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Advanced Reports Manual - CHRIS

1. Step 10 Click the Button Tool from the Tool Panel Step 11 With the mouse draw the shape of the button where it should appear on the layout When finished the Button Setup window will be displayed see Figure 39 Step 12 On the left side of the Button Setup window choose Perform Script On the right side click SPECIFY and choose the Sort script just created Step 13 Accept all the default selections and click the OK button Step 14 The mouse cursor will appear on the button layout Name it Sort If you accidentally clicked on the layout and cannot edit the text on the button click the HE button from the Tool Panel and click on the button just created This will allow the text to be modified Step 15 Go to Browse mode and test the SORT button The records found will be in the same order as before because the button has saved the initial sort order CHRIS Reports Manual Ficure 43 Add a Print Button The process for adding a PRINT button to a report layout is similar to the steps described above for adding the FIND and SORT buttons The steps are listed below in detail Step I Select the Report Test layout Step 2 From the FileMaker menu select the SCRIPTS option and then choose MANAGE SCRIPTS Step 3 Click the NEW button to create a new script Step 4 Name it Print Step 5 View the items on the left side of the Script definition window Scroll down and lo
2. Contains a report of days elapsed from Screening to Parent Consent for Evaluation Includes average number of days and can be displayed graphically and or in a list 60 DAY RULE REPORT Contains a report of days elapsed from Parent Consent for Evaluation to Evaluation Completion Date Includes average number of days and can be displayed graphically and or in a list SOD REFERRAL REPORT Schedule Of Deliverables Referral Report Displays the number of children who have a Referral First Contact or Referral In Date within a chosen date range This report breaks down the results by individual county if ap plicable SOD COMPLETED SCREENINGS REPORT Displays the number of children who have a completed screening within a chosen date range This report breaks down the results by individual county if applicable Information on Mass Screening can be found in the User Manual Information on managing Definitions can be found in the Data Facilitator Manual CHRIS Help Desk 800 231 5747 3 LT Ficure 3 Reports Find Screen Clicking either the STANDARD TRACKING REPORTS button or the REPORTER CUSTOM REPORTS button on the Reporting screen see Figure 2 will display the Reports Find screen see Figure 3 The Reports Find screen is used to select the data needed to create standard and custom reports for the CHRIS database Reports Find Sereen Table Event Fisld Value actniended S pa O Tmeine o8 fane M 5 sc
3. Step 14 The mouse cursor will appear on the button layout Name it Print If you accidentally clicked on the layout and cannot edit the text on the button click the Mil button from the Too Panel and cick on the button just created This will allow the text to be modified Step 15 Go to Browse mode and test the PRINT button CHRIS Reports Manual Sample Advanced Report Referrals by Time Elapsed Report For this example a Referral by Time Elapsed report will be created and saved as a PDF This report will show the number of days elapsed between Referral for Evaluation and ESE Eligibility Step 1 Select the REPORTS option from the main menu Step 2 Click the REPORTER CUSTOM REPORTS button see Figure 2 Step 3 Select the fields as follows see Figure 4 Table Timeline Event Referral for Evaluation Field EviReferralforEvaluationDate Value 07 2013 Step 4 Click the Perform Find button to access your site s Reporter Welcome screen Figure 12 shows a sample screen from FDLRS South The Welcome layout is fully customizable based on site needs Step 5 Switch to LAYOUT MODE using the FileMaker main menu VIEW option The FileMaker screen changes and editing tools appear at the top of the screen Step 6 From the FileMaker main menu select the LAYOUTS and click on NEW LAYOUT REPORT see Figure 27 Step 7 The New Layout Report window will appear see Figure 28 Type in Referral
4. Button Setup Window Ficure 40 tense pees reds ingot tt iene ai ener Eo ps a ops Resume Sait ratsa setvarae ialo Sat avwigation coroRecnaeeetrone coronehed eco corparminow Ca Eee Step 13 On the left side of the Button Setup window choose Perform Script On the right side click SPECIFY and choose the Find Script script Step 14 Accept all the default selections and click the OK button Step 15 The mouse cursor will appear on the button layout Type Find as the name of the button If you accidentally clicked on the layout and cannot edit the text on the button click the M bution from the Too Panel and click on the button just created This will allow the text to be modified Step 16 Go to Browse mode and test the FIND button The record set found will be the same as before because the button has saved the initial find Add a Sort Button The process of adding a SORT button to a layout in Reporter is similar to the steps described above for adding a Find button These steps are listed below in detail Step I Select the Report Test layout Step 2 From the FileMaker menu select the SCRIPTS option then choose MANAGE SCRIPTS 40 CHRIS Reports Manual Step 3 Click the NEW button to create a new script Step 4 Name it Sort Step 5 View the items on the left side of the Script Definition window Scroll down and l
5. Desk 800 231 5747 v vi CHRIS Reports Manual Reports in CHRIS The CHRIS software program contains a variety of standard reports to assist users in creating commonly used reports In addition CHRIS also contains a Reporter program that allows users to create custom reports To access the reporting features in the CHRIS program click the REPORTS button from the CHRIS main menu see Figure 1 Child Record Locator Screen at Dane Record Rast Transtar CHRIS Help Desk 800 231 5747 1 LT Clicking the REPORTS button on the main menu will display the Reporting screen see Figure 2 The Reporting screen displays all of the report options for the CHRIS program Reporting Sereen EEE AEA Options Reporting options are described as follows STANDARD TRACKING REPORTS Contains standard reports TIMELINE REPORTS Contains Timeline specific reports REPORTER CUSTOM REPORTS Allows for the creation of custom reports ACTION NEEDED REPORT Contains Action Needed Reports for case management ALLSITES REPORT Contains Allsites Reports that can be run by Center Site or County These reports can only be run by the Help Desk PROVIDERS amp CONTACTS REPORT Contains data entry and directory reports for Providers amp Contacts S CHRIS Reports Manual New Reports DAYS ELAPSED BETWEEN SCREENING AND PARENT CONSENT
