Length of Stay Reports

These reports specifically target length of stay in some way. 

 

Animal Care Days – Summary (Report 11)
Animal Care Days - Detailed (Report 735)
Both reports use the same filters but display different levels of detail. 

This report provides a study of animals in care over a date range. The report looks at in care statuses recorded in Status History and gives you counts of days and counts of animals (depending on choices below) and the associated average, grouped by one or two grouping options of your choice.

Key Selection Parameters

• Region: this will filter on animals that have the selected region in status history.
• Animal Type: restricts output to the selected animal type as saved in status history.
• Date Range Option:
  • Status Begins in Date Range: The filter will take those animals with a status date in the date range you entered.
  • Status Occurs Any Part of Date Range: The filter looks at the span of time the animal had the status and includes the animal if the status falls in the selected date range. For example, this selection allows you to see all animals who had the status of Available For Adoption any time in June. If you want to see all animals in care during the month of June you would select this option.
  • Source Date: If you choose this option the date filter is restricted to animals with a Source Date in the range selected. You can see the total length of stay using this option and it will include animals currently in care. You need to choose the Count Days By option to All Days at Each Status to do this.
  • Outgoing Date: If you choose this option the date filter is restricted to animals with an outgoing status during the date range specified. To see the Total Length of Stay, you will need to choose the Count Days By option to All Days at Each Status to get an accurate count. If you choose to exclude certain statuses they will not be counted. For example, you might want to measure the Total Length of Stay for animals that had an outgoing status in June but exclude their time in foster. To do this, exclude all the Foster statuses.
• Count Days By: 
  
  • Animal Days in the Date Range: Only count the days the animal were in care AND within the date range. For example, use this option to see how many meals should have been served to the dogs in June. For this example you would also select the Date Range Option of Status Occurs Any Part of Date Range.
  • All Days at Each Status: sums the total amount of days the animal had that status regardless of the date range (the date range and date range option is used to select which animals to include). If there is no next status, it counts through today's date. Examples of using this feature would be to see the average amount of time animals are awaiting sort or the total amount of time the animals are in care.
  • Source to Status Date: Counts days from the Source date to selected status regardless of any statuses in between the selected status. It is recommended that you select only one status for this summary to give useful information. For example, use this option to measure how long from incoming to Available for Adoption.
  • Status Date to Outgoing Date: Counts days from the start of the selected status to the outgoing date. If there is no outgoing date, the ending report date is used. It is recommended that you select only one status for this summary to give useful information. For example, use this option to measure the length of time from Available for Adoption to any outgoing status, even if there were some other statuses in between.
  • Days to One Specific Status: This option needs the Select Status parameter to be filled in (if you forget you will get no data). This option counts all days at each status until the first time the selected status is found for each animal. This gives you the ability to measure the days between incoming and Available for Adoption, for example, and also allows you to exclude certain statuses from the count. Perhaps you need to measure the length of stay between incoming and Available for Adoption, but you do not want to count Foster time in this calculation: Use the Date Range Option of Source Date, the Count Days By option to Days to One Specific Status, the Select Status to Available for Adoption, and exclude the foster statuses.
• Calculate Age On: This option lets you see the animals age calculated from date of birth to the date you select. If you leave this option blank no age will be calculated. If you enter a date, the age will be calculated in years and months and will automatically show on the report.
• Count Animals By: This applies to the Summary Report Type, and determines the Animal Count and the denominator for the average.
  
  • Unique Animal IDs: Counts each animal only once. Useful for studying the total amount of time the animal is in care or average time at available for adoption.
  • Instances at Each Status: If an animal has multiple statuses in the output it will be counted each time the status is listed. This is useful if you want to study how long animals are Awaiting Vet Check each time they need it.
• Sort/Group By: These two choices allow you to see counts by those one or two categories. You can leave the same choice in both selections.
• Source Select/Exclude and Sources: You can either select specific sources or exclude specific sources. If you choose Exclude but do not select any specific sources, you will get them all.
• Status Select/Exclude and Statuses: You can either select specific in care statuses or exclude specific ones. If you choose Exclude but do not tick any specific statuses, you will get them all. This only affects the status column and which records are reported; not the Next Status nor the Outgoing Status columns. For example, you may want to count animal care days for June except for animals offsite, so you would Exclude status of In Foster, Available for Adoption Offsite, etc. 
  
