Supervisor Tools
The Supervisor Dashboard is a reporting feature offered by FAS Outcomes to supervisors (users with the role of Business Administrator).The Supervisor Dashboard is always easy to access from the left navigation menu. It gives you an overview of all of your clients, records compliance, and the status of each case's Service Plan. The purpose of the Supervisor Dashboard is to give supervisors a quick and easy way to view what is happening right now so that you can easily provide targeted supervision. You will have:
Real-time, "rolled up" (aggregate) information about clients exhibiting specific types of behaviors (for example, fire setting).
The ability to "drill down" to individual clients of interest.
An Excel
This document will go over several useful features to enhance your understanding and experience of the Supervisor Dashboard, including, how to choose which clients to display on the Supervisor Dashboard, easy ways to "drill down" and access more specific pieces of information, and how to save copies of the dashboard results so that you can make the most of the data that is being displayed.
You decide which clients to include on the Supervisor Dashboard. You make several selections that will define the clients to include on the dashboard. Simply click on the down arrow by "Criteria for sample selection" to display this screen:
This is a collapsible feature that guides you through selecting the clients you will see results for. It will minimize itself when not in use. Let's go through each of the criteria in detail:
1. Date Range - Select the date range of clients you would like to view. You can easily decide to view just the clients who were assessed within the last day, last week, or last month. For example, you could use the Supervisor Dashboard to check every morning to see if any clients who were suicidal or an aggressive threat came in the day before. If you would prefer to review a specific time period, select "Other" and enter the start and end dates. Keep in mind that the Supervisor Dashboard has a maximum date range of a 90-days. You can, however, choose any 90-day time period, it doesn't have to be the last 90-days. You can use the calendar icons for easier selection.
2. Service Area(s) / Program(s) - Select which clients to include by choosing a Program or an entire Service Area. You have the option to include as many or as few of your Service Areas and Programs as you like. The Service Areas and Programs are organized in a hierarchy, with the higher (parent) items appearing with the lower (child) items nested within them. For an explanation of how parent items relate to child items in the list, click here.
3. Show - You can decide to show only active clients, inactive clients, or both. Later we discuss inactivating clients here, but essentially you can think of them as clients who are not currently receiving services. This can be an extremely useful feature if you wish to review clients who have exited services, or only clients who are actively receiving services.
4. Assessments - You can also specify what type of assessments to include. There are three options to choose from. The first option, Initial Assessments in time period, will summarize the problems presented by clients who had an initial assessment in your given time period. This is helpful for seeing what problems clients have when entering treatment. If you choose All Assessments in time period, you'll see information on the current status of all of the youth being served (i.e. you will see the most recent assessment for every client regardless of whether it is an initial assessment or a re-assessment). If you choose Re-assessments in time period, you'll see the outcomes to date for all cases that have had more than one assessment.
Once you've made your selections, simply hit the search button. The page will refresh to display your results.
The next few sections highlight several helpful features of the Supervisor Dashboard as well as reviewing the content that is displayed on the Dashboard.
We use the term "drill down" to refer to the ability of clicking on piece of information to see a greater level of detail. On the Supervisor Dashboard, whenever you see a number, percent, or client's name underlined, that indicates that you can "drill down" into that information to learn something more detailed.
The example provided below is from the Supervisor Dashboard:
We're looking at the goals that were endorsed for each of the subscales.
Clicking on the icon will show the listing of goals that are a part of that subscale and the number and percent of plans that endorsed those goals.
You can drill down further by clicking one of the listed goals to view which cases endorsed the specific goal.
You can then click on any of the client's names to be taken to their profile page.
In the example above, we have chosen to drill down on
the Feelings subscale, in which 33% of the clients in the sample select
at least one goal. We then see each of the goals in the Feelings subscale
that had been selected, in addition to how many plans it was selected
on and the percent of the total sample. Drilling down on a goal then lists
the cases in which the goal was selected. In our example, Ingrid Internalizing
and Tommy Truant both were endorsed for "Evaluation to assess depression
(CAFAS)", which is recommending they get evaluated by the CAFAS
Note: Because the JIFF
Let's show you a few handy table features that we can see in the example below.