6. I Click on the LastName field once Additional fields can be selected if they will be formatted the same Step 2 Select the FORMAT option from the FileMaker main menu Step 3 Change the FONT to Arial Step 4 Change the SIZE to 14 CHRIS Help Desk 800 231 5747 37 Ficure 38 38 Create and Format Buttons It may be useful to add buttons to a report layout to streamline the steps needed to display the desired results Buttons can store and execute functions such as performing a find sorting printing omitting records and more Review the options listed below for more detail Add a Find Button Step 1 Step 2 Step 3 Step 4 Step 5 Select the Report Test layout to add a FIND button From the FileMaker menu select the SCRIPTS option then choose MANAGE SCRIPTS Click the NEW button to create a new script Enter Find Script as the script name View the items on the left side of the Script Definition window see Figure 38 Highlight Enter Find Mode and click the MOVE button or double click on the words Enter Find Mode The Script selection will be displayed on the right side of the window Unelick the Pause option located in the Script Step Options section Script Definition Window Sie ver var or Sec AL Felis sets Petar Finante sete ser vste ner oi Treat fom Last ted Wises trast fel Seah sneer current te Cate rendt
7. Soe wae ama TEE petam Fma D By one ot iep Opto CHRIS Reports Manual Ficure 39 Step 6 Highlight Set Field and click the MOVE button or double click on the words Set Field The Script selection will be displayed on the right side of the window see Figure 38 Step 7 Click the top SPECIFY button see Figure 38 to display the Specify Field window see Figure 39 and select the DOB field Click the bottom SPECIFY button see Figure 38 to display the Specify Calculation window see Figure 39 and enter 2005 in the find criteria Specify Find Fields Spears nanon ml Tanew Gon awk aooe O Tamre 3 E f a pornon 2 pace saita eae pess Baj fi p ME e M incante man Waje A amaetat ta n enacts east res Gr cman N ma conainater 4 leant acca acl Step 8 Highlight Perform Find and click the MOVE button or double click on the words Perform Find The Script selection will be displayed on the right side of the window see Figure 38 Step 9 Exit the Manage Scripts screens and save the new script Step 10 Go to Layout mode Step 11 Click the Button Tool S from the Tool Panel Step 12 With the mouse draw the shape of the button where it should appear in the layout When finished the Button Setup window will be displayed see Figure 40 CHRIS Help Desk 800 231 5747 39
8. a Footer see Figure 29 The Header part displays contents that appear at the top of every screen or page The Header is generally used for titles or column headings The Body part displays fields text objects and graphics for each record in the found set The Footer part displays contents at the bottom of every screen or page The page number current date or final notes useful to understanding a report can be placed in the footer part Other parts can be added depending on need A Title Header part displays contents only once on the first screen or printed page A Title Footer part displays contents only once at the bottom of the first sereen or page Sub summary layout parts are used to include data such as subtotals grand totals averages and counts Sub summaries will be discussed in greater detail later in the course Foes GERE Once a new layout has been created you can begin the process of creating your report Some of the most commonly used tools are below The Text Tool 7 is used for adding text to a layout This tool can be used to create a title as well as a heading for each field to be included in the report The Field Tool is used for placing and removing fields on a layout This tool is useful for adding fields to the body part which can come from any table in the CHRIS database Click the Create Label option to name the fields on the layout The Part Tool is used for addi
9. part Step 11 Type Number of Children with the same last name and move it using the left and right arrows to line it up with the TotalKids field Step 12 From the FileMaker main menu select the VIEW option and choose BROWSE MODE Step 13 Sort records by Last Name choosing SORT RECORDS from the FileMaker RECORDS option see Figure 54 Ficure 54 Step 14 From the FileMaker main menu select the VIEW option and choose PREVIEW MODE sce Figure 55 This is the final report Ficure ss T Referrals By Time Elapsed ewinat Faswame Lastname ESE Date Rortortval to ESE Days Donald Duck mazos T2003 4 lumber of Children with the same last name 1 Mickey Mouse masos nsa 10 230529 Minnie Mouse P3203 T2013 2 Number of Children with the same last name 2 Total Number of Children 3 CHRIS Help Desk 800 231 5747 52 CHRIS Reports Manual
10. requests in a table see Figure 24 Each row displays a record and each column displays a field To access Table View select the View drop down list from the FileMaker menu and then select the View as Table option Table View also provides simple sorting functionality Click the header of the column to sort data In Table View fields can be added or modified and data can be saved in PDF or Excel format Ficure 24 CHRIS Help Desk 800 231 5747 2 Ficure 25 Add a Quick Chart to a Layout FileMaker includes a Quick Charts option that allows you to create charts in just a few mouse clicks To create a chart complete the following steps Step 1 Perform a find in Reporter just as if you were creating a new report Step 2 Once in Reporter choose any existing report layout to display the found set Step 3 Click on the third button to the right of View As on the top of the screen see Figure 25 to display the report in table format Table View Option Step 4 Click on the column heading to display an arrow that allows you to access a drop down menu Select the Chart option to create the chart Step 5 Once the chart is created you can select additional fields include calculations and change the appearance chart type color scheme and display options The chart you create can be saved as a layout Then when accessing Reporter with
11. Children s Registry and Information System Advanced Reports Manual Leon Blvd FL33146 S747 About This Manual This manual was created to guide the development design and modification of reports in the Children s Registry and Information System CHRIS program It includes instructions and step by step examples for creating custom reports For additional information on the CHRIS Project refer to the User Manual Data Facilitator Manual Reports Manual and Field Reference Guide All support documentation can be retrieved from the CHRIS website at http www chris miami edu This document was developed by the University of Miami Department of Psychology through CHRIS a special project funded by the Florida Department of Education Division of Public Schools Bureau of Exceptional Education and Student Services BEESS through federal assistance under the Individuals with Disabi Act IDEA Part B Copyright State of Florida Department of State 2015 Authorization for reproduction is hereby granted to the state system of public education consistent with section 1006 39 2 Florida Statutes No authorization is granted for distribution or reproduction outside the state system of public education without prior approval in writing CHRIS Reports Manual Legend The following is a list of conventions used throughout this manual Bold The titles of CHRIS Gold screens and screen sections are presented in bold fac
