SS&A Reports Quick Reference Guide
The GAIN Q3 MI ONT Implementation and Agency Summary reports can assist you with implementation monitoring and clinical supervision, provide you with a comprehensive and quantifiable picture of your client population, and allow you to track trends across your organization to inform programming and resource allocation. These reports are separate from, and in addition to, the client-level reports automatically generated by the GAIN Q3 MI ONT. This guide provides an overview of the components of the reports, as well as suggestions as to how the information may be used.
If you do not have access to Catalyst reports, you need to submit a Service Desk ticket. For complete instructions, please visit the Knowledge Base page: https://confluence.camh.ca/display/CKB/How+to+request+access+for+a+Catalyst+Reports+Account.
GAIN Q3 MI ONT Implementation Report
This report includes:
- Number of assessments completed
- Number of assessments started but not completed
- Number of assessments completed by clinician
- Last date of an assessment by each clinician
This report provides information to facilitate implementation monitoring, improvement and sustainability within the organization, as well as clinical supervision.
GAIN Q3 MI ONT Agency Summary Report (ASR)
This report aggregates information from all of the assessments completed at your agency. It provides a summary of your client population, including:
- Client demographics
- Substance use and severity
- Trauma and mental health
- Service utilization
- Motivation for change
- Previous treatment history
- Barriers to treatment
- Administration information (administration language, self-administration, time to complete)
Navigating Within the Report
Filters are available on the left and can be applied to the entire report. For example, you may want to look at all of your assessment data by a particular gender to identify trends among that group. This may inform how you structure programming targeted at that particular group. Filters include:
- Gender
- Marital status
- Education
- Population group
- Sexual orientation
- Housing
- Emergency room use for physical and mental health
- Agency staff
Tabs are found along the bottom of the report and indicate the different topic areas of the report.
Demographics tab: This tab offers information on client gender, age, marital status, education, sexual orientation, housing, and population group.
Substance Use and Severity tab: This tab compiles data from the S2 and S9 Substance Use grids to provide substance use severity from the individual reports automatically generated by the assessment. This allows you to look at the information across your client population, as well as further information on individual substances.
Trauma and Mental Health tab: This tab provides data from the mental health and trauma sections to help determine the prevalence of different mental health and trauma endorsements across your client population.
Previous Treatment History tab: The Previous Treatment History tab shows type(s) of treatment and number of substance use treatment episodes reported by clients.
Service Utilization tab: This tab displays the recency of service utilization for each life domain in the assessment.
Motivation for Change: Motivation for Change includes reported motivation for change percentages for each of the life domains in the assessment.
Barriers to Treatment: Barriers to Treatment presents aggregate numbers of endorsements of barriers to treatment across all completed assessments in the organization.
Administration tab: This tab provides information on how the assessment was administered including language of administration, self-administration, administration over multiple days, and time to complete.
Collectively, this information can identify and monitor trends across the agency. The information can inform resource decisions and programming to best serve the client population and make the most efficient use of staffing.
How to Apply Filters
You can apply filters and view reports in real-time. You can also generate customizable reports by applying one or more of these filters. These are also known as Input Controls in the reporting portal.
When you select one or more filters, they will be applied to all of the reporting tabs across the bottom.
Before generating your report, you must decide how you want to filter the data. For example, if you want to filter your data by Gender, you must first click on the Select (All) check box. This will deselect all of the other options. The reporting platform will always default to show you all of your data, therefore the Select (All) box will always be selected for each filter when you first log in.
Once you deselect all the options by clicking the Select (All) box, you can then select which specific group(s) you would like to look at. In this example, I selected "Woman" and "Trans Woman." Once you select the group(s) you would like your data to be filtered by, click the OK button. This will refresh your data and it will now be filtered by that group(s).
The steps described above are the same steps you will use to filter the data further. For example, if you want to filter the data to see information for women with less than a college or university education, you would first deselect all the options for Gender and then select Woman and Trans Woman and click OK. Then, move down to the Education filter. Deselect all the options for Education and then select the one(s) you are interested in reporting on. Click OK to apply that filter.
PLEASE NOTE: If you do not hit the OK button on the first filter before moving on to the next, your data will not be filtered properly. The system will only filter by the option that you click OK for, and not by both filters. As such, be sure to click OK after you make your selections in each filter section.
How to Generate and Export Reports as a Microsoft Excel Document
In order to export your data, click on the "Export" button in the top left corner of the platform:
Once you click on this button, the "Export" window appears:
Choose how many of the tabs you would like displayed in the report. The window defaults to include all eight reporting portal tabs, but you can deselect tabs that are not of interest to you.
Choose the file type. Extracting the data to a Microsoft Excel file is the best option. Select Excel (.xls), to ensure compatibility with all versions of Microsoft Excel. Excel (.xlsx) is compatible with Microsoft Excel 2010 and newer. Although the window defaults to PDF, formatting is less intuitive with this file type. If you export the report as a PDF, it may present the information poorly. 
Click OK. The report will generate and automatically download to the default destination of the Internet browser you are using.
Please contact your Regional Implementation Specialist for any questions or further support.
