Program Report Selection Method

You may choose to report on all service programs or selected service programs by checking the appropriate box. 

The default for this option is All Programs and it shows the total number of records in the title bar of the window.

Check Selected Programs box to select only certain programs.  Then click on the picklist to the right. The picklist may include:

  1. Filters - If you have filters already created you will see the list of filters
  2. Empty Filter - If you do not have filters created you will see an empty list
  3. Add/Edit Filters – You will be able to Add/Edit filters

Select a Filter

If you already have a filter in the list that you would like to run simply select the filter and then click on “Do Report”.

Add a Filter

Select the Add/Edit Filters option to create a new filter.  The screen below will appear.

 

This window allows you to maintain different sets of selected service programs.  This is done by choosing certain programs and giving the group a descriptive name, such as "Emergency Food Programs in North County Area" or "Childcare Programs - County Wide".  This descriptive name then appears in the Available Lists of Programs.  You can create as many program lists as you like.  These program selections can contain 1 program or many.  You may end up having dozens of different Selected Programs entries to choose from, depending on what type of reports you need.  After you define a group of programs and give it a descriptive name the name will appear in the selection list.

The push buttons on the bottom of the screen are the options for maintaining the programs list entries.  Use these to add, edit, select or remove items from the list.

New  

Create a new group of selected programs.

Edit  

Change or update an existing set of selected programs.

Select  

Use the currently highlighted item from the Available List of Programs list.  You can also select an item from the list by double-clicking on it with your mouse.  After selecting an item from the list, you will return to the previous screen.

Delete  

Remove an item from the list.  You will be asked to confirm the deletion.

Cancel  

Exit the list.

Selecting Programs

When you select New or Edit you will see this screen.

 

 

 

 

 

This is an individual Selected Programs record.  It is a master record, used to define what this program list is.  Enter a name for the list and any description you want.  You can also select which programs you want included in this list.

Fields Used:

List Name - Enter a descriptive name:

Examples:

·         Elder Care Services, All Areas

·         Private Schools in Westminster County

·         Women's Shelters

Description: (Optional) - Enter any details necessary to remind you later of exactly what this list is for.

Example:

         "This list was created for a special United Way report  in August. Discard after use."

Select Programs Individually

This button allows you to select individual programs by name.  See How to select programs section below.

Create/Edit Filtered List

This button allows you to select all programs that match certain conditions. You choose the conditions the programs must match.  This set of conditions is called a Filter, because it filters out any programs that do no match.

How to select programs

You can use the Select Programs Individually button or the Create/Edit Filtered List button.

Examples:

·     To select just a few programs that don't have any field in common, use the Individual Programs option. It will allow you to select individual programs by program name.

·      To select all programs connected with the keyword Emergency Food, use the General Filter option.  It will allow you to select programs that match a certain keyword.

Using these two options of individual and mass selection allows you to create very precise programs lists, rapidly.  You can also go back at a later date and update the list, or change the conditions used to select the programs.

Select Programs Individually - Details

When you select this button you will see this screen.

 

 

 

 

 

 

Use this screen  to select individual programs by name.  The Available Items list on the left has all the service programs not yet selected - they are available to put in the list.  The Selected Items list on the right shows all programs you have selected so far. 

These are the programs that will be used for the report.  As you pick programs from the Available list on the left, they will be moved over to the Selected  list on the right.  You can select an item by double-clicking on it, or using your Up and Down arrow keys to highlight it and pressing ENTER. You can type the first few characters of the name and move to the first matching item in the list.

To remove an item from the Selected Items list, simply double-click on it and it will be returned to the Available Items list.

Add           Choose this to move the currently highlighted program to the Selected list.

 

Okay         Choose this item when you are done.  You will be return to the previous screen.

 

Cancel      This cancels the any work done in this screen.

 

Remove   This returns the selected program to the Available Items list 

Create/Edit Filtered List - Details

When you select this option you will see this window.

 

 

 

 

 

 

Use this window when you want to select programs that have certain things in common.  They might all use the same keyword, be in the same city or have some similar condition.  The available selection options are listed on screen.  You can choose as many or as few selection options as you desire.  When you are finished choosing the selection option choose Save to have IRis select the matching programs.  You will then be returned to the previous screen.

Fields Used

Program City

Choose this check box to select programs by their city. Then select the city from the popup list to the right.

Zip Code is between

If you want to select programs by zip code, use this check box. Then enter two zip codes in the fields to the right.  To limit the search to one zip code, enter the same zip code in both fields.

Geographic Area

Choose this check box to select programs by their geographical search area. Then select the geographical area from the popup list to the right.

Site ID is equal to

This check box is useful if you have programs from multiple IRis sites on your system.  Check the box, then enter the desired Site ID code in the four-character field to the right.

Last Change was made

This is used to filter out programs that have had a change made within a certain time frame.  Check the box and input from and to dates.

Last Update between

To use this field properly, you should make regular entries in the "Last Formal Update" field of the service program record.  Many sites do regular periodic updates of their program records, and keep track of the last formal update.  If you do this, you can check this field and then enter the date range desired.  If you want "all programs not updated since 1 March 1998, you would enter the ending period as 02/28/1998.  The starting date could be 01/01/1900.  This would give you all programs whose last formal update was before 1 March 1998. 

No Classification Filter

This option tells you that you have not selected any keywords or taxonomies as a filter.

Select Keywords

Use this option to select programs by keyword.  The list contains all keywords used in your system. Select as many keywords as you wish. For example, if you wish to create a report of all food-oriented programs, you might select keywords like food, food pantry, emergency food, etc.  When your are finished selecting click on Okay. You will return to the previous screen.  Choose Cancel to discard any work done in this screen.

Select Taxonomy

Use this option to select programs taxonomy.  Select the option then click on Change Selected Items.  You will see this window. 

 

 

 

 

 

 

The list contains all taxonomy terms used in your system. Select as many terms as you wish. For example, if you wish to create a report of all food-oriented programs, you might select terms like food, food pantry, emergency food, etc.  Simply type the word Food in the field and IRis will take you to the Food terms.  When your are finished selecting click on Okay. You will return to the previous screen.  Choose Cancel to discard any work done in this screen.

Set Custom Filter

This is an advanced option to cover any conditions not available from the pick lists and popups.  It requires a basic knowledge of the Foxpro Programming language or technical assistance from SunCoast Custom Programming & Web Design for use.

Save

Choose this when you are finished selecting conditions. 

Important Note:   You MUST update the program list before running a report - IRis does not update it automatically.  If you selected 43 programs in January and then ran the report again in August without selecting Save, you will have the original 43 programs.  You may have added 200 new ones, but they will not be in the list.  The list is static; meaning it doesn't change until you change it.  Since you may add or delete individual programs from any list, IRis will not try to outguess you on which programs you want included in the list.

Exit

Select this button when you want to exit the screen without performing a selection.  You conditions will be saved, but the matching program list will not be updated.

When you get back to the Programs List screen make sure highlight your new or edited filter then click on the Select button so IRis can run the report based on your selection criteria.