12. Find screen the Reporter screen is displayed see Figure 12 Each site has a unique Reporter Welcome screen Sites are allowed to modify the attributes of this screen e g buttons colors text to suit their needs Sites that use custom reports should develop a custom Reporter Welcome screen to allow users to locate site layouts Florida Diagnostic and Learning Resource System FDLRS South Reporter Welcome Sereen s Grio D vee sre ae pase EN fa ehar Reporter Exit Button There is an EXIT button located on the Reporter Welcome screen see Figure 12 This button allows users to exit Reporter and return to the main Reporting screen Users can also create and use EXIT buttons on any custom reports to exit Reporter While working in Layout mode in the Reporter file the EXIT button on the main menu will not be available CHRIS Reports Manual Reporter Layout Menu The Reporter layouts can be accessed using the Reporter Layout menu in Browse or Layout mode see Figure 13 This drop down menu displays a list of previously created report layouts and preprogrammed buttons This menu can be used to move from one report layout to another or to edit report layouts In Browse or Layout mode users can click on the name of a layout which will take the user to the corresponding screen In Layout mode users can also enter the number of the report la
13. IEW option and then BROWSE MODE Button Setup Window Fioure 16 CHRIS Help Desk 800 231 5747 19 Sub summary A sub summary part definition groups records into categories in a report A customized report may require that a sub summary part definition be added For a sub summary to function properly the data must be sorted on a unique field value such as Child ID that is included in the report For example the Presenting Problems Report below shows a report in Browse mode after a find has been performed for a set of records see Figure 17 Presenting Problems Report Ficure 17 See fa o Ertir Presenting Probl Report Framme oos fos co we ao 1222007 605 CHFOUTIMGHE Prag 408 Development Concerns ensa mu i wowant ao TRV aoe speeemanguage Concer EF PTE baoo wa b sasawe soe mosto 105 speoemangagecorcome ET RIN boz a2 a amame eo CHFOUTIE10s 408 DewlegmenttConcans ET RIN bear ae z daame so CHFOUITRY sot SpexiangugeConcene ET RC hsrs co x 112008 sao CHFOUT amt DewbpmenaiCoroame ET RN bam sn am imane so neen 301 SeeitamnogeConons ET FTE sso ne s aama eo TR 406 Syecitmmige Concors ET RIN rouo na a Meme oo FRECTICROM aio DowenmentConomns ET RC bonzo ca mamoa ot Tate 201 Speciangage Conan ET RE bss ta w ammos ao mee 1 spesemangageconcans ET RC susr os v YS G0 DOETOROW 300 Deepens cmeeme ET RC 20 CHRIS Reports Manual Ficure 18 Ficure 19 In an effort to organize the data a sub summary
14. PART button on the Tool Panel click and drag it underneath the Body part The Part Definition window will be displayed Step 3 Choose the SUB SUMMARY WHEN SORTED BY option Step 4 Click on the arrow to select the appropriate relationship see the Reporter Relationship Help Sheet for more information Step 5 Scroll down the list of fields until the appropriate field name is found Click to highlight Step 6 Click the OK button Step 7 Click and drag the mouse icon to select all the field values in the Body part of the report Step 8 Press CTRL C on the keyboard to copy the contents Step 9 Click on an empty area of the sub summary part and press CTRL V on the keyboard to paste the contents The same fields are now listed in both sections of the report Step 10 Select all the field values i the Body part of the report Step 11 From the FileMaker Inspector go to the Sliding amp Visibility section of the Position tab Step 12 Select the SLIDING UP BASED ON option and ALSO RESIZE ENCLOSING PART option Step 13 In the same window select the HIDE WHEN PRINTING option Step 14 Go to Browse mode perform a find view records in Preview mode and sort on the field selected for the sub summary part CHRIS Help Desk 800 231 5747 Creating Charts Creating charts is a great way to summarize and visualize data The Chart Tool is used to graphically display data Data can be displayed as a bar chart se
15. a ______ ReferralForScreen Transition CHRIS Help Desk 800 231 5747 Once a table and an event if necessary are chosen a list of fields unique to the selected table and event selected will automatically be displayed see Figure 7 The appropriate field should be selected from the drop down list Reports Find Screen Field Field Fiours 7 Table Event Field S Deno EndTimeline Timeline O serviceCoordination Enchaeatevent O ActionNeeded aasi O Addresses i sae TotaDa The find criteria are entered into the Value field see Figure 8 For example a date range would be entered as 01 01 2010 03 31 2010 Reports Find Screen Value Field Ficure 8 Tale Event Eea a Qpame antag ContogbateofContact oi o1 2010 03 31 2010 OTimaline serviceCoordination Qactioneeded addresses To execute the find click the PERFORM FIND button see Figure 3 The CANCEL FIND button cancels the find and returns the user to the Reporting screen see Figure 2 Reports Find Options Foug OOr Oomit The Reports Find screen see Figure 3 contains the following options for performing complex finds see Figure 9 OR Includes records that meet the criteria from that section regardless of the criteria specified in other sections OMIT Omits a set of records from the find results The OMIT button should be used in the last section of the Reports Find screen When find c
16. a different found set in the future the chart layout you created will automatically update with the current data values 28 CHRIS Reports Manual Ficure 26 Ficure 27 Ficure 28 FileMaker Tools Creating a New Layout The CHRIS database allows users to create fully customizable reports based on the specific reporting needs of each site or center In order to take full advantage of this option it is essential to have a clear understanding of the FileMaker tools at your disposal Please complete the interactive FileMaker online training available on our website http www chris miami edu prior to creating custom reports The first step in creating a custom report is to create a new layout see Figure 26 In the Custom Reporter switch to layout mode using the FileMaker main menu VIEW option and select New Layout Report under the Layout menu heading or click on the New Layout Report button see Figure 27 100 gt FEB Layout lt JE rae serans Wsow_ L or anman coin Dumlen oat ce Swot ange meme Laon seta meo ore af Seve Layout ans New Layout Report L agenton OR You can then provide a layout name select display media and choose output format or create a blank layout by clicking continue without making any other selections see Figure 28 CHRIS Help Desk 800 231 5747 2 Layout Parts A new layout contains three parts a Header a Body and