1. Sort - In the table above with Sorry Larry, you'll notice that the column headings are underlined (e.g. Name, Source, etc.). If you were to click on one of the column headings, that would sort the table by that category.
2. Export
- The second feature that you definitely want to know about is the ability
to get a copy of the table. This is very helpful if you want to take the
list to a team or supervisory meeting. You get this listing by clicking
"Export" next to the Excel
3. What's this? - Additionally, throughout the program there are "What's this?" links, which will give you an explanation of the item you're viewing if you hover the mouse over it
4. Go Back to Dashboard - Notice at the bottom of the screen there's a link that will return you to the Supervisor Dashboard.
Now that we've seen how the Drill Down feature works, let's review the Dashboard Results. There are five sections of results - the Activity Report, Assessments and Service Plan Status, and three indicators flagging cases with goals selected that reflect high risk behaviors or mental health or substance use issues, goals selected, and cases where caregivers have indicated a high level of help is needed.
The first item displayed on the Supervisor Dashboard
is the Activity Report, which summarizes information about assessments
based on the "Next Assessment Due Date" that is specified when
a JIFF
The Activity Report makes it easy for you to see the number of Overdue Assessments and Upcoming Assessments in addition to alerting you to the number of Active Cases with no new assessments in the last five months. We also put these indicators on each of your staffs' "My Dashboard" to help them stay in compliance and on task with what they are supposed to be doing.
Note: The Activity Report is based on the end date specified under search criteria, so, for example, any assessments that were due by the specified end date that have not yet been done will be counted towards Overdue Assessments. Note that this shows assessments as of the end date specified that are currently still overdue, it does not show you what assessments were overdue as of the specified date. The Activity Report is for knowing the current status of assessments up to the specified date and does not provide a historical record of assessments that were at one time overdue.
Beneath the Activity Report are two orange boxes: Assessments, and Service Plan Status.
Assessments
- The Assessments box displays the number of cases included in the dashboard
showing you how many of the assessments were completed by the youth and
how many were completed by the caregiver. You also see the number of cases
that were interrupted and are restartable. The JIFF
Service Plan Status
- This box tells us the number and percent of assessments that were marked
"completed," those left "unfinished", and the number
that have "not been started". Service Plans labeled as "not
started" are typically seen when the youth completes the interview
but the staff person has not had a chance to review the results. When
an assessor marks a JIFF
There are indicators on the Supervisor Dashboard that summarize how the youths in your selection are doing. The indicators focus on the goals that were selected on client Service Plans. Before going into the specific indicators, we need to go over a few things about the goal selection process.
The JIFF
It should be noted
that most of the indicators that appear on the Supervisor Dashboard are
also available to the JIFF
Note: The Client Dashboard is a very useful tool for your
staff because it summarizes the youths needs using charts and helpful
indicators. If your organization administers the JIFF
The first indicator on the Supervisor Dashboard flags cases with High Risk Behaviors. It reports on the number of Service Plans that currently have goals selected that are indicative of High Risk Behaviors. If your organization does not have any youths with High Risk Behavior goals selected, the space under the headings of this indicator will be blank.
The high risk behavior goals address aggressive behaviors in three life domains: at school, in the home, and in the community. It also includes those with fire-setting tendencies and youth who reported inappropriate sexual behavior. These particular goals have been flagged as high risk to alert you to youth who may need specialized intervention.
The next indicator quickly identifies those youth for whom goals related to mental health needs and substance use needs were selected.
The goals state that these youth should have a more in-depth
evaluation to assess whether anxiety or depression is present, if there
are problems related to a traumatic experience, and if the youth is a
suicide risk. We recommend that the CAFAS
The next set of indicators reports the percent of Service
Plans that have at least one goal selected for each of the JIFF
This allows you to easily at-a-glance see which goals are the most prevalent among your cases. In this example, we can see that goals within the "School" and "Noncompliance in Home" subscales are selected most often.
