1. Clairvia Health Check: Reports Training
Document #: Staff Manager Post-Conversion PPT Eff. Date: 11/14/2014
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2. How to Run and Export Reports

3. Running Reports in Clairvia Client
Identify the path to the report, such as
In Clairvia Client  Reports  Schedule  Schedule Totals
On the Selection Criteria, you may
have the options to choose:
Profile
Employee
Assignment / Task
Date Range
Be sure you work through each tab
before hitting OK
Secondary selection criteria will be listed with each report
Please note – if you receive an error message when trying to select a date, please type in the date instead of using the calendar icon. This is a known Clairvia error in our current version (11/2017).

4. Export Reports in Clairvia Client
After running the report, look at the toolbar at the top
Click the Export icon – the envelope with the red arrow
On the Export dialog, choose the desired format and destination
“Microsoft Excel” and
“Application” recommended

5. Running Reports in Clairvia Web
Identify the path to the report, such as
Clairvia Web Reports  Management Staff Utilization
On the Selection Criteria, you may have the options to choose:
Profile Cost Center
Assignment / Task
Date Range
Summary or Detail
Include or Exclude specific data
Be sure you work through each setting before you click Run Report

6. Export Reports in Clairvia Web
Many reports in Clairvia Web have a .pdf vs. Excel option on the Selection Criteria tab
If no option, the report will display as an Adobe .pdf
Save this document to your share drive
Open the document on your computer
Go to File  Save As and choose Text
Save the Text file to your share drive
Open in your desired application, usually Microsoft Excel

7. Staff Manager Reports

8. Schedule Data Audit
Clairvia Staff Manager  Reports  Administrative  Schedule Data Audit
Employee Tab – choose one or many
Assignment Tab – choose one or many
Date Tab – choose one day or multiple days
Include Assignment Notes – choose yes or no
How do you want the data sorted – choose Audit Event Date (date that the edit took place) or Assignment Date (date of the shift/schedule in question)
What data should be included in report – internal or float in/out
Include deleted tasks – choose to include or exclude task data that have been deleted from system
Please note – the more targeted your selections the “cleaner” the report will be.
A second dialog box will open titled Enter Values which is where you select include assignment notes, how you want the data sorted, and what data should be included in the report.

9. Schedule Data Audit
The first column tells you the date, the time, and who took the action.
The second column tells you what happened to the data and how.
The third column is the assignment date.
The fourth column is the employee.
The fifth column is the task scheduled.
The last few columns address start and end times, coverage times and pay codes.
Note – event date is when someone took action on the schedule, assign date is when the employee is scheduled.

10. Absence Clairvia Staff Manager  Reports  Employee  Absence
Profile selection - Choose one or many
Date selection - Select the desired start and end dates
This report will pull in notes if they exist.
Please note - incidences and occurrences are different things. Clairvia counts how many times something happens, but not occurrence (e.g., I was sick Monday and Tuesday = two incidences but only one occurrence.)
Includes Sick, Family Sick, SWOP, No Show No Call, Absence Call (11/2017).
Late call is not on the report but exploring adding (11/2017).

11. Float Out Clairvia Staff Manager Reports  Float Float Out
Profile selection - Choose one or many
Date selection - Select the desired start date
Choose the length of time desired – days, weeks, months.
At the bottom of the Float Out report, note the number of hours floated out to other departments, as well as the specific departments listed.

12. Float Out
The report includes the date, the employee who floated, their skill, the profile he/she floated to, and the assignment information.
An (O) notes who picked up an opportunity.

13. Float In Clairvia Staff Manager Reports  Float Float In
Profile selection - Choose one or many
Date selection - Select the desired start date
Choose the length of time desired – days, weeks, months.
Please note – this report will pull employees in even if you don’t have access to their profiles if they have floated to the unit.
At the bottom of the Float In report, note the number of hours floated in from other departments, as well as which specific departments are listed.

14. Float In

15. Holiday History
Clairvia Staff Manager Reports  Employee Holiday History
Employee selection - Choose one or many
Assignment selection – Choose on or many
Date selection - Select the desired start date and end date. The holidays that occur between that date range will appear on report.
Please note – you may want to only include working/productive tasks in the assignment selection.

16. Holiday History
The report shows the holiday name, date, employee, assignment, and tasks with the skill.

17. Opportunity Statistics
Clairvia Staff Manager Reports  Statistical Opportunity Statistics
Profile selection – Select one or many
Date selection - Select the desired start date and end date
Please note – this report cannot be run for the future.
This report will show what opportunities have/have not been picked up.

18. Opportunity Statistics
Please note – if it is a 12 hour shift, it falls over multiple shift categories/partitions.
This report will show the largest need for shift category (Total column) or day (Total row).

