This article is meant to help Santa Barbara First 5 users of VerticalChange understand how the BAR report is calculated, and what data to look for when reviewing the report for accuracy.
Criteria for a Contact be Included in the BAR Report
The report includes all contacts who have had at least one First 5 SBC activity during the reporting date range.
Those contacts will be included in the various tables of the report based on fields from Intake Form Part 1.
If contacts have activities within the date range, but no Intake Form Part 1, they will show as "unknowns" in the various tables.
Details and Information Sources
Table 1: Child Counts
Includes contacts with at least one activity within the date range who are marked as "Type of Client = Child” on the Intake Form Part 1.
The Date of Birth field on the Intake Form Part 1 is used to determine the Age Range row. All children are aged up on July 1 of the fiscal year.
The Group row is for program-wide activities that serve children. It is an aggregate count.
NOTE: Each contact is counted only once in the table, even if the contact has more than one qualifying activity.
Table 2: Adult Counts
Includes contacts with at least one activity within the date range who are marked as "Type of Client = Adult” on Intake Form Part 1.
The field "Type of Client = Adult" is used to determine in which row the contact should be placed.
The Group row is for program-wide activities that serve adults. It is an aggregate count.
NOTE: Each contact is counted only once in the table, even if the contact has more than one qualifying activity.
Table 3: Client Count by Ethnicity
Includes all contacts with at least one F5 activity in the date range.
The Client Type columns are determined by Client Type, similar to tables 1 and 2.
The Aggregate columns are agency-wide activities.
The Ethnicities rows are determined by the Ethnicity field on Intake Form Part 1.
Example: A child would be included in the "All Children Less than 3 x White" if the child (1) has an activity within the date range, (2) has Intake Form Part 1 completed, (3) Client Type = Child on the intake form, (4) Date of Birth makes him between 0 and 3 on 1/7/15, and (5) ethnicity field is marked as White.
NOTE: Each contact is counted only once in the table, even if the contact has more than one qualifying activity.
Table 4: Community Areas
Includes all contacts with at least one F5 activity in the date range.
The Client Type columns are determined by Client Type, similar to tables 1 and 2.
The Aggregate columns are agency-wide activities.
The Community Areas rows are determined by the Zip Code field on Intake Form Part 1.
Example: A child would be included in the call "Children Less than 3 x Carpinteria" if the child (1) has an activity within the date range, (2) has Intake Form Part 1 completed, (3) Client Type = Child on the intake form, (4) Date of Birth makes him between 0 and 3 on 1/7/15, and (5) zip code is mapped to Carpinteria.
NOTE: Each contact is counted only once in the table, even if the contact has more than one qualifying activity.
Table 5: Client Counts by Services (Activities Only)
Includes all contacts with at least one F5 activity in the date range.
The Client Type columns are determined by "Type of Client" field from Intake Form Part 1.
The Group columns are agency-wide activities.
The Activities rows show all the F5 activities in a project's scope. Each row shows the count of activities completed, separated by client type.
A contact will be counted once for each activity they receive. Example: If Joe Doe receives two case management activities and one referral activity, he will be counted once in the CM row and once in the referral row.
The Total row at the bottom is a unique count. Taking the above example, Joe Doe will only count once in the Total row.
Table 6: Activities
Includes all contacts with at least one F5 activity in the date range.
This is a sum of all activities given, not a count of unique contacts.
This table will display the total count of activities that fall within the date range.
Example: if Joe Doe receives two case management activities and one referral activity, he will contribute two to the CM row and one to the referrals row.
Table 7: Assessments
Includes all contacts with at least one F5 assessment in the date range.
This is a sum of all assessments given, not a count of unique contacts.
This table will display the total count of assessments that fall within the date range.