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Generating and Managing Custom Reports

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Creating and Managing Custom Reports in Exxat Prism - walks you through the powerful capabilities of custom reporting in Exxat Prism. This guide helps you:
  • Understand what custom reports are and how they can support your workflows.
  • Customize data formats, select fields, reorder columns, and apply filters.
  • Leverage advanced reporting triggers like Time Sheet, Time Off, and similar for actionable insights,
  • Make data-driven decisions using flexible pivot reports.

Custom reports in Exxat Prism allow users to build tailored data reports that meet specific program needs. These reports can be generated from multiple modules, such as Learning Activities, Placements, Sites, Competency Management, and similar. Custom reports enable users to control:

  • What data appears

  • How it is structured

  • How it is grouped, filtered, and visualized

 

Benefits of Custom Reports

  • Flexibility: Choose the exact data points you want - for example: time sheet data, student data, preceptor data, and similar. 

  • Clarity: Organize and format the report for easier reading.

  • Insights: Identify trends, monitor progress, and flag exceptions.

  • Efficiency: Save templates for reuse and share reports easily.

You can create and manage custom reports within a dedicated Custom Reports section of the modules in the Exxat Prism. 

This feature empowers users—especially administrators—to build tailored reports without depending on predefined or standard formats. It offers greater flexibility and control, making it easier to meet specific reporting needs across various system modules. 

 

Data Source Options

Note: Click on the Data Source from the List below to know the possible scenarios or examples in which the custom report for the data source can be used for

  1. Timesheet

  2. Time Off

  3. Placements 

  4. Slot

  5. Sites

  6. Locations

  7. Contracts

  8. Personnel

  9. Faculty

 

Step-by-step Instructions

  1. Login to Exxat Prism using your university credentials. 

  2. Navigate to the Exxat Prism module or section you want to generate a report for from the dashboard or the hamburger menu. For example Learning Activities.

  3. Go to Reports.

    You will see three tabs in the reports page.
    • Standard:  Includes pre-built reports provided by Exxat.
    • Custom: Includes reports created or customized by users using the create New Report option to meet specific program requirements.
    • Favorites: Includes reports marked as favorite by the user for quick access.
  1. Click  Create New Report button in top right of the Reports page.
  2. Select a Data Source for which you would like to run a custom report. For example: Time Sheet.
Note: You can run this custom report one time to obtain the data you need, or you can save it for future use.

Each data source card displays the title, a brief description, and a status box in the upper-right corner indicating how frequently the data is refreshed.

If you select a live data source, the report will always reflect the most current information, as the data is refreshed continuously.

If you choose a data source that refreshes every 24 hours, the report may not include information updated within the last day until the next scheduled refresh.

The card also displays if the data is for a scoring form. 


 

  1. Click on the data source card to create the custom report. 

  2. You can do the following operations in this page.
    1. Give a name to the report: By default system generated name is given to the report. You can rename the report by clicking the edit icon next to the report name.  Enter the report name and provide a description for the report. 
       
    2. Generate a Raw Data Report or a Pivot Report
    3. In the raw data report section, you can customize the columns that appear in the report. To delete a column, click on the x icon next to the column name. To add a new column, click on the "Add New" option.
    4. Change the order of the columns by using the double ellipses icon (three dots) next to the column name. Drag and drop the column to reorder.
    5. Apply filters to the report. You can use Basic Filters or Advanced Filters.
      • Basic Filters: Click on the Basic Filters Accordion to view available filters. After configuring filters, click the Apply button. For example you can filter by student or cohort. 
      • Advanced Filters: Filter the report with advanced options, click on the Advanced Filters tab and click on "Add New”. Configure filters for the available fields
        • You can further filter the options by clicking the down arrow and selecting appropriate filters. 
    6. Once the filters are applied, click the Run button to generate the report.
    7. To export the report for offline access, click the Export Icon.
    8. Also, to save the report for future use, click Save and Run. The report will be available in the Custom tab for future use. 