17. ammed scripts in their Reports see Figure 15 These buttons can be copied and pasted into any report layout for immediate use with the current found set of records Users can modify these buttons as needed Available Preprogrammed Buttons Screen CD 200228 Those buttons can be used in any of your reports Just copy and ee pan we oan r mm 16 CHRIS Reports Manual Options OMIT ENDTIMELINE Removes any records from the report that currently have an ET End Timeline Timeline Status on the Tracking Summary screen OMIT REF INACTIVE Removes any records from the report that currently have an RIN Referral Inactive Service Coordination Status in the Tracking Summary sereen OMIT REF CLOSED Removes any records from the report that currently have an RC Referral Closed Service Coordination Status in the Tracking Summary screen OMIT DUPLICATES Removes any records from the report that have the same DBNUM PRINT LANDSCAPE Prints the current report layout in landscape mode PRINT PORTRAIT Prints the current report layout in portrait mode EXIT Exits the current report layout and returns to the Reporting screen CHRIS Help Desk 800 231 5747 17 LLL Add Pre programmed Buttons To add a pre programmed button to a layout complete the following steps Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 In Reporter click on the drop down menu list an
18. anned Em O addresses Sams Orimatine Derrcetoerdmation Qactontinded Odden g Some Orimatine Some ee a CHRIS Reports Manual Ficure 4 Ficure 5 A Inaportanr Ficure 6 Each section of the Reports Find screen allows users to enter search criteria that will be used to find data related to the desired report see Figure 4 Reports Find Screen Section Table Event a Value demo Timeline servicecoordination G AcsonNeeded addresses The Table field allows users to select the source of data needed Select the table by clicking the circle to the left of the table name see Figure 5 Reports Find Screen Table Field Table demo Q Timeline O ServiceCoordination O ActionNeeded O Addresses 1f demographic information is part of the find Demo should be selected as the Table in the first section of the Reports Find screen If either Timeline or Service Coordination is selected as the table the Event field will automatically display a list of the events pertaining to the table chosen see Figure 6 The appropriate event should be selected from the drop down list If Demo Action Needed or Addresses is selected as the table the Event field is bypassed Reports Find Screen Event Field Table Event Demo Timeline i OServiceCoordination Egret ci OactionNeeded aay addresses IEPIFSP i ReferralForEvalu
19. cate Print see Figure 43 Highlight Print and click the MOVE button or double click on the word Print The Script selection will be displayed on the right side of the window Step 6 Click the SPECIFY button see Figure 43 to display the Print window see Figure 44 and specify the printer settings to print 2 copies Script Definition Window Edt Saript Nen Sit Capea Se Ble Edt Window yen broo Sopttane New Sonit Fies ew Fie pene ase Fe Carver Fle Set muiiser Satse System Formats Serea Cony as nee A a Pent ded account peepee E Perform whut diios E svest nt optone CEEE p CHRIS Help Desk 800 231 5747 43 Figure 44 Print Window ont Pere eal z sone noa e a et eaten amore Domu te ma Number ofemes 1 E Step 7 Click the OK button Step 8 Exit the Manage Scripts screen and save the new script Step 9 Go to Layout mode Step 10 Click the Button Tool E from the Tool Panel Step II With the mouse draw the shape of the button where it should appear on the layout When finished the Button Setup window will be displayed see Figure 43 Step 12 On the left side of the Button Setup window choose Perform Script On the right side click SPECIFY and select the Print script just created Step 13 Accept all the default selections and click the OK button
20. d choose the Available reprogrammed Buttons layout Switch to Layout mode Click to select the desired button Copy the button Either right click with the mouse and select copy or press CTRL C on the keyboard Go to the report layout where the button will be placed Paste the button Either right click with the mouse and choose paste or press CTRL V on the keyboard Users can click the button in Browse mode to perform the desired function 18 CHRIS Reports Manual Add a Custom Reporter Menu Button Each time a new layout is created in the Reporter file a button should be added to the Reporter menu To create a Reporter menu button complete the following steps Step 1 Select the REPORTS option from the main menu Step 2 Click the REPORTER CUSTOM REPORTS button Step 3 Select the Demo table and field desired Step 4 Perform a find to access your site s Reporter Welcome screen Step 5 From the FileMaker main menu select the VIEW option and then LAYOUT MODE Step 6 Click the Button Toot Ml and draw a button on the report layout The Button Setup window will appear see Figure 16 Step 7 Assign a function to the button Choose the Go to Layout function and specify the layout by selecting a value from the drop down list Step 8 Click the OK button Step 9 Enter a name for the button Typically the button is labeled by its report title or function Step 10 From the FileMaker main menu select the V
21. d for all records in the found set Only one in each layout Appears before or after the body part Sub summary information is displayed for each subset of records sorted by a specified field Can have multiple Sub summary parts in each layout Sub summary 34 CHRIS Reports Manual Field Tool The Field Tool is used to add field objects to a layout see Figure 37 Field objects may be placed anywhere on the layout by dragging them to the desired position When positioned over the Field Tool hold down the left mouse button while dragging to move the object Upon reaching the desired position release the left mouse button Borders and text baselines will appear to assist with the alignment of objects on the layout Choose a field name from the drop down list of options in the Specify Field dialog box Field Tool Section Ficure 37 Field Control To replace a field on a layout double click the field and select another field name To delete a field from a layout select the field by clicking on it once and press the delete key on the keyboard f Deleting a field from a layout does not delete the data from the file IMPORTANT CHRIS Help Desk 800 231 5747 35 Adding Text and Fields to a Layout For this example text and fields will be added to a layout Step I Select the REPORTS option from the main menu Step 2 Click the REPORTER CUSTOM REPORTS button Step 3 Select the Timelin
22. e Figure 21 line chart area chart or pie chart see Figure 22 CHRIS Bar Chart Example Ficure 21 Number of Completed Screenings by Staff Assigned w 6 Camacho Oiga Ferrandez juan Jones hn Staff Assigned 2 Number of Completed Screenings Norman Ener Sting Joe CHRIS Pie Chart Example Ficune 22 Number of Completed Screenings by Staff Assigned Coracha Ole EFemander uan Jones John Borman mes E stafin Joe Jones John 18 24 CHRIS Reports Manual Ficure 23 Before you create a chart consider the data comparison you want to emphasize then choose the chart type that will best demonstrate the comparison To create a chart select the Chart Tool from the FileMaker Tool Panel and drag a box around the area of the layout where the chart should be located Next FileMaker will prompt you to select chart format settings and themes see Figure 23 Chart Setup Window Completed Screenings by Staff Assigned D emo emo Cae Comet Once the chart is created you can select additional fields include calculations and change the appearance chart type color scheme and display options The chart you create can be saved as a layout Then in the future when you access your Reporter file with a different found set of records the chart layout you created will automatically update with the current data values CHRIS Help Desk 800 231 5747 25 Add a Chart to a Layout Manua
