In addition to on-screen statistics, HosPortal can generate statistical and analytical reports for activity-based and location-based rosters in a spreadsheet format over any date range.
To generate a report, go to Admin (A) then click on Roster Reports (Legacy) (B). HosPortal is working on a new way of reporting and is called Roster Reports.
On the Roster reports page, select the date range for the data to be analysed (C), the Roster groups (D) such as Call or Allocations, the roles of people to be included, and the type of analysis to include, then select Export.
The date range can cover both historical and future dates if you wish.
The settings can be saved for future use (E) so the system will remember the settings that were used.
Report contents
Depending on the features you are using and the configuration of your Allocations pages and session data, the exported spreadsheet will include tabs that report statistics as follows:
overall summary
summary by person
summary by role type
for each user, a detailed report of all their activity by date, with one user per tab.
The data could include the following headings:
Total Sessions - the number of sessions., shifts or activities actually worked in the date range
Total Minutes - the number of minutes actually worked in the date range, reflecting any adjustments to standard session times. For instance, if a shift is scheduled to be 8 hours long but the user is listed as only working for 7 hours, they will be reported as 7 hours (420 minutes).
Template Sessions - the number of sessions that users worked where the published session is the same as the roster template. This ignores whether that person is the templated person to work that session and only looks at whether the session is on the template. For example, if a templated General Surgery session goes ahead with Dr Abrahams, Dr Abrahams will be listed as being on the templated session even if the normally-templated doctor for that session is Dr Baker.
Unplanned Sessions - the number of sessions that users worked where the published session was not on the template.
#Multiple Staff and %Multiple Staff - the sessions where there is more than one user listed as working in the session, and the proportion of that user's total sessions.
#Regular Staff and %Regular Staff - the sessions where that person is the defined person on the template, and the proportion of a user's total sessions.
#Most Senior and %Most Senior - the sessions where the listed person was the most senior role staffed on that session. This includes where the user was the only person on that session, regardless of seniority. This can be used, for example, to see when a trainee was unsupervised. The seniority level is calculated in the definition of the role (Admin > Roles Seniority. Higher numbers are more senior).
Other headings will depend on the categories defined by any Roster Tags. These tags can be used to report on categories of activity, for instance, to report on all the surgical sessions by surgery type, or identify non-clinical sessions.
Overtime reporting
By default, the report will include all hours worked. If instead you only want to report overtime, then select the overtime option in the Data Type. This will calculate and report only the hours worked that are different from the defined calltype hours.
For example, if a call shift is defined from 18.00 to 06.00, a standard report will show this as 12 hours. If however the overtime option is selected:
someone who is listed on HosPortal as working 18.00 to 08.00 will be calculated as +2 hours
someone who works from 16:00 to 06:00 will be calculated as +2 hours
someone who works from 19:30 to 06.00 hours will be calculated as -1.5 hours
someone who works from 19.00 to 07.00 will be shown as nil hours: the late start of -1 hour is offset by the late finish of +1 hour.
Call report contents
The exported spreadsheet will report hours worked in total and broken down into weekdays, weekends, and public holidays.
Depending on the data you choose to report on, the spreadsheet will include:
a tab showing the total for each calltype
a tab showing the total for each user
a tab for each calltype, listing each user
a tab for each user, with a detailed report of all their activity by date.
If you have defined any Call Tags, then column headings will also report the hours for each tag. These tags can be used to report on categories of activity, for instance, to report on reasons for overtime.