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penelope targets module3

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• Penelope features a new module that allows agencies to not only take advantage of a whole new comprehensive range of reports (“the actuals”) but also to set targets for a wide range of entities and compare the actuals against the targets.

• This tutorial will guide you through the setup of the targets and highlight some ways of breaking out the data (there are many, many permutations of the possible breakdowns, so you’ll need to experiment to find the right mix for your needs!).

• The first step is to ensure that a staff member belongs to a security class that has permissions to access the Target functionality (“allow access to agency targets” in security class setup).

• You’ll also want to ensure that authorized staff belong to a reporting security class in which access to the targets/ actuals reports are enabled (“target report” and “actual report” in report security class setup).


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• There are 6 main categories of data you can report on (and then break this data down into dozens of sub-categories):

• Quantity of Cart Items (for appts that have been resolved), for each....‣ Attending Client‣ Attending Worker‣ Cart Item‣ Cart Item Payor‣ Item Quantity Equivalence

• Service Events (both number and duration), for each....‣ Attending Client‣ Attending Worker‣ Event

• Duration of Time Based Cart Items (for appts that have been resolved), for each....‣ Attending Client‣ Attending Worker‣ Cart Item

• Invoiced Revenue (posted), for each....‣ Cart Item

• New Clients in Period (the year, first “show” appt), for each....‣ Case Member‣ Individual‣ Presenting Participant‣ Service Participant

• New Clients to Organization (first “show” appt all-time), for each....‣ Case Member‣ Individual‣ Presenting Participant‣ Service Participant


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• For each data element, you can select the calculation (count or sum / duration) as well as the interval (annual, month, quater, semi-annual)

• You can then choose how to display the results in thousands, show the decimals and even if you want the target to be selectable in the target reports list

• Now, let’s run through the process of creating the targets.


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First, from your home page, click the TARGET LIST link in the links section at right

Next, click GO to view your existing targets.

To add another, click ADD TARGET.


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Give the target a name and also label the time frame.

Select the entity you’d like to use as the data point.

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Complete the additional information (note that it will vary according to what data point you’ve selected). 4


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You can optionally, break out the data point further. In this example, we’ll look at breaking out service events for workers by worker and case service (click the little PLUS/ + sign to add it ).

You can then select a specific value or all values.

Repeat for other breakdown elements and then SAVE.

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The target is saved. If you like, you can add additional breakouts or additional years, but for now, we’ll just go to the setup to create the actual targets per worker per service.

Click the SETUP tab.

Click the GENERATE TEMPLATE link to create the template that you will fill out in excel to record the targets. After you’ve entered the targets, we’ll upload the file back in to Penelope.

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Select the YEAR for which you’d like to create the targets - SAVE.

Download the file by clicking the link.


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A “csv” file of that name will be downloaded to your computer. Open it in a program like excel (or open office - calc). It will look something like this one at right. You will have as many interval columns as you spec i fied ( i n t h i s c a se , quarterly).

Because we spec ified a breakdown by all clinical workers and all services, we have one row for each worker and case service. Enter the targets in as appropriate. NOTE - before saving, delete the columns as directed at the top in row A (in our case, column A and C) - save the file as a CSV WITH A DIFFERENT FILE NAME (and no spaces in the file name either!).


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Now, let’s upload the saved file. Click Browse, find the file and click GO.

Once it is done uploading, click PROCESS.

Select the YEAR for which you’d like to create the targets - SAVE.


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After it processes, you’ll see the targets below. You can click MORE VIEW OPTIONS to look at the on screen reporting for the targets and actuals.

From a target creation perspective, we’re done!

Now, let’s go to the targets report to see the results.


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First, access the reports menu and select the target report.

Select the Target and Year - you may want to select the Difference as well.

The parameters page will give you a number of options for displaying and breaking out the data. Of particular interest may be the “sort by” drop down at the bottom.

When you’re done, click VIEW.


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The report will display each of the target values (T) you entered along with the actuals (A) and, if selected, the difference (D) for each interval and a total.

In the example at right, the intervals are quarters so April is the quarter ending in April etc.


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The actuals report can be used even if you’ve not entered any targets. It is an extremely powerful new report allowing for considerable refinement of results.

First, access the reports menu and select the actuals report.

Select the date range and the data and interval to be included.

You can also add many breakdowns - select them and click the + sign to add them.

When you’re done, click VIEW.


