Administer reports

Generate management reports

Management reports can be efficiently generated once opportunity and project tasks have been identified and created within MYP. To generate management reports:

• Select ‘Reports’ from the sub-header menu
• Identify the relevant report from the following:
  • Management Report – reports all opportunity + project tasks + sub-tasks for all staff members who are managing a project or opportunity (i.e. not related to staff role)
  • Project Time Management Report (ARM Pro only) – reports actual versus allocated hours for projects + project tasks. These reports can be filtered by active/archive status of tasks + Projects

NB: An option exists to include a dashboard in the management report. To include the dashboard, select the ’Yes’ radio button beside ‘Display dashboard’.

Generate gantt chart for opportunity + project tasks (ARM Pro only)

ARM Pro users have the ability to include a gantt chart in the management report.

• Select the appropriate filters at the top of the page, otherwise too much data will appear in the gantt
• Select the appropriate task from the drop-down menu (e.g. opportunity or project tasks)
• Select the relevant ’Yes’ radio buttons to display required gantts

NB: To print a gantt chart, click the printer icon at the top of the relevant chart.

Administer searches

Searches can be generated using any of the key fields from the ‘Contact’, ‘Client’, ‘Opportunity’ and ‘Project’ components of ARM including relationship types, states/regions and custom fields (if using ARM Pro). It also has the ability to search for clients containing a specific name (e.g. client name containing ‘Hotel’).

The following example demonstrates how to search the database for a school based in Queensland.

To create a search:

• Select ‘Reports’ from the sub-header menu
• Select ‘Customised Report’
• Select ‘Administer searches’
• Select ‘Create search’
• Create ‘Search name’ e.g. “Queensland schools”
• Select whether the search operators will be either ‘And’ or ‘Or’ conditions e.g.  In this example we will need the State to equal QLD ‘And’ contains the word ‘School’ as outlined below (alternatively, if we wanted businesses in QLD or NSW we would use the ‘Or’ operator e.g. QLD or NSW)
• From the ‘Field’ drop-down menu select ’State/region’ (note that the drop- down list contains most fields from ARM contacts and clients)
• From the ‘Operator’ drop-down option select ‘Equal to’ From the ‘Region’ drop-down menu select ‘Queensland’
• Select ‘Add condition’ and note how many contacts meet this condition in the text below.
• To add the second condition, select ‘Client name’ from the ‘Field’ drop-down menu
• From the ‘Operator’ drop-down menu select ‘Contains’ + enter the word ‘School’ in the text box below
• Select ‘Add condition’ + note how many contacts meet these two conditions (‘Queensland’ and ‘schools’)
• Select ‘Save’ or ‘Cancel’ once all required conditions have been entered
• Identify the relevant report and select ‘Export’

NB: To view archived project and opportunity tasks choose the relevant options in the admin status drop-down.

Create custom reports (ARM Pro only)

ARM Pro Subscribers can build their own custom reports using any of the key fields from the ‘Contact’ or ‘Client’ components of ARM including custom fields.

To create a custom report:

• Select ‘Reports’ from the sub-header menu
• Select ‘Customised Report’
• Select ‘Custom report’
• Select ‘Create report’
• Enter a report name
• To create the first field for inclusion in this report, select the relevant ‘Contact’ or ‘Client’ page from the drop-down menu + select ‘Create’
• Enter the field name (e.g. ‘First name’ if ‘Contact first name’ is to be selected from the ‘Field’ drop-down menu)
• Select the appropriate field location in the report – Top, Left, Right, Bottom)
• Select ‘Save’ + repeat the above for each required field in the custom report

NB: After the fields have been added to the report structure, they can be ‘dragged and dropped’ to alternative locations within the report.

Generate custom reports (ARM Pro only)

To generate a custom report:

• Select ‘Reports’ from the sub-header menu
• Select ‘Customised Report’
• Identify the relevant report + select ‘Generate report’
• Search for the relevant client +/or contact
• If client or staff sign off is required for the report, select the relevant radio buttons + staff member
• Select Excel or PDF as required

Search clients + contacts

Selecting ‘Clients + Programs Search’ from reports allows a simple effective way to search for client or contacts (or programs for the community sector) via:

• Clients
• Relationships
• Contacts view
• My contacts view (Account manager)
• Programs
• Alphabetical order

To run the report:

• Select ‘Reports’ from the sub-header menu
• Select ‘Clients + Programs Search’
• Identify the relevant search by selecting the appropriate tabs

Default page size for reports

The number of entries is set to a default of 25.  The arrow beside the 25 allows you the option of changing the number to 50, 75 or 100.

The default will reset to 25.

Generate client reports

To export a complete list of client data to Excel:

• Select ‘Export’ from the sub-header menu

Two additional client reports enable the export of filtered client data. To generate these reports:

• Select ‘Reports’
• Select one of the following:
• Client + Contact Report
• Customised Report

Generate login+ logout report

To export a complete list of staff login and logout results to Excel:

• Select ‘Login + Logout Report’ from the sub-header menu

To generate this report:

• Select ‘Start date’
• Select ‘End date’
• Select ‘Excel’

This report will only track logging out based on the click on the logout option. It will not track staff who are logged out by session expiry.