MOW Service Details
Executive Summary
MOW Service Details builds a meals-on-wheels service listing for a date range. Coordinators start a new report by choosing a date range and the meal routes to include (optionally narrowing the route list by group). The system reads the scheduled visits for those routes from AlayaCare, gathers each client's diet information, allergies, and delivery address, and saves the result as a report job. The coordinator then opens a job and exports an Excel listing showing, for each client and meal type, the number of meals due each day, with totals by route and for the whole report.
Key Features
- Start a report for a date range and one or more meal routes, optionally narrowing the route list by group
- Review past report jobs, with their status, processing times, and number of included visits
- Open a job to see the routes it covers
- Export the listing to Excel, filtered by meal type, meal supplier, and service code
- Group the export by route, optionally with a separate sheet for each route
- Choose whether client name and AlayaCare client ID appear on the export
- Configure how meals are rolled up and whether the client address and extra diet types are included
Typical Workflow
- Click Start A New Report, choose a date range, and select the meal routes (use Groups first if you want to narrow the route list). Click Ok.
- Wait for the processing panel to finish. The new job appears at the top of the grid with a status of Completed.
- Click Edit on the job row (or right-click the row and choose Edit) to open the job.
- Click Export, choose the meal types, suppliers, service codes, and layout options, and click Ok. The Excel file downloads.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| Rollup Values | Rollup Value for Service Detail Listing | Dropdown | How meals are grouped on the listing: by print value, by meal type, or by service code. When blank, the service code's print value is used, falling back to its meal type. |
| Rollup Values | Print Address on Service Detail Listing | Yes/No | Adds the client address column to the export. |
| Rollup Values | Include Supplemetary Diet Type on Service Detail Listing? | Yes/No | Adds the supplementary diet type column to the export. |
| Rollup Values | Include Secondary Diet Type on Service Detail Listing? | Yes/No | Adds the secondary diet type column to the export. |
Other options that affect this screen are maintained outside this dialog: which client fields hold the main, supplementary, and secondary diet types, and whether the client's preferred name is shown beside the client name.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and its job detail |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
The grid lists the service-detail report jobs that have been run (14 rows per page), newest first.
| Column | Description |
|---|---|
| Added | Date and time the job was created, in your time zone. |
| Added By | User who started the job. |
| From Date | First day of the report. |
| To Date | Last day of the report. |
| Processing Start | When the system began building the listing. |
| Processing End | When the system finished building the listing. |
| Duration | Elapsed processing time. |
| Included Visits | Number of visits that contributed meals to the listing. |
| Status | In Progress, Completed, or Cancelled. |
| Manage Records | Edit icon that opens the job. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| Edit (row icon, or right-click a row) | Opens the job so the listing can be exported. |
Dialog Components
Start A New Report
Opens from Start A New Report. Click Ok to run the report.
| Field | Purpose |
|---|---|
| Choose a Range | From and to dates of the report. Both dates are required. |
| Groups | Optional. Limits the Meal Routes list to routes belonging to the selected groups. The list refreshes when you leave this field. |
| Meal Routes | Meal routes to include. At least one is required. |
Job Detail
Opens from Edit on a job row. Use the back arrow beside the title to return to the main grid.
The page shows the job's From Date and To Date and a grid of the routes the job covers (14 rows per page). The Export button is available once the job's data has loaded successfully; if the data cannot be read, an error message is shown and Export stays disabled.
| Column | Description |
|---|---|
| AC ID | AlayaCare facility ID of the meal route. |
| Route Name | Name of the meal route. |
Export
Click Export to open the export dialog, then click Ok.
| Field | Purpose |
|---|---|
| Meal Types To Be Included (blank for all) | Hot and/or Frozen. |
| Meal Suppliers To Be Included (blank for all) | Active meal suppliers. |
| Service Codes To Be Included (blank for all) | Service codes of the suppliers chosen above. The list stays empty until at least one meal supplier is selected, and is cleared each time the supplier selection changes. |
| Group By Route | Lists meals route by route, with a subtotal for each route. |
| New Sheet By Route | Shown only with Group By Route. Puts each route on its own worksheet. |
| Client Name | Includes the client name column (on by default). |
| Client AC ID | Includes the AlayaCare client ID column (on by default). |
The Excel file contains:
- A Criteria sheet with the report name, from and to dates, and the meal suppliers chosen.
- A Service Details sheet (or one sheet per route when New Sheet By Route is on) with one row per client, address, and meal type. Columns are: Client Name, AC Client ID, Meal Type, one column per day in the range, Total, Main Diet Type, the secondary diet type (when enabled), Diet Intolerances, Allergies, the supplementary diet type (when enabled), and Address (when enabled). Client details appear on the first row for each client only.
- Route subtotals by meal type when grouped by route.
- A Report Totals block of meal counts by meal type and day (on its own Totals sheet when New Sheet By Route is on).
The file is named MOWServiceDetails_{date and time}.xlsx, with the supplier name added when exactly one meal supplier is selected. "Exported Successfully" is shown when the download is ready.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Facilities | Meal routes offered in the report dialog. Only facilities of type Meal Route are listed. |
| Form Context Fields | Names of the supplementary and secondary diet type columns on the export. |
| Groups | Meal route groups used to narrow the route list. |
| Meal Suppliers | Active suppliers offered as export filters; the supplier on each service code identifies its meals. |
| Service Codes | Meal type, print value, supplier, service type (only Meals On Wheels codes are included), and delivery quantity rule for each visit. |
| Tags | Identifies which client tags are diet intolerances. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report
- Requires a date range and at least one meal route; otherwise a warning is shown and the dialog stays open.
- Confirms the AlayaCare sign-in. If it fails, a warning is shown and nothing is started.
- Creates a job and shows a processing panel with a progress bar. You can cancel from the panel; a cancelled job is marked Cancelled.
- Marks the job In Progress and, for each selected route, works out the start of the first day and the end of the last day in that route's time zone.
- Loads the route's scheduled visits from AlayaCare for the range and keeps those that start within it. Cancelled visits and visits on hold are skipped.
- For each remaining visit, loads the visit details, the client, the client's service, and the client's allergies (from the medical history and from risk assessments recorded as allergies). The delivery address is taken from the service's own location when it has one, otherwise from the client's home address.
- Reads the client's main, supplementary, and secondary diet types from the configured client fields, and collects the client's tags that are set up as diet intolerances.
- Looks up the visit's service code. Only service codes whose service type is Meals On Wheels contribute to the listing.
- Works out the rollup value for the meal according to the Rollup Value for Service Detail Listing setting.
- The first time a client, address, and meal type appear on a route, adds a zero-meal placeholder for every day in the range so that days without visits still show in the grid.
- Adds the visit's meals on the day it starts: one meal, or the service code's quantity multiplier when the code uses "Scheduled Quantity With Multiplier". Service codes set to "Placeholder Only" add no meals.
- Saves the listing and the list of routes on the job, records the included visit count, end time, and duration, and marks the job Completed.
Export
- Requires the job's data to have loaded; otherwise Export is disabled.
- Applies the meal type, supplier, and service code filters and the grouping options chosen.
- Builds the Excel workbook described above and downloads it.