9.4.3 Patrol Reports – examples

REPORT – PATROL TYPE HOURS FOR A MEMBER

Reports – General Reports
Report Type: Patrol Type Hours
Output: CSV (Excel)
First Name
Last Name

REPORT: HOW TO ASCERTAIN TOTAL PATROL HOURS FOR EACH MEMBER
Note: This report allows you to break down by Patrol Log Name

This report will give you members patrol hours for ‘all’ organisations that they have patrolled for.

Reports
General Reports
Patrol Reports
Select – Patrol Type Hours report
Click on advanced search – and select the following patrol types (Make Up, Rostered, Substitute, Visitor, Voluntary and Water Safety
Report Output – CSV.

Once you have produced the report
Delete first row so that column headers are at the top
Highlight all data – click on data from top menu – click on subtotal
Select in ‘subtotal’ box – Member ID, Sum and Member hours (see diagram below)

*If you are a genius at excel spreadsheets and subtotal you could close the subtotal columns on the left hand side which will leave you with just member ID and total number of patrol hours.
Scroll down to find any members with the patrol hour numbers that you are looking for

TOTAL MEMBER PATROL HOURS REPORT – Custom report

• With membership category
• Does not include Water Safety
• Does not include other organisations
• Template Saved – Total Member Patrol Hours with Membership Category & Specific Patrol Types

Custom Report
General Details (tick LHS) First name Last name Member ID
Organisation Membership Details (tick LHS) Membership Type Status (highlight all status options (RHS) Registered for season (type in 2023 (RHS) )
Patrol Logs (tick LHS) Patrol Log Date (type in 01/07/2023 to 30/06/2024 RHS) Patrol Log Status
Patrol Log Members (tick LHS) Member Patrol Type (select – Make Up, Rostered, Substitute, Visitor, Voluntary (RHS) Member Patrol Time Duration

Select CSV excel format for download format

REPORT: TOTAL ROSTERED PATROL HOURS AND WATER SAFETY FOR EACH MEMBER BREAKING IT DOWN BY MEMBERSHIP CATEGORY

Reports > General Reports > Patrol Reports
Report Type: Patrol Type Hours

Display: CSV
Advanced Search
Status: Active
Registered Season: 2023
Membership Type: Highlight one Membership Type (will have to do report for each membership type) as the Membership Type does not appear as a column in Excel.
Patrol Type: Highlight for example (Make Up, Rostered, Substitute, Visitor, Voluntary and Water Safety)
Date Range: use default date unless you want specific dates
Display Report

Once you have displayed the report you can do “sub total” in Excel by Member ID and add up hours

REPORT: STATE OFFICE WANTING TO SEE HOW MANY PATROL TEAMS EACH CLUB HAS

Reports > General Reports > Patrol Reports

Report Type: Total Team Patrol Hours
Output: CSV
Advanced Search
Branch: All
Organisation: All
Leave the Default Date Range

Once you download the report into Excel. You can delete all columns except for Organisation and Team Name
You can then do a Sub Total based on each change of Organisation Name and the get a Count based on Team Name

REPORT: FIND MEMBERS WHO ARE NOT COMPLETING THEIR PATROL HOURS

Reports > General Reports > Patrol Reports
Report Type: Total Member Patrol Hours
Output Format: CSV Style
Click: Advanced Search
Status: Active
Registered Season: 2023
Season Type: Patrol Season
Total Hours: Choose how you want to filter from the drop-down menu and put the number of hours.
Display the Report

REPORT: TOTAL MEMBER PATROL HOURS

You can obtain a report for each club of their members ‘Total Patrol Hours’.
Drill down to the club level (as this report is only available at club level)

Click on reports – general reports – patrol reports
Select ‘total Member Patrol Hours’ report.
Select the output format.
At the bottom of the screen change the date range to 01/07/2023 to current date (see below). Some clubs have put into surfguard ‘past patrol hours’ gained by members prior to surfguard birth in 2003 so you may wish to set the date range back even further.

Once you have this report (in CSV style – delete all columns except first name, last name and All Patrolled Hours (Excluding Penalty Hours)).

REPORT: TOTAL MEMBERS PATROL HOURS FOR MARCH

Patrols – General Reports – Patrol Reports

Report Type: Total Member Patrol Hours
Output Format: CSV Style (Excel Format)
Click on Advanced Search
UNTICK “Include Postal Address and DOB in Output”
Status: Active
Organisation Hours Type: Lifesaving Hours
Season Type: Make sure the default is date range
Put in the date range 01/09/2023 – 30/03/2023
UNTICK Include Deficit Hours in Output
Click on Display Report at bottom of page.

REPORT TO GET THE FOLLOWING STATS BY A BRANCH FOR EACH MONTH

• Rescues performed
• Activity during rescue i.e. swimming, boardriding
• Equipment uses during rescue i.e. board or IRB
• No first aid cases performed
• No Marine stings
• No visitors to the beach

Go to Reports > General Reports>Patrol Reports
Report Type: Patrolled and/or Unpatrolled Stats
Output Format: CSV Style (Excel Format)
Click Advanced Search
Organisation: All
Include Breakdown by Organisation: Tick this box if you want an additional breakdown for each club
Organisation Type: SLS Organisations
Stats Type: All
Season Type: Make sure the Date Range is highlighted and then you would put in the date range for each month, eg 01/11/2023 – 30/11/2024
Display Section: All

Under the Summary tab, you can also get a summary of Patrol Stats but it only does it for the entire season, there is no option to breakdown by month.

REPORT – PATROLLED AND/OR UNPATROLLED STATS

Reports – General Reports – Patrol Reports

Report Type: Patrolled and/or Unpatrolled Stats
Output: CSV/Excel
Click on Advanced Search
Branch: All
Organisation: All
Include Breakdown by Branch/Organisation: Tick box
Organisation Type: Highlight “SLS Organisations”
Stats Type: All
Season Type: Leave as default date range or modify
Display Sections: Highlight “Rescues”
Display Report

PATROL HOURS IN SUMMARY TAB DIFFERENT TO PATROL HOUR CALCULATION IN CUSTOM REPORT

We’ve been looking into the SQL for both of these queries and we now understand the reason for the difference in values:
The Patrol Hours Organisation summary takes into account all hours logged for that organisation
The custom report only takes into account hours logged in that organisation by members of that organisation.
So the summary is actually working as it should.
In the Summary It is countable hours. Specifically, it excludes Penalty, No Show, Non Rostered, Arranged Substitute, Trainee, Other.

PATROL LOG / SERVICE COMPARISION REPORT

Below are some notes on what this report is comparing and why you may get Completed or Partial in the report.
The report is comparing the hours that a club is supposed patrol based on their Service Profile times entered in Surfguard and the start and finish times entered in the patrol log.
For the log on the 24th February in their Service Profile they should have patrolled from 0900-1700hrs but the log for this day shows they patrolled form 1000 – 1400hrs. Therefore they partially patrolled based on their service profile.
For the log on the 4th March the report shows as completed as the service profile for this date range is 1000-1400hrs and this is the same as the hours in the patrol log.