User Reference Manual v1.0
G2 Analytics for SpeechReport
Contents
- Introduction ............................................................................................................................................................ 4
- Getting started ....................................................................................................................................................... 5
- How to generate reports ........................................................................................................................................ 6
- Available Reports .................................................................................................................................................. 7
- Department Backlog ..................................................................................................................................... 7
- All documents in progress during backlog ............................................................................................ 7
- Documents in progress at backlog start ............................................................................................... 8
- Documents created during backlog ...................................................................................................... 9
- Remaining Backlog Documents - per activity ..................................................................................... 10
- Department Performance ........................................................................................................................... 11
- Created and Finished Documents ...................................................................................................... 11
- Finished Documents Turnaround Time .............................................................................................. 12
- Open documents Turnaround ............................................................................................................. 13
- Transcriptionist Activity ....................................................................................................................... 13
- Author Activity ..................................................................................................................................... 14
- Department Members Transcriptionist and Author ............................................................................. 14
- Department Turnaround Time .................................................................................................................... 15
- Total department turnaround time ...................................................................................................... 15
- Threshold Range Count Percentages ................................................................................................ 16
- Threshold Range Count ...................................................................................................................... 16
- 0 to 2 Day Range Document Details .................................................................................................. 17
- 3 to 6 Day Range Document Details .................................................................................................. 17
- 7 to 13 Day Range Document Details ................................................................................................ 18
- 14+ Day Range Document Details ..................................................................................................... 18
- Document Details........................................................................................................................................ 19
- Document Details ................................................................................................................................. 19
- Turnaround and Dates ............................................................................................................................ 20
- Status Sets .............................................................................................................................................. 22
- Author Performance .................................................................................................................................... 23
- The number of documents ...................................................................................................................... 23
- Author performance ................................................................................................................................ 23
- Author Details Report ................................................................................................................................. 25
- Selecting Author.......................................................................................................................................... 25
- Secretary Performance ............................................................................................................................... 26
- Transcribed Documents .......................................................................................................................... 26
- Completed Documents ........................................................................................................................... 27
- Department Backlog ..................................................................................................................................... 7
- Additional notes ................................................................................................................................................... 27
1. Introduction
The G2 Analytics tool can help you to get an insight in your workflow data. The module uses the Reporting Services from Microsoft SQL Server and generates 7 reports that capture the backlog, performance and turnaround time and author and transcriptionist performance. The reports can be sent automatically to any email address and can be exported to a word, tiff, excel, mhtml, pdf, csv or xml file with report data.
This document describes what is shown in these reports, a description of the tables shown and how to interpret the results. For a better understanding, the data can be used to explain.
2. Getting started
To get started open the webpage.
The webpage has 7 tiles for you to choose from. If you want to create a report of the following data, please click on the designated tile to start a query.
- Department Backlog Report
- Department Turnaround Report
- Department Performance Report
- Author Performance Report
- Secretarial Performance Report
- Author Details Report
- Document Details Report
3. How to generate reports
To generate a report, please use the drop down menu and make your selection.
When making a selection, we recommend that you make your selection from the left to the right and from the top to the bottom.
| Colour |
Name |
Explanation |
| Red |
Department |
This drop down menu shows all the departments that are known in the system. Depending on what information you seek, select a single department or all departments. Depending on your user security settings, you can only see and select the departments that you are entitled to use. |
| Blue |
TimeSpan |
This menu sets the time span for your query. You can choose from: day, week, 2 weeks, month, 2 months, year or make a custom selection. The selection is always calculated from the current time. For example if today is 15-12-2014 and if a single day is selected, you will be shown the results from 15-12-2014 00:00 till 15-12-2014 (current time). |
| Green |
Suggestion |
To set the StartDate and EndDate automatically on the correct TimeSpan, please select the suggested date in the Suggestion box. After that, click on the “view report” button to view the results. |
| Yellow |
StartDate |
If you have selected “custom date” in the time span box, you can set the specific start date here. |
| Purple |
EndDate |
If you have selected “custom date” in the time span box, you can set the specific end date here. After that, click on the “view report” button to view the results. |
| Dark Blue |
View Report |
Click this button, to confirm your selection and start the query. |
4. Available Reports
This chapter gives an overview of what data can be captured and what it tells you. There are five different reports plus two additional reports available. Every report consists of multiple tables. Each table shows the table name, date range and column names in the header.
