End User Guide: Running Reports in OpenMRS

This guide is for users who need to run existing reports but don't need to create or modify them.

Table of Contents

Getting to Reports

Accessing the Reporting Interface

1. Log into OpenMRS with your username and password

2. Access the Legacy Admin UI (if you are in O3, click “App Menu” → “Legacy Admin”)

3. Find the Reporting Menu - Look for "Reporting" in the main navigation bar

What You'll See

The Run a Report page shows:

• Available Reports - List of reports you have permission to run

• Most Recent Completed Reports - shows the latest reports that have finished running and are ready to view.

• Reports in Progress - shows reports that are currently running but not finished yet.

Running Reports Step-by-Step

Basic Report Execution

Step 1: Select Your Report

1. Browse the list of available reports

2. Click on the report name you want to run

3. Read the report description to confirm it's what you need

Step 2: Set Parameters

Most reports will ask you to specify:

• Date Range - Start date and end date for the report period

• Location - Which clinic, ward, or facility

• Other Filters - Program, patient type, etc.

Step 3: Choose Output Format

Select how you want to receive the report. You will only see the formats that have been defined for this specific report by the administrator. If no output format has been configured, the default will be Web Display.

• Web Display - View results on screen

• Excel - Download as spreadsheet

• PDF - Print-ready format

• CSV - For data analysis

Step 4: Run the Report

1. Click "Request Report"

2. Wait for processing (may take a few minutes for large reports)

3. Download or view your results

Example: Running a Monthly Patient Summary

Let's walk through running a typical monthly report:

1. Select Report: "Monthly Patient Summary Report"

2. Set Parameters:

   • Start Date: 2024-01-01

   • End Date: 2024-01-31

   • Location: Main Clinic

3. Choose One of the available Formats

4. Run Report: Click "Request Report"

5. Get Results: View or download the report once the processing completes

Understanding Report Types

📊 Row-Per-Patient Reports (Data Lists)

These reports show detailed information with one row per patient.

What They Look Like:

Best Used For:

• Patient lists for follow-up

• Data verification

• Detailed patient tracking

• Exporting to other systems

How to Read Results:

• Each row = one patient

• Columns = different patient attributes

• Can be sorted and filtered in Excel

• Patient IDs are usually clickable links

📈 Indicator Reports (Summary Statistics)

These reports show aggregated numbers that answer specific questions.

What They Look Like:

Best Used For:

• Monthly/quarterly reporting

• Performance monitoring

• Trend analysis

• Management dashboards

How to Read Results:

• Each row = one indicator/metric

• Numbers may be clickable to see patient details

• Look for trends and patterns

• Compare to targets or previous periods

Output Formats Explained

🌐 Web Display (Default)

• Best For: Quick viewing, sharing links

• Features:

  • Clickable patient links

  • Interactive tables

  • Immediate results

• Limitations: Cannot save locally, limited formatting

📊 Excel (.xls)

• Best For: Data analysis, sharing with colleagues

• Features:

  • Multiple sheets for complex reports

  • Formulas and calculations preserved

  • Easy to sort and filter

• Limitations: Requires Excel or compatible software

📄 CSV (Comma Separated Values)

• Best For: Importing into other systems, data analysis

• Features:

  • Universal format

  • Works with any spreadsheet program

  • Good for large datasets

• Limitations: No formatting, text only

🖨️ PDF

• Best For: Printing, official reports, archiving

• Features:

  • Professional formatting

  • Consistent appearance

  • Cannot be accidentally modified

• Limitations: Cannot edit data, large file sizes

📝 HTML

• Best For: Web publishing, email sharing

• Features:

  • Web-ready format

  • Maintains formatting

  • Easy to share

• Limitations: Limited functionality compared to Excel

Working with Parameters

Common Parameter Types

📅 Date Parameters

Start Date / End Date

• Use date picker or type dates

• Format: YYYY-MM-DD (e.g., 2024-01-15)

• Tip: End date is usually inclusive

Common Date Shortcuts:

• Last month: Start = 1st of last month, End = last day of last month

• Last quarter: Start = first day of quarter, End = last day of quarter

• Year to date: Start = January 1st, End = today

📍 Location Parameters

• Choose from dropdown of available locations

• May include: Clinics, Wards, Departments, Regions

• Tip: Choose "All Locations" if available for facility-wide reports

👥 Program Parameters

• Select specific programs (HIV, TB, MCH, etc.)

