Reports will help you get your employee data out of Maxwell. In this article, we’ll review:
To get started, head to Tools > Reports > Library in your Admin portal.
The Reports Library lists the reports you can run (see a list of commonly used reports). For now, only the Change Report, Census Reports, Coverage Reports, and Pending Election Reports are listed in the Reports Library, but we are working on transitioning other reports over from our legacy system. You can find those other reports by clicking “Cost & Other Additional Reports.”
Tips for finding the right report in the Reports Library
The Vertical and Horizontal coverage and pending election reports have basically the same information, but are formatted differently. The Vertical report has each product on a separate row (so there will likely be multiple rows for one employee). The Horizontal report has only one row for each employee with each product in columns.
Other than the format, the biggest difference between the Horizontal and Vertical reports is that the Vertical report includes dependent demographic information such as DOB, address, etc. The Horizontal report does not include this information as it would be overwhelming to list across in columns.
Tips for finding the right report in Cost & Other Additional Reports
When you view the list of Cost & Other Additional Reports, you’ll notice these reports are tagged with a specific type. There are three different types of reports:
- User: This means there will be one row for each employee with all of their information going across in columns.
- Product Per User: This means there will be a row for each product per employee. This means that an employee could have multiple rows (one for each product).
- Dependent Per User: This means there will be a row for each employee and a row for each dependent the employee has in the system.
- QLE Per User: There will be one row for each QLE per employee, with all information going across in columns. This means that if an employee has had several QLEs in the date range defined, there may be several rows for that employee.
In both the “Reports Library” and “Cost & Other Additional Reports” view, you’ll click View on the report you’re looking to download.
On the report view, you can prepare the report by filtering the information to get only what you need on the report. This is completely optional. The filters will default to the most common use case, but you can edit them and download the report. You can also select the columns you'd like to view on the report before you download.
General tip on reports including waived products
Here’s what to expect if you include waived products on your report:
- If the employee waives the product category (example: by clicking I Don’t Want Medical Insurance), then all of the products that were in that category will display on the report as waived.
- If the employee enrolls in one product (ex: the medical HMO) and ignores the other products within the same category (ex: the medical PPO), the medical HMO will display on the report, but the medical PPO will not display the report.
- If the employee enrolls in one product (ex: the medical HMO) and actively waives another within the same category (ex: the medical PPO), the report will display both the medical HMO as enrolled and the medical PPO as waived. If you run a report with just waived products, you may want to cross-reference it with an enrolled report to make sure you are getting the full picture.
Tips on using filters in the Reports Library
For coverage and pending election reports, you can define a single date or date range for coverage dates.
Example: If you select coverage date range of 3/1/17 - 4/30/17, you’ll see all employees who are covered during that range. This includes employees with products effective 1/1/17 - 12/31/17, 2/1/17 - 12/31/17, etc.
Tips on using filters in “Cost & Other Additional Reports”
- With date filters, you can filter product information by product start date and product end date. You can also filter employee information by date of hire, where applicable. Enter a date range that will capture the product start date(s) and/or product end date(s) for which you wish to pull information.
- For example, if you want to pull information on products with both a start date before January 15, 2017 and also on products with both a start date before January 15, 2017 and after July 1, 2017, you can't enter "01/15/2017" in the "Product start date is on or before" field, and "06/01/2017" in the "Product start date is on or after" field. You'll need to run two separate reports to get this information.
- For example, if you're running the "Cost Report - By Employee (Currently Enrolled Products)," and you want to see information on employees who have a product start date from January 1 to January 15th, 2017, you'd enter "01/15/2017" in the "Product start date is before" field, and "01/01/2017" in the "Product start date is after" field.
- If you're using both the "_ on or before" and the "_ on or after" date fields, it's important to note that these operate together to create a range. You cannot enter dates in both that do not pertain to each other.
Downloading the report in the Reports Library
- Once you’ve prepared the report filters, click Download Report.
- You can choose to save your report to “Report Downloads” so it’s available to download later. You can rename your report so you’ll recognize it in the future.
- Click Download and the report will download to your computer in seconds. The report will be in a XLSX (Excel) format.
Downloading the report in Cost & Other Additional Reports
- Once you’ve prepared the report filters, click Run Report.
- The report may take a few minutes to download. Click Refresh List at the top of the screen in a few minutes.
- Once complete, click Download to download the report to your computer. You can now open the report to view it. The report will be in a CSV format.
- “All Report Results” will automatically display reports that have been run, as well as the status of any pending reports you’re currently running. You can download a report that has been run previously from this page. Return to this page in the future by clicking View Report Results.
Save your filter and column selections as a custom report to use again in the future. Check out the slideshow below to see how this works.
Note on Administrator permissions
- A Master Administrator can view, download, and delete all reports listed in “Report Downloads” or “Report Results.” A Standard Administrator can only view and download the the reports they’ve downloaded.
- Standard Administrators can only view employee data within the eligibility group they have access to. They will not be able to select eligibility groups they don’t have access to, and those employees won’t show up on the report.
- If salary information is restricted from a Standard Administrator, and they run a report with a salary field, that field will say “RESTRICTED.”
- Any Custom Reports created in the Reports Library are visible to both Master and Standard Administrators. Standard Administrators will still be limited by the eligibility groups and salaries that they're allowed to see when they view filters and download the Custom Report.