AutoMon Involvement Management System

v1.35

Analysis Dashboards & Analysis Features Redesign

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Table of Contents

SPECIALTY COURT DASHBOARDS ........................................................................................................................ 2

The Dashboards ...................................................................................................................................................... 5

Accountability ........................................................................................................................................................... 5

Core Measures .......................................................................................................................................................... 6

Demographics ........................................................................................................................................................... 7

Processing .................................................................................................................................................................. 8

Sobriety ....................................................................................................................................................................... 9

Timeliness ................................................................................................................................................................ 10

Filters .............................................................................................................................................................................. 11

Data Sources .............................................................................................................................................................. 23

COMMUNITY SERVICE DASHBOARDS .............................................................................................................. 26

The Dashboards .................................................................................................................................................... 27

Accounting ............................................................................................................................................................... 27

Demographics ........................................................................................................................................................ 28

Involvements .......................................................................................................................................................... 29

Terminations .......................................................................................................................................................... 30

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SPECIALTY COURT DASHBOARDS

AIMS v1.35 includes a significant redesign and enhancement to the Analysis Dashboard for Specialty Court

Involvements.

Prior versions of AIMS provided Specialty Court dashboard functionality under the Specialty Court main

icon, with dashboards dedicated to Core Measures, Demographics, Arrest History, Timeliness, Processing,

Sobriety, Accountability, Social Functioning and Recidivism.

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To access the new AIMS dashboards and data analysis features, select Dashboards from the Reporting

icon:

By default, the system will display a list of system dashboards for Specialty Courts. For customers utilizing AIMS for multiple Involvements (i.e., Specialty Courts and Community Service), users would need to select the desired category. Note: System Administrators can customize the list of reporting categories in the lookups section of System Administration. Categories can be used to organize an agency’s dashboards.

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Dashboards can be viewed as a list of “tiles” or in a table format. Click the List or Tiles buttons in the top

right to toggle the view. Note: the system will remember your preferred view the next time you visit the

dashboards area.

Tile View:

List View:

To view a dashboard, click on the tile or name in the list view.

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The Dashboards

The new Dashboard functionality for Specialty Courts includes redesigned dashboards for Accountability,

Core Measures, Demographics, Processing, Sobriety and Timeliness. Social Functioning and Recidivism

dashboards will be included in a future release.

Measurements contained in each dashboard include:

Accountability

o Community Service Completion Rate (Community Service Hours Completed/Hours Assigned)

o Collection Rate (Amount Paid/Amount Charged)

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Core Measures

o Client by Status (# of clients by status as a percentage of the total population)

o Admission Rate (# Admitted/# Referrals Received)

o Graduation Rate (# Graduated/#Total Terminations)

o Retention Rate (# Retained/Total # Admitted)

o Clients by Phase (# of clients by phase as a percentage of the total active population)

o Terminations (# of terminations by reason as a percentage of the total graduated or

terminated)

o Time in Program (Length of time (months) in program by client as a count of the total

population)

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Demographics

o Age at Admission (# of clients by age at admission as a count of the total population)

o Sex (# of clients by sex as a percentage of the total population)

o Race (# of clients by race as a percentage of the total population)

o Ethnicity (# of clients by ethnicity as a percentage of the total population)

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Processing

o Program Violations (# of Sanctions by Sanction type)

o Program Incentives (# of incentives by type as a count of the total incentives administered)

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Sobriety

o Sobriety Rate (# Negative Drug Tests/# Total Tests Administered)

o Initial Sobriety Period (# of days between admission and first positive drug test as a percentage

of the total population)

o Current Sobriety Period (# of days since last positive drug test (to date for active clients; to exit

date for all others)

o Drug Tests (# of drug tests administered per client as a count of the total population)

o Positive Drug Tests (# of positive drug tests per client as a count of the total population)

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Timeliness

o Referral to Admission (Months between referral and admission by client as a count of the total

population)

o Average Days in Phase (Average days in Phase, by Phase)

o Average Days to Sanction (Average days between violation and sanction by sanction)

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Filters

Each Specialty Court dashboard provides Filtering options, located under the Filter icon on the top right

of the screen. By default, the data on the dashboard will not be filtered, but will show data for all locations

where a user has the Data Analysis role. Note: You must be assigned to a location with the Data Analysis

role in order to see data related to that location (includes child locations). To filter data, click the

(filter) toggle button. You can filter by location or date range.