  • Breed Size: This is the size assigned to the breed under Administration > Edit Drop Down Lists > Animal Breeds > Maintain. Enter breed size for the Dog or Cat animal types; do not enter breeds and sizes for Kitten nor Puppy. Enter breed sizes for other animal types as appropriate.

Animal Status Report (Report 612)
This report lists animals that had a status within the date range specified. The status history is used to generate this report. The report return will display the number of days spent at the status selected. 

• Date Range: uses the status date field on the animal details page
• Animal Type: is the animal type at the time of the animal's status (E.g. puppy then but dog now)
• Status: The status the animal had during the date range specified.
• Region: The physical location of the animal when the status was processed. If the status was information, then the region of the user that entered the animal will be used.

In Care Inventory (Report 226)
This report shows details for all animals currently in care as determined by the status shown on the Animal Details Page. It will also show how long the animal has spent in care thus far. 

• Media is all current media appearances for an animal
• Days Here is from the source date (in source history) to today
• Days at Current Status is from the status date on the Animal Details Page to today
• "In Shelter Days" is the days here less days in foster
• Days the Animal Has Held This Status - will find any animals that have the selected status/s within the number of days selected. For example, if you enter a range of 10 to 20, it will show animals that have had the selected status for 10 to 20 days. The range can be open-ended, so you can find animals that have held a date greater than a set number of days by entering the number into the first box and leaving the second blank, or less than a number of days by entering a number in the second box and leaving the first box empty. The range boxes will only accept whole numbers and numeric characters only.

Length Between 2 Statuses (Report 614)
This Report calculates the number of animals, total length, and the average of the number of days an animal was between statuses. For example, running this report with a To status of "available for adoption" and a from the status of "Adopted" would give the number of days the animal had the status of "available for adoption" before it was given the status of "adopted".
The report uses the status history to calculate these figures. A break down of the filters are:

• The source filter will use the animal's source that was applied during its status history (from source history) at the time the "from status" was applied.
• The date ranges are from the status date field that is stored in the status history at the time the "from status" was applied.
• The region filter is the physical location of an animal when it was in care, or if the status was outgoing then the user of the region that first entered the animal is used. The "From status" history is used (in case the animal is transferred to a different region)
• The animal type is the type the animal was at the time the "from status" was applied (from status history)

Length of Stay by Region (Report 686)
Reports on the length of stay by region in both summary and detailed formats. This report will only show the number of days in shelter per animal type within the given time frame, not total. For example, if a dog enters a shelter on April 1 and leaves on April 21, but the report is only being run for the range of April 7 - April 14, then the dog's number of days is counted as 7, not 21. Data is pulled from status history plus source history.
This report pulls data based on both status and source dates. Please run the audit reports to be sure your data is clean. Recommended reports include Outgoing Status History Audit and Source and Status Date Audit.

Parameters:

• Date From: Required. The status date from status history.
• Date To: Required. The status date from status history or the from date from source history.
• Region(s): The animal's physical location from source history or status history.
• Animal Type(s): The animal's type from source history or status history.
• Incoming Source(s): Optional. The incoming source, so you can exclude DOA or Euthanasia Requests, for example. Internal Transfers are included if the true source is in the selected list. Leave blank for all sources. You cannot filter on Internal Transfers.
• Outgoing Status(es): Optional. If you select any outgoing status then the animals still in care will be excluded. Internal transfers are included if the true outgoing status is in the selected list. Leave blank for all outgoing statuses plus in care animals. You cannot filter on Internal Transfers.

Summary Report Format:

• Number of Animals: Total number of animals from source history and status history for this period. Each visit at a region counts separately.
• Total Report Days: Difference between start date/time and end date/time. Start date is either the day the animal arrived in shelter or the date from parameter, whichever is later. End date is either the day the animal left shelter, or the date to parameter, whichever is sooner.
• Average Report Days: Total report days divided by number of animals.

Detail Report Format:

• Total Report Days: Difference between start date/time and end date/time. Start date is either the day the animal arrived in shelter or the date from parameter, whichever is later. End date is either the day the animal left shelter, or the date to parameter, whichever is sooner.
• Report Start Date: Either the starting parameter or the date the animal came to the region via a new source or an internal transfer in.
• Report End Date: either the ending parameter or the date the animal left the region via an outgoing status or an internal transfer out.
• Actual Start: the day the animal arrived in shelter.
• Actual End: the day the animal left shelter.

