How the CoS Admin and Regional Manager Dashboard is Calculated

How is the CoS Admin and Regional Manager Dashboard Calculated

Please find below the metrics on how each CoS Dashboard visual has been calculated.






Client Data Visual Cards


Active New Clients
This metric identifies new clients who became active in the last 30 days.  This helps identify how many brand-new clients became active in a given period.

What it means: These are clients who: 
  1. Have a service contract marked as Active or New. 
  2. Have no contracts marked as Inactive. 
  3. Did not re-sign, not returning clients.
  4. Were created within the selected reporting period. 
How it's calculated: A distinct count of Client IDs meeting all the above conditions. 


Active Resignup Clients
This metric tracks counts the number of active clients who have signed up again.  This helps track client retention and repeat engagement.
 
What it means: These are clients who: 
  1. Have more than one service contract. 
  2. Have at least one contract marked as Inactive. 
  3. Also have a contract marked as Active or New. 
  4. Matches re-signup contracts to active clients only.
  5. Were created within the selected reporting period. 
How it's calculated: A distinct count of Clients that meets the above conditions. 


Existing Clients
This metric counts the number of clients who currently have an Active status based on the selected period.

What it means: These are clients who:
  1. Have at least one active service contract
  2. These clients are not New or Resignups
How it's calculated: A distinct count of Clients where the status is Active.



Active Clients 
This metric shows the total number of clients, who currently have an active status.  It helps track how many clients are actively engaged with services at any given time.

What it means: These clients have at least one active service contract.

How it's calculated: A distinct count of Clients where the status is Active, regardless of the Period selected.


Inactive Clients
This metric counts unique clients who are currently inactive.  It helps identify clients who are no longer actively engaged with services.

What it means: These are clients who: 
  1. Have no active or new service contracts. 
  2. Have at least one inactive contract. 
  3. Were created within the selected reporting period. 
How it's calculated: A distinct count of Clients that meet all the above conditions, regardless of the Period selected. 


New Clients + Resignups Line Graph


New Clients 
 
This graph shows the number of active clients who signed up during the selected period and have not re-signed that meets the following conditions. 

  1. Clients with contracts created within the selected date range 
  2. Clients marked as Active 
  3. Clients who have not re-signed (i.e., no previous contract marked as re-signed) 
  4. If no matching clients are found, the graph will display a value of 0. 
 
Resignups 
This graph shows the number of active clients who have re-signed—meaning they’ve had more than one service contract that meets the following conditions. 
  1. Clients with at least one active or new service contract 
  2. Clients who also have at least one inactive contract 
  3. Contracts created within the selected reporting period 
  4. Clients whose current status is Active 
  5. If no matching clients are found, the graph will display a value of 0. 

Total Revenue Donut Graph


The Total Revenue donut graph represents Actual vs Forecasted Revenue.

Actual Revenue 
This graph shows the actual revenue from delivered services that meet the following conditions: 
  1. The service is marked as a CoS Entry 
  2. The status is one of:  
    1. Invoiced 
    2. Provider Paid 
    3. Extracted 
  3. The Delivered Date falls within the selected reporting period 
  4. If no data matches these filters, the value shown is 0. 

Forecasted Revenue 
This graph shows the estimated revenue from services that are in progress but not yet finalised that meet the following conditions. 

  1. The service is marked as a CoS Entry 
  2. The status is either:  
    1. Ready for Extraction 
    2. Pending Client Approval 
  3. The Delivered Date falls within the selected reporting period 
  4. If no data matches these filters, the value shown is 0. 

Total Billable vs Non Billable Hours Donut Graph



Billable Hours (CN)
This graph shows the total number of billable hours recorded in case notes during a selected reporting period. It helps track how much time has been logged that is eligible for billing.

What it means: 
This measure reflects the sum of service entries marked as billable, helping track total effort eligible for claiming. 

 
How It’s Calculated
  1. Only includes case notes created between the selected start and end dates.
  2. Only includes notes marked as Billable = "Yes".
  3. Adds up the Quantity field from all matching case notes to calculate the total billable hours.
  4. If no matching data is found, the result will return 0.

Non-Billable Hours (CN)
This graph shows the total number of non-billable hours recorded in case notes during a selected reporting period. These hours represent time logged that is not eligible for billing, often due to internal activities or non-chargeable tasks.

What it means: 
Tracks time logged that is not eligible for billing, useful for internal performance or efficiency reviews. 

 
How It’s Calculated
  1. Only includes case notes created between the selected start and end dates.
  2. Only includes notes marked as Billable = "No".
  3. Adds up the Quantity field from all matching case notes to calculate the total non-billable hours.
  4. If no matching data is found, the result will return 0.

Hours Data Visual Cards


Claimed Hours (CN)
This measure calculates the total number of billable hours from Case Notes that have been claimed (i.e., they have a valid claim or invoice reference number) within a selected reporting period. It helps track how much billable work has been formally submitted for reimbursement.