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As various filter options are selected, the system will dynamically update the data displayed in each

chart and will add the filter selections to the toolbar.

Remove a filter by clicking the X button of an item in the toolbar. To remove all filters, click the CLEAR

ALL FILTERS button in the toolbar. Note: The system will remember your filter selections the next time

you return to a dashboard.

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System dashboards cannot be changed, but they can be copied. To copy a system dashboard and

make it your own, click the (copy) button. The system will navigate to a dashboard designer,

prefilled with a copy of the original dashboard.

The dashboard designer can be used to do the following:

• Add a chart from the list of available charts.

o Click on a chart to add it to the designer. • Add a new chart.

o Click the Add New Chart link to add a new chart to the designer. • Remove a chart.

o Click the X button on a chart (upper-right) to remove it. The system will return the chart to the list of available charts.

• Re-order and/or resize a chart. o Click on a chart to select it. Once a chart has been selected it can easily be repositioned

or resized using your mouse. • Copy a chart.

Select a chart on the design surface. The right pane will update to display the details about a

chart. Click the (copy) button in the chart details pane to make a copy of the selected chart. Update the chart details to customize the chart to meet your needs. Charts can be customized in the following ways:

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o Chart Title ▪ Enter a chart title to display a title above a chart. Leave blank if you do not want

a title. o Chart Description

▪ Enter a chart description to display additional details about a chart. This can be helpful to explain the calculation of a measure.

o Chart Type ▪ Select from one of the available chart types to customize the look & feel of a

chart. Supported chart types are: ▪ Pie - helpful for displaying percentages ▪ Gauge - helpful for displaying rates ▪ Horizontal Bar - helpful for displaying measures by category ▪ Vertical Bar - helpful for displaying measures by category

o Data Source ▪ Select the desired data source. A data source defines the unique set of data

fields, dimensions, and measures that can be used to create a chart. o Dimension

▪ Select a dimension. A dimension represents how you want data to be categorized or grouped on a chart.

o Measure ▪ Select a measure. A measure represents the aggregate data you want to see on

a chart. The measure will indicate whether it counts, averages, or sums a particular data field.

o Sort By ▪ Select a sort by value. Sort by can be either Value or Label. Select Value if you

want to see the data sorted measure and select Label if you want to see the data sorted by dimension.

o Sort Direction ▪ Select a sort direction, either ascending or descending.

o Allow Filtering By ▪ Select the field that should be bound to the date range filter of a dashboard.

When a user filters a dashboard by date range, this is the field that the system will use to filter the underlying data.

• Delete a Chart - If you are the owner of a chart, the system will display a (delete) icon next to a chart in the list of available charts. Click the delete button to permanently delete a chart you created. Note: System charts cannot be deleted.

After copying, customizing and saving an existing dashboard, the system will navigate to a read-only display of your new dashboard. Just like a system dashboard, you can copy your new dashboard to create a new one based on the copy. Unlike a system dashboard, you can also edit your new dashboard. Click the edit button in the toolbar to edit an existing dashboard. When returning to the dashboard listing (tile or list view), the new dashboard will now be shown. Click the “more” button to access a context menu. From this menu, you can edit, copy, or delete your dashboard. Note: the edit and delete actions are not available on system dashboards. They will only appear on user-created dashboards.

