Progress Reports

Executive Summary

Progress Reports is the billing workspace for producing and distributing progress report forms, one PDF per client, for a billing cycle period. A coordinator starts a period by choosing a billing cycle, year, period and progress report template, then opens the period to build the forms from the approved visits in AlayaCare. Each form lists the client's visits in the period, travel premiums and completed goals. Forms that are ready are put into distribution jobs, emailed to the client's contacts, optionally printed or downloaded, and finally uploaded back to the client's file in AlayaCare. A history tab records every action taken on the period.

Key Features

• Start a new period from a billing cycle, year, billing cycle period and template (a period can only be processed once unless its earlier job was cancelled)
• Review how many forms are Pending, Waiting For Distribution, Distributed and Cancelled for each period
• Check for new forms (build forms for every client with approved visits in the period) or start a single form for one client
• Recreate a form, view its PDF, and open the client in AlayaCare
• Distribute all forms waiting for distribution, or a single form, then send the emails from a distribution job
• Download the selected forms as a zip file, or print them as one combined PDF
• Upload distributed forms to the client's attachments in AlayaCare
• Review distribution jobs (contacts and forms) and the full processing history of the period

Typical Workflow

1. Click Start A New Period, choose the billing cycle, year, period and template, and click Ok. The period appears in the grid with a status count of zero for each form status.
2. Open the period with the Edit icon (or right-click the row and choose Edit).
3. On the All Forms tab, click Check For New Forms. The system builds a form for each client with approved visits and shows each form as Pending or Waiting For Distribution. Use Start A New Form to add a form for one client that was missed.
4. Review the Reasons column for any Pending form, correct the problem (for example a contact without an email address) in AlayaCare, and use Recreate Form from the right-click menu.
5. Click Distribute All Forms and confirm. A distribution job is created on the Distributions tab.
6. Open the distribution job, review the Contacts and Forms tabs, and click Send Forms to email the PDFs.
7. Click Upload Distributed Forms to attach the distributed PDFs to the clients in AlayaCare.
8. Use Download Selected Forms or Print Selected Forms at any time, and review the History tab for an audit trail.

Report Output

Each form is a PDF generated from the progress report layout when the form is built (only forms that reach Waiting For Distribution get a PDF). The file name has the pattern ProgressReportForm_{client name}_{period end date}_{form number}.pdf, with any characters not allowed in file names replaced by a dash. The PDF is stored with the form and is password protected when a PDF password is set on the template. It is retrieved in these ways:

• View (right-click a form) opens the PDF in a viewer.
• Download Selected Forms downloads a zip file named ProgressReports_{date}.zip containing the PDF of every non-cancelled form that matches the current filters.
• Print Selected Forms downloads one combined PDF named ProgressReports_{date}_From_{n}_To_{n}.pdf. Lists of more than 400 forms are split into several combined files of 400 forms each.
• Distribution emails carry the PDF (one form) or a zip file called Distribution.zip (several forms for the same email address). The files can also be downloaded from the Contacts tab of a distribution job.

Report Contents

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Main Grid

The grid lists the progress report periods that have been started, newest first (14 rows per page).

Actions

Dialog Components

Start A New Report

Opens from Start A New Period. Fill in all fields and click Ok.

A warning appears if no cycle or period is selected, or if the period has already been processed (an earlier period job that is not cancelled exists). No forms are built at this point.

Progress Report Forms (period dialog)

Opens from the Edit icon on a period. The title shows the cycle, year and period. The top of the dialog shows the cycle, year and period.

Tabs

All Forms: Counts

Four read-only boxes show Pending, Waiting For Distribution, Distributed and Cancelled.

All Forms — Grid

The list is sorted by client last name, then first name (10 rows per page).

All Forms — Grid Filters

Click Apply Filter to refresh the list and Clear Filter to reset the filters. Downloading and printing use the filtered list.

All Forms — Grid Actions

Distributions — Grid

The boxes above the grid show how many contacts are Waiting To Send and Sent.

Distributions — Grid Filters

Distributions — Grid Actions

History — Grid

Add Form For Client

Opens from Start A New Form. Search for the client in the Client box (type at least three characters) and click Ok. A warning appears if no client is selected or if the client already has an active form in the period. The form is then built from that client's approved visits.

Form

Opens from the Edit icon or Edit on a form row. It shows the Client name, a button Open Client In AlayaCare, and a Distributions tab listing the contacts who will receive the form.