23. e left of the dividing line see Figure 36 Layout Parts Section Ea errr p SAL LESS aaa ma uaa Layout parts may be dragged onto the layout To drag a part hold down the left mouse button and the arrow will display a plus sign When the mouse pointer is on the layout let go of the left mouse button and the Part Definition window will appear Select an option to define the layout part See Table 4 for a description of the part options available Layout Part Table Part Options Function Title Header Appears only once at the top of the first screen or page and replaces the normal header In reports it can be used to print a separate title page Only one in each layout Header Appears at the top of every screen or page It can also be used for titles or column headings in columnar reports Only one in each layout Body Appears in the middle of every screen or page Each object placed in the body including fields text objects and graphics appears once for each record in the found set Only one in each layout Footer Appears at the bottom of every screen or page Only one in each layout Title Footer Appears only once at the bottom of the first screen or page and replaces the normal footer Only one in each layout Grand Summary Appears at the beginning leading or end trailing of the report depending on its placement on the layout Summary information is displaye
24. e table event and field desired Step 4 Perform a find to access your site s Reporter Welcome screen Step 5 From the FileMaker main menu select the VIEW option Step 6 Choose LAYOUT MODE The FileMaker screen changes and editing tools appear at the top of the screen Step 7 From the FileMaker main menu select the LAYOUTS option Step 8 Choose NEW LAYOUT REPORT Step 9 Type in Report Test as the name of the report Step 10 Choose BLANK LAYOUT Step 11 Click the FINISH button Add Text and Fields The FileMaker screen is now in Layout or editing mode The user can add text fields and graphics to the layout to produce the desired report Step 1 From the editing tools menu click the id ats This button allows text to be added or modified within the layout Step 2 Click in the white space in the Header section Type a title for the report Step 3 Click on an area in the layout where a new field will be placed CHRIS Reports Manual Step 4 From the FileMaker main menu select the INSERT option Step 5 Choose FIELD Step 6 From the drop down list select the FoundSetDemo relationship and the Last Name field The field will be placed onto the report Step 7 Insert FirstName and DOB fields repeating Step 6 es Users can also click on the FIELD button in the FileMaker side menu and drag it onto an EY area within the Body part of the layout to add a field Note Format Text and Fields Step
25. ed type Italics Field names as well as references to tables figures and hands on exercises are presented in italics UPPERCASE CHRIS buttons and main menu options are presented in UPPERCASE letters Title Case CHRIS related reports event names functions and lists e g Duplicate Child Report Service Coordination Child Record Locator Code List are presented in Title Case The IMPORTANT icon is used in the left margin to highlight information essential to the integrity and or performance of CHRIS Gold The NOTE icon is used in the left margin to highlight information that deserves special attention Note The HANDS ON icon is used in the left margin to indicate a hands on exercise for the user to complete CHRIS Help Desk 800 231 5747 iv CHRIS Reports Manual Table of Contents Reports in CHRIS Reports Find Sereen Performing Accurate Finds Find Operators Custom Reports Reporter Accessing Reporter Custom Reporter Menus Reporter Exit Button Reporter Layout Menu Reporter Relationship Help Sheet Accessing Data Outside the Performed Find Reporter Tools Buttons Sub summary Creating Charts FileMaker Tools Creating a New Layout Layout Parts os Inspector Layout Options Tool Panel sssoessn Adding Text and Fields to a Layout Create and Format Buttons et Sample Advanced Report Referrals by Time Elapsed Report Senisi CHRIS Help
26. he CHRIS logo and modify some of the text Step 1 Increase the height of the Header Part to 75 by using the Inspector Position tab in order to make room for the logo and heading Step 2 Select all heading values by holding the Ctrl key and clicking on each Step 3 Using the down arrow lower the mae values to line up with the Header line button Step 4 From the editing tools menu click the CHRIS Reports Manual Figure 51 Ficure 52 Step 5 Place the cursor in the empty space above the heading values and type Referrals by Time Elapsed Use your left and right arrows to move to the desired location on the report Step 6 Change layouts to Available Preprogrammed Buttons by clicking on the layout dropdown see Figure 51 The Available PreProgrammed Buttons layout contains the CHRIS logo as well as some fully functional buttons ready to be copied to your report m Bthou New Layout Report Step 7 Select the CHRIS Logo on that layout by clicking on it Press Ctrl C to copy Step 8 Change layouts back to ReferralsByTimeElapsed following Step 6 above Step 9 Place cursor in the Header part and press Ctrl V to paste Use your left and right arrows to move the logo to the desired location on the report Step 10 Click on nel button and place the cursor in the TrailingGrandSummary part Step 11 Type Total Number of Children and move it using the left and right arr
27. hic information because Referral Inactive information was not included in the original find To access data outside the performed find the table from which data for the report are obtained must be changed To modify a report to incorporate data from another table i e data that are not in the found set access the Data tab from the FileMaker Inspector which is described in detail in the FileMaker Tools section of this document Select a related table from the Display data from drop down list see Figure 14 Table names starting with MostRecent contain data from the most recent event of that type not all events For example if a child has three Appointment events selecting the related table MostRecentAppointments will make data from the most recent of these Appointment events available for use in the report Data from the previous two appointments will not be available CHRIS Data Display Options rore 8 cr a na lt a Incorporating data from a related table is one way to access data that were not included in the performed find Another way to do this would be to exit Reporter and perform a new find that contains all the necessary data prior to re entering Reporter CHRIS Help Desk 800 231 5747 15 LL Reporter Tools A variety of Reporter tools are available to facilitate the creation of custom reports in the CHRIS Reporter section Buttons Pre programmed buttons allow users to include progr