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The report will display the first breakdown (in this case, Services), then the next (in this case, Site) and then the next (in this case, Primary Worker of Event) etc.


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• Let’s look at the target results breakdown page as it allows for on screen data reporting in a streamlined and efficient manner.

• First, click the Target List link on your home page, then, click the Break Down tab at the top


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• Please keep in mind that while the list of breakdowns displays all possible breakdown elements, you can only report on those that you have included in your target setup

• Select the end date

• Select the Breakdown (it’s a big list eh?)

• Once you select the beakdown, you’ll be presented with the opportunity to select a value within the breakdown element (in this case a specific worker)

• You may select other display options if needed


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• Click GO to see the results - special calculations appear at the bottom


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• Some explanatory notes....

‣ End Date = end date of period‣ Breakdown = data elements for which the total calculations will be broken out (so they will always equal 100%)‣ Include Non-Reported = include history of result set - that is, include items that are no longer active‣ Show Period Interval = display intervals‣ Show Quarter Summary = if the interval is other than a quarter, summarize the results by quarter‣ Show Actuals Prior Year Summary = will display variance against prior year’s actuals‣ Show Parent Targets Comparison = will display breakouts created as part of target setup‣ Display Targets Only = only target values will be displayed‣ Display Actuals Only = only actuals will be displayed‣ Comparison to Targets / Prior Year = actuals for prior year or targets will be displayed‣ Difference = numeric difference between actuals/ prior year and targets/ current year will be displayed‣ % Difference = difference will be expressed as a percentage of the target/ prior year value‣ % of Comparison = target/ prior year value will be expressed as a percentage of the actuals‣ Min = lowest value in row or column in selected report set‣ Max = highest value in row or column in selected report set‣ Median = median value in row or column in selected report set‣ Mean = average value in row or column in selected report set‣ Variance = the standard deviation squared of the selected report set‣ Std Deviation = the standard deviation of the selected report set‣ Percentage - Row = will display the actuals or difference as a % of the row values (eg. across different intervals)‣ Percentage - Grant Total / Breakdown Total = will display the actuals or difference as a % of the selected breakdown values for entire total‣ Percentage - Grand Total/ Breakdown Period = will display the actuals or difference as a % of the selected breakdown values by period‣ Sort by Alphabetical = will sort results alphabetically - you may select ascending or descending order‣ Sort by Targets = will sort results by target value - you may select ascending or descending order‣ Sort by Actuals = will sort results by actuals value - you may select ascending or descending order‣ Sort Direction = lowest to highest or reverse


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• Breakdowns can be selected for the following....

Case Service Type 1 Case Member - Case Drop-Down 1 Case Member - Safety Concerns Individual Member -Site

Case Service Type 2 Case Member - Case Drop-Down 2 Case Member - Site Individual Member -Speaks English

Case Service Type 3 Case Member - Case Drop-Down 3 Case Member - Speaks English Primary Worker of Event

Case Service Type 4 Case Member - Case Drop-Down 4 Case Service Primary Worker of Event - User Defined Check Box 1

Attending Individual - Individual Checkbox 1 Case Member - Case Drop-Down 5 Case Service Class Primary Worker of Event - Site

Attending Individual - Individual Checkbox 2 Case Member - Case Drop-Down 6 Clinical Worker Primary Worker of Event - Gender

Attending Individual - Individual Checkbox 3 Case Member - Indiv. Demographic Checkbox 1 Clinical Worker Qualification Primary Worker of Qualification

Attending Individual -Individual Checkbox 4 Case Member - Indiv. Demographic Country Clinical Worker Site Reports to of Primary Worker of Event

Attending Individual - Indiv. Demographic Checkbox 1 Case Member - Indiv. Demographic Drop-Down 1 Clinical Worker Gender Reports to of Primary Worker of Event - Gender

Attending Individual - Indiv. Demographic Country Case Member - Indiv. Demographic Drop-Down 2 EAP Case Service Reports to of Primary Worker of Event - Site

Attending Individual - Indiv. Demographic Drop-Down 1 Case Member - Indiv. Demographic Drop-Down 3 Event Site Reports to of Primary Worker of Event - User Defined Check box 1

Attending Individual - Indiv. Demographic Drop-Down 2 Case Member - Indiv. Demographic Drop-Down 4 Funder Name Reports to of Primary Worker of Event -Qualification