End --

 

Supported Data Sources and Example Use Cases

 

Timesheet

The Timesheet data source allows you to view, filter, and analyze all the time logs submitted by students during their placements. It’s ideal for monitoring student activity, validating completion of required hours, and tracking supervisor approvals.

Customization Capabilities

You can tailor the report to view timesheet submissions in a format that meets your program’s reporting and compliance needs.

  1. Customize Report Format: Build a consolidated report showing student timesheet entries from across your program’s placements.
  2. Select Data Points (Columns): Include the specific data you need, such as:

    • Student Name

    • Program

    • Course

    • Rotation

    • Timesheet Date

    • Hours Logged (Total / Category -wise)

    • Time Entry Status (Submitted, Approved, Rejected)

    • Site / Location

    • Status (Approved, In Progress, etc.)

    • Supervisor Name

    • Comments

  3. Reorder Columns: Rearrange columns to highlight priority data or match a specific structure (Example: group by student, then site, then week).
  4. Apply Filters:
    • Basic Filters: Narrow down data by program, course, time entry status
    • Advanced Filters: Apply complex logic. Example: Hours Logged > 40 and Status = "Approved"

Tracking and Analysis Scenarios (Using Pivot Reports)

  1. Track Timesheet Submissions by Student
    • Pivot on Student Name (Rows)

      • View total timesheet entries submitted per student.

      • Add status as a column to view how many entries are approved vs pending.

  2. Analyze Time Logged by Site or Rotation

    • Pivot on Site Name or Rotation Name (Rows): View cumulative hours logged by all students placed at a particular site or rotation.

  3. Track Supervisor Approvals

    • Pivot on Supervisor Name (Rows): View how many timesheet entries each supervisor has reviewed and their statuses (approved, rejected).

  4. Monitor Weekly or Monthly Submission Patterns

    • Pivot on Time Sheet Date (Rows): Group by week or month to track submission trends or gaps.

 

Example Use Case

Scenario: You want to find all timesheet entries submitted by students in your program during placements, where more than 40 hours were logged in a week and the timesheet entries that are approved.

Steps:

  1. Go to Learning Activity from the Exxat Prism dashboard or the hamburger menu. 

  2. Click Reports on the left menu. 

  3. Go to Create Custom Reports

  4. Click on the Timesheet data source

  5. Select relevant data points: Student Name, Course, Rotation, Timesheet dates, Total Hours Logged, and Status.

  6. Apply filters:

    • Rotation = "Pediatrics"

    • Total Hours Logged = >40

    • Status = "Approved"

  7. Group by Student name and then by week or site. 

  8. Add columns : Status or Supervisor Name

  9. Save and Run the report
    You'll see which students exceeded 40 hours of placement activity in a given week and had their entries approved.

  10. Export the report.

This report helps monitor students who log more than 40 hours during placements, ensuring workload balance and compliance with program requirements. It also tracks supervisor approvals to support audit readiness and timely oversight.

 

Time Off

The Time Off data source allows you to generate insightful, customized reports that help track and analyze student time off requests submitted during their placement periods. Below are the ways you can use this data effectively.

Customization Capabilities

You have full control over how your Time Off report looks and what information it includes:

  1. Customize Report Format: Choose the layout, grouping style, and overall formatting that works best for your reporting needs.
  2. Select Data Points (Columns): Include the specific data you need, such as:

    • Student Name

    • Program

    • Course

    • Rotation

    • Time Off Dates

    • Reason

    • Status (Approved, In Progress, etc.)

  3. Reorder Columns: Rearrange columns to highlight priority data or match a specific structure.
  4. Apply Filters:
    • Basic Filters: Narrow down data by program, course, time off type, or status.
    • Advanced Filters: Apply complex logic. Example: Time Off Duration > 2 days AND Status = "Approved"

Tracking and Analysis Scenarios (Using Pivot Reports)

Unlock deeper insights by using pivot reports for analysis:

