EOS, the Board’s case management system, is capable of running what are known as reports to obtain information on the system. A report searches for information on EOS that meets set criteria and returns the results in a format which is easy to read. The output from the report can be subsequently exported to Microsoft Excel and other formats for further use.
Law centres no longer need to make returns on service delivery information to Head Office. Instead, this information will be obtained using the reports in EOS. Most of the reports can be run locally in law centres, though users in law centres can only see the information relating to their own law centre for security and data protection purposes.
Important information about reports
In order for reports to be correct it is essential that staff follow all instructions for the use of EOS. In particular, it is essential that law centres keep the status of cases on EOS up to date by ensuring that each case is in the correct workflow in EOS at all times and that milestones are correctly completed. Once created, a case should always be in the correct workflow in EOS until it is time to close the case. It is also essential that staff complete the workflows as they progress through cases.
Except where otherwise noted, all enquiry cases are excluded from reports. Therefore it is very important that:
- all applications, other than those case types excluded altogether from financial assessment (such as child abduction, foreign maintenance, and rape/sexual assault), are initially created as enquiry cases; and
- all applications, once deemed financially eligible for legal services and ready to be placed on the applications record, are immediately updated from an enquiry to a case type as described in Chapter 5.
Managing solicitors should use the reports as management tools to help them discharge their day to day responsibilities. They should also ensure that any local management information procedures that have been superseded by the use of EOS reports are discontinued.
For stability and speed purposes, the reports run off a copy of the EOS database, called a “snapshot”. This snapshot is updated twice daily. What this means is that a change made on EOS isn’t reflected on the reports until the snapshot is next updated. If a change is made to a file and isn’t reflected in a report, wait overnight and then run the report again the next day.
If any staff member has reason to think that the reporting snapshot has not updated overnight – e.g. new cases not being added to the applications record – a call should be logged with the IT Helpdesk (Chapter 2).
The reports are run through a program called Microsoft SQL Server Reporting Services (SSRS) that can be accessed using the “Reports” icon on the EOS toolbar. Like EOS itself, SSRS is hosted in Microsoft Internet Explorer and will open in a new tab.
In SSRS, you will see the names of all the reports you have access to. To run a report, click the name of the report once.
Some reports are point in time reports. That means, they will run straight away and look for the information as it exists on EOS today. An example of a point in time report is the Applications Record First Consultation report.
The second type of report is the periodic report. This type of report looks for historic information and has what are called “parameters”, which means it will need some input from you before you run it. Typically, this will be the start and end point of the period you are seeking information for. An example of a periodic report is the number of applications report. When accessing a periodic report, the screen below appears:
You will notice the parameters in this report are the “From” (start date) and “To” (end date). You can either manually enter these dates (in the format DD/MM/YYYY) or use the date picker (the calendar icon) to choose the date. Use the < and > arrows to change the month, or pick today’s date at the bottom.
NB: Do not run the Monthly PP Referral reports for a period spanning the end of a calendar year (e.g from 1st October 2014 to 1st February 2015). There is a known issue with these reports that may cause the data to be laid out incorrectly and/or the data for the same month in different years to be added together. Instead run them separately for each calendar year (e.g. from 1st October 2014 to 31st December 2014 and separately for 1st January 2015 to 1st February 2015).
Some reports ask you if you would like a “Full” or “Partial” view. Typically, the “Partial” view will only display a summary instead of the full data, but will run quicker.
Once finished, click the “View Report” icon to run the report.
Searching in reports
Use these controls to navigate through the report and to zoom (make bigger or smaller) the text size.
Use this box to search for text in the report
You can print the report directly from SSRS, although you may find it easier to export it to Microsoft Excel. In Excel, you can apply filters, search for data more easily, and copy and paste the data to other Windows applications.
To export the report output, click the Save button (3½” floppy disk icon) and choose “Excel”:
Then click the Open button when this dialog box appears.
You may save the exported report to the Common drive by clicking File à Save As.
To run a different report, click the “Law Centre Reports” (this will be labelled “Business Reports” if you work in Head Office) link at the top of the page to return to the list of available reports.
Things to know