This user guide is for the following MyJobCorps user roles: Admissions Representative (AR), OA Manager (OAM), Center Records Manager (CRM), Regional Director (RD), Regional Disability Coordinator (RDC), Regional Health Specialist (RHS)
Overview
Access reports in Gateway by selecting the Reporting tab. When viewing the Reporting tab, you’ll see a grid view of reports available based on your role. Select the report you wish to run and adjust the filters to customize the data. Some reports include advanced search filters to further refine data and the opportunity to export to excel.
Report Details
| Report | Role | Description |
|---|---|---|
| Prospect Report |
| The Prospect Report allows you to view all Prospects for your admissions provider. This report highlights specific Prospect data, such as Application Tracking Number, Prospect Name, and Admissions Representative. The Report Summary, found at the bottom of the page, shows specific metrics such as total number of prospects, total number of Prospects that have been contacted, etc. The Report Summary table, at the bottom of the page, provides a high-level view of the data above. The columns can be sorted to change the view of data, such as adjusting the Contact Date to see if any Prospects still need initial outreach. Tip: OA Managers can export the Prospect Report, by selecting the Excel Export button at the top right, to help support required reporting needs. |
| Prospect Contact Summary Report |
| The Prospect Contact Summary Report allows you to view the status of the number of Prospects contacted, not contacted, and the percentage of Prospects not contacted at your region and admissions provider. This report provides a high-level view of contact rates for a date range and can be used in conjunction with the Prospect Report to target future students who still need to be contacted. Tip: OA Managers can utilize this information to support Regional Reporting needs. |
| Background Check Requests Report |
| The Background Check Requests Report allows you to view the total number of requests, results, outstanding background checks, and average processing time. Tip: OA Managers can utilize this report to monitor the status of background checks. |
| Pending Arrival Report |
| The Pending Arrival Report allows you to track the center status for assigned cases, number of days since assigning case to center, and anticipated arrival date. This report can be exported to excel to create pivot tables or share with staff. Tip: OA Managers can monitor cases aligned to their admissions provider and track if additional action is necessary. |
| Application Summary Report |
| The Application Summary Report provides a high-level count of applications in a date-range by sex, eligibility, and arrival at center. Tip: Data can be used to support report totals for applications in progress. |
| Arrival Report |
| The Arrival Report tracks students that have arrived on center. It provides a summary breakdown of Arrived cases by age, sex, and case urgency. This report can be exported to excel to create pivot tables or share with staff. Tip: OA Managers can monitor cases aligned to their admissions provider and track if additional action is necessary. |
| Arrival Detail Report |
| The Arrival Detail Report displays students who have arrived on center, broken down by sex and assigned Admissions Representative, helping track center assignments by AR. Tip: OA Managers can track the center arrival status of applicants, filtered by the assigned AR. |
| Constituent Issues Report |
| The Constituent Issues Report tracks all Constituent Issues submitted by applicants to the Help Center, showing total counts, status, and category filtered by your provider and date range. Tip: CORs can monitor constituent issues aligned to their admissions providers and track if issue resolution. |
| Completed Waivers and Denials Report |
| The Completed Waivers and Denials Report show readmit waivers and center recommendations for denial with final decisions from the Regional Office, allowing staff to monitor completed adjudications. Tip: ARs can track waiver request status for their cases and the determination outcome. |
Create Additional Reports Using the Search view
OA Managers can create additional reports using the Search view in Gateway. This tab serves as a repository for all cases aligned to your admissions provider regardless of the Case Status or Workflow Milestone. You can use the search and filter functions to review additional details or export the cases into an excel file to create your own reports.
Search and Filter Functions
The Search view has search, sort, and filter functions that enable users to review cases, such as by case milestone, case status, center status, and assigned Admissions staff. What you select in this view, you can export to excel.
You can create custom filters, that you toggle on-and-off using the Manage Filters dropdown.
Tips for Creating and Managing Filters
- Create a filtered view to toggle on-and-off
- After making selections from the dropdowns, select the Manage Filters dropdown and select Save filter as
- Give the Filter a name.
- Optional: Choose if you want the filter to be the default by selecting the box for Set as default.
- Select Save. The name of your new filter will display at the top of the Search view.
- Manage default Filter
- From the Manage Filters dropdown, select Manage my filters
- Select, or deselect, the star to the left of the filter name to add or remove the filter as the default displayed option. Default filters will automatically be on when you navigate to the Search view.
- Select Save.
- Change Filter Name
- From the Manage Filters dropdown, select Manage my filters
- In the Name field, update the text.
- Select Save.
TIP: Create a filter to Track Eligible Cases
- Select the Workflow Milestone filter dropdown
- Select the following milestones: Center Assigned, QA Review Completed, Cleared for Enrollment, Returned by Health, Health and Wellness Review, Pending Arrival
- Give the Filter a name.
- Select Save. You can easily select this filter and download the results to excel.
Export Case Data
Exporting case data from the Search view allows you to create additional reports in excel. To download the Search view, select the Download button in the upper right.
Data will export based on the filters selected in Gateway, i.e. If case status was filtered to only show Open cases, only open cases would be exported.
Once downloaded, you can create Pivot tables, charts, graphs, etc., to display the data as you see fit. Please see the attached example report to create a Case Milestone report. If you need additional assistance creating reports, you can reach out to the MyJobCorps Help Desk.
Tips for Creating Pivot Tables
- Prepare your data by ensuring you create a table with your data.
- Each column should have a header, and there should be no blank rows or columns within the data.
- Insert a Pivot Table.
- Go to the Insert tab, located in the top menu bar of Excel.
- Select PivotTable and click the PivotTable button in the Tables group.
- Choose the data range: Highlight the table you created with your data.
- Choose where to place the pivot table: You can place it in a new worksheet or an existing one.
For simplicity, select "New Worksheet". - Select OK.
- Set Up Your Pivot Table
- PivotTable Fields pane: This pane usually appears on the right side of the screen.
- Drag fields into areas:
- Filters: Drag fields here to filter the entire pivot table.
- Columns: Drag fields here to display data in columns.
- Rows: Drag fields here to display data in rows.
- Values: Drag fields here to display data values (e.g., sums, counts, averages).
- Customize Your Pivot Table
- Summarize Values: Click on a field in the Values area and select "Value Field Settings" to change the calculation type (e.g., Sum, Count, Average).
- Sort and Filter Data: Click the drop-down arrows next to Row Labels or Column Labels to sort and filter your data.
- Format Values: Right-click on any number in the pivot table and select "Number Format" to change how numbers are displayed (e.g., currency, percentages)
- Refresh Your Pivot Table
- Update Data Source: If you add new data to your source table, right-click anywhere on the pivot table and select "Refresh" to update the pivot table
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