19. Schedule Generation Process and Scheduling Aids

20. Schedule Generation Process
Ensure the budgeted information is accurate
Update the employee info settings – limits and patterns
Generate patterns
Employees submit requests
Generate / remake patterns and all requests
Balance the schedule for unit coverage
Verify that employees are assigned to their FTE
Post Shift Opportunities
Approve / Deny requests
Publish schedule
Please note – as of November 2017 budget data is either not current or has not yet been added. The Clairvia leadership team is working to obtain and input accurate budget information.

21. Coverage Totals Staffing Goal Staff Scheduled Goal (hover)
Clairvia Client  Schedule Editor  View  Totals By Shift Partition, Skill, Date
Staffing Goal
Staff Scheduled
Goal (hover)
Variance to Goal
Please note – as of November 2017 budget information and core coverage information is either not current or not included. The Clairvia leadership team is working to obtain accurate information and to get it loaded in to Clairvia.

22. Coverage Totals
Clairvia Client  Reports  Schedule Schedule Totals

23. Staffing Analyzer
Based on the parameters established in Clairvia Client  Maintain  Employee Info  Limits
Can be maintained via the HRIS interface or manually

24. Staffing Analyzer
Clairvia Client  Schedule Editor  View  Staffing Analyzer Minimums or Maximums tab
The Staffing Analyzer defaults to six week schedule duration.
Suggest to select “From” in the Date Range box and select a pay period or week.
Be aware that the date range will start with your current schedule cycle.
You must select the Update button after changing the date range.
The report will include paid hours inclusive of benefit time.
The Minimums and Maximums tabs look at employee limits. Employee limits come from the PeopleSoft interface. These tabs tell you if an employee is under their limits or over their limits.

25. Shift Opportunities Schedule Me vs. Consider Me How Many?
Clairvia Client  Schedule Editor  Rt Click  Add Opportunity
Schedule Me vs. Consider Me
How Many?
Overtime Approved
Posting to Home Unit and Others
Please note – you have to be in View by Assignment to put in an opportunity. You can use either use View in the toolbar and select View by Assignment or you can use the calendar icon with the purple arrow.
An opportunity is when you have a need that you want an employee to inter act with (e.g., pick it up). An open shift is a place holder that employees cannot interact with. Some units are using the open shift with a note to designate a new employee is working the shift when the employee hasn’t shown up on the schedule yet. If this is done, please be mindful to update any schedule information once the employee is available in Clairvia.
After you put an open opportunity on the schedule, you can right click on it to edit the details.
Schedule me means the first person to pick it up is awarded the opportunity; it bypasses the manager/scheduler approval step. Consider me means that the manager/scheduler must approve who is awarded the opportunity. Opportunities default to Consider Me.
Overtime Approved is selected by default. Be mindful if you change an opportunity to Schedule Me as the first employee to pick it up may be put in to overtime.
The Posting Schedule shows you which groups have access to the opportunity and when their access starts and ends.
The end date tells you when the opportunity expires. The end date defaults to one day before the opportunity.
You can create an opportunity and delay its active date.

26. Schedule and Daily Staffing Reports

27. Daily Staffing Board
Clairvia Web  Reports  Schedule  Daily Staffing Board
Profile selection - Choose one or many
Shift Category selection – Choose or 12-12
Skills – Choose desired skills
Select the desired start date and end date
Choose Employee Display – Name or Abbr.
Select Hours or FTEs
Print Coverage – Choose yes or no
Write-In Lines – Add additional lines if need be
Output Format – Choose Letter or Letter Larger Font
Print Assignment Notes – Choose yes or no
Please note – select the profile (unit) and either zz12-12 or zz This allows the report to run with partitions of 12 or 8 hours. If you don’t have the zz12-12 or zz8-8-8 option, please let the Clairvia Site Administrator know.
Reminder – when wanting to select everything to include in a report, it is helpful to scroll through the option to ensure that everything is selected (e.g., highlighted in blue).
If you select all skills even if you don’t have all the skills on your profile (unit), the ones that are not used in your unit will not show on the report.
Clairvia consultant recommends running the report by hours instead of FTE.
Some selection criteria for this report only apply to units that are using the acuity suite of Clairvia.
If the report is not returning the data you would expect or limited to no data, make sure you do not have a filter set (top right of screen).

28. Daily Staffing Board The report organizes by skill.
If an employee is floating in to the unit, it will include what their home unit is.
Please note – if including zz12-12 or zz8-8-8, the last page of the report will include blank information.

