Data Exploration 2.0 Guide

Data Exploration 2.0 is the new and improved version of AlayaCare’s in-app business
intelligence tool. It is designed to provide you with a superior reporting experience to help you
run your businesses efficiently and achieve your operational goals.

Terminology	Definition
Explore	A category of data (i.e., Client information, Employee information)
Look	A single table or visualization representing a query that is saved as an individual report.
Dashboard	Either a single Look or a group of Looks with pre-defined filters that are easy to navigate.

Network Considerations

In Data Exploration 2.0, the agency-wide Group and Shared sections are not office aware,
meaning the Looks and Dashboards will be available to all users with the appropriate
permissions, regardless of which branch the user belongs. However, all data in Looks and
Dashboards is restricted by your own office, so you will not be able to see any data for other offices.

Quick Links

This lengthy guide is split into multiple sections. Click on the related link below to skip ahead:

• Accessing Data Exploration 2.0 - A quick guide on how to access reports
• Reports Available in DE 2.0 - A list of reports and their current status
• Scheduling Reports - How to schedule reports to be sent to your email
• Reminders - Additional information on DE 2.0

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Accessing Data Exploration 2.0

You will be brought to a screen with the following options:

• My Folder - your personal reports you have saved and linked with your individual login.

• Group - specific requests from other branches that you can utilize as well and see your branch specific information when you used.

  • Note: Do not save to group Looks and Dashboards outside of your own dedicated branch folder.

• Shared - the Agency folder for the entire network to use.

It is important to note that Roles and Permissions apply to reporting. For example, someone with scheduling permissions cannot view accounting information.

Group Folder	Agency Folder

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Reports Available in Agency Reports

The first three reports provide the accounting setting codes for offices that are set up; offices don't have access to set up the accounting codes within the accounting settings. The first report is the services and premiums that are available (but had to have been used) and can be customized for clients (bill codes) and caregivers (pay codes).

If you find that a report does not appear to be reflecting your data accurately, we welcome you to complete a help form with specifics examples so the issue can be tracked, researched, and resolved.

Note: For the following three reports, Codes are only listed for those that have been utilized. If you do not see a bill, pay or service code that you need, don’t hesitate to request via the help form which will walk you through the details needed. 

Accounting Codes 

List of Services with associated Bill and Pay Codes and their Standard Rates for your office.
List of Premiums with associated Bill and/or Pay codes and Standard Rates for your office.

Authorization List - Funding Block

List of funding Authorizations where their end date is within the next month. it includes the authorizations, their start and end dates, quantity authorized, quantity scheduled, and the units per month/week/day.

Billable Overtime

A report designed to discover clients where a single caregiver has worked 40 or more hours with that specific client within the defined timeframe. This report will display the caregiver's standard pay rate along with the total hours with the same client. It will calculate the billed overtime owed as 1.5x times their rate.

Canceled Visits by Reason Code 

This report is used to track the date a visit was scheduled, the reason why a visit was canceled, scheduled hours, approved hours, missed revenue, earned revenue (if charged client), pay sum (if paid client), and total visits within the selected date range. 

Caregiver Lateness

List of Caregivers who clocked in late, the scheduled visit start time, actual clock-in time, how many minutes late clock-in occurred, and client name.

Caregiver Referrals Dashboard

A dashboard of multiple reports that displays caregiver referrals by recruitment source (i.e. client/family referral, job fairs) and organization (i.e. indeed.com, school) over a period of time.

Caregiver Utilization 

This report is used to summarize how many hours a caregiver is scheduled, total hours worked (punched hours), total hours approved in the defined date range.  It’s to help you see which caregivers may have availability in their schedule.

Client Birthday

Displays a list of all active/waiting listed clients, their birthdays, and their address.

Client Profitability

This report compares the client expenses from payroll to the client revenue per client. It is defaulted to the previous pay period.

Client Referrals Dashboard

A dashboard of multiple reports that displays client referrals by category (i.e. field sales, internet), source type (i.e. client/family, digital marketing), organization (i.e. Caring.com, Brightstar), referral contact, etc. over a period of time.

Custom Bill Rates

List of Clients with the Standard Bill Rate for each associated Service and Funder, as well as Custom Bill Rate, if applicable. Blanks indicates no Custom Bill Rate has been set up or not utilized yet. If a Custom Bill Rate is needed, verify, or add under the Client Profile -> Accounting (top tab) -> Custom Bill Rates (side menu). Click here for the Zendesk article with screenshots on adding, editing, or clearing a Custom Bill Rates. Some common errors include when a Custom Bill Rate has a start date after a visit has been performed or added for a Bill Code for a Service of the same name but different Funder.