4.1. Department Backlog
This report consists of four tables and shows open documents in the designated time frame. The backlog total table indicates how many documents are open, finished and are still remaining to be processed.
Besides that you can see how many of these documents were finished and how many documents were open at the end of the timeframe, it also shows the ratio of finished documents which are workable at the start timeframe and which were created during the set timeframe. Finally, the table shows the current state of the documents that still need to be processed.
The first column gives the name of the table and the second column gives chosen timespan for the chosen department. The second part is different for each table. Please read the information from the left to the right.
All documents in progress during backlog
In this table, the first sub column under the second column accounts the number of documents that were in progress during the selected timeframe. The second column gives the number of documents that were finished during that timeframe (in current backlog). The third column accounts the number of documents that were remaining after the chosen timeframe (for next backlog). The fourth column accounts the number of documents deleted during the chosen timeframe and the fifth column gives the finished documents in percentage.
It is possible to expand the list to a more in-depth view of the department by pressing the ‘+’ button. It then shows the open, finished, remaining, deleted documents and percentage of finished per author per department.
How to read the results
In the above example, there were 4751 documents that were opened for all departments to be worked on before11 June 2015 that could be finished. Of the 4751 documents, 3402 were finished and 1103 documents were waiting to
be finished by the end of that time frame. There were 246 documents that were deleted. Thus Gastroenterology department finished around 76% of the documents in that time fame.
Documents in progress at backlog start
The documents in progress at backlog start table is part of the ‘All documents in progress during backlog’ table and only shows the documents that were created before the start of the designated timeframe. This table shows how many of these documents have been finished by the end of the designated timeframe and how many remained open.
In this table, the first sub column under the second column accounts the number of documents that were open already before the selected timeframe (before backlog start). The second column gives the number of documents that were finished during that timeframe (current backlog). The third column accounts the number of documents that were remaining for the next backlog. The fourth column accounts the number of documents that were deleted and the fifth column gives the finished documents from current backlog in percentage.
It is possible to expand the list to a more in-depth view of the department by pressing the ‘+’ button. It then shows the open, finished, remaining and deleted documents and the percentage of finish per author per department.
How to read the results
Before 11 June 2014, there were 1099 documents that were not finished in the previous timeframe and open to be completed in this time frame. Of the 1099, 844 documents were finished and 137 documents were remaining in that time frame, 118 documents were deleted from the worklist of the 1099 documents. Thus the Gastroenterology department finished around 86% of the previous backlog in that time frame.
Documents created during backlog
The documents created during backlog table is part of the ‘All documents in progress during Backlog’ table and only shows the documents that were created during the designated timeframe. This table shows how many of these documents have been finished by the end of it and how many are currently still open.
In this table, the first sub column under the second column accounts all the documents that were created during the selected timeframe. The second column gives the number of documents that were finished during that timeframe from the current documents. The third column accounts the number of documents that were remaining at the end of the selected time frame. The fourth column accounts the number of documents that were deleted and the fifth column gives the percentage of documents that were finished.
It is possible to expand the list to a more in-depth view of the department by pressing the ‘+’ button. It then shows the open, finished, remaining and deleted documents and the percentage of finish per author per department.
How to read the results
From 11 June 2014 till 11 June 2015, there were 3652 documents that were opened to be completed in the selected timeframe. Of the 3652, 2558 documents were finished, 966 documents were remaining and 128 documents were deleted from workflow. Thus the Gastroenterology department finished around 73% of the current documents in that time frame.
Remaining Backlog Documents - per activity
This table shows the number of documents that remained at the end of the designated timeframe for the next backlog. The following table shows the phase in which the documents were and the numbers respectively.
This table gives account of the number of documents that were outstanding in each phase. These phases compliments the phases in SpeechReport
It is possible to expand the list to a more in-depth view of the department by pressing the ‘+’ button. It then shows the documents in the corresponding phases for each author.
How to read the results
After 11 June 2015, there were 1103 documents remaining. When this report was made, of the 1103 documents,
37 documents were in dictation, 801 documents in transcription, 24 documents in review, no documents in signoff, 232 documents in completion and 9 documents in other states. Other states can be states such as awaiting recognition, etc. From this table, it is clear that there were more documents sat in the transcription phase by the end of the chosen time frame.
