Data Storage for Reports and Exports

The system uses the information in the household at the time of the visit for reporting and exporting. This includes all demographic information for all individuals selected in the “‘Who from the household is receiving services for this visit” section on the visit page. 

Data Storage Example

Household 1 visits on January 5 and their address is in "City A", then visits on January 10 and their address is in "City B":

If a report is run from January 1 to January 8, Household 1 would be included in the count for "City A".

If a report is run from January 9 to January 11, Household 1 would be included in the count for "City B".

If a report is run from January 1 to January 11, Household 1 would be included in the Duplicate count for both "City A" and "City B", but would only be included in “City B” in the Unique count. For more information, see “Unique and Duplicated Counts” below.

Data Storage Analogy

You can picture the system as taking a photo of the household whenever they visit and filing it. If everyone in the household was wearing a hat on their first visit, the system remembers that when it's time to run a report, even if they didn't have on hats the second time they come.

Unique and Duplicated Counts

Unique/Duplicated Definition

Unique: The household/individual is counted only once regardless of the number of times they have visited during the reporting period. The demographic data is pulled from the most recent visit of the household/individual. A "Unique" count is the same as "De-duplicating" data or having an “unduplicated” count.

Duplicated: The household/individual is counted each time they have visited during the reporting period. The demographic data is pulled from each visit. A duplicated count is the same as number of visits.

Unique/Duplicated Examples

Example 1- Unique and Duplicated Counts for Total

An agency has six visits in the month of January (see table below). In this time period, all clients visit once, with the exception of Bob Jones, who visits three times (see green rows).

A report is run from January 1 to January 10

Visit #

Client Name

Visit Date

1

Bob Jones

January 4

2

Mary Smith

January 4

3

Bob Jones

January 6

4

Amy Green

January 6

5

Linda Simpson

January 9

6

Bob Jones

January 10


Example 2- Unique and Duplicated Counts with Changing Demographic Information

A household contains Client 1 and Client 2.

Their first visit is on January 1. At the time of this visit, Client 1 is twelve years old and Client 2 is fifteen years old.

Their second visit is on January 2. At the time of this visit, Client 1 is thirteen years old and Client 2 is fifteen years old.


Visits

Client

Age

January 1

Client 1

12

Client 2

15

January 2

Client 1

13

Client 2

15


A report is run from January 1 to January 3 and these are the only two visits recorded during the reporting period. The following would be the Unique and Duplicated counts for Age Group for the table above:






Unique

0-12         0

For the Unique count each individual is only counted once, regardless of the number of times they visited during the report period.

Client 1 was 13 at the time of their second visit, so they are only counted in the 13-15 grouping, because Unique counts take demographic data from the most recent visit.

13-15       2

Total        2


Duplicated

0-12         1

For the Duplicated count each individual is counted each time they visited.


Because each visit is counted, Client 1's first visit is included in the 0-12 grouping and their second visit is included in the 13-15 grouping. Both of Client 2's visits are included in the 13-15 grouping.

13-15       3

Total        4

Aggregated/Not Aggregated- Network Reports

Network reports are for organizations with multiple agencies (such as food banks). Please note: The use of the “Aggregate Across” features mentioned in this section are only relevant for networks and do not apply to single (standalone) agencies.

Aggregated/Not Aggregated Definition

You can further define how you want the data de-duplicated, by selecting or not selecting “Aggregate report data across the selected agencies” ("Aggregate Across" for short).


Aggregated: This displays all Unique report sections as one unique count by de-duplicating across the organizations selected. This option is selected by clicking “Aggregate report data across the selected agencies” in the "For the following" section of the report setup. 

Not Aggregated: This displays all Unique report sections  as a count for each agency  by de-duplicating within each agency selected.

NOTE: "Not Aggregated" reports will not show a "total" row or graphs for the Unique report sections as they are not a true Unique total (the data is not de-duplicated across the agencies, so clients are counted at each agency they visit).

Client Name

Agency Visited

Visit Date

Bob Jones

Agency A

January 4

Mary Smith

Agency C

January 4

Bob Jones

Agency B

January 6

Amy Green

Agency B

January 6

Linda Simpson

Agency A

January 9

Bob Jones

Agency A

January 10


A report is run from January 1 to January 10 with "Aggregate Across" selected:


Unique Count

Explanation

Network 

4

We are only counting Bob Jones ONCE across all of the agencies he’s visited.


A report is run from January 1 to January 10 without "Aggregate Across" selected:

Organization

Unique Count

Explanation

Agency A

2

Bob Jones visited Agency A twice along with one other person (Linda Simpson) so the unique count for Agency A is 2.

