In this article we'll go through the Activity report and what the different metrics mean. When you download the report, it will be a csv file. We recommend using a spreadsheet program like Excel or Google Sheets to open and work with the file.
Overview
Let’s first get grounded on what this report is about! The Activity report tells you what happened for enrolled clients – e.g., encounters, screenings, and roadmaps, during the reporting period. This report includes clients at various stages of their enrollment: some clients may have only been enrolled for a week, while others may have already had a lot of support or even graduated during the reporting period.
This means the data in the report are highly influenced by the mix of clients you catch in the reporting period. For example, if you’re a new program in your first month you’re going to have a lot of clients who are just starting their enrollment and don't have many encounters or completed roadmaps yet. But if you look at a month’s of data a year later, you’re going to have a mix of clients who are just starting vs. almost graduating, and your metrics will look really different. Because of this variation, metrics in this report are not quality metrics. Instead, this report is really helpful for addressing 2 scenarios:
- Scenario 1: A funder, or program sponsor, asks you what you did during a given time period;
- e.g., How many clients did you work with during a grant period? How many clients did you screen for social needs this quarter?
- Scenario 2: You want a quick read on trends for your enrolled clients without having to wait for closeout data that can take longer;
- e.g., Did we spend more time with clients this month than we did last month? How many roadmaps did my team complete for their active patients this week?
Layout
When you look at the report, the top row is all the column labels. “Category” is the metric, “Description” gives a short explanation of what the category is. Then the next 2 columns are “Metric_A” and “Metric_B”. This is because the different columns will be different metrics depending on the section.
The “Metric_A” column is commonly the value when counting all events for all clients – it lets you know how many times an event happened during the reporting period, even if it happened multiple times for one client. “Unique clients” lets you know how many unique clients that experienced that event. For example, if Mrs. Jones had 15 encounters in the reporting period, the “All_encounters_all_clients” column would be 15 because we are counting every encounter, but the “unique” clients column would be 1 because they all happened for 1 client (Mrs. Jones).
Report sections
CHWs, Clients
These are the 2 sections at the top of the report.
- CHWs: This is how many CHWs are represented in the report. It’s most helpful when you’ve chosen “All CHWs” in the CHW selector of the report.
- Clients: This is how many enrolled clients the CHWs worked with during the reporting period. You can see the total number enrollments and then the number of unique clients. Data in the rest of the report is specific to what happened for these clients during the reporting period while they were enrolled.
Number of encounters
This section is about how many encounters occurred during the reporting period. It’s based on the number of finalized encounters in the chart that took place during the reporting period for enrolled clients.
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Total encounters: This is a the total number of encounters that CHWs had with clients;
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Beneath this, you can see how these encounters break out by where the encounters took place: Home or community, Medical setting, Not in person, or Was not reached. This information comes from the “Client Reached” field when creating a note.
- The All_encounters_all_clients column tells you how many of each kind of encounter happened. The Unique_clients column tells you how many clients had that kind of encounter. For example, nearly all clients will have had an encounter where they were not reached, while a smaller number may have had a CHW encounter in a medical setting. These numbers are shown as a percent of unique clients.
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- % of unique clients with an in-person encounter: This is the percent of clients who had at least one encounter either in the Home or community or in a medical setting.
Time spent on encounters
This section breaks down how much time CHWs spent working with clients in different settings. It’s based on the “Time spent” field for those encounters that were counted in the “Number of encounters” section above.
- Total time spent: This is a the total time that CHWs spent with clients in minutes.
- Just like in the “Number of encounters section” you can see how the total time breaks out by where those encounters took place.
- There isn’t a “Unique_clients” metric for this section so you’ll see “N/A” in that column
- Average time spent per successful encounter: This tells you the average length of the encounter when the client was reached (so the average length of time across encounter that were in the home or community, in a medical setting, or not in person (telephonic or virtual)).
- Average time spent per MPI: The MPI is an important part of the client journey so we wanted to show this data on its own.
Screenings performed
This is the number of screenings done by CHWs during the reporting period. It’s based on the number of screeners that were submitted during the reporting period for enrolled clients. The IMPaCT and “Other” screener count as separate screeners, so if one client had both screeners submitted it would count as 2 screenings performed. If a screener was modified without being submitted it isn’t counted in this metric. Unique clients is the number of clients who had at least 1 screening during the reporting period.