Custom Pay Rates 

List of Employees with the Standard Pay Rate for each associated Service, as well as Custom Pay Rate, if applicable. Blanks indicates no Custom Pay Rate has been set up or not utilized yet. If a Custom Pay Rate is needed, verify, or add under the Employee Profile -> Employment (top tab) -> Custom Pay Rates. Click here for the Zendesk article with screenshots on adding, editing, or clearing a Custom Pay Rates.   

Several other reports are also available for your use to help manage your business. Known “dummy” or fake Clients and Employees have been filtered out but not all may be captured as offices add their own. A friendly reminder that “Non Billable Admin” and “Non Billable Training” are the only dummy client accounts included excluded.

Dashboard Charts - NEEDS VALIDATION

An in-progress report that displays various metrics like active/discharged clients by month, top client referral accounts, new/inactive caregiver accounts, trending scheduled and billed hours by month and trending billing information by month. While this dashboard is developed, it has not been validated by any franchise owner. We are seeking volunteers.

Forecast vs. Actual

Revenue forecasting report that can pull total revenues by day, week, month and/or year. Please ensure Payroll has been run to ensure that calculations are captured correctly.

Holiday Bill Report

A report that displays approved hours, the client's bill rate, and the calculated holiday premium per hour for the day specified in the "Start Date" filter.

Hours and Revenue with Totals Dashboard

Scheduled and Approved Hours, plus Revenues for the past three weeks and current week by Client and with Totals. Scheduled Hours include canceled and rejected visits. Approved Hours does not include Rejected visits, but does include Cancelled Visits that have Approved Units. Allows you to customize the date range.

HR WIP

This HR report is designed in a way to have multiple looks and data points that are valuable to your daily business operations. This report is robust, offering a deep look at employee tracking and gives you the opportunity to view Client statistics and allows you to correlate the information. Is employee turn-over related to cancelled visits? Is caregiver lateness related to losing client hours? Your cancelled visits with reason/lost revenue and other caregiver data will answer that question for you.

Below is a List of data points that the HR WIP report covers:

·         Employee Applicants

·         Late Visits this Week

·         Average lateness

·         Active Employees

·         Employees on Hold

·         Employees Terminated

·         Late/Missed Visits

·         Employee Skills Expiring - Next 90 Days

·         Active Employees

·         Number of Clients Discharged This Month with Status Reasons

·         Employee Termination Dates and Reasons This Year

·         Top 15 Active Employee Skills

·         Missed Visits Last week This week

·         % Task Completion on Visits this year

·         Cancelled Visits with Reasons - This week & Last week

·         Revenue Lost from Cancelled Visits with Reasons - This week & Last week

·         Who's taking time off this week?

·         Revenue Week over Week (Premiums Included)

·         Visit Revenue By Year By Branch

·         Offer Responses Past 3 Months

·         Who's declining shifts and Why? (past 3 months)

·         State Revenue Totals

A few examples of how this report could be utilized would be for employee evaluations. You could look at offer responses in the past 3 months. Did they decline often? What were their reasons? You could also evaluate their average lateness. Regarding employee recruitment, you could evaluate terminations, the amount in applicants and employees on hold. Although this report is considered an HR report, if very important to be able to compare how your employee operations could be affecting your clients and revenue.

Key Metrics & Trends - NEEDS VALIDATION

A dashboard of various reports that displays a month-by-month trend of forecasted hours, revenue % change, revenues, active employees, client count, revenue by zip code, and more. While this dashboard is developed, it has not been validated by any franchise owner. We are seeking volunteers.

Monthly Service Hour

Displays approved hours by month and year.

Punched Hours by Client

List of Clients and the Hours “Punched” (or clocked-in for) for the last three and current week. These are the hours accumulated on the clock regardless of what was approved. Does not include Cancelled or Rejected Visits.revenue by referral, and invoiced revenue by territory, revenue by service,

Revenue by Payer Month over Month

Sum of Revenues for each Calendar Year by Month per brokenPayor Type (e.g., Private Pay, LTCI, Veterans Administration, etc.), Payer Name (e.g., VACCN, Genworth, etc.; Private Pay is blank). Previous years include Revenues for the total calendar year, whereas the Current Year is to date. Ability to filter by payor types(s) and sort by Payor Type, Payer Name, or revenue in any year. Also includes Totals for each Year. 