Attending Individual - Indiv. Demographic Drop-Down 3 Case Member - Indiv. Demographic Drop-Down 5 Funder Type Presenting Participant - Individual Checkbox 1Attending Individual - Indiv. Demographic Drop-Down 4 Case Member - Indiv. Demographic Drop-Down 6 Individual Member- Individual Checkbox 1 Presenting Participant- Individual Checkbox 2

Attending Individual - Indiv. Demographic Drop-Down 5 Case Member - Financial Concerns Individual Member- Individual Checkbox 2 Presenting Participant- Individual Checkbox 3

Attending Individual - Indiv. Demographic Drop-Down 6 Case Member - Gender Individual Member- Individual Checkbox 3 Presenting Participant -Individual Checkbox 4

Attending Individual - Individual Drop-Down 1 Case Member - Home Aware of Contact Individual Member- Individual Checkbox 4 Presenting Participant- Indiv. Demographic Checkbox 1

Attending Individual - Individual Drop-Down 2 Case Member - Individual Checkbox 1 Individual Member- Indiv. Demographic Checkbox 1 Presenting Participant - Indiv. Demographic Country

Attending Individual - Individual Drop-Down 3 Case Member - Individual Checkbox 2 Individual Member- Individual Demographic Country Presenting Participant- Indiv. Demographic Drop-Down 1

Attending Individual - Individual Drop-Down 4 Case Member - Individual Checkbox 3 Individual Member - Indiv. Demographic Drop-Down 1 Presenting Participant - Indiv. Demographic Drop-Down 2

Attending Individual - Individual Drop-Down 5 Case Member - Individual Checkbox 4 Individual Member - Indiv. Demographic Drop-Down 2 Presenting Participant- Indiv. Demographic Drop-Down 3

Attending Individual - Individual Drop-Down 6 Case Member - Individual Drop-Down 1 Individual Member - Indiv. Demographic Drop-Down 3 Presenting Participant - Indiv. Demographic Drop-Down 4

Attending Individual - Gender Case Member - Individual Drop-Down 2 Individual Member - Indiv. Demographic Drop-Down 4 Presenting Participant- Indiv. Demographic Drop-Down 5

Attending Individual - Home Aware of Contact Case Member - Individual Drop-Down 3 Individual Member - Indiv. Demographic Drop-Down 5 Presenting Participant- Indiv. Demographic Drop-Down 6

Attending Individual - Language Case Member - Individual Drop-Down 4 Individual Member - Indiv. Demographic Drop-Down 6 Presenting Participant- Individual Drop-Down 1

Attending Individual - Partner Aware of Contact Case Member - Individual Drop-Down 5 Individual Member - Gender Presenting Participant- Individual Drop-Down 2

Attending Individual - Main Address Country Case Member - Individual Drop-Down 6 Individual Member -Home Aware of Contact Presenting Participant- Individual Drop-Down 3

Attending Individual - Main Address State Case Member - Language Individual Member - Language Presenting Participant - Individual Drop-Down 4

Attending Individual - Individual Record Drop-Down Case Member - Partner Aware of Contact Individual Member -Partner Aware of Contact Presenting Participant- Individual Drop-Down 5

Attending Individual - Safety Concerns Case Member - Main Address Country Individual Member - Main Address Country Presenting Participant- Individual Drop-Down 6

Attending Individual Site Case Member - Main Address State Individual Member -Individual Record Drop Down Presenting Participant- Gender

Attending Individual - Speaks English Case Member -Individual Record Drop-Down Individual Member -Safety Concrns Presenting Participant- Home Aware of Contact


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• Breakdowns continued

Presenting Participant - Language

Presenting Participant- Partner Aware of Contact

Presenting Participant- Main Address Country

Presenting Participant - Main Address State

Presenting Participant- Individual Record Drop-Down

Presenting Participant - Safety Concerns

Presenting Participant Site

Attending Individual - Speaks English

Primary Worker of Service

Primary Worker of Service Site

Primary Worker of Service Gender

Primary Worker of Service User Defined Check Box 1

Primary Worker of Service Qualification

Service Event Status

Service Event Type

Service Type (Group or non Group)

Service Unit Class

Service Unit - User Defined 1

Service Unit Name

Unit of Measure

Unit of Measure Schedule

Unit of Measure Schedule Class

Funder Name

Funder Type

Invoiced Line Type

Payor Type

Policy Class

Policy Type

Public Policy

• Please keep in mind that the breakdown options you are presented with are determined by the type of data you are requesting. For example, if you are seeking to report on “event” based data, your breakdown options will relate to the “attending client” options.

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