4.2. Department Performance
This report consists of 9 different tables and shows the performance of the department, turnaround times, who was involved and the number of documents that have been created and finished in the designated timeframe.
Created and Finished Documents
In this table the number of created and finished documents for the chosen timeframe is shown.
The first column shows the total number of documents that were created and the second column shows the number of documents that were finished in the designated timeframe.
How to read the results
Within the time frame of 11 June 2014 and 11 June 2015, there were a total of 3652 documents created for Gastroenterology department. Of all the created documents before and in the chosen timeframe, 3402 documents were finished.
Finished Documents Turnaround Time
This table shows all finished documents, within the designated timeframe and how many authors and secretaries have worked on the documents. It also shows the average length of the documents. The average, minimum and maximum turnaround time is shown in the last three columns.
In the table, the first column denotes the number of authors that have worked on the finished documents in the designated timeframe, the second column denotes the number of secretaries that have worked on the finished documents in the designated timeframe. The third column gives the average length of the finished document in the designated timeframe and the fourth column shows the average turnaround time of the finished documents. The last two columns give the minimum and maximum turnaround time for the finished documents in the designated time frame.
How to read the results
Between 11 June 2014 and 11 June 2015, 22 authors and 8 secretaries have worked on the finished documents. The authors on average have dictated for around 1 minute and 8 seconds per document. The fastest documents were finished in 2 hours and 44 minutes and the slowest took more than 118 days. The average turnaround time is 26 days for Gastroenterology in the designated time frame.
Open documents Turnaround
This table shows the average time per state for all the documents that were open after the designated timeframe.
The first column shows the average time taken for documents created between 11 June 2014 and 11 June 2015 that were/are open in dictation. The second column shows the average time between 11 June 2014 and 11 June 2015 for the documents that were/are open in transcription. The third column shows the average time taken for the documents created that were/are open in signoff, the fourth column gives account of the average time taken for the documents that were/are in review state and the last column show the average time taken for documents created that were/are open in completion.
How to read the results
All the documents that were in dictation in Gastroenterology department between 11 June 2014 and 11 June 2015 have an average dictation time of 1 hour 22 minutes and 54 seconds, average transcription time of 14 days 20 hours 5 minutes and 49 seconds, average review time of 2 days 2 hours 34 minutes and 28 seconds and average completion time of 3 days 16 hours 50 minutes and 58 seconds.
Transcriptionist Activity
These two tables show you the most active and the least active transcriptionists with respect to the documents they have completed in turn explaining how the system was used by each person. This does not work with respect to the person being full-time or part-time though, just gives the documents they have completed in that time frame.
In the above example, the top 3 most active and the least active transcriptionists are mentioned with their respective number of documents they have worked on.
Author Activity
These two tables show you the most active and the least active authors with respect to the documents they have completed in turn explaining how the system was used by each person. This does not work with respect to the person being full-time or part-time though, just gives the documents they have completed in that time frame.
In the above example, the top 3 most active and the least active authors are mentioned with their respective number of documents they have worked on.
Department Members Transcriptionist and Author
These two tables show a list of authors and transcriptionist for the department that was selected.
These tables list the name of the authors and the transcriptionists in the chosen department.
4.3. Department Turnaround Time
This report consists of 7 tables and gives insight into the turnaround times per department and per document for the designated timeframe. For the threshold tables it is possible to go to the document details report which brings up more information.
The department turnaround time reports have one extra input field called threshold.
| Colour |
Name |
Explanation |
| Orange |
Threshold |
This drop down menu gives three options to choose from. 3+ days, 7+ days and 14+ days. This input field generates the threshold for the first table. The threshold values can be configurable with respect to the trust’s turnaround deadlines. |
Total department turnaround time
This table shows all documents that were finished and the number of those documents that exceeds the threshold that was set.
Here, the first column shows the total number of documents that were created during the selected time frame, the second column shows the number of documents that exceeded the selected threshold value and are still pending and the third column represents the same in percentage.
How to read the results
2514 documents were created between 11 June 2014 and 11 June 2015 of which 1547 documents exceeded the three days threshold which is 66% of the total documents that took more than 14 days to be completed and finalised.
Threshold Range Count Percentages
This table gives an overview of the number of documents in percentage in the given thresholds. When hovering above the percentage you can see the exact number of documents.