Ok and Cancel both close the dialog without changing anything.

Distribute Form

Opens from the right-click Distribute on a single form. It shows the Client name; click Ok to prepare that form's distribution, or Cancel. A warning appears if the distribution email account is not set up.

Distribution Job

Opens from a distribution job row. Send Forms (disabled once the job is Sent) emails the files after a confirmation. Close closes the dialog.

Tabs

Contacts — Grid

Contacts — Grid Filters

Forms — Grid

Forms — Grid Filters

Dependencies

The following tables must be configured for lookups on this view to work:

Processing Overviews

This section describes what happens after you confirm a processing action.

Start A New Report

1. Checks that a billing cycle and period are selected.
2. Stops with "This period has already been processed" if the cycle, year and period already have a period job that is not cancelled.
3. Creates the period with the cycle, dates, template and the user's name. It starts with a status of Pending and no forms.

Check For New Forms

1. Sets the period back to Pending and records the processing start time. Logs in to AlayaCare and loads the template; stops with a warning if the login fails, or if the billing period or template cannot be found.
2. For each funder billed in the period, downloads the approved visit verification records for the period from AlayaCare. A warning "Unable to download visits" appears if AlayaCare does not respond.
3. Groups the visits by client and skips any client that already has an active (not cancelled) form in this period.
4. For each remaining client, loads the client details and, for each visit, the visit details, accounting, premiums, interventions and goals from AlayaCare. Several clients are loaded at the same time.
5. Creates a form for each client and a distribution contact for every enabled contact whose send-progress-report field is True.
6. Builds the visit, travel premium and outcome rows for the report.
7. Sets the form to Pending (with the Reasons filled in) when there is an error, when no contact is flagged to receive progress reports, or when a flagged contact has no email address. Otherwise the form is Waiting For Distribution.
8. Creates the PDF for forms that are Waiting For Distribution, adding the template signature and password when set.
9. Marks the period Finished with the end time and duration, and adds a line to the History tab. Clicking Cancel on the progress panel stops processing and marks the period Cancelled.

Add Form For Client

1. Confirms a client was selected and that the client has no active form in the period.
2. Runs the same steps as Check For New Forms for that client only, and records "Add For Client" in the history.

Recreate Form

1. Confirms with Yes that the form should be recreated. Only forms that are Pending, Waiting For Distribution, Partially Distributed or Distributed can be recreated.
2. A Distributed or Partially Distributed form is kept but marked Cancelled with the cancel date. Any other form is deleted.
3. Reloads the client's approved visits for the form's funder and period from AlayaCare and builds a new form, its contacts, status and PDF in the same way as Check For New Forms.

Distribute All Forms / Distribute (single form)

1. Requires the distribution email account named on the template; otherwise the warning "Mail From Account Setup incomplete" appears. Distribute All Forms asks for confirmation. A single-form distribution requires a form that is Waiting For Distribution or Partially Distributed.
2. For Distribute All Forms, stops with "No forms to distribute" if no form is waiting.
3. Creates a distribution job with the status Waiting To Send.
4. For each email address with forms not yet sent, adds a distribution contact holding the PDF (one form) or a zip file (several forms).
5. Records the preparation date on each contact. The form becomes Distributed when all of its contacts have a date, otherwise Partially Distributed. No email is sent yet.

Send Forms

1. After confirmation, takes the contacts in the job that are Waiting To Send, in last name order.
2. Emails each contact the PDF or zip using the template email account, the template message text and subject (the subject starts with the template's encryption text when one is set).
3. Marks each contact Sent, then marks the job Sent with the start and end times and duration.

Download Selected Forms

1. Takes the filtered forms that are not cancelled and have a PDF.
2. Adds each PDF to one zip file and downloads it.
3. Adds a "Download Selected Forms" line to the history.

Print Selected Forms

1. Takes the filtered forms and merges the stored PDFs (using each form's password when it has one) into one file, in sets of 400 forms.
2. Downloads the combined PDF and adds a "Print Selected Forms" line to the history.

Upload Distributed Forms

1. Requires the "Attachments Folder For Upload" on the template; otherwise a warning appears and nothing is uploaded.
2. After confirmation, selects forms that are Distributed and have not been uploaded.
3. Uploads each PDF to the client's files in AlayaCare in the template's folder.
4. Sets the Upload Status to Success (with the uploaded date) or Failed, and adds an "Upload Completed Forms" line to the history.