Total Length of Stay (Report 272)
This reports shows the full length of stay in both summary and detailed format for animals with an outgoing status. The animals must have a live incoming source (no DOA). This report is different from Total Length of Stay by Region (report 690) because this report sums all time in care regardless of region. An animal is counted once per incoming source.
This report sums the calculated the status date/time to the next status date/time for each status history record. Additional filters allow you to select specific in care statuses or groups of statuses.
If the entire LOS for an animal is excluded by the selected excluded statuses, then that animal will not show in the detail nor count in the summary. For example: a cat with the status of Emergency Boarding and then her outgoing status is Emergency Boarding Returned to Owner: if you select to exclude days at Emergency Boarding, then this animal would not count.
Parameters:

• Date From: Required. The outgoing status date from status history.
• Date To: Required. The outgoing status date from status history.
• Region Option and Regions: If you select specific regions, then the incoming option will filter on source history or the outgoing option will filter on the status history at the outgoing status.
• Animal Type(s): The animal type stored in status history at time of outgoing.
• Jurisdiction: Filters on the incoming jurisdiction as stored in Source History.
• Color Select and Color: Selects or excludes based on the primary color shown on the Animal Details Page. For example, this allows you to compare LOS for black dogs vs LOS for non-black dogs.
• Min/Max Age(years): The age filter compares to the age in years calculated at the outgoing status date. This is set to be greater than or equal to the minimum age and less than the maximum age. This prevents animals that meet that maximum age to be counted twice if you are running the report for groups of ages.
• Sources: Allow you to pick one or more specific sources to examine.
• In Care Statuses: Allows you to pick one or more in care statuses to include. If you select specific statuses here, only animals with those statuses are included, and the Total Days is only the days at those selected statuses. Selected in care statuses override the Day Groups set to Include (Foster Days, Court Hold Days, etc). Note If you chose to exclude the same statuses using the Day Groups you may get confusing results.
• Outgoing Statuses: Outgoing statuses to examine.
• Euthanasia Requests: Exclude filters out the animals with any of the Euthanasia Request sources but only if the animal was euthanized. Include leaves those animals in the report. (You can also exclude Euthanasia Request sources by selecting other incoming sources). This provides an easy way to exclude these animals, and is set by default to exclude them because usually Length of Stay analysis excludes Euthanasia Requests. This filter looks at the outgoing status as well, because some euthanasia request sources allow for optional rehoming.
• Foster Days, Protective Custody Days, Court Hold Days, Emergency Boarding Days: Include: the days at the associated statuses count towards the Length of Stay. Exclude: the days at the associated statuses are excluded from the Length of Stay calculation, and are shown in the Excluded Days column.
• Report Type: Detailed provides a list of animal IDs and a sum of their time while in care. Summary provides statistics on these animal counts.
  Detail Report Type: Shows one record per animal and entry into the shelter.
  You may set defaults for the optional fields under Report Administration.
• Total Days: Total days in care. If you selected one or more specific in care statuses, then Total Days shows number of days at those statuses only.
• Excluded Days: Days at the statuses you have chosen to exclude (Foster, Protective Custody, Court Hold, and Emergency Boarding). Note: if you chose specific in care statuses and also chose to exclude any of the Foster, Protective Custody, Court Hold, or Emergency Boarding Days, the animal might have more days excluded than total days.
• LOS: Total Days - Excluded Days
• Primary Color/Secondary Color: As shown on Animal Details Page
• Age (years): Calculated age in years at the outgoing status date.
• Incoming Source, Date, Region, Jurisdiction: From Source History. Note that source date is for reference only; it is not used in the LOS calculation.
• Incoming Person/Org: from Owner History linked to the source history record
• Outgoing Source, Date, Region, Jurisdiction: From the outgoing Status History record
• Outgoing Person/Org: from Owner History linked to the status history record
  Summary Report Type:
• Number of Animals: Count of animals by type. Each new incoming source counts separately.
• Total Days: Total days calculated by the sum of the status date/time to the following status date/time. If you chose specific in care statuses, then Total Days is only for those in care statuses.
• Excluded Days: Days at the statuses you have chosen to exclude (Foster, Protective Custody, Court Hold, and Emergency Boarding).
• Adjusted Days: Total Days - Excluded Days.
• Avg LOS: Adjusted Days divided by Number of Animals.
• Median LOS: the midpoint of the distribution of Length of Stay values, such that half the animals are above and half the animals are below that LOS.