The column marked in Blue denotes the number of documents (in percentage) within the designated timeframe that are finished within 0 to 2 days, this means within 00h – 72h. The column marked in yellow denotes the number of documents (in percentage) within the designated timeframe that are finished within 3 to 6 days, this means within 72h – 168h. The column marked in red denotes the number of documents (in percentage) within the designated timeframe that are finished within 7 to 13 days. This means within 168h – 312h and finally the column marked in Teal denotes the number of documents (in percentage) within the designated timeframe that are finished after 14+ days, this means over the 312h threshold limit.
How to read the results
Between the timeframe of 11 June 2014 and 11 June 2015, for Gastroenterology, there were a total of 2514 documents created of which 12% of the documents were completed within 72 hours, 10% of the documents were completed between 72-168hours, 16% of the documents were completed between 7-13 days and 62% of the documents took more than 14 days.
Threshold Range Count
Check from all the finished documents, in the selected time timeframe, how many numbers and percentage of those documents are in in the set thresholds.
This table denotes the number of documents that were completed in each threshold.
0 to 2 Day Range Document Details
This table shows the average turnaround time for the documents that were completed between the 0 to 2 days threshold, and when unfolded, the turnaround time per document is given. It is possible to go in to document in detail by clicking on the document ID (see chapter 4.4).
The first column gives the total number of documents that were completed with the 0 to 2 days threshold range, the second column gives the average turnaround time of the documents. The third and fourth column will be explained in detail in the chapter 4.4. The fifth column denotes the document titles.
It is possible to expand the list to a more in-depth view of the department by pressing the ‘+’ button. It then shows the number of documents, the average turnaround time for those documents for each author and the document title.
How to read the results
Between 11 June 2014 and 11 June 2015, there were 299 documents that were completed within the 0-2 day threshold range. The average time taken for these documents that were finished within this range is 1 day 54 minutes and 29 seconds for Gastroenterology department.
3 to 6 Day Range Document Details
This table shows the average turnaround time for the documents that were completed between the 3 to 6 days threshold, and when unfolded, the turnaround time per document is given. It is possible to go in to document in detail by clicking on the document ID (see chapter 4.4).
The first column gives the total number of documents that were completed with the 3 to 6 days threshold range, the second column gives the average turnaround time of the documents. The third and fourth column will be explained in detail in the chapter 4.4. The fifth column denotes the document title.
It is possible to expand the list to a more in-depth view of the department by pressing the ‘+’ button. It then shows the number of documents, the average turnaround time for those documents for each author and the document title.
How to read the results
Between 11 June 2014 and 11 June 2015, there were 263 documents that were completed within the 3 to 6 day threshold range. The average time taken for these documents that were finished within this range is 3 days 18 hours and 32 minutes and 52 seconds for Gastroenterology department.
7 to 13 Day Range Document Details
This table shows the average turnaround time for the documents that were completed between the 7 to 13 days threshold, and when unfolded, the turnaround time per document is given. It is possible to go in to document in detail by clicking on the document ID (see chapter 4.4).
The first column gives the total number of documents that were completed with the 7 to 13 days threshold range, the second column gives the average turnaround time of the documents. The third and fourth column will be explained in detail in the chapter 4.4. The fifth column shows the document title.
It is possible to expand the list to a more in-depth view of the department by pressing the ‘+’ button. It then shows the number of documents, the average turnaround time and document title for those documents for each author.
How to read the results
Between 11 June 2014 and 11 June 2015, there were 405 documents that were completed within the 7 to 13 day threshold range. The average time taken for these documents that were finished within this range is 9 days 15 minutes and 29 seconds for Gastroenterology department.
14+ Day Range Document Details
This table shows the average turnaround time for the documents that were completed between the 7 to 13 days threshold, and when unfolded, the turnaround time per document is given. It is possible to go in to document in detail by clicking on the document ID (see chapter 4.4).
The first column gives the total number of documents that crossed the 14 days threshold range, the second column gives the average turnaround time of the documents. The third and fourth column will be explained in detail in the chapter 4.4.
It is possible to expand the list to a more in-depth view of the department by pressing the ‘+’ button. It then shows the number of documents, the average turnaround time and document title for those documents for each author.
How to read the results
Between 11 June 2014 and 11 June 2015, there were 1547 documents that exceeded the 14 days threshold range. The average time taken for these documents that were finished
Rob Olijve
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