28. information such as Site Name Address and Phone Number MostRecentTimeline Provides all the most recent information on Timeline events This is where fields such as ESE Eligibility Date and Referral for Screening Date as well as information on Screenings and Evaluations conducted are located MostRecent Service Provides all the most recent information on Service Coordination Coordination Event events For instance to access fields from the Referral In event Name use the MostRecentReferralin relationship for the Periodic Follow Up event use MostRecentPeriodicFollowUp ete For all Service Coordination events always select the relationship name beginning with MostRecent FoundSetTimeline Provides all the information on Timeline events for the current found set of records FoundSet Service Provides all the information on Service Coordination events for Coordination Event the current found set of records Name CHRIS Reports Manual Ficure 14 nore Accessing Data Outside the Performed Find The find performed on the Reports Find screen results in the current found set These data are stored in the Found Set Relationships and can be displayed in the report Ifa find is performed on demographic information only reports based on the Found Set Relationships will only display demographic information For example the Referral Inactive Report would only display the demograp
29. ing Schedule Report Presenting Problem Report Swooning Results Report Tnadive Raport Timeline Status Summary Data Detailed Speech Language Evaluation Report Timeline status Summary Data Brisfiyramnth Timelines Report Timaline status summary Data Briafl Yoar Children s List EIP Referral Folow un Repart code summary Master Timsline Reason Close Total Papert k inerease of Transitions ncieator 12 S o active Report Verification Activity for Indicator 12 Total children Found 13 Est Renerts The EXIT REPORTS button returns the user to the Reporting screen see Figure 2 CHRIS Reports Manual Performing Accurate Finds Performing an accurate find is very important because the find provides the information on which reports will be based Incorrect finds will produce inaccurate results The following tips will assist users in performing accurate finc 1 Know what specific data are required to create the desired report 2 Be specific when performing finds Given the number of records in the statewide database it helps to be specific when performing finds Enter date ranges ID numbers database numbers or special terms to narrow the find criteria and return the data desired 3 Limit the use of excessive search criteria The Reports Find screen allows users to enter search criteria in up to six separate find sections Howe
30. it to the right This will sort the report by DBnum automatically when that layout is accessed Step 21 Click Next to show the Specify Grand Totals window see Figure 48 Ficure 48 Step 22 the Specify button and select TotalKids field Step 23 Click the Add Grand Total button see Figure 48 The total number of children in the found set will now display at the end of this report Step 24 Click Next to show Header and Footer Information see Figure 49 Here you can select items to be displayed such as current date or page number but this is optional depending on your site s needs CHRIS Help Desk 800 231 5747 47 Ficure 49 Figure 50 NOTE 48 Step 25 Click Next Step 26 Click Finish You have now created the basis of your report see Figure 50 earns Domum FirstName Lastname ESE Date Reftorkval to ESE Days JErasiname AULESEE N EdRef Eu nate eeemm Once the basis of your report is created you can use tools included in this manual to make the report fit your needs Some options include Adding and modifying fields and text pages 36 37 Adding preprogrammed buttons pages 16 18 Adding sub summary parts pages 20 22 Adding a Chart pages 24 28 Creating you own functional button pages 38 44 Adding and Modifying Text pages 36 37 Reports can be customized based on site s needs For this example we will add t
31. lly To add a chart to your report complete the following steps Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 nove Click on the Chart Tool from the Tool Panel at the top of the FileMaker window Draw a box with the mouse to designate where in the layout you would like the chart to be located Then release the mouse to display the Chart Setup dialogue box This box will help you customize the chart Choose a Chart Type e g Bar Line Area or Pie from the drop down list The display window allows you to sample each style before you apply it to your layout Title the chart You can create a title or select an existing field name from the available options Identify the label and value data sources Select the proper relationship then select the fields that should serve as the sources of data To format your chart click on the FORMAT CHART button below the preview window You can change the font style size color color scheme and background effects You can also customize the legends and axes Once you create a chart it will be available for use with any other finds you perform in Reporter There is no need to recreate the chart every time you run a report in CHRIS To use sub summaries as data sources for the chart click the Show data points for groups of records when sorted checkbox 26 CHRIS Reports Manual Table View Table View allows users to display records or find
32. ng a layout part This tool can be used to add a Trailing Grand Summary that shows the total number of records in your found set 30 CHRIS Reports Manual Inspector The Inspector is a very useful tool that allows you to view and edit the settings for objects in a layout It can be opened by clicking on the i icon in the top right of the screen while the program is in layout mode or by choosing Inspector under the View FileMaker menu Three tabs separate the possibilities of making changes to the position appearance or data in objects see Figure 30 The Position tab allows you to set the object s size align objects and remove blank spaces in the layout The abject visibility section can be used to hide an object when printing This is great when adding notes or buttons that don t need to be in the final printed document The Appearance tab allows you to set the color paragraph alignment and background style of your layout The Data tab allows you to set the source format and behavior of the fields in the layout CHRIS Help Desk 800 231 5747 31 Figure 31 Ficure 32 Layout Options Once you have placed fields on the new layout and formatted them accordingly you can use the View As buttons while in browse mode Form View Figure 31 displays one record at a time List View Figure 32 displays records in a list format Table View Figure 33 displays records in a
