Reports and Data Exports

Creating an export

When you have the role of data analyst or data officer, you have the option to create an export. The exports are divided into different categories:  

• Users
• Tools
• Communication
• Signups (this export is only available if the platform is configured with the possibility for clients to register themselves).

1. Step 1 - Select the export you want to run
   Which exports are visible to you, depends on the configurations of your platform.
   For example: you can only select an export on videocalling if this feature is available on your platform.

   
   

   

   
   

2. Step 2 - Select the fields you want
   In this step you can select different fields. Some fields are selected by default. When you hover over the information icon with your cursor, you'll see more information about the fields.
   

   
   

   

   
   

3. Step 3 - Select output type
   CSV is selected by default. You can change this to Excel.
   In the right column you can find more information about the export. Missing fields or are there to much fields? You can return to step 2.

   Note: Larger data files may take quite some time to download. You will receive a notification when the task is completed.

Excel tips

We will not provide you with explanations on manage data in Excel, but we will share some helpful Microsoft documentation links on functions that can be helpful if you decide to work with Excel.

In order to work with the data of (mobile) modules we would like to explain more about Minddistrict (mobile) modules. We will tell you more about this from three different perspectives:

1. The way modules are built by the content editor in the Content Management system (CMS)
2. The way modules are shown to the end-user (professional)
3. What you will find in the data exports

We will start with the first two, because it gives a good idea on the perspective of these users and helps you to understand how to process their questions into a data report. We will also give an example of an actual module; the module ‘Learn to relax’ (so if all fails, please follow that module to keep calm…).

1. Module creation; perspective from a content editor

In the Content Management System (CMS) a content editor can built a module consisting of chapters. Every chapter consists of one or more pages. A content editor can add ‘special’ pages to a module:

1. A milestone, intended to ‘reward’ the client for their progress.
2. A sending moment, when a client finishes the steps and submits his or her answers. Answers cannot be changed anymore. Depending on the setup of the module, it is possible that the professional is asked for feedback or the client can proceed without a feedback step in between.
3. An optional section, displaying content the client can choose to do or not do. 
4. Reusable pages, ‘building blocks’ with generic content that can be used in multiple modules (for example: a block of 3 pages showing an explanation on how to do a relaxation exercise)

The Module as seen in the CMS, in this case a sending moment (submission)

A content editor can look at a module set up based on:

1. Division in chapters
2. Division in milestones
3. Division in sending moments (submissions)

The Module as seen by the CMS user, divided into chapters, milestones and submission moments

2. Perspective for the end-user (professional)

From the professional's perspective, the module consists of several chapters. Every chapter contains one or more pages. A page can show content elements (e.g. text/multimedia/questions), a milestone or a sending moment.

The first step of the module 'Learn to relax' in the catalogue from the perspective of the professional

There are ways to customize the module for a client. For example, a professional has the possibility to add more than one module to a client account; either parallel or successive to one another. A professional also has the possibility to turn off chapters. Also, some content can be optional for the client and the client can therefore decide to skip certain parts.

Overview page of a module where a professional can (1) turn on/off a chapter and (2) add a module

Example of an optional section where a client can choose to skip parts of the module or do all of them.

3. What you will find in a data export: information on ‘Modules in module list’

In the export file ‘modules in module list’(Opens in new window) you will find more information on the (mobile) modules that are used in your platform.

This file does not contain private information. This is why it can be downloaded by both the data analyst and the data officer. Of course you still need to handle this file with care.

Why does this file exist? I thought there was already an export for mobile module data?

You are right, there is also the file ‘module steps’. There are three differences between these files worth mentioning:

1. The file ‘modules in module list’ shows you information on when a module was added while the file ‘module steps’ does not.
2. The file ‘modules in module list’ contains information on both the person that activated the module as well as the person who is currently guiding the module. The file ‘module steps’ only shows the person who currently guids the module.
3. the file 'modules in module list' gives you 'basic' information. It shows when a module was assigned and by who. Furthermore, it tells you how many steps a client has completed in a module. The ‘modules in module list’ is a nice lightweight alternative to all the details shown in the ‘module steps’ file, making it an easier file to interpret.

What do the different columns show?

Per column we will share the most important information on how to interpret the available information.