29. Schedule Clairvia Web  Reports  Schedule  Schedule
Profiles – Choose one profile
Shift Categories – Choose
Shift Categories with Spillover – select all
Skills – Choose desired skills
Tasks – Choose all tasks
Date – Select the desired start date
Number of Weeks – Choose desired number of weeks
Display Format by – All Employees
Group Employees By Partition – deselected
Include Profile Based Unscheduled Employees – Yes
Display Name Format – Full Name
Employee Sort By – Choose desired sort
Include Phone Number – yes or no
Exclude Scheduled Tasks – No
Show Task – Abbreviation w/Scheduled Start/End Times When Different
Mark Filled Opportunities and Open Shifts – Show Opportunities/Open Shifts and Schedule
Include Paid Hours By Employee - Yes
Total By – Staff
Calculate Totals By – Task Skill
Float In Display – Show with (In)
Float Out Display – Show with (Out)
Show Notes – Selected
Write-in Lines – choose number of lines needed
Please note – for the Tasks, you do not have to choose all tasks. If you only want to look at working/productive tasks, only include those in your selection.
If you deselect the Group Employees By Partition then you don’t need to select zz12-12 or zz
If you select NO for Include Profile Based Unscheduled Employees the report will not include employees who are not scheduled to any tasks.

30. Schedule
Please note – there is a hover navigation bar for saving, printing, and zooming in/out. This appears and disappears as you hover near the top of the report.

31. Productivity Paid Hours Report

32. Paid Hours by Category Float In, Agency and Traveler Hours
Clairvia Web  Reports  Management Productivity Paid Hours
Profile selection - Choose one or many
Select the desired start date
Choose the desired length of time – days, weeks, months
Select your Midnight Census capture point
Select output of Summary vs. Detail or Both
To hide unused rows, click True
Select Target Selection
Matrix / Grids = Planner
Demand / Acuity = Demand
Please note – you can utilize the Ctrl key to grab multiple items when selection report criteria.
Midnight census is usually 11:59pm; even if a profile (unit) is not census driven, you still need to select an option.
This report can take a while to load depending on the selection criteria and the amount of data it is trying to pull.

33. Paid Hours by Category
The first table will show patient data of zero if not a census driven area (or until the units using the Clairvia acuity suite of solutions are live with it).
Actual Data shows actual worked hours, paid not worked hours (e.g., benefit time), and total.
Budget Data and Target Data – as of November 2017 this data is not current or has not been entered so these areas of the report are not accurate.
The second tale shows direct care productive paid hours, indirect care productive paid hours, operation time, paid not worked time, and not scheduled not paid time.
If something doesn’t not look accurate for your unit, please let the Clairvia Site Administrator know. A task or a skill may need to be changed to reflect whether it is indirect or direct care.

34. Summary – Patient Data
Cumulative Volume = sum of volume value for date range
If Matrix = census at start of shift category partition
If Demand/Acuity = census at Staffing Decision Point of partition
Patient Days (Midnight Census) = sum of midnight volume for date range selected
ADT Index = Number of ADT events in the date range divided by the Patient Days (Midnight Census)) value for that date range

35. Summary – Actual Data Actual Worked Hours
Schedule data, including time and attendance updates, for all caregivers in all workshifts and operational time
Paid Not Worked Hours
Schedule data, including time and attendance updates, for all caregivers in all benefitted time categories
Total Paid = Actual + Paid Not Worked
Calculated Overtime = subset of Worked Hours where employee worked time exceeded Overtime threshold
(40 hours weekly)

36. Summary – Budget Data
Budgeted Worked Hours Unit of Service x Midnight Census
Based on matrix values multiplied by the midnight census value for each day included in date range
% Utilization
Budgeted Hours Unit of Service (HPPD where appropriate) at Midnight Census divided by Total Worked Hours

37. Summary – Target Data
If you run the report with the Target selection criteria of Planner, this will be based off your Matrix targets
Planner Target Hours
% Utilization = Planner Target Hours
divided by Hours Worked

38. Detail for Worked Hours
Subcategories by Skill and Premium Pay (RN, Sitter, etc.)
Actual Hours = Total hours for that subcategory
Agency and Traveler / Contractor hrs are a subset of Actual Hrs
Can include Budget targets by skill or Direct / Indirect
% Actual Hours divided by Budget Hours
Actual Hours divided by Cumulative Volume
Planner Target Hours by Skill
% Utilization = Planner Target Hours
divided by Actual Hours

39. Detail for Worked Hours – Indirect Caregivers and Operational Hours
Subcategories by Skill (Mgr, Secretaries) and Operational time (Orientation, Education, Meeting)
Actual Hours = Total hours for that subcategory
Agency and Traveler / Contractor hrs are a subset of Actual Hrs
Can include Budget targets by skill or Direct / Indirect
% Actual Hours divided by Budget Hours
Actual Hours divided by Cumulative Volume

40. Detail for Paid Not Worked Hours
Subcategories for Bereavement, PTO, Sick, etc.
Actual Hours = Total hours for that subcategory
Agency and Traveler / Contractor hrs are a subset of Actual Hrs,
although it is unusual for this Paid Not Worked Category
Can include Budget targets by category
% Actual Hours divided by Budget Hours
Actual Hours divided by Cumulative Volume
Grand Total Paid Hours in dark gray row

41. Detail for Unpaid Scheduled – Other Hours
Subcategories for unpaid time such as LOA or FMLA