  1. Track Time Off Count and Status per Student: Monitor how many time offs each student submitted and their statuses -  Approved, Not Approved, In Progress, and Pending Review.
  2. Monitor Time Off Limit Compliance: Identify students who have exceeded the allowed time off limits for the academic year.
  3. Analyze Time Off by Course Offering: See how many time off requests were submitted by students for specific courses.
  4. Break Down Time Off by Rotation: Drill down into each course and view time off requests per rotation.
  5. Track Time Off by Preceptor: Go granular: Student → Course → Rotation → Assigned Preceptor → Time Off Details.
  6. Group Time Off Records: Use nested grouping for multi-level analysis - First by Student, then by Rotation, then by Course Offering or Preceptor.
  7. Analyze Duration Patterns: Calculate total or average time off duration. Filter for entries exceeding specific thresholds (example: > 1 day).
  8. View Cumulative Status Breakdown: Summarize each student’s time off entries by status type - Approved, Not Approved, In Progress, and Pending Review.

 

Example Use Case

Scenario: You want to track all students who took more than 3 days off during placements in the Pediatrics rotation, and only show those whose time offs are approved.

Steps:

  1. Go to Learning Activity from the Exxat Prism dashboard or the hamburger menu. 

  2. Click Reports on the left menu. 

  3. Go to Create Custom Reports

  4. Click on the Time Off data source

  5. Select relevant data points: Student Name, Course, Rotation, Time Off Dates, Duration, Status

  6. Apply filters:

    • Rotation = "Pediatrics"

    • Duration = > 3

    • Status = "Approved"

  7. Group by Student name and  add columns Rotation / course

  8. Save and Run the report
    You'll see a list of students in the Pediatrics rotation who took more than 3 days off and whose requests were approved.

  9. Export the report.

This report helps monitor significant absences during critical placements and ensures proper documentation and follow-up for program requirements.

 

Placement

The Placement data source allows you to generate a consolidated view of placement-related details by combining data from student, site, preceptor, and payment information. You can also apply powerful pivoting options for location-wise, preceptor-wise, or course-wise analysis.

 

Customization Capabilities

Tailor your report layout and included data fields based on your specific needs:

  1. Customize Report Format:  Display placement information in a single, unified report by selecting data from:

    • Student Details

    • Site Information

    • Placement Information

    • Personnel Information

    • Payment Details

  2. Select Data Points (Columns): Include only the fields you need, such as:

    • Placement ID

    • Student Name

    • Rotation

    • Location

    • Setting

    • Experiential Supervisor

    • Placement Dates

Tracking and Analysis Scenarios (Using Pivot Reports)

Use pivot configurations to analyze placement data from various perspectives.

  1. Analyze Placements by Location
    • Pivot on Location Name (Rows): Set Placement ID (Count) as the value to track total placements per location.
    • Add Setting as Column: View how many placements occurred per location, categorized by setting.
    • Add Preceptor as Column: View how many placements occurred per location, categorized by preceptor.
  2. Analyze Placements by Preceptor
    • Pivot on Preceptor Name (Rows): Set Placement ID (Count) as the value to track total placements per preceptor.
    • Add Setting as Column: View placement counts per preceptor, segmented by setting.
    • Add Location as Column: View placement counts per preceptor, segmented by location.
  3. Analyze Placements by Location State
    • Pivot on Location State (Rows): Set Placement ID (Count) as the value to view total placements per state.
  4. Analyze Placements by Course
    • Pivot on Course Name (Rows): Set Placement ID (Count) as the value to track total placements per Course.

      • Add Location as Column → See placements per course, segmented by location

      • Add Setting as Column → See placements per course, segmented by setting

      • Add Preceptor as Column → See placements per course, segmented by preceptor

Example Use Case

Scenario: You want to find out how many placements each preceptor handled during the Spring 2025 cohort, broken down by setting.

Steps:

  1. Go to Placements from the Exxat Prism dashboard or the hamburger menu. 

  2. Click Reports on the left menu. 

  3. Go to Create Custom Reports

  4. Click on the Placement data source

  5. Select the Pivot Report 

  6. Select Data Points 

    • Rows: Preceptor Name

    • Columns: Setting

    • Values: Placement ID (Count)

  7. Apply filter: Cohort = Spring 2025 or set a date range filter for placement that fall within the Spring 2025 timeline.

