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Team Graphs

Data visualisations and metrics

Introduction

Team Graphs provides a visual overview of several metrics to allow you monitor service performance and delivery.

This guide is intended as a high-level reference and provides clear definitions of each metric displayed in the Team Graphs section of Recordbase.

All data shown relates to the selected team and timeframe.

 

Terms

Reporting period

This refers to the timeframe selected on the Team Graphs page. The timeframe is based on the current date (e.g., This Month, Last 30 Days, Last 3 Months, Last Year).

Unique people

Each person is counted only once, even if they have multiple referrals.

Supported

A person is considered supported if they have a referral in an accepted state.

Selected team

The team chosen for viewing data. Users can select a single team or 'All teams' for organisation-wide data.

Open (active) referrals

Referrals that were pending, waitlisted, or accepted at any point during the selected period.

 

 

People metrics

 People Supported: The total number of unique people who were supported by the selected team during the period.

Count of unique people with a referral where:

  • the accepted date occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period.

 

Active Risks: The total number of current risk records for people supported by the selected team.

Count of risks for unique people with a referral where:

  • the accepted data occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period
  • The risk has not been marked as historic

 

Goals Created: The total number of new goals created for people during the period.

Count of goals for unique people with a referral where:

  • the accepted data occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period
  • the goal created date occurred within the reporting period
  • the goal is linked to a team through either:
    • the goal related referral is for the selected team
    • or the goal related referral has not been set, but the person has a referral for the selected team

NOTE: This metric does not use the goal start date. It is based on the date the goal was created, not when it started.

 

Goals Completed: The number of goals completed during the period.

Count of goals for unique people with a referral where:

  • the accepted data occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period
  • the goal completed date occurred within the reporting period
  • the goal is linked to a team through either:
    • the goal related referral is for the selected team
    • or the goal related referral has not been set, but the person has a referral for the selected team

 

Agebands: Shows how many supported people fall into each age group (e.g., 0–10, 11–20, etc.).

The visualisation shows the count for each age group for unique people with a referral where:

  • the accepted data occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period

 

Gender: Shows how many supported people fall into each gender category.

The visualisation shows the count for each gender category for unique people with a referral where:

  • the accepted data occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period

NOTE: The gender categories used are those that have been setup in your Recordbase environment and are not mapped based on codes.

 

Ethnicity: Shows how many supported people fall into each ethnicity category (e.g., European, Māori, Pacific Peoples, Asian, MELAA, Other).

The visualisation shows the count for each ethnicity group for unique people with a referral where:

  • the accepted data occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period

NOTE: The ethnicity categories are mapped based on the underlying ethnicity codes in accordance with Stats NZ coding.

 

Referral metrics

Open Referrals: The total number of referrals that were open (active) for the selected team during the period.

Count of referrals where:

  • the received date occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period

 

Referrals Received: The total number of new referrals received by the selected team during the period.

Count of referrals where:

  • the received date occurred within the reporting period.

NOTE: The metric does not consider the current state of the referral.

 

Outbound Referrals: The total number of referrals sent from the selected team to another organization during the period.

Count of outbound referrals where:

  • the referred date occurred within the reporting period.

NOTE: The metric does not consider the current state of the referral.

 

Avg Days in Referral: The average number of days that a person was supported by the selected team during the period.

Average duration of referrals where:

  • the accepted date occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period

NOTE: Referral duration is calculated as the number of days between the accepted date and the referral discharge date or the current date if the referral has not been discharged.

 

Referrals by exit reason: Shows how many referrals ended for each reason (e.g., Discharge routinely, Discharge to other service, etc.). Only the top 5 reasons are shown individually; others are grouped as 'Other'.

The visualisation shows the count for each referral exit reason for referrals where:

  • the discharged date occurred within the reporting period.

NOTE: This metric only includes referrals that have been discharged. Declined referral are not included.

 

Referrals by referral source: Shows how many referrals the selected team received from each source. Only the top 5 sources are shown individually; all other referral sources are grouped as 'Other'.

The visualisation shows the count for each referral source for referrals where:

  • the received date occurred prior to the end of the reporting period
  • there is no discharge date, or the discharge date occurred after the start of the reporting period

 

 

Activity metrics

1:1 Activities created: The total number of individual activities delivered during the period.

Count of activities where:

  • the activity start date occurred prior to the end of the reporting period
  • the activity end date occurred after the start of the reporting period
  • the activity was recorded as an individual activity.

 

1:1 Activity hours: The total number of hours spent on individual (non-group) activities during the period.

Total duration of activities where:

  • the activity start date occurred prior to the end of the reporting period
  • the activity end date occurred after the start of the reporting period
  • the activity was recorded as an individual activity.

 

Group activities created: The total number of group activities delivered during the period.

Count of activities where:

  • the activity start date occurred prior to the end of the reporting period
  • the activity end date occurred after the start of the reporting period
  • the activity was recorded as a group activity.
  • at least one of the participants has a referral to the selected team.

NOTE: If a group activity has participants from more than one team, it will count as multiple activities when run for “All teams”.

 

Group activity hours: The total number of hours spent on group activities during the period.

Total duration of activities where:

  • the activity start date occurred prior to the end of the reporting period
  • the activity end date occurred after the start of the reporting period
  • the activity was recorded as a group activity.
  • at least one of the participants has a referral to the selected team.

NOTE: If a group activity has participants from more than one team, it will count as multiple activities when run for “All teams”.

 

Whānau Inclusion: The percentage of activities that included whānau (family) involvement.

The percentage of activities where:

  • the activity start date occurred prior to the end of the reporting period
  • the activity end date occurred after the start of the reporting period
  • the activity has Whānau involvement set to “Yes”

Group activities are excluded from this calculation.

 

Contact: The percentage of activities classified as 'Contact' (direct engagement).

The percentage of activity time where:

  • the activity start date occurred prior to the end of the reporting period
  • the activity end date occurred after the start of the reporting period
  • the activity has a breakdown with a code of “CO”

Group activities are excluded from this calculation.

 

Activities by classification: Shows how many activities fall into each classification (type of work or service). Only the top 10 classifications are shown individually; others are grouped as 'Other'.

The visualisation shows the count for each activity classification for activities where:

  • the activity start date occurred prior to the end of the reporting period
  • the activity end date occurred after the start of the reporting period

NOTE: Group activities are included from this calculation. In cases where a participant was marked as DNA, the activity will be displayed in both the primary activity classification selected and the ‘Did not attend’ auto coded classification.

 

Activities by type: Shows how many activities fall into each activity type (specific kind of activity). Only the top 10 types are shown individually; others are grouped as 'Other'.

The visualisation shows the count for each activity type for activities where

  • the activity start date occurred prior to the end of the reporting period
  • the activity end date occurred after the start of the reporting period

NOTE: Group activities are included from this calculation.