Reporting in Sumac Case Management for Health and Social Services

Sumac has many built-in reports, as well as precise searching and flexible export options to customize your reporting.

Using search and export for custom ad-hoc reporting

This article tells you how to search using the search panel. You can also use Search Builder to find the contacts you need to report on.  Once you have the search results showing in your list, select the columns of data you want to see in your report and export the results of your search into a spreadsheet for further analysis or formatting.

Built-in Reports

There are many built-in reports that are useful for the Mental Health Case Management module. For more information on basic concepts and built-in reports, see this video. 

Mental Health specific Reporting 

Program Usage

There are two easy options for gathering your program usage data to report to funders.

Option 1 

From Specialized, again select Program Usage. You can search by date range or contact type or opt to show all. Then select Quick Count under Analyze and Report. Drag Program Name Name and Days in Program the left to the right of the window and click OK.

Click "Quick Count"

This gives you an interesting breakdown. You might discover that 75% of your clients spend about a month in a specific program, which means you need to increase the number of case workers available for that program.  Or potentially 75% of your programs require only 30 minute appointments, which means you can increase the number of appointments in a day.

Option 2 is to perform a search and export the data.  From the Sumac Console, expand Specialized and select Service Plan.

In Search Type, select Service Plan Field, Initial Assessment - Program Name ID and select the program name. Click Search. This allows you to search by the name of a Program that your Organization offers.   

If you want to run a report on the overall usage of the program, skip to the next step. If you would like report on the program usage in a specific time period, click the "+" and add the criteria "When Changed" to add a specific date range.

Click the columns button and add the Days in Program column by dragging them from the left of the screen to the right. Once you are satisfied with the "Fields To Show" click "OK"

Additionally, you can Export the report created. Click Export in the left-hand menu. Select the file type you wish (ie, comma-separated (.csv) and click "Export."

The result is a spreadsheet that you can use to tally the total service time provided for each service type.

Other reporting ideas to explore in your Mental Health Database

Case Plan:

1. Number of service plans by program in a month/year. (for this report, you set the date range at the top of the screen and then run a quick count report).
2. Active, inactive, and on-hold cases.
3. Number of cases by reason for exit.
   

Case Activity:

1. Number of tickets in a month per Case Manager.
2. Number of tickets by program name.
3. Total Time spent on specific programs.
4. Total Time spent by Case workers.
   

Other built-in reports to explore

There are many other reports that will help you manage your organization. Start by exploring these build-in reports:

Volunteer & Staff Tasks

1. Assigned workers
   
2. Tasks in Date Range
   
3. Volunteers By Type
   

Time Dockets

1. Client (both detail and summary)
   
2. Program (both detail and summary)
   
3. Worker (detail, detail list, summary)
   
4. Years (excellent for volunteer recognition!)

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