:

Select individual records with checkboxes
Select all with header checkbox
Selected count shown in generate button
Selection persists during filtering

Usage:

Check individual records
Check header to select all visible
Uncheck to deselect
Selection clears when filters change

Report Data Details

Clinical Logs Report

Aggregated Data:

Student name
Total number of logs
Total hours logged
Last log date
Status summary

Individual Log Details (in CSV):

Log date
Hours
Start/end times
Status
Student name
Preceptor name
Classroom
Location
Notes

Evaluations Report

Aggregated Data:

Target name (student/preceptor/location)
Total evaluations
Average score
Last evaluation date

Individual Evaluation Details (in CSV):

Submission date
Score
Status
Template name
Evaluator name
Target name
Classroom
Responses

Skills Checkoffs Report

Aggregated Data:

Student/preceptor/location name
Total checkoffs
Average final score
Last submission date

Individual Checkoff Details (in CSV):

Submission date
Final score
Status
Template name
Student name
Finalizer name
Classroom
Location

Classroom Roster Report

Data Columns:

Classroom Name
Location
Name (member name)
Role (student, preceptor, admin)
Schedule (formatted schedule text)
Rotation Period (start to end date)

Schedule Format:

Days: Monday, Tuesday, etc.
Times: 12-hour format (e.g., "9:00 AM - 5:00 PM")
Multiple schedules separated by semicolons

Rotation Period:

Format: "Start Date to End Date"
Shows rotation start and end dates

Compliance Report

Data Columns:

Name
Role
Email
Overall Status (Compliant, Non-Compliant, Pending, No Data)
Items Due/Expired (count)
Total Items (count)
Compliance Items (detailed breakdown)

Compliance Items Format:

Requirement name
Status (COMPLIANT, PENDING_APPROVAL, REJECTED, EXPIRED, INCOMPLETE)
Expiration date
Document filename
Upload date
Approval date
Approval/rejection reason
Current document indicator

Status Indicators:

Compliant: All items approved and not expired
Non-Compliant: Has expired items or rejected documents
Pending: Has items awaiting approval
No Data: No compliance data available

Templates Report

Skills Templates:

Template Name
Skill Name
Required Count
Ability Level
Objectives (curriculum objective mappings)

Evaluation Templates:

Template Name
Target Type
Score Type
Question Order
Question Text
Objectives (curriculum objective mappings)

Course Objectives Templates:

Template Name
Course
CO Code
Description
Mapped Curriculum Objectives

Program Outcomes Templates:

Template Name
PO Code
Description
Mapped Course Objectives

Best Practices

Report Generation

Select Specific Records: Don't select all records unless necessary - smaller selections generate faster
Use Date Filters: Limit date ranges to reduce processing time
Filter by Classroom: Use classroom filters to focus on specific groups
Wait for Completion: Don't close browser during generation - download happens automatically