33. ocate Sort Records see Figure 41 Highlight Sort Records and click the MOVE button or double click on the words Sort Records The Script selection will be displayed on the right side of the window Click the Perform without dialog checkbox Script Definition Window Ficure 41 it Scipt New Senp Repetroncr Fie Eat Window Sopvanes Nev sawt Perta Fed Partam Qader corevan Found set Erene roina set Pasty ast Ent Stow Recs Stow ited oriy contac c mt iti neor Sor Resets Unt Reco Fd Waco Recs windows Ten vnc Semster Opto Tiraram vanast daig Flame oors Ca PRON Comae Coste Etun serpe fl access renee Step 6 Click the SPECIFY button see Figure 41 to display the Sort Records window see Figure 42 and select the Last Name field to sort records based on Last Name Step 7 Click the OK button Step 8 Exit the Manage Scripts screen and save the new script Step 9 Go to Layout mode CHRIS Help Desk 800 231 5747 4 Ficure 42 Sort Records Window mes Corni Tete CRepoteonch v E Carton dayrkreunedutetout aux 2 Eaa ERefDoteTOESSiy otras beltrerencoreenrreesthty etter Ascending order Descending order Custom order based on asuelit rinoom lie nme override tddsraueoe for art Enc Ulkeorecin ated rer aD Gees li li Ni li li fi li li li li li l
34. ows to line it up with the TotalKids field see Figure 52 Ty T5 Referrals By Time Elapsed HERTS eni bara EY ra Fea Roe A bcc hi a fais pated ane iad gt TRENE ea A Total Number of Children 3 CHRIS Help Desk 800 231 5747 49 Adding Sub summary Parts pages 20 22 For this example we will group the report by last name This can be done by adding a sub summary part Remember records in the found set must be sorted by last name in order for the sub summary part to display correctly Step 1 From the FileMaker main menu select the VIEW option and choose LAYOUT MODE Step 2 Find the PART button on the Tool Panel click and drag it underneath the Body part The Part Definition window will be displayed see Figure 53 Step 3 Choose the SUB SUMMARY WHEN SORTED BY option Step 4 Click on the HY arrow to select the DemoEntry relationship Step 5 Scroll down the list of fields to select Last Name Click to highlight Step 6 Click the OK button see Figure 53 Figure 53 Drainer man Step 7 Select Total Kids field in the TrailingGrandSummary part By placing the Total Kids field in the sub summary part of the layout it will display the total number of children with the same last name Step 8 Copy the field using Ctrl C and paste in the sub summary part using Ctrl V 50 CHRIS Reports Manual Step 9 Click on ine MB ston and place the cursor in the sub summary
35. part definition can be added by entering Layout mode in FileMaker Pro see Figure 18 A sub summary is added below the Body part definition Presenting Problems Report in Layout Mode ik a SIRIS Sup summary Part Soe snow seesee meses a3 When the sub summary is added the Part Definition window will be displayed see Figure 19 Select a relationship from the drop down list and a value field name on the report that will be used to categorize the data Then place that field and any additional fields within the sub summary part in Layout mode For more assistance on fields and relationships see the Reporter Relationship Help Sheet and the Custom Reports section of this document Sub summary Part Definition Window Part Definition in Title Header MostRecent Timeline Header Leading Grand Summary Body Sub summary when sorted by Traling Gand Summary Footer Tide Footer Page break before each occurrence Page break after every 1 occurrence Restart page numbers after each occurrence Allow part to break across page boundaries Discard remainder of part before new page Clatterrate background fil 7 oe Lect CHRIS Help Desk 800 231 5747 21 Ficure 20 CHRIS Reports Manual Once a sub summary part is added the records are sorted by the field selected The report will display the found set of reco
36. pty fields 10 CHRIS Reports Manual Custom Reports Custom reports can be created in CHRIS using the Reporter program Reporter The Reporter program was developed to give users the flexibility to create custom report layouts and to modify existing report layouts Reporter can be used to produce letters forms lists tables and other types of summarized data as well as to provide data to site managers and administrators Reporter has no permission restrictions and is available to all CHRIS users Users can duplicate rename change or add on to layouts to produce more advanced reports The Reporter program also allows the creation of FileMaker scripts which can be customized in any report to facilitate performing finds sorting and printing As such a basic understanding of the CHRIS program and the FileMaker Pro application is required to design custom reports Accessing Reporter The first step to accessing the Reporter program is to select the REPORTS option from the CHRIS main menu Then click the REPORTER CUSTOM REPORTS button on the CHRIS Reporting screen see Figure 2 After clicking the REPORTER CUSTOM REPORTS button the user will be provided with the same Reports Find screen used in the Standard Reports section of this manual see Figure 3 CHRIS Help Desk 800 231 5747 u LT Figure 12 Custom Reporter Menus After performing the initial find on the Reports
37. rds separated by the categorized values which for this example is Primary Placement see Figure 20 Presenting Problems Report with Primary Placement Sub summary Prosenting Problem Report wam av an 18200850 CHFOUTIgrERF g 401 Dowslopmantst Concos EF FTE comer He ansao sn CHFOUTMrEaFIOg 402 CeveopmeniatConcuns EF FTE mms cn ce anazo soo CHFOUTINgrEGPron 401 Davelepmanta Concams ET RIN sro He co Ssmo sor _GOIEIPWTN 509 Oswelopmeria Concems ET RFC Te of caren wah tis resorting poer Developmental Coreene T7 moor se s Azaz sot cHFOUT 401 Henn Cancers rR aana Ro Da aqo0N 506 CHFOUTIMgEdPog5 n9 _ Hearng Concems ET RN estar of ciren wa h preening ober Hearing Coreea 7 1 aon u os MANGRO GOS ROMATINAR 40 Muli SerworyConceme ET RC tater of hen ws precaria praam Wut Saray Goneara T 1 arar we ea 482008 6o TroARIB S11 SocilPeronalConcams ET RIN amsa aa w Mannar Gor NCARTesEE 403 SossiPwrsorai Coren EF FTE mar to ve amsaa So HOSTEOMCRON 400 SosalPersoraiConeems ET RC 2 Di va 02008 Soe DCFTREN S1 SociniPesoralConcems ET RIN 20000 w He Inao am CHFOUT TLEE s02 SonaPersoral Coreems ET RIN eee r J aws m w tozo eoo TRV S02 SpoodhLenguage Corceme EF FTE Add a Sub summary Sort For this example a sub summary part definition is added to the report layout to sort and group records on a report Step 1 From the FileMaker main menu select the VIEW option and choose LAYOUT MODE Step 2 Find the
