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Reporting and Client Counts

Solution

How are clients counted, and how are new and returning clients counted?

The following is a breakdown of how clients are counted:

  • No client is counted more than once in a given time period, regardless of how many services they received.
  • A client is considered to have received a service in a given time period if they have a service which started in the period or that started previously and extended into the period.
  • Any client who is not a new client within a time period is a returning client. Adding new clients and returning clients will give the total clients.
  • If a new client receives services in April, May, June, and July;
    • They will be counted in April as a new client, and in May, June and July as a returning client.
    • In the April-to-June quarter, they will be counted as a new client.
    • In the July-to-September quarter, they will be a returning client.
  • The client's status of "new" or "returning" relates to the entire period, and no client can be both new and returning within the same period of time.

 Questions

  1. If a client receives services in February 2016, and then returns in April 2017, are they counted as a new client in April since it is a new fiscal year?

  2. As the same client may appear in multiple time periods, why is it not possible to simply add up these numbers?

  3. How are clients in a group session be counted if it is a reoccurring group session and for each session, there is a fluctuating number of participants?

  4. In the reports for New and Returning Clients, when individually adding the total client count for the different modules (e.g. Information & Orientation (I&O) and Needs Assessment and Referrals (NARS)) the total is less than the total for all settlement services. Why are the numbers not adding up?

  5. How often can I run reports in OCMS? Are there only certain ones I can run?

 


 

  1. If a client receives services in February 2016, and then returns in April 2017, are they counted as a new client in April since it is a new fiscal year?


In this case, the client would be a new client in February 2016, and a returning client in April 2017.

Client status as “new” or “returning” does not reset in the new fiscal year.

 


 

  1. As the same client may appear in multiple time periods, why is it not possible to simply add up these numbers.

For example, if there is a count of 10 clients for each month from April to June, then the total
count for that quarter may be somewhere between 10 and 30. (If it was the same 10 clients each month, the total count is 10 – if it was a completely different 10 clients each month, then the count is 30).

In the example below Jack, Manuela and Cornelus each received one Information & Orientation session in January, one Information & Orientation and one Refugee form in February, and one Information & Orientation session in March.

Now you know that Jack, Manuela and Cornelus all came for the first time in January.  

  • If you run a new/return client report in January, you will have 3 new clients and 0 return clients

  • If you run a new/return client report for the period of January to March, you will still have 3 new clients but you will also see the same names listed as return clients. As they received service in January, February and March.

The January - March reporting period example:

 

 Nine (9) services were provided from July – August (3 for Bob, 3 for Joe, and 3 for Kim).

Twelve (12) services were provided from January – March. 

  • Jack – received three (3) Information and Orientation services (1 in each month Jan, Feb & March), he also received 1 refugee session form in February for a total of 4 services.
  • Manuela – received three (3) Information and Orientation services (1 in each month Jan, Feb & March), she also received 1 refugee session form in February for a total of 4 services.
  • Cornelus– received three (3) Information and Orientation services (1 in each month Jan, Feb & March), he also received 1 refugee session form in February for a total of 4 services.

Even though the client was seen 12 times they are only a unique client once therefore they are only counted once.


 

  1. How are clients in a group session be counted if it is a reoccurring group session and for each session, there is a fluctuating number of participants?

Each person is only counted once, so if they show up every day for the re-occurring session, they are only counted once (not every day). 


 

  1. In the reports for New and Returning Clients, when individually adding the total client count for the different modules (e.g. Information & Orientation (I&O) and Needs Assessment and Referrals (NARS)) the total is less than the total for all settlement services. Why are the numbers not adding up?

The same client may appear under multiple settlement modules (e.g.a new client may have received I &O services and Refugee services in a given time period), it is not possible to simply add up these numbers.

 

 




 

  1. How often can I run reports in OCMS? Are there only certain ones I can run?

Reports can be ran as often as you need or want. You can run all the reports that are listed on the reports page of OCMS, however you will only see data from the areas in which you work.

    • If you do not work with language training you will not see anything in this report.

 

 
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Article details
Article ID: 113
Category: Frequently Asked Questions
Date added: 2017-03-27 16:09:37
Views: 163
Rating (Votes): Article rated 5.0/5.0 (1)

 
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