Report Filter Fields
Learn about the filter options that can be used with each report.
Click on the My Reports link in the Reporting section of the sidebar to access any of the reports available.
Each report begins with a page of filtering options. You must enter the site (green field). All other fields are optional.
Below is a list of all possible fields for the reports available to all staff.
Agency:This field is already filled in with an Agency ID number.
Agency Name:This field is already filled in with the Agency name.
Agency Program:A specific program can be selected from the drop-down menu. 'Not Set' is the default option. Leaving this filter at 'Not Set' will include information from all of the programs the staff works with in the report.
Staff Involved:This field is defaulted to the staff logged into the system and automatically has their staff ID in the field. Staff with 'manager' status have 'Not Set' as their default. Staff with 'manager' status can view any or all staff working with the program(s) by leaving this option at 'Not Set' or selecting a staff member that they wish to create a report for.
Site:The site is the location in which the service(s) were provided. This field is mandatory (green). Click on 'Find...' to select the site. If a 'root' site is selected, it will include all sites where services were provided within the time period selected. When a site is selected, a code will appear in this field to represent the location. If 'root' is selected the word 'root' will appear here.
Site Name:This field automatically fills in after a 'Site' is selected. The name of the selected site will appear here. If 'root' is selected then 'Settlement Program Locations' will appear here.
Selecting a Site:
Service Funded By:Click on 'Select a Funder' to filter by funder. When a funder is selected, a code representing the funder will appear in the field.
Selecting a Funder:
Fiscal Year:The default is 'Not Set'. A fiscal year can be selected from the drop-down menu. If a fiscal year is selected, the Service Date will automatically be filled in. A fiscal year is from April to March. For example the 2014 fiscal year is from 2014/04/01 to 2015/03/31.
Service Date:A Service Date range can be selected from the drop-down menu. The service date refers to the date recorded on the session page, NOT on the form page.
Where to find the Service Date:
The Service date is on the Session page. It can be found on the Create a Session or Maintain a Session page.
This option is available for the Direct Service, All Service Totals, All Client Totals, and New/Returning Reports.
The default is 'Not Set' to include all both Client types. A specific Client type can be selected from the drop down.
This option is available for Group Activities, Anonymous Group Activities, All Group Activity Attendees Reports.
The Session types are Information & Orientation Group or Community Connections Group Activities and Language Training. The default is 'Not Set' to include all Session types.
The option for Language Training is available with the All Group Activity Attendees report.
Order Results By:
This filter is not an option for All Services Totals and All Client Totals. This filter also replaces the Client Type filter in the Anonymous Group Activities Report. The Order Results By filter allows you to sort the order of a particular category on the service form. The category options available are dependent on the form that you are creating a report for. The headings do not change but the order in which the results are displayed changes according to the order by category that is selected.
Using the Order Results By filter:
Select a category from the order results by filter then execute the report.
Additional Options (Show/Hide):
Additional filter options can be selected by clicking on 'show/hide'. This filter is not available on the Anonymous Group Activities Report. The additional options correspond to the client profile fields. To filter by one of the additional options, first uncheck 'All' and then check the category to filter by. For more information on the Client Profile and its fields please click on Register a New Client.
The additional options are:
- Date of Birth
- Arrival Date
- Landing Date
- Postal Code
- Marital Status
- Immigration Card Type
- Immigration Status
- Immigration Class
- Language Spoken
- Country of Origin
- Last Residence
When calculating age OCMS goes by current date vs birthdate
To filter by a specific additional option, uncheck the "All" box and then check the box beside the option you wish to filter by.
Once the filters are selected, you can select the format of the report. Click 'Save As' to select a format. The default is Adobe PDF. The report can also be printed.
When you are ready, click on 'Execute Report in Background' to run the report with the selected filters and in the selected format. If you need to start over, click on 'Clear' to clear all of the fields and start again.
Your request gets sent to the Report queue for processing when you press the 'Execute Report in Background' button. You don’t have to wait for the report to load. You can leave the report page, close the session, go to other OCMS pages, etc. The report will be processed even if you close your browser. Just make sure you wait for this signal in the top right:
Once you see this message your request is sent.
When your report is ready to be reviewed a grey "briefcase" on the far right corner will turn red:
When it is red, click on the icon and your “Briefcase” window will appear. This window contains download links and updates on your submissions.
The first page or top half of every report contains the 'Report Parameters'. This shows you all of the filtering options and includes any information you selected to filter with prior to running the report.
The bottom half or additional pages display the results according to the filtering options selected, The report can be executed (or run) and the filtering options selected can be changed as many times as needed.