  8. Save and Run the report
    You’ll see how many students each preceptor supervised during Spring 2025, with counts categorized by setting (e.g., Acute, Community, Outpatient).

  9. Export the report

This report helps you evaluate preceptor involvement across different settings and supports planning for future term placements based on prior engagement.

Slot

The Slot data source allows you to create a consolidated view of slot availability, utilization, and preceptor engagement by combining site and slot-specific information. This is especially helpful in identifying placement gaps, site capacity, and overall readiness.

The data for this report is refreshed every 24 Hrs.

 

Customization Capabilities

You can customize how your report appears and what data it includes:

  1. Customize Report Format: Generate a single, unified report by selecting data points from:

    • Slot Information

    • Site Information

  2. Select Data Points (Columns): Choose the specific fields to include, such as:

    • Location Name

    • City / State

    • Preceptor Name

    • Slot Status

    • Offered Slots

    • Available Slots

    • Used Slots (Placed Students)

    • Student Name (for placements)

  3. Reorder Columns: Arrange the selected columns in a sequence that best supports your analysis or presentation needs.

  4. Apply Filters: Use basic or advanced filters to narrow down data.
    Examples:

    • Filter by Location = "New York"

    • Filter by Slot Status = "Confirmed"

    • Filter by Setting = "Community"

 

Tracking and Analysis Scenarios (Using Pivot Reports)

Use pivot configurations to analyze slot data from various perspectives.

  1. Analyze Slots by Location: Pivot on Location Name (Rows)
    • Set Values as: Offered Slots (Count),  Available Slots (Count),  Used Slots (Count) = Reflects students already placed.

    • Add Setting as Columns: View slot count per location segmented by setting.

    • Add Preceptor as Columns: View slot count per location segmented by preceptor

  2. Analyze Slots by Preceptor: Pivot on Preceptor Name (Rows)
    • Set Values as: Offered Slots (Count), Available Slots (Count)
    • Add Setting as Columns:  Track how many slots each preceptor has offered/available per setting.
    • Add Location Name as Columns: Analyze slot distribution by preceptor across locations.
  3. Analyze Slot Status by Location: View total number of slots by slot status (For example: Confirmed, Tentative, Cancelled), grouped by location, state, or city.
  4. View Placed Students: Include Placed Students as a column to see which students are placed in which slots across locations or preceptors.

 

Example Use Case

Scenario: You want to track the number of offered and available slots per preceptor in Outpatient setting across all locations.

Steps:

  1. Go to Placements from the Exxat Prism dashboard or the hamburger menu. 

  2. Click Reports on the left menu. 

  3. Go to Create Custom Reports

  4. Click on the Slot data source

  5. Select Pivot Report

  6. Select Data Points :

    • Rows: Preceptor Name

    • Columns: Location Name (optional – to view by site)

    • Values:

      • Offered Slots (Count)

      • Available Slots (Count)

  7. Apply filters:

    • Setting = Outpatient

  8. Save and Run the report
    You'll now see how many slots each preceptor offered and how many are still available, segmented by location (if selected).

  9. Export the report.

This report helps identify which preceptors have capacity remaining in Outpatient setting, and whether additional students can be placed at those sites.

Sites

The Sites data source allows you to create a consolidated view of all site-related information across your program. This includes key data points such as creation date, pending follow-ups, contract status, and audit history. Use this source to manage site readiness, compliance, distribution, and overall affiliation strategy.

The data for this report is refreshed every 24 hours.

 

Customization Capabilities

You can customize how your report appears and what data it includes:

  1. Customize Report Format: Generate a single, unified report by selecting data points from:
    • Site Information
    • Affiliation/Contract Information
    • Assessment and Follow-up Details
  2. Select Data Points (Columns): Choose the specific fields to include, such as:
    • Site Name
    • Location (City / State)
    • Setting
    • Contract Status
    • Assessment Status
    • Follow-up Required
    • Created By
    • Created Date
    • Last Updated Date
    • Last Action By
  3. Reorder Columns: Arrange the selected columns in a sequence that best supports your analysis or presentation needs.
  4. Apply Filters: Use basic or advanced filters to narrow down data.
    For example:
    • Filter by Contract Status = "Expired"
    • Filter by Assessment Status = "Not Started"
    • Filter by State = "California"
    • Filter by Follow-up Required = "Yes"

 

Tracking and Analysis Scenarios (Using Pivot Reports)

Use pivot configurations to analyze site data from various perspectives.