• Usually required for program-specific reports

• Tip: Check with your supervisor about which programs to include

🔍 Patient Cohort (Optional)

• Limits report to specific group of patients

• Leave blank to include all patients

• Tip: Use cohorts to focus on specific populations

Parameter Tips and Tricks

📝 Save Common Settings

• Some systems remember your last settings

• Write down commonly used date ranges

• Create a reference sheet for your regular reports

⚠️ Avoid Common Mistakes

• Wrong date format - Use YYYY-MM-DD

• End date before start date - Double-check your dates

• Missing required parameters - Fill in all red/required fields

• Wrong location - Verify you selected the right clinic/ward

Understanding Results

Reading Row-Per-Patient Reports

Column Headers

• Patient ID - Usually clickable to view patient details

• Demographics - Name, age, gender, address

• Medical Info - Diagnoses, treatments, lab results

• Dates - Visit dates, enrollment dates, etc.

• Status - Active, transferred, completed, etc.

Common Data Issues

• Empty cells - May indicate missing data in the system

• "Unknown" values - Data not recorded or not available

• Dates showing "null" - No date recorded for that event

Reading Indicator Reports

Understanding Numbers

• Counts - Simple totals (e.g., 45 patients)

• Percentages - Ratios expressed as % (e.g., 85% completion rate)

• Rates - Usually per 1000 or per 100,000 population

Interactive Features

• Clickable Numbers - Click to see the patients behind the number

• Drill-down - Get more detailed breakdowns

• Comparisons - Compare to previous periods or targets

What to Do with Results

Quality Checks

1. Check totals - Do the numbers make sense?

2. Look for outliers - Unusually high/low numbers

3. Verify dates - Confirm the right time period

4. Cross-reference - Compare with other known data

Taking Action

1. Share appropriately - Follow your organization's data sharing policies

2. Follow up - Contact patients who need attention

3. Investigate anomalies - Look into unexpected results

4. Document issues - Note any data quality problems

Report Analysis Tools

The Reporting Module includes several tools to help you analyze and track your reports over time.

📈 Report History

What it is: Shows all reports that have been run, when, and by whom.

How to access: Reporting → Report History

What you can do:

• See which reports are run most frequently

• Track your own report usage

• Re-download previous reports

• See who else is running reports

Best practices:

• Check history before running large reports

• Use it to find reports you ran previously

• Monitor system usage patterns

Troubleshooting

Common Issues and Solutions

🚫 "No Reports Available"

Possible causes:

• Insufficient user permissions

• Reports not yet created for your location

• System configuration issues

Solutions:

1. Contact your system administrator

2. Verify you're logged in correctly

3. Check if you're in the right location/program

⏳ Report Takes Too Long

Possible causes:

• Large date ranges

• Complex reports

• System performance issues

Solutions:

1. Try smaller date ranges

2. Run during off-peak hours

3. Choose simpler output formats first

4. Contact IT if consistent problems

❌ Error Messages

"Invalid Parameter":

• Check date formats (YYYY-MM-DD)

• Ensure all required fields are filled

• Verify location/program selections

"No Data Found":

• Check your date range

• Verify location is correct

• Confirm patients exist in the system for your criteria

"Permission Denied":

• Contact administrator for proper user rights

• Verify you're logged in correctly

📊 Unexpected Results

Numbers seem wrong:

1. Double-check your parameters

2. Verify the report period

3. Compare with known data sources

4. Contact the report creator if issues persist

Missing patients:

1. Check date ranges (patients may be outside your period)

2. Verify location settings

3. Consider patient transfers or discharge dates

Getting Help

Who to Contact

1. First: Your supervisor or department lead

2. Second: System administrator or IT support

3. Third: Report builder or data manager

What Information to Provide

• Report name you were trying to run

• Parameters you selected

• Error message (exact text if possible)

• Screenshot of the problem

• Your username (never your password)

Best Practices

• Try simple solutions first

• Document recurring issues

• Learn from colleagues' experiences

• Keep notes on solutions that work

Quick Reference

Essential Keyboard Shortcuts

• Ctrl+F: Find/search on page