Revenue by Payer YOY 

Sum of Revenues for each Calendar Year by Payor Type (e.g., Private Pay, LTCI, Veterans Administration, etc.), Payer Name (e.g., VACCN, Genworth, etc.; Private Pay is blank). Previous years include Revenues for the total calendar year, whereas the Current Year is to date. Ability to filter by payor types(s) and sort by Payor Type, Payer Name, or revenue in any year. Also includes Totals for each Year. 

Client Referrals Dashboard

A dashboard of multiple reports that displays client revenue by referral category (i.e. field sales, internet), source type (i.e. client/family, digital marketing), organization (i.e. Caring.com, Brightstar), referral contact, etc. within the defined time.

Revenue by Service Previous Month 

Invoiced Revenues by Service with Entry Date of Invoice and Invoice #, Payor Type, Service Bill Code and Description, Status of Invoice (e.g., Sent, Paid), Cost Center (aka Territory), and Premium Code if applicable. This is utilized for calculation of Revenues for royalties for the previous month. 

Revenue by Service – YTD

Invoiced Revenues by Service with Entry Date of Invoice and Invoice #, Payor Type, Service Bill Code and Description, Status of Invoice (e.g., Sent, Paid), Zip Code, Cost Center (aka Territory), and Premium Code if applicable. This is utilized for “true up” of Revenues for royalties each month YTD. 

Scheduled Hours by Caregiver 

List of Caregivers by Territory (aka Cost Center) and Group with Scheduled Hours for the Last Week, Current Week and next two weeks. Totals of Scheduled Hours for each week also included. Cancelled, Rejected and On Hold Visits are not included. Incudes Hours for Visits that may be scheduled for training or other non-client related hours. 

Scheduled Hours by Clients 

List of Clients by Territory (aka Cost Center) and Group with Scheduled Hours for the Last Week, Current Week and next two weeks. Totals of Scheduled Hours for each week also included. Cancelled, Rejected, and On Hold Visits are not included. Includes Hours for Visits that may be Vacant. 

Scheduled Overtime Report

Displays a list of caregivers that are scheduled for more than 40 hours of work for the week defined in the filters.It also displays a list of all projected hours for caregivers.

Shifts & Hours Counts

By Territory, provides Shift/Visit Count, Scheduled Hours, Approved Hours, and Average Scheduled Hours per Shift for the past three weeks plus current week. Provides insight into trends on your average length of shift. 

Weekly Master Schedule Summary 

There are two parts within this dashboard. 1. A summary of total hours, total caregivers worked in the week, total clients have visits scheduled for the week, total visits, total vacant visits, and total non-billable hours.  2. Details of all visits scheduled for the week, clients, caregivers, zip code visit start/end time, service provided, hourly hours of the visit, fixed hours of the visit, associated bill rate and pay rate. This report is used to track weekly hours, visits, caregivers scheduled, clients, and vacant visits.

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Scheduling Reports to be E-Mailed

Follow the steps below to schedule the delivery of a report:

1. Select the desired report in AlayaCare
2. Click the three vertical dots
3. Click Schedule delivery
   

   

4. Under the Settings Tab, name your report
   
   

5. Select the recurrence frequency (daily, weekly monthly, etc.)
6. Select the time
7. Enter the email addresses (if sending to multiple addresses use a ; after each email address)
8. Select the format (CSV or PDF)
9. Under the Filters tab, belect the time frame (MTD, YTD, Last week, Specific date range, etc.).
   
   
   
   

10. Under the Advanced Options tab, include a custom message for the body of the email if you choose to (this is not required)

11. It is recommended that you select Expand tables to show all rows
    
    
    
    

12. When finished you can click Test now and the report will be sent immediately. 

13. Click Save

The sender of the report is Looker:

Modifying or Canceling Delivery

Once a report is schedule, should you need to modify or delete the schedule altogether simply select the report and click the three dots and then Schedule Delivery.

Now click the three dots again and you can edit, duplicate or delete the report.

If you wish to schedule another delivery for the same report click New.

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Reminders

Data in DE 2.0 is refreshed every two hours. However, live data is available “in app” through Dashboard KPI Reports (such as Expiration Items or Tasks), Accounting Exports (such as Invoice and AR Reports), Billing and Payroll Exports, individual and bulk Client Charts or Visit Signature Reports (utilized for LTCI documentation), and Reports Metrics Reports (such as ADS/IADL scores from completion of the form over time).

Other reports may be viewable in DE 2.0 but are not yet ready for use (designated with “DRAFT” in the title). We are anxious to get more available; continue to watch the AlayaCare Bulletin for updates on when they are ready for release.