  1. Audit Log Tracking
    1. Pivot on Site Name (Rows)
    2. Set Values as:
      • Created Date (Earliest)
      • Last Updated Date (Latest)
      • Created By (Text)
      • Last Action By (Text)

Use Case: Track when each site was created, who created it, and when it was last modified.

  1. Identify Sites with Pending Follow-Ups
    1. Pivot on State or Site Name (Rows)
    2. Set Values as: Follow-up Required (Count)
    3. Filter: Follow-up Required = Yes
      Use Case: List sites that need action for assessments, interventions, or communications.
  2. Contract Coverage Analysis
    1. Pivot on Setting or State (Rows)
    2. Set Values as: Site Name (Count)
    3. Filter: Contract Status = Not Covered / Expired

      Use Case: Identify areas with sites not under a valid contract for proactive follow-up.
  3. Site Distribution by Setting or State
    1. Pivot on Setting (Rows)
    2. Set Values as: Site Name (Count)
    3. Add Columns: State or Contract Status

Use Case: Determine which settings or states have the least number of affiliated sites or are at risk due to contract issues.

  1. Assessment Readiness
    1. Pivot on Site Name or Setting (Rows)
    2. Set Values as: Assessment Status (Text or Count)
    3. Filter: Assessment Status = "Pending" or "Not Started"


Use Case: Monitor assessment completion across your sites.

Example Use Case

Scenario: You want to identify sites in the Community setting located in New York that are not covered by a valid contract.

Steps:

  1. Go to Sites from the Exxat Prism dashboard or the hamburger menu.

  2. Click Reports on the left menu.

  3. Go to Create Custom Reports

  4. Click on the Site data source

  5. Select Pivot Report

  6. Select Data Points:

    • Rows: Site Name

    • Columns: Contract Status

    • Values: Site Name (Count)

  7. Apply Filters:

    • Setting = Community

    • State = New York

    • Contract Status = Not Covered / Expired

  8. Save and run the report.

  9. Export the report (optional)

This report helps you track which sites in the Community setting and New York are not under a valid contract and may need immediate follow-up.

Locations

he Locations data source allows you to create a consolidated view of all location-related information across your program. This includes key data points such as creation date, contract coverage, HRSA designations, pending follow-ups, and summary counts of slots and placements. Use this source to manage compliance, monitor rural/underserved coverage, and support data-driven placement strategies.

The data for this report is refreshed every 24 hours.

 

Customization Capabilities

You can customize how your report appears and what data it includes:

  1. Customize Report Format:  Generate a single, unified report by selecting data points from
    • Location Information
    • Contract & Affiliation Details
    • Assessment and Follow-up Information
    • HRSA/Rural Designation Data
  2. Select Data Points (Columns): Choose the specific fields to include, such as
    • Location Name
    • City / State
    • HRSA Category (e.g., Rural, Underserved)
    • Contract Status
    • Setting
    • Follow-up Required
    • Created By
    • Created Date
    • Last Updated Date
    • Slot Count
    • Placement Count
  3. Reorder Columns: Arrange the selected columns in a sequence that best supports your analysis or presentation needs
  4. Apply Filters: Use basic or advanced filters to narrow down data.
    Examples:
    • Filter by HRSA Category = "Rural"
    • Filter by Contract Status = "Expired"
    • Filter by State = "Texas"
    • Filter by Follow-up Required = "Yes"

 

Tracking and Analysis Scenarios (Using Pivot Reports)

Use pivot configurations to analyze location data from various perspectives.

 

  1. Audit Log Tracking
    1. Pivot on Location Name (Rows)
    2. Set Values as:
      • Created Date (Earliest)
      • Last Updated Date (Latest)
      • Created By (Text)
      • Last Action By (Text)

Use Case: Track when each location was created, who created it, and the most recent updates.