Prevalence of social needs
This section is about the social needs that clients had during the reporting period.
We include needs that were identified during the reporting period as well as those that the client already had coming into the reporting period. For example, if a client Mrs. Jones screened positive for needs with Caregiving and Mental Health prior to the reporting period, we want to count those needs because they are still relevant to her. Then, if she is screened during the reporting period and found to also have a Social Support need, we add this to her social needs.
- Average screening score per client (maximum of 17): To calculate this metric, we start by calculating the screening score for each client in the report based on all of their social needs. Then we take the average of those scores to get this number. (Optional: Screeners are out of a maximum score of 17: resource subcategories in the screener count for 1/7 point while other social needs count for 1 point each.)
- Total number of needs: This is the total number of needs that are present in the clients in the report. It’s the sum of the needs by category below.
- Needs by category, e.g. “____Access to healthcare”: This is the number of clients that had the specific need, so you’ll see that the metric here is in the “unique_clients” column. Needs are only counted once per client. We don’t count every time a client screens positive for the need because it is the same need. For example, if Mrs. Jones screens positive for Housing 5 times, it doesn’t mean she needs 5 houses. All of the remaining social needs categories work the same way.
Support provided
This section is about the type of support that was provided during CHW <> client encounters. It’s based on the “Types of Support” that were selected for the encounters of the reporting period.
- Total number of times any type support was provided: This is a sum of all the times any kind of support was provided. It’s the total of the number of times support in each category was provided. The Unique_client column is a count of all the clients who received any type of support during the reporting period.
- Type of support by category, e.g. “____Advocacy”: This is the number of times a CHW provided support in a particular category. In the “All_encounters_all_clients” column every encounter with this type of support is counted, so if a CHW provided Advocacy support for Mrs. Jones in 3 different encounters, all 3 times are counted. In the Unique_clients column, we count the number of unique clients who received this type of support during the reporting period. In our example Advocacy support was provided to 1 client, Mrs. Jones, so she is counted once. All of the remaining social needs categories work the same way. Also, “None” usually represents when a client was not reached, so it’s normal to see high numbers in the “None” category.
Roadmaps: Goals and to-dos
This section tells you how many active Roadmaps – both goals and to-dos – there were among the clients during the reporting period and how many of them were completed during the reporting period. You’ll see that there are sections for Roadmaps, then for just goals, and just to-dos. Let’s talk about the Roadmaps first.
- Active roadmaps: This is the number of Roadmaps, both goals and to-dos, that were active during the reporting period. This includes active roadmaps that the client already had coming into the reporting period with as well as new roadmaps that were created during the reporting period. It’s important to note that clients start every enrollment with a clean slate (no active roadmaps), so we know any active roadmaps during the reporting period are relevant to that enrollment. In the roadmaps category we count each goal as 1 roadmap and each to-do as 1 roadmap. So 1 goal and 2 to-dos are counted as 3 roadmaps total.
- Roadmaps completed: This is the number of active roadmaps that were completed during the reporting period.
- Roadmaps completed (%): This is the number of roadmaps completed as a percent of active roadmaps.
For all of these metrics we have the total count of roadmaps among all the clients, seen in the All_roadmaps_all_clients column, as well as the average number of roadmaps per client, seen i the Per_unique_client roadmaps. So in the example below, on average each client had 14 active roadmaps and completed 9 roadmaps during the reporting period.
Lastly, we want to point out that this report has clients who are at different points in their enrollment – some clients in the report will have just started and have just set their roadmaps, so they will have very few completed and that’s expected. Other clients will have graduated during the reporting period so they will have a lot of roadmaps completed. Because there is a mix of clients, these percentages of roadmap completion are not a measure of program quality, they are an indicator of program activity. These data give you a snapshot of what CHWs and clients are doing in their work together.
Goals, To-dos
These sections break out Roadmaps into goals and to-dos. They each tell you how many active goals or to-dos there were among the clients during the reporting period and how many of them were completed during the reporting period. The same principles that apply to the Roadmaps section apply to the goals section and the to-dos section.
Now you're all up to speed on the Activity report! If you'd like a walk-through, watch this video.