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From the dashboard list view, you may also create a new dashboard from scratch. Click ADD DASHBOARD

or the ADD DASHBOARD PLACEHOLDER tile to start a new dashboard. Use the same features as explained

in the copy dashboard section to add, remove, and copy charts for your new dashboard.

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After clicking Add Dashboard or the Add Dashboard placeholder, users will see the New Dashboard screen:

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Users can then select an existing system chart (which cannot be modified), that can be copied for

modification. In the example below, the Drug Tests chart has been selected.

A copy of the system Drug Tests chart is created by clicking the Copy icon – note the copied chart is shown

below titled, Drug Tests Copy.

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Users can now make changes to the Drug Test Copy by editing the details under Chart Details.

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Clicking Save, a new dashboard has been created containing both the System chart and the newly created

chart. Note that this dashboard is editable (as opposed to system-generated dashboards). Users can edit

the dashboard and add Location and Date Range filters.

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When editing a newly created dashboard, users can remove a chart by clicking the “X”.

Users can also make additional copies of any chart on the new dashboard.

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Once a user is done building the new charts and saves, the new dashboard is added to the list on the

main dashboard view and can be accessed by clicking on the dashboard.

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Note that from the main dashboard view, each dashboard contains a More icon; when clicking on the icon

for system-generated dashboards, the only option presented is to copy the dashboard.

Any user-generated dashboard, however, will present three options, 1) Edit Dashboard, 2) Copy

Dashboard or, 3) Delete Dashboard.

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Data Sources

Data Sources are the engine that drive AIMS’ dashboard features. Click the Data Sources tab to see the

list of available data sources.

Note: Data Sources are designed and maintained by AutoMon. If you would like to see additional data

sources or changes to existing data sources, contact AutoMon Support.

Similar to Dashboards, Data Sources are organized into categories. Also, data sources can be downloaded for analysis in external tools. Check one or more data sources and click the download icon. The system will generate a CSV file and prompt the user to download a file for each data source selected.

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A data source can also be browsed online. Click the number of records link to see the tabular data of a data source.

From the data source browser, users can:

• Download - Click the download button to download a CSV file containing all data in a data source.

• Sort - Click a column header to sort by that field.

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• Paginate Rows - Use the pagination buttons at the bottom right to browse through the available pages of data.

• Paginate Columns

o Use the pagination buttons (top center) to browse through the available columns of data. The system will always show the first 2 columns regardless of the selected page and then 5 columns of data at a time depending on the selected page.

Note that to ensure maximum system performance during regular work hours, data sources are

automatically refreshed nightly.

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COMMUNITY SERVICE DASHBOARDS

Prior versions of AIMS provided limited Community Service dashboard functionality under the Community

Service main icon, with dashboards dedicated to Active Involvements, Average Days Open, Hours

Ordered, Hours Completed, Hours Remaining and Completion Rate.

In AIMS v1.35 - similar to described above - the Community Service Dashboard is now located under the

Reporting icon and adds a second tab containing Data Sources associated with each Dashboard

measurement:

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The Dashboards

Community Service Dashboards can be accessed, copied and added in the same manner as described

above.

The new Dashboard functionality for Community Service includes redesigned dashboards for Accounting,

Demographics, Involvements, and Terminations. Measurements contained in each include:

Accounting

o Collection Rate (Amount Collected/Total Amount Charged)

o Collection Rate by Caseload (Percentage of financial obligations satisfied, by caseload)

o Total Collected by Caseload (Total payments collected by caseload)

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Demographics

o Age at Admission (Number of clients, by age, at the time of admission)

o Race (number of clients by race)

o Sex (Number of clients by sex)

o Ethnicity (number of clients by ethnicity, Hispanic vs. non-Hispanic)

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Involvements

o Clients by Status (Number of clients, by status)

o Clients by Caseload (number of clients by caseload)

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Terminations

o Success rate (Successful Terminations/Total Terminations)

o Terminations by Reason (# of Terminations, by Reason)

o Terminations by Caseload (# of Terminations, by Caseload)