  1. Identify Locations with Pending Follow-Ups
    1. Pivot on City / State or Location Name (Rows)
    2. Set Values as: Follow-up Required (Count)
    3. Filter: Follow-up Required = Yes

Use Case: Identify locations where assessments, interventions, or communications require follow-up actions.

  1. Contract Coverage Analysis
    1. Pivot on State or Setting (Rows)
    2. Set Values as: Location Name (Count)
    3. Add Columns: Contract Status
    4. Filter: Contract Status = Not Covered / Expired

Use Case: Identify locations operating without a valid contract, to prompt timely reviews.

  1. HRSA Designation Analysis

  • Pivot on HRSA Category (Rows)

  • Set Values as:

    • Location Name (Count)

  • Add Columns: State or Setting

Use Case: Track the number of rural or underserved locations to support placement in compliance with accreditation requirements.

  1. Location Distribution by Setting
    1. Pivot on Setting (Rows)
    2. Set Values as: Location Name (Count)
    3. Add Columns: Contract Status or State

Use Case: Identify settings that lack sufficient affiliated locations or are missing valid contracts.

  1. Placement & Slot Summary
    1. Pivot on Location Name or State (Rows)
    2. Set Values as: Slot Count, and Placement Count

Use Case: Understand the capacity and utilization of each location for strategic placement decisions.

Example Use Case

Scenario: You want to identify rural locations in the Outpatient setting across all states that are currently not under a valid contract.

Steps:

  1. Go to Sites from the Exxat Prism dashboard or the hamburger menu.

  2. Click Reports on the left menu.

  3. Go to Create Custom Reports

  4. Click on the Locations data source

  5. Select Pivot Report

  6. Select Data Points:

    • Rows: Location Name

    • Columns: HRSA Category or Contract Status

    • Values: Location Name (Count)

  7. Apply Filters:

    • HRSA Category = Rural

    • Setting = Outpatient

    • Contract Status = Not Covered / Expired

  8. Save and run the report.

  9. Export the report (optional)

This report helps identify underserved rural locations in the Outpatient setting that may need contract follow-up or could be prioritized for placements.

 

Contracts

The Contracts data source allows you to create a consolidated view of all contract-related details across your program. This includes key data points such as creation date, expiration status, routing checklist information, and more. Use this feature to track contract lifecycle, ensure compliance, and manage contract data efficiently.

The data for this report is refreshed every 24 hours.

 

Customization Capabilities

You can customize how your report appears and what data it includes:

 

  1. Customize Report Format: Generate a single, unified report by selecting data points from:
    • Contract Information
    • Routing Checklist Details
    • Expiration Status and Attributes
  2. Select Data Points (Columns): Choose the specific fields to include, such as
    • Contract Name
    • Created By
    • Created Date
    • Expiration Date
    • Expiration Status
    • Contract Template
    • Routing Checklist Status
    • Tags / Categories
    • Last Updated Date
    • Contract Status (Active / Expired)
    • Total Contract Value
    • Signed Date
  3. Reorder Columns: Arrange the selected columns in a sequence that best supports your analysis or presentation needs.
  4. Apply Filters: Use basic or advanced filters to narrow down data.
    Examples:
    • Filter by Contract Status = "Expired"
    • Filter by Routing Checklist Status = "Pending"
    • Filter by Tag = "High Priority"
    • Filter by Expiration Status = "Approaching"
  5. Tracking and Analysis Scenarios (Using Pivot Reports): Use pivot configurations to analyze contract data from various perspectives.
  6. Audit Log Tracking
    1. Pivot on Contract Name (Rows)
    2. Set Values as:
      • Created Date (Earliest)
      • Expiration Date (Latest)
      • Created By (Text)
      • Last Updated Date (Latest)

Use Case: Track contract creation, updates, and expiration over time, with visibility into who made each change.