38. riteria are entered in more than one section the find functions as an And find results will contain only those records that meet all the criteria specified in all the sections unless the OR or OMIT option is selected 6 CHRIS Reports Manual Ficure 10 After clicking the PERFORM FIND button on the Reports Find screen the Sorting screen is displayed see Figure 10 This screen provides options for sorting the data in the report Click the button associated with the desired sort option Sorting Sereen SSS TEE STEE e rene go 1S On the Sorting screen COR refers to County of Residence The GO TO REPORTS button leaves the records unsorted and takes the user to the Standard Reports screen see Figure 11 CHRIS Help Desk 800 231 5747 Fioure 1 note Once the sort option is selected the Standard Reports screen will be displayed see Figure 11 This sereen lists the standard report options available Click the button to select the desired report Standard Reports Sereen Referral Report First Contact amp In ESE staffing Report Tracking Status of Referal for Screening TEP FSP Report Event Count By Age Range Year End Timeline inactive Reason Ranort Event Count By Age Range Year Month Sreening Labels Appointment Schedule Address Labels Screening Appointment Report Action Needed Report Seresr
39. sbyTimeElapsed as the name of the report Choose Computer Choose Report as the type of report Click Continue Step 8 Uncheck Include Subtotals for the purposes of this report since it is not needed see Figure 45 Ficure 45 CHRIS Help Desk 800 231 5747 45 Step 9 Step 10 Step 11 Step 12 Step 13 Step 14 Step 15 Step 16 Step 17 Ficure 46 Click the Next button which will take you to the Specify Fields window see Figure 46 Select DemoEntry from the drop down menu to show the correct fields On the left side showing the field names select DBNUM Holding down the Ctrl key select LastName First Name and DOB Click the Move button Select FoundSetTimeline from the drop down menu used in Step 10 Changing the relationship will give access to all Timeline table fields for the report On the left side showing the field names select EvlReferralForEvaluationDate Holding down the Ctrl key select ESEEligibilityDate and EviFinalToESEDays Click the Move button Figure 46 below is what the New Layout Report window will look like at this point with all fields to be displayed on the report shown Step 18 Step 19 Click Next Click Next once more to show the Sorting options for your report see Figure 47 46 CHRIS Reports Manual Figure 47 Step 20 Select DemoEntry DBnum from the left and move
40. tabular format like a spreadsheet Each record appears in a row and each field appears in a column if aat a tarare tanane oon sunaanianes a seroa Yo Cre 21252000 Ris Reportrnen 1211 2013 Pr mas oon su nome marase ote eon sen a520 ms e208 lon toe arneo Re we Pe anao nw azzo 108376 Yov lone 212512009 09338 Pon Son lansi2008 1 22 2008 ftos609 fio lez 2 25 2009 110807 cna Hez 2ie 2009 172372008 110867 Din TTge 2728 2009 170881 Cer fon 225 2009 2 21 2008 11606 Mer Pio 2 12009 112212008 14321 faai Oiz 27 2009 116187 Bon Min 2 16 2008 1 30 2008 116591 Nan Cb 2710 2009 CHRIS Reports Manual Tool Panel The Tool Panel see Figure 34 is used to place objects on a layout Click a tool button to activate that option and it will appear recessed in the Tool Panel The mouse pointer will change to represent the option selected See Table 3 for a description of the tool options available Tool Panel Section Ficure 34 Bit NERIS Co Esa S we Tool Panel Description Table Tante3 Tool Option Function Setcoion Toat ER Selects moves and resizes objects Text Toot Mil Types or selects text Line Tool Draws straight lines horizontal vertical or diagonal Rectangle Tool Draws rectangles or squares Rounded Rec
41. tangle Toot LE Draws rectangles or squares with rounded corners Oval Toot Draws ovals or circles rittCongo Tot I Adds a field or control and chooses its display type Button Toot AA Creates an interactive button that performs specified commands from a script in Browse or Find modes Tab Contr Too LE Adds a tab control to a layout to organize objects and make data entry easier Portal Toot Ed Creates a portal display records from related tables Chart Too alll Creates a chart on the layout Web Viewer Tool Adds a web viewer to display a web page on a layout Field Toot P Adds field objects to a layout Part Tool i Adds parts to a layout such as a header body or footer Format Painter Tool Copies formats from objects and applies them to selections CHRIS Help Desk 800 231 5747 Ficure 35 Ficure 36 Taste 4 Part Tool The Part Tool is used to add parts to a layout such as a header body footer or sub summary see Figure 35 A layout part organizes and summarizes the information displayed in the section Part Tool Section Every layout must have at least one part Layout parts can contain fields portals buttons text and other objects In Layout mode dotted horizontal lines mark the division between layout parts and the Part Label appears to th
42. ver using numerous search criteria in a single report can cause inaccurate results If you need to perform complicated finds to develop your report contact the Help Desk for assistance CHRIS Help Desk 800 231 5747 Find Operators Use the find operators below to improve the search criteria for records see Table 1 Find Operators Table Tamel To find values that Example Are less than the value of the item lt lt 40 or lt 09 09 1998 Are less than or equal to the value of the item lt 0 Are greater than the value of the item gt 10 10 1998 Are greater than or equal to the value of the item 10 Have some or all of a field s contents Ann finds Ann or Ann Marie but not Annie Are an exact match of the field s contents nne finds Anne but not Ann Marie or Annie Are within the range specified 12 30 17 30 Are duplicated values 1 TAnn finds Ann or Annie or Annette Include today s date iL i Have invalid dates or times 2 Have any one character Have any one digit Have zero or more unknown or variable text Anne finds Anne or characters Annette or Brianne Escape next character ie Include literal text including spaces and Jean Louis punctuation in a field text exactly as it appears but regardless of uppercase or lowercase Match phrase from anywhere not only word start Have em
43. yout and press the Enter key to go to that screen FDLRS South Reporter Report Layout Menu soutien Sout Cred Mon Tracing Chart South hid Fred Mon Tracing Chart CaeferIa Sum Chad on racing Chart engin 22 bene Recor oacome Report Refera ist had Oiscone ReprtRefera nasa Gag anton Te CHRIS Help Desk 800 231 5747 3 Tante 2 Reporter Relationship Help Sheet The CHRIS Reporter Relationship Help Sheet see Table 2 is a table that should be used for reference when adding fields to a new layout The help sheet lists the relationship name that must be used to display the data for the fields selected Reporter Relationship Help Sheet Relationship Name Definition Action Needed Used for adding Action Needed information regardless of the event The information in this file includes Action Needed Dates Event Name Event Date Action Needed Completed Date and Action Needed Addresses Provides all fields pertaining to the parent or significant adult including names phone numbers and addresses DemoEntry Provides all demographic information for the child This is also where fields such as Current Exceptionality Status Current Timeline Status and Current Service Coordination Status are located History Provides all historical information regarding services that were provided prior to Part B services SiteList Provides all site

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