What it means: 
It captures hours marked as billable where either a CoS Invoice Reference or NDIS Claim Reference exists (but not both at the same time).

How It Is Calculated
  1. Filters the data to include only:
    1. Case Notes created within the selected date range.
    2. Entries marked as CoS.
    3. Entries that are billable (Billable = "Yes").
    4. Entries that have a non-blank NDIS claim and Invoice reference number (i.e., they’ve been claimed).
  2. Sums the quantity (i.e., the number of hours) for all matching entries.
  3. If no matching entries are found, the result is 0.
  4. Otherwise, the result is rounded to the nearest whole number.

Unclaimed Hours (CN)
This measure calculates the total number of billable hours from Case Notes that have not yet been claimed (i.e. they do not have a NDIS claim or invoice reference number) within a selected reporting period. It helps identify potential revenue that has been earned but not yet submitted for reimbursement.

What it means: 
It identifies billable records that have not been claimed—i.e., both CoS Invoice and NDIS Claim references are missing. 
 
How It Is Calculated
  1. Filters the data to include only:
    1. Case Notes created within the selected date range.
    2. Entries marked as CoS entries .
    3. Entries that are billable (Billable = "Yes").
    4. Entries that do not have a NDIS claim or invoice reference number (i.e. they are unclaimed).
  2. Sums the quantity (i.e. the number of hours) for all matching entries.
  3. If no matching entries are found, the result is 0.
  4. Otherwise, the result is rounded to the nearest whole number.

Billable Hours (CN)
This measure calculates the total number of billable hours recorded in case notes during a selected reporting period. It helps track how much time has been logged that is eligible for billing.

What it means: 
This measure reflects the sum of service entries marked as billable, helping track total effort eligible for claiming. 

How It Is Calculated 
  1. Filters notes by [Created Date] within the selected period. 
  2. Includes only entries where Billable = "Yes". 
  3. Checks that both claim reference fields are blank or empty .
  4. Applies only to IsCoSEntry = TRUE() records.
  5. Adds up the Quantity field from all matching case notes to calculate the total billable hours. 

Non-Billable Hours (CN)

This measure calculates the total number of non-billable hours recorded in case notes during a selected reporting period. These hours represent time logged that is not eligible for billing, often due to internal activities or non-chargeable tasks.


What it means: 
Tracks time logged that is not eligible for billing, useful for internal performance or efficiency reviews. 

How It’s Calculated

  1. Only includes case notes created within the selected period.
  2. Only includes notes marked as Billable = "No".
  3. Adds up the Quantity field from all matching case notes to calculate the total non-billable hours.
  4. If no matching data is found, the result will return 0.

# of Case Notes (CN)
This measure calculates the total number of case notes created during a selected reporting period.

What it means: 
Measures team activity by counting how many case notes were recorded.

How It’s Calculated
  1. Only includes case notes created within the selected period.
  2. Counts the number of entries where the Case Note Owner field is populated. This ensures only valid, authored notes are included.
  3. If no case notes match the criteria, the result will return 0.

# of Case Notes (CN) - Billable
This measure calculates the total number of billable case notes created during a selected reporting period.

What it means: 
Tracks how many case notes are eligible for billing, helping assess staff productivity and claimable activity. 


How It’s Calculated
  1. Only includes billable case notes created within the selected period.
  2. Counts the number of entries where the Case Note Owner field is populated. This ensures only valid, authored notes are included.
  3. If no case notes match the criteria, the result will return 0.

# of Case Notes (CN) - Non - Billable
This measure calculates the total number of non-billable case notes created during a selected reporting period.

What it means: 

Shows how many case notes were logged but are not eligible for billing, supporting internal workload tracking. 


How It’s Calculated
  1. Only includes non-billable case notes created within the selected period.
  2. Counts the number of entries where the Case Note Owner field is populated. This ensures only valid, authored notes are included.
  3. If no case notes match the criteria, the result will return 0.

Total Hours (CN)
This measure calculates the total number of hours recorded in case notes, combining both billable and non-billable time. 

What it means:

Represents the full workload effort, combining all recorded service hours regardless of billing status. 

How It’s Calculated
  1. Adds both billable and non-billable hours together to get the full total.
  2. Returns the combined total hours without formatting or rounding. 

Monthly AVG Hrs (CN)
This measure calculates the average number of case note hours delivered per month during the selected reporting period. It helps identify typical monthly workload or service delivery volume over time.

What it means: 
It shows how many total hours (billable + non-billable) were recorded on average per month. 

How It’s Calculated
  1. Adds total billable and non-billable hours.
  2. Calculates the number of months within the selected period.
  3. Divides total hours by the number of months.

Average Hrs (CN)
This measure calculates the average number of hours recorded per case note.