  1. Routing Checklist Status

    1. Pivot on Contract Name (Rows)

    2. Set Values as: Routing Checklist Status (Text or Count)

Use Case: See where each contract stands in the routing process, whether it is still pending, completed, or has issues requiring attention.

  1. Contract Distribution by Template or Category

    1. Pivot on Contract Template (Rows)

    2. Set Values as: Contract Name (Count)

    3. Add Columns: Expiration Status or Tags

Use Case: Analyze the number of contracts created using each template or tag, and the distribution of their expiration statuses.

  1. Contract Expiration Status
    1. Pivot on Expiration Status (Rows)
    2. Set Values as: Contract Name (Count)

Use Case: Track all contracts approaching expiration, expired contracts, or contracts in active status, helping prioritize renewal efforts.

  1. Contract Tracking by Key Attributes

  • Pivot on Tag or Category (Rows)

  • Set Values as: Contract Name (Count)

Use Case: See the distribution of contracts by specific attributes like tags, categories, or templates. This can help in identifying trends and patterns.

  1. Track Active vs. Expired Contracts
    1. Pivot on Expiration Status (Rows)
    2. Set Values as: Contract Name (Count)

Use Case: Understand how many contracts are active, expired, or approaching expiration to ensure timely renewals and compliance.

Example Use Case

Scenario: You want to identify contracts approaching expiration and analyze them by contract template across different tags/categories.

Steps:

  1. Go to Sites from the Exxat Prism dashboard or the hamburger menu.

  2. Click Reports on the left menu.

  3. Go to Create Custom Reports.

  4. Click on the Contracts data source.

  5. Select Pivot Report.

  6. Select Data Points:

    • Rows: Contract Template

    • Columns: Expiration Status

    • Values: Contract Name (Count)

  7. Apply Filters:

    • Expiration Status = Approaching

    • Tag = High Priority (optional)

  8. Save and run the report.

  9. Export the report (optional)

This report helps identify contracts approaching expiration that are tagged as high priority and categorized by contract template, allowing you to prioritize renewals and keep track of critical contracts.

Personnel 

The Personnel data source provides a consolidated view of all personnel-related information across your program. It includes key data points such as licensure and certification status, pending follow-ups, placement involvement, and summary counts of slots and placements.

Use this report to monitor compliance, track personnel readiness, and gain visibility into personnel activity across sites and placements.

Data Refresh Frequency: Every 24 hours

 

Customization Capabilities

You can customize how your Personnel report appears and what data it includes.

 

Report Format Options

Create a single, unified report by selecting data points from:

  • Personnel Profile Information

  • Licensure and Certification Details

  • Placement and Slot Associations

  • Follow-up and Status Indicators

 

Available Data Points (Columns)

You can choose from the following commonly used fields:

  • Personnel Name

  • Role / Title

  • Email Address

  • Site Name

  • Active Status

  • Licensure Type

  • Licensure Status

  • License Expiration Date

  • Certification Type

  • Certification Status

  • Certification Expiration Date

  • Pending Follow-ups (Yes / No)

  • Number of Active Placements

  • Number of Slots Assigned

  • Last Updated Date

 

Apply Filters

Use basic or advanced filters to narrow down the report results.

Examples:

  • Licensure Status = Expired

  • Certification Status = Approaching Expiration

  • Active Status = Yes

  • Pending Follow-ups = Yes

  • Site Name = Specific Site

 

Reporting & Analysis Scenarios (Using Pivot Reports)

Use pivot reports to analyze personnel data from different perspectives.

  1. Licensure and Certification Compliance.
    1. Rows: Personnel Name
    2. Values:
      • Licensure Status
      • Certification Status

      • License Expiration Data

        Use Case
        Identify personnel with expired or soon-to-expire credentials to ensure compliance before placements begin or continue.

  2. Personnel Distribution by Site
    1. Rows: Site Name

    2. Values: Personnel Name (Count)

      Use Case
      Understand staffing distribution across sites and identify locations with high or low personnel coverage.

