MOW Mileage Report
Executive Summary
MOW Mileage Report estimates the driving distance and travel time of Meals On Wheels routes. You choose a date range, optionally filter by group, and pick one or more meal routes. For every day in the range on which a route has meal visits in AlayaCare, the system works out the stops in delivery order, calculates the driving route with a mapping service, and writes one row per route per day to an Excel workbook. The workbook downloads automatically when processing finishes and is also kept in the list on this screen so it can be downloaded again later.
Key Features
- Start a new report for a date range, limited to selected groups and meal routes
- Estimate travel distance (km), travel time and number of clients for each route on each service day
- Use the route's configured starting and ending locations when they are set up; otherwise start at the first client and finish at the last client
- Keep a history of every report run, with who ran it, when, how long it took and how many visits were included
- Cancel a report while it is processing
- Download the Excel file of any completed report again from the list
Typical Workflow
- Click Start A New Report.
- Choose a date range under Choose a Range. Optionally choose one or more Groups to narrow the list of routes.
- Select one or more Meal Routes and click Ok.
- Watch the progress panel. When it finishes, the Excel file downloads and Exported Successfully is shown.
- To get the file again later, click the download icon in Manage Records on the report's row.
Report Output
An Excel workbook with a single sheet named Home is produced when Ok is clicked on Start A New Report and processing finishes. It downloads automatically with a file name like MOWMileage_{date and time}.xlsx and a copy is saved with the report so it can be downloaded again from the Manage Records column (the download icon is titled Download PDF, but the file is the Excel workbook).
Report Contents
The sheet has one row per route per service day.
| Content | How it is determined |
|---|---|
| Service Date | The day of the route's first meal visit, in the route's time zone. |
| Route | The name of the meal route. |
| Travel KM | Driving distance for the day's route, in whole kilometres, calculated by the mapping service using car routing. Shows 0 when the mapping service could not calculate the route. |
| Travel Time | Estimated driving time in whole minutes (the mapping service's base duration, without traffic), 0 when the route could not be calculated. |
| # of Clients | Number of different clients with visits on that route that day, excluding visits that are on hold. |
Stops are ordered by visit start time. The route begins at the route's configured starting location when use starting location is enabled for the route and the location is valid; otherwise it begins at the first client's address. It ends at the route's configured ending location (or its starting location when set to be used as the end) when that is enabled; otherwise it ends at the last client's address. Client addresses come from the Meals On Wheels service's location. A day is only written to the sheet when the route has at least one stop to travel to after the start and end points are set. Only visits whose service code is of type Meals On Wheels, that are not cancelled and not on hold, are counted as stops.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
Main Grid
The grid lists the mileage reports that have been run (14 rows per page), newest first.
| Column | Description |
|---|---|
| Added | Date and time the report was started, in your time zone. |
| Added By | User who started the report. |
| From Date | First day of the report's date range. |
| To Date | Last day of the report's date range. |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Duration | How long processing took. |
| Included Visits | Number of Meals On Wheels visits that were included as stops. |
| Status | In Progress, Completed or Cancelled. |
| Manage Records | Download PDF icon that downloads the report's Excel file (only for reports that have a file). |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| Download PDF (icon in Manage Records) | Downloads the saved Excel file for that report. |
Dialog Components
Start A New Report
Opens from Start A New Report.
| Field | Purpose |
|---|---|
| Choose a Range | Start and end date of the days to include. Required. |
| Groups | Optional. Limits the Meal Routes list to routes belonging to the selected groups (with Select All / unSelect All). The route list refreshes when you leave this box. Only enabled groups that contain meal routes are offered. |
| Meal Routes | One or more meal routes to include. At least one is required. |
Click Ok to start. A warning is shown if the dates or routes are missing ("Please select a valid date range" or "Please select at least one route").
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Configuration | Holds the mapping service access key used to calculate the driving routes. |
| Facilities | Meal routes offered in Meal Routes. The route's time zone sets the day boundaries, and its starting and ending locations (and starting time) are used for the route calculation. |
| Groups | Groups offered in Groups. |
| ServiceCodes | Service codes marked with service type Meals On Wheels. Only visits with one of these service codes are counted. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report (Ok)
- Signs in to AlayaCare if needed. If sign-in fails, "Login To Alaya Failed" is shown and nothing is started.
- Saves a new report entry with status In Progress.
- For each selected route, loads the route's visits from AlayaCare for the date range (in the route's time zone), removes cancelled visits and groups them by service day.
- For each day and each visit, loads the visit's details. Visits that are on hold are skipped. For the others the client's details are loaded, and for visits whose service code is Meals On Wheels the client's service location is read to get the stop's coordinates.
- Orders the stops by start time and asks the mapping service for the driving distance and time, using the route's starting and ending locations when configured.
- Writes a row for the route and day to the workbook.
- If you cancel from the progress panel, the report is marked Cancelled and stops (no file is produced).
- When all routes are done, saves the total of included visits, the end time and the duration, marks the report Completed, saves the Excel file with the report, downloads it and shows Exported Successfully.