15 Utilizing Reports

Identifying Underperforming Locations and Tasks

Use the Tracking Detail Report to determine the most significant causes of an underperforming study and to get information to help you make a decision on how to respond.

The Tracking Detail Report provides a granular view of the project health. Providers and locations can be filtered to be included or excluded. The report can be rung with major tasks, miscellaneous costs, or both, and earned value metrics can be selected.

This report displays locations and providers that are not performing well, and the major tasks that cause the underperformance.

Generating the Tracking Detail Report

To generate the Tracking Detail Report:

Login to the application.
Select Studies from the Edit menu to display the Study List Screen. Open a tracked study and navigate to the Reports Tab. Select the Tracking Detail Report.
Select the following report options to focus on a specific location's performance:
- Select Roll-up by Location
- Verify the View as of Date
- Select Show Earned Value Metrics
- Select report data based on what you want to include in your assessment
- Check All Locations
- Check All Providers
Click OK.
Scroll down to the location being evaluated and review the overall row of the Tracking Detail Report to view the location's performance.

If Overall Performance (OP), Schedule Performance (SP), and Budget Performance (BP) are red, the location may be underperforming.

Deciding What to Update in the Plan

After it has been determined that the location(s) and major task(s) are causing the performance issues, the changes needed to get the plan back on schedule should be discussed. These changes can be modeled with the reforecasting feature to see how each scenario will affect the budget.

Reconciling Service Provider Invoices and Work Performed

The Accruals Report can be used to reconcile provider invoices against actual work performed.

The Accruals Report provides a view of work performed, actual payments, and the remaining cost accrual for work that has been performed but for which has not been paid. It can be displayed to show a period of time, cumulative for a project to date, for one or more providers and other parameters.

Generating the Accruals Report

To generate the Accruals Report:

Navigate to the Study List Screen.
Open a tracked study and navigate to the Reports Tab.
Open the Accruals Report. Select the provider from whom the invoice was received.
Under the Level of Detail:
- Select Summary to see an aggregate figure for labor and costs. This option is recommended if this is the first comparison of this invoice in ClearTrial
- Select Detail for more detail, or to included or exclude any combination of labor and costs. This option is recommended if a discrepancy between the invoice amount and the records in ClearTrial are being investigated.
Confirm the Study Status Date is the same or later than the billing period date on the invoice.
Set the Time Line Options on the Accruals Report to be the same as the billing period start and end dates.

Note the start and end dates are the period being billed. This often says “for work performed from xx/xx to xx/xx” on the invoice.
Verify the include / exclude options are consistent with what appears on the invoice.
Confirm the reporting currency is consistent with the invoice.
Click Ok.

Comparing Invoice Amounts and Earned Value

Earned Value (EV) and the Actual Payment (AP) can be viewed on the Accruals Report. Earned Value should be the same as the amount on the invoice for work performed in the period displayed. Actual Payment is the amount that has been paid or invoiced by the provider for the period displayed.

If Invoice Amount Equals EV

To pay an invoice if total EV equals the amount on the invoice:

Mark the invoice as “approved to pay.”
Enter the invoiced amounts into the Labor Fees and Costs Tabs.
Route the invoice to finance as “approved to pay.”

Fiance can then schedule the invoice for payment in the A/P system.

If Invoice Amount Does Not Equal EV

To pay an invoice if total EV does not equal the amount on the invoice:

Open the Accruals Report on the Reports Tab.
Select Detail under the Level of Detail section.
Compare the earned value for each major task against the line item detail on the invoice to determine the discrepancy.

Using ClearTrial Invoice and Activity Report Templates

In addition to the Accruals Report for approving invoices, other reports can be used to benefit the finance department.

Milestone Payment Schedule Report
Tracking Summary Report

Generating Project Cost Accruals

The reports in ClearTrial TRACK can be used to quickly and accurately report project cost accruals. This is the cost incurred, but has not been invoiced. This accrual is a financial liability that must be accounted for in most company's financial reporting.

Prepare the Accruals Report

To prepare the Accruals Report:

Login to the application.
Select Studies from the Edit menu to display the Study List Screen. Open a tracked study and navigate to the Reports Tab. Open the Accruals Report.
Select All Providers.
Determine the level of detail to be displayed on the report:
- Select Summary to see aggregate figures for labor and costs
- Select Detail to see more detail or to include / exclude any combination of these
Confirm the Study Status Date is the same or later than the accrual period being reported.
Set a specific date under the Time Line Options so the Start Date is the beginning of the study and the end date is the date through when accrual is being reported.
Confirm the reporting currency.
Click Ok.

Viewing Costs Accrued During a Time Window

The Accrual Column on the left side of the Accrual Report displays the fees and costs accrued during the date period shown.

Viewing Cost Accrual as of the Latest Work Performed

The right side of the Accrual Report displays the accrual from inception of the project to the latest date of progress entries. This accrual value is what is typically reported as the current accrual.

Viewing Cost Accrual Through a Specific Date

To view what the accrual was from project inception up until a specific date, set the start date to be the beginning of the project and the end date to be the accrual date desired.

Assessing Provider Performance

ClearTrial Track Reports can be used to measure provider performance on a project. Below is a recommended method for how to measure performance.

To assess provider performance:

Login to the application.
Select Studies from the Edit menu to display the Study List Screen.
Select the study being evaluated. Click TRACK and select View Summary.
On the Summary Tab, select the provider being evaluated.
Click Detail at the bottom of any summary panel to view the Tracking Detail Report.
On the report options page, select Roll-up by Provider.

Depending on what is considered when assessing a provider's performance, it may also be appropriate to include or exclude pass-through costs.