  3. Placement Involvement by Personnel
    1. Rows: Personnel Name
    2. Values:
      • Number of Active Placements

      • Number of Slots Assigned

        Use Case
        Track workload and placement involvement to support balanced assignments

  4. Pending Follow-ups
    1. Rows: Personnel Name

    2. Values: Pending Follow-ups

      Use Case
      Quickly identify personnel who require action due to missing documentation or incomplete requirements.

  5. Active vs. Inactive Personnel
    1. Rows: Active Status

    2. Values: Personnel Name (Count)

      Use Case
      Get a high-level overview of active versus inactive personnel for staffing and compliance planning.

Example Use Case

Scenario

Identify active personnel with licenses approaching expiration and review their current placement involvement.

Steps

  1. Go to Sites from the Exxat Prism dashboard or hamburger menu.

  2. Click Reports.

  3. Select Create Custom Reports.

  4. Choose the Personnel data source.

  5. Select Pivot Report.

  6. Select Data Points

    1. Rows: Personnel Name

    2. Values:

      • Licensure Status

      • License Expiration Date

      • Number of Active Placements

  7. Apply Filters

    • Active Status = Yes

    • Licensure Status = Approaching

  8. Save and run the report.

  9. Export the report if needed.


This report helps you proactively manage expiring licenses while maintaining visibility into active placement assignments.

Faculty

The Faculty data source provides access to faculty and staff demographic details, contact information, and role-based associations across your program.

Use this report to maintain accurate faculty records, understand faculty involvement across programs and courses, and support communication, staffing, and reporting needs.

Data Refresh Frequency: Every 24 hours

 

Customization Capabilities

You can customize how your Faculty report appears and what data it includes.

 

Report Format Options

Create a single, unified report by selecting data points from:

  • Faculty and Staff Profile Information

  • Demographic Details

  • Contact Information

  • Program, Course, and Role Associations

 

Available Data Points (Columns)

You can choose from the following commonly used fields:

  • Faculty / Staff Name

  • Role / Title

  • Faculty Type (Faculty / Staff)

  • Email Address

  • Phone Number

  • Department

  • Program Name

  • Course Name

  • Assigned Role (Instructor, Preceptor, Coordinator, etc.)

  • Active Status

  • Primary Association

  • Last Updated Date

 

Apply Filters

Use basic or advanced filters to narrow down your report results.

Examples:

  • Active Status = Yes

  • Faculty Type = Faculty

  • Role = Instructor

  • Program Name = Specific Program

  • Department = Specific Department

 

Reporting & Analysis Scenarios (Using Pivot Reports)

Use pivot reports to analyze faculty and staff data from different perspectives.

 

  1. Faculty Distribution by Program
    1. Rows: Program Name
    2. Values: Faculty / Staff Name (Count)

Use Case
Understand how faculty are distributed across programs and identify staffing gaps or overlaps.

 

  1. Faculty Assignment by Course
    1. Rows: Course Name
    2. Values: Faculty / Staff Name (Count)

Use Case
Review faculty involvement across courses to support scheduling and workload planning.

 

  1. Faculty Roles and Responsibilities
    1. Rows: Assigned Role
    2. Values: Faculty / Staff Name (Count)

Use Case
Analyze how faculty and staff are assigned across roles such as instructors, coordinators, or preceptors.

 

  1. Active vs. Inactive Faculty
    1. Rows: Active Status
    2. Values: Faculty / Staff Name (Count)

Use Case
Quickly view the number of active and inactive faculty or staff members in the system.

Example Use Case

Scenario

You want to identify all active faculty assigned as instructors for a specific program.

Steps

  1. Go to Sites from the Exxat Prism dashboard or hamburger menu.

  2. Click Reports.

  3. Select Create Custom Reports.

  4. Choose the Faculty data source.

  5. Select Pivot Report.

  6. Select Data Points

    1. Rows: Faculty / Staff Name

    2. Values:

      1. Assigned Role

      2. Program Name

  7. Apply Filters

    • Active Status = Yes

    • Assigned Role = Instructor

    • Program Name = Specific Program

  8. Save and run the report.

  9. Export the report if needed.


This report provides a clear list of active instructors associated with a specific program, helping with staffing reviews and communication planning.

 

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