Agency B

2

Bob Jones visited Agency B once along with one other person (Amy Green) so the unique count for Agency B is 2.

Agency C

1

Only Mary Smith visited Agency C, so the unique count for Agency C is one.

Total*

5

If you were to add up the unique counts in this example it would show the total as 5, because in this example Bob Jones is counted under both Agency A’s unique count and Agency B’s Unique Count.

*The total row here is to illustrate how this works. The actual reports in Link2Feed do not show a total for Unique counts when "Aggregate Across" is not selected.


Reports and Aggregate Options

The following reports contain the option to "Aggregate Across" because they may need to be viewed as unique counts by agency OR one unique count across the network:

The following reports automatically "Aggregate Across" because they can only be presented as one unique count across the network:

The following reports do not "Aggregate Across" because they must be presented as unique counts by agency:

The following reports do not "Aggregate Across" because they do not deal with standard "Visit" data.


Aggregated/Not Aggregated- Regional Reports

Regional reports are for organizations with multiple networks (such as a state/provincial or national organization). Please note: The use of the “Aggregate Across” features at the regional level are only relevant for organizations setup as regional and do not apply to networks or single (standalone) agencies.

At the regional level, users see all of their networks listed, with the option to expand the list and select specific agencies within each network.

In these reports, "Aggregate Across" is de-duplicating across agencies within networks (not between different networks). The results from the aggregated count for a network run at the regional level will be the same as the aggregated count if it were run at the network level.

Regional reports can be selected to aggregate across a) particular organizations within a network or b) all organizations within a network. 

Aggregated: This displays all Unique report sections as one unique count per network by de-duplicating across the organizations selected for each network. This option is included by clicking “Aggregate report data across the selected agencies” in the "For the following" section of the report setup. 

Not Aggregated: This displays data as a count for each agency organization selected. For report sections that say (Unique) it will de-duplicate the count within each agency selected.

NOTE: "Not Aggregated" reports will not show a "total" row or graphs for the Unique report sections as they are not a true Unique total (the data is not de-duplicated across the agencies, so clients are counted at each agency they visit).

Including Multiple Programs- Agency, Network and Regional

When including multiple programs under “For the following program types”, Unique counts will only count clients, households and individuals once even if they had visits for multiple Program Types.

Including Anonymous Visits- Network and Regional

Anonymous Visits will be included in reports by selecting "Include Anonymous Visits" in the "For the following" section of the report setup. 

Anonymous with "Aggregate Across": Anonymous visits will show as a final column labeled as "Anonymous". This will include anonymous visits recorded at any organization selected for the report.

Anonymous without "Aggregate Across": Anonymous visits from each agency will show as a final column labeled as "Anonymous".

NOTE on Totals: When anonymous visits are included in reports, the Unique totals are not accurate as Anonymous visits cannot be de-duplicated.

NOTE: Some Anonymous Will Show as Rows: If a data table contains columns with distinct data points (example. Households AND Individuals in one table), anonymous will show as an additional row. The Hunger Count Report (Canada Only) also shows anonymous data as rows.

Presentation of Data Not Being Collected 

Disabled Fields

If a network has disabled particular fields, the option to report on those fields will still appear. However, all data will show as "Unknown". 

If a network has previously tracked a field and then disables it, the data recorded in that field will still be reported on for visits recorded when that field was tracked. 

Fields Required for "Client" Only

The following fields are only required for the "Client."  See Report Definitions- Household, Client, Partner, Individuals, Adult, Child

All fields that are mandatory for "Client" only, can be collected for all individuals in the household. In households where the information has not been gathered for all household members, missing data will show as "Unknown".

Fields Required for "Household" Only

The following fields are collected at the "Household" level. See Report Definitions- Household, Client, Partner, Individuals, Adult, Child.

In report sections labelled as "Individuals" for fields that are collected at the "Household" level, one count as been applied for each household member. For example, if Bob, Mary and Linda live in the same household, and their household is in "City A" they would be counted as one household in the "City: Households" report section and three individuals in the "City: Individuals" report section.

New vs. Existing Sections

Where is the system pulling the first food bank visit date from?

The system checks if there are other agencies in the network other than the organization between reported on.

Single Agency Network

 It will take the first food bank visit recorded on the Services page of the client's profile.

Multi-Agency Network

 It will check the first food bank visit date on the Personal page of the client's profile.

Comparing Report Sections Across Reports 

NOTE: If it appears two reports "don't match" be sure that they have been set with the same parameters (same date ranges, program types, etc.). 

Comparing Report Sections Across Reports and Export