The final indicator on the JIFF
As before, clicking on the numbers next to the subscales will give you the list of youths. In the example above, there is one caregiver who expressed a great need for help on the "Noncompliance in Home" scale, which could indicate that the youth is at greater risk for out-of-home placement.
There are two aggregate reports built into the program.
You can easily access these reports from the left-navigation menu. The
program generates these reports instantaneously, based on the criteria
you specify. The program includes two versions, the Youth JIFF
First we'll look at the Youth JIFF
As you can see below, at the top of the report is a summary of your selection criteria.
The next box shows how many youth were included in this report--the sample size. For this example, we have a sample size of thirty-one youth.
In the last box we see a summary of the demographic characteristics of the sample, including the mean (or average), age of the youth, the age range, the percent of youth who are preadolescent (twelve and younger) and adolescent (thirteen and older), and the percent male and female.
In general, the information presented on the aggregate
reports is very similar to what we just saw on the Supervisor Dashboard.
The first chart shows us the average percent endorsement for each of the
ten Youth JIFF
Below the chart the report tells you the number of youth who were not asked the school questions because they either graduated from high school, obtained a GED, or because they dropped out of school.
The paragraph below gives information about the next section of the report, which you can read if you so desire.
The next box, Service Plan Status, reports the number of plans that are complete and unfinished. If there were any plans that weren't started, they would appear here as well.
The final section of the report is a table showing the
number and percent of youth for whom each of the JIFF
Now let's take a look at the Caregiver Intake Report. As you can see glancing at the sample report below, the layout of the Caregiver Report is very similar to the Youth Report. While the information is based on the caregivers instead of the youth, the only addition to the report is the presence of an additional chart.
The Caregiver Report includes one additional chart compared
to the Youth Report, which shows the percent of caregivers who report
a critical need for help. This chart is divided into the JIFF
The third tool available to supervisors that we'll be
talking about here is the Data Export, which is easily accessible from
the left navigation menu just like the Supervisor Dashboard and Aggregate
Reports. An export means you get a copy of your organization's data and
can access it outside of FAS Outcomes. You have a few choices for what
form the data comes in. You can put the data in Excel
You can easily use the export to generate the full list of youth who have been assessed for a given time period,
You can answer more specific program or research questions, such as comparing youth in different programs.
You can use the Data Export
to examine change over time if your organization conducts repeated administrations
of the JIFF
Note: The export gives you two types of scores, one that calculates a score based on the "Yes" responses, and one that generates scores based on the "Yes" and "Maybe" answers. The justification for generating the "Yes and Maybe" score is that it is possible that youth and caregivers might worry that answering "Yes" to certain questions would incriminate the youth in some way, so they choose "Maybe" instead. Therefore, depending on the type of program you are looking at, we find that it can sometimes be helpful to have the "Yes and Maybe" score.
You can combine the exported data with other data so that you can examine the relationship between outcomes and other information, such as cost.
The Data Export screen is shown in full below:
As you can see, the Data Export is highly customizable, putting the control of choosing which variables to export in your hands. It also allows you to specify the clients and the types of information you want. Staff who have been assigned the role of "IT Administrator" for a specific Service Area can also do exports.
Typically, staff that have skills in working with data sets use this function, such as your IT, Quality Assurance, or evaluation staff. Going to "Help" on the export screen will provide these users with all of the detailed information they need to fully utilize the Data Export.
We have now looked at the three built-in tools for supervisors.
We started off with the Supervisor Dashboard, which provides real-time, up-to-the minute aggregate reporting that can be especially useful for daily or weekly monitoring of cases.
Next we looked at the two Aggregate Reports, which provide a summary of clients' needs at intake and change over time. You might want to do these monthly, quarterly and/or annually.
Finally, we explored the Data Export, which can be used to conduct program evaluation to answer specific questions.
We hope that you have learned how you can start using these powerful tools to help your organization run more efficiently and productively. Next we want to move on to more helpful information that you will definitely want to know as a supervisor, going next to the special privileges that users have who are assigned to the Business Administrator role.