1. client database id
   Each client account in Minddistrict is automatically given a unique, anonymized platform ID. This ID is shown in this column. With the information in this column, you can for example:
   • Find out how many unique clients were assigned to a (mobile) module. 
   • Find out how many modules were offered to each client. Every module gives you 1 line in the datafile.
2. professional database id

   Each professional account in Minddistrict is automatically given a unique, anonymized ID. If you see text in this column, it means that the mentioned professional is currently guiding or supervising this particular module.

   Good to know: the data only shows the current linked professional and it could be that the module was previously guided by another professional. If the column is empty there currently is no guided professional.

   Please note that when a module is guided by a professional, it doesn't necessarily mean the feedback function is activated; these are two separate functionalities.

3. module list id and module id
   A client is offered a module (module id) within a module list (module list id). So, a module list can contain one or more modules. A client can also be offered multiple module lists.
   This difference depends on on whether the module is assigned in parallel or sequentially.

   • If a therapist offered a client 2 modules in parallel, you will see:
     - m.1 – l.1
     - m.1 – l.2
     In this case the client has 2 modules available at the same time and the client can choose which one to open. The 'm' stands for module, and the 'l' stands for list. For example: m.1 - l.1 means Module 1 in List 1.
   • If the therapist offered a client 2 modules sequentially you will see:
     -    m.1 – l.1
     -    m.2 – l.1
     In this case the client has 1 module available and can only start with the second one if the first one is finished.

4. creation
   This column shows the date and time of when the module was activated for the client.

5. completion
   This column shows the date and time of when the module was 100% finished by the client; the very last page will get the status ‘done’.

   In practice we see a lot of clients not reaching the exact last page of a module, as they do not click the button on the last page to fully finish.

6. content id
   This column shows the content ID of every separate module offered. This is the ID that is automatically created when the content editor creates the module in the Content Management System (CMS).

7. content title
   This column shows the content title of every separate module offered. This is the title that is created by the content editor when they created the module in the Content Management System (CMS).

8. content version
   Whenever a content editor decides to make changes in a module these changes can be released which leads to a new content version. Changes in a module can be either very small (a typo was fixed) or bigger (content was revised, more pages were added or pages were deleted). In case of bigger changes this can have an effect on the column ‘total steps’.

9. latest completed step offset
   The column latest completed step shows you the last step the client completed.

10. total steps
    The column total steps shows you all steps that that version of the module consists of.

11. latest completed step timestamp
    This column shows you the last moment the client completed the latest completed step.

12. creator and creator user type
    These column shows you the database ID of the person that assigned the module and shows you the type of user that assigned the module (for example 'professional' or 'client'). In case the client assigned the module to him or herself, it can mean two things:
    1. The client went to the self-help catalogue to select a module. In this case the module will be added in a new module list (the client will have l.1-m.1, l.2-m.1).
    2.    The client got the chance to select a module in another module via the optional content section and thereby activating a trigger. In this case the module will be added in the existing module list (and the client will have l1 – m2).

How can I use the available data to calculate the completion percentage?

You can’t.

Ok, but how can I get a rough estimate?

You can calculate a general feeling of the percentage of completion of a module by dividing the last completed step by total steps.

Why do you need to be careful in interpreting the completion percentage?

There are three things important to consider when looking at the completion percentage:

1. A (part of the) module can only get the status ‘done’ if it is submitted. For example: if a module consists of 25 pages and only 1 sending moment at the very end, none of the pages will get the status ‘done’ until the client reaches that very last page. Until then, the pages will get the status ‘queued’.
2. A professional can customize a module. For example, he can allow a client to skip a chapter. This does not have an effect on the ‘total steps’, but it does have an effect on ‘latest completed step’; as soon as a client is past the skipped chapter, the number of completed steps can jump up.
3. A client can also customize a module by choosing which parts of an optional section to use. This has the same effect as the customization by a professional; as soon as the client proceeds, the number of completed steps can jump up. 

How can I use the available data to calculate dropout?

If you combine the information from the calculation of the completion percentage with the column ‘last completed step timestamp’ You can use this information to calculate dropout.

At Minddistrict we define dropout as follows:
A module will be considered completed if 80% of the steps/sessions have been completed.
A user will be considered as having dropped-out a module when:
Less then 80% of the steps are completed
AND more than 60 days have passed since the last step/session completion when action is required from the client (eg. feedback is available, or session/step is active)

We chose 60 days because we have seen in (historical) usage data that this timeframe pretty accurately predicts that clients will not continue working on the module anymore.

It is possible to select a time period for which you want to see the desired data in the "Video usage by professionals" export.