Total Length of Stay by Region (Report 690)
This report shows the full length of stay by region in both summary and detailed format for animals with an outgoing status. This report is different from Length of Stay by Region (report 686) because this report looks at animals with an outgoing status and reports on the total time spent in care, with optional exclusions. An animal is counted once per incoming source and region combination.
For example, a dog enters the shelter on April 1 and is adopted on April 21, and during that time transfers from Region A to Region B and back to Region A. The dog would count once at region A and once at Region B. The dog would only count if the date range included April 21, when the outgoing status is recorded. If the dog comes back into the shelter after April 21 he will be counted separately.
This report calculates the status date/time to the next status date/time for each status history record, and sums those by the physical location recorded in status history. If you choose to exclude certain statuses, then those days are excluded from the final calculation.
If the entire LOS for an animal is excluded by the selected excluded statuses, then that animal will not show in the detail or count in the summary. For example: a cat with the status of Emergency Boarding and then her outgoing status is Emergency Boarding Returned to Owner: if you select to exclude days at Emergency Boarding, then this animal would not count.
Parameters:

• Date From: Required. The outgoing status date from status history.
• Date To: Required. The outgoing status date from status history.
• Region(s): Optional. Filters on the physical location recorded in status history.
• Animal Type(s): The animal type stored in status history at time of outgoing.
• Report Type: Detailed provides a list of animal IDs and a sum of their time at the selected regions. Summary provides statistics on these animal counts.
• Euthanasia Requests: Exclude filters out the animals with any of the Euthanasia Request sources. Include leaves those sources in the report. (You can also exclude them by selecting other incoming sources). This provides an easy way to exclude these sources, and is set by default to exclude them because usually Length of Stay analysis excludes Euthanasia Requests.
• DOA: Exclude removes any incoming DOA from the report. Include leaves DOA sources in the report. (You can also exclude them by selecting other incoming sources). This provides an easy way to exclude these sources, and is set by default to exclude them because usually Length of Stay analysis excludes DOA animals.
• Foster Animals: Exclude removes from the report any animal that was in foster (per status history) during its stay at the shelter. Include leaves these animals in the report, and you can exclude just their days in foster by the Foster Days filter.
• Incoming Source(s): Optional. The incoming source to allow you to pick one or more specific sources to examine.
• Outgoing Status(es): Optional. Outgoing statuses to examine.
• Foster Days, Protective Custody Days, Court Hold Days, Emergency Boarding Days: Include: the days at the associated statuses count towards the Length of Stay. Exclude: the days at the associated statuses are excluded from the Length of Stay at Region calculation.
  Detail Report Type: Shows a sum of the days each animal spent at the selected regions.
• Days At Region: Total days spent at the region
• Excluded Days: Days spent at status you have chosen to exclude, such as In Foster, etc.
• LOS At Region: Days At Region - Excluded Days

Summary Report Type:

• Number of Animals: Count of animals that spent time at the region by type. Each new incoming source counts separately.
• Days At Region: Total days calculated by the sum of the status date/time to the following status date/time at that region.
• Excluded Days: Days at the statuses you have chosen to exclude.
• Adjusted Days At Region: Days at Region - Excluded Days.
• Avg LOS: Adjusted Days at Region divided by Number of Animals.
• Median LOS: The midpoint value of the Adjusted Days at Region for that region/animal type.
  Notes on optional fields for Detail Report:
  You may set default fields in Report Administration.
• Incoming Age: calculated age in years and months from date of birth to source date.
• Outgoing Weight: the last weight taken before the outgoing date.
• Breed Size: the size set in administration for the primary breed.
• Last Kennel and Location: the last kennel change before the outgoing date.
• Original Source and Date: the source and date for the first time the animal entered the shelter.
• Outgoing Jurisdiction: the jurisdiction shown on the person page for the person related to the animal on the outgoing status.