What it means: 
Shows the average time recorded for each individual coordination note entry, regardless of the period selected.

How It’s Calculated
  • The formula takes the average of the Quantity field from all records in the Case Notes dataset.
  • Each Quantity value represents the number of hours logged in a single note.
  • The result reflects the typical number of hours entered per note across the dataset.

Hours Growth %
Calculates the percentage growth or decline in billable hours between the current and previous period.

What it means: Indicates whether staff delivered more or fewer billable hours compared to the previous, equally long period.

How it's calculated:
  1. Identifies current and previous periods using [Period Min Date] and [Period Max Date]
  2. Filters for records where Billable = "Yes"
  3. Sums billable Quantity in both periods
  4. Computes growth as a percentage change
  5. Returns formatted output showing increase or decrease direction.

Growth Billable Hours %
Measures the percentage change in billable hours compared to the previous period of the same length. 

What it means: 
Shows whether the number of billable hours increased or decreased in the current period relative to the prior period. 

How it's Calculated
  1. Determines the current and previous periods using the selected period.
  2. Sums billable Quantity (Billable = "Yes") for both periods.
  3. Calculates the growth rate: (Current - Previous) / Previous. 
  4. Returns the result as a percentage with an increase/decrease label.

Revenue Data Visual Cards


Total Revenue (DS)

This measure calculates the total revenue generated from delivered services entries marked as valid CoS entries. 



What it means: 
It tracks how much income has been earned from approved or pending service entries during a selected reporting period.

How it's Calculated
  1. Starts with the total revenue from each delivered service.
  2. Filters the data to include only:
    1. Services marked as CoS entries.
    2. Services with a status of:
      1. Provider Paid
      2. Invoiced
      3. Extracted
      4. Ready for Extraction
      5. Pending Client Approval
    3. Services delivered within the selected date range.
  3. Adds up the revenue for all matching entries.
  4. If no matching entries are found, the result is 0.
  5. Otherwise, the result is rounded down to a whole number.

 

Actual Revenue
This measure calculates the actual revenue from services that have been invoiced, paid, or extracted, and were delivered within a selected reporting period.

What it means: 
It tracks confirmed or finalised revenue from service delivery.

How it's Calculated
  1. Starts with the total amount delivered for each service entry.
  2. Filters the data to include only:
    1. Services marked as CoS entries
    2. Services with a status of:
      1. Invoiced
      2. Provider Paid
      3. Extracted
    3. Services delivered within the selected date range.
  3. Adds up the revenue for all matching entries.
  4. If no matching entries are found, the result is 0.
  5. Otherwise, the result is rounded down to a whole number.

Forecasted Revenue
This measure calculates the estimated revenue from services that have been delivered but are not yet finalised—they are either ready for extraction or awaiting client approval.

What it means: 
It forecasts potential income based on services that are in the final stages of processing.

How It Is Calculated

Starts with the total amount delivered for each service entry.
  1. Filters the data to include only:
    1. Services marked as CoS entries .
    2. Services with a status of:
      1. Ready for Extraction
      2. Pending Client Approval
    3. Services delivered within the selected date range.
  2. Adds up the total amount for all matching entries.
  3. If no matching entries are found, the result is 0.
  4. Otherwise, the result is rounded down to a whole number.

YTD
This measure calculates the total cost of services delivered year-to-date that have either been invoiced or paid to the provider.

What it means: 

It sums the total amount delivered for CoS entries with a delivery status of either "Invoiced" or "Provider Paid". 


How it's Calculated
  1. Starts with the total amount delivered for each service entry.
  2. Filters the data to include only:
    1. Services marked as CoS entries .
    2. Services with a status of:
      1. Invoiced
      2. Provider Paid
  3. Adds up the total cost for all matching entries.

Average Monthly Revenue
This measure calculates the average monthly revenue from delivered services.

What it means: 
It helps track how much revenue is typically generated each month based on historical service delivery data.

How it's Calculated
  1. Groups the data by month and year using the service creation date.
  2. For each month, it sums the total revenue from services that:
    1. Are marked as CoS entries.
  3. Then, it averages the monthly totals to get a single value representing the average monthly revenue.
  4. The final result is rounded down to a whole number for display.

Total Delivered Services Amount Bar Graph


                  This graph uses the Total Revenue (DS) measure and displays the revenue per month as mentioned in 6 - Revenue Data Visual Cards above.


Billable Hours and Case Notes Over Time Line Graph


                  Please refer to both the Billable Hours (CN) and # of Case Notes measures mentioned in 5 - Hours Data Visual Cards above to see how this graph is calculated.

 

Revenue Over Time Line Graph


                 Please refer to both the Total Revenue (DS) and Average Monthly Revenue measures mentioned in 6 - Revenue Data Visual Cards above to see how this graph is calculated.

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