A new Program Enrollments Universe is now available in Results Reporting! This release allows Administrative users to build custom reports using their Program Enrollments data and answer questions about participant engagement in services, such as enrollment length or reason for exit.

In addition to Program Enrollments response fields such as start date, end date, and reason for exit, the Program Enrollments universe also provides measures to streamline report creation. This includes a flag to identify active enrollments and commonly reported times, such as the month or year for a program end date. Users will also be able to connect Program Enrollments data to other Results Reporting data sources for a holistic look at participant services.

To enable the Program Enrollments universe for your organization, please reach out to the Support team.

Note: Program Enrollments Reporting in Results Reporting is available to Administrators in Apricot Enterprise organizations within the US only. To request more information about Results Reporting, please contact the Account Management team here.

The Program Enrollments Universe includes the fields that are completed when adding Program Enrollments, such as the name of the site and program the enrollment is associated with, start date, end date, notes on the enrollment, and any staff assigned to the enrollment.

There are additional dimensions included in the universe that can be used to filter the query or included in the report to streamline reporting. A flag for enrollment status is now available to easily separate active and inactive Program Enrollments, as well as standard time dimensions for start and end dates such as the month, quarter, or year of the date.

Finally, IDs for the record the enrollment is attached to and for Tier 2 forms associated with Program Enrollments are also included in the universe. These IDs can be used to bring data from other universes into your Program Enrollments report.

Once enabled, Administrative users can access the Program Enrollments Universe by following these steps:

2. When selecting a universe, choose the "Enrollment" universe for your organization.

3. Use the program enrollments data fields to build your custom report.

The Program Enrollments Universe can be used to better understand enrollments in programs. The sample reports below provide examples of how the available data can be used.

Because a participant in a program may enroll more than once, the number of Program Enrollments and the number of unique participants may be different. Both of these things can be counted to provide insight into how often participants may re-enroll.

This report includes a look at the number of enrollments in each program and the average length of enrollment. Enrollment can be calculated using the start and end dates for an inactive enrollment or by using the start date and current date for active enrollments.

This report looks at the status of Program Enrollments for a single program and provides a breakdown of the percentages of participants that have an active or inactive enrollment within that program.

This report breaks down the number of enrollments in each program by year. The graph shows the number of Program Enrollments and how this has fluctuated for each program over time.

The Program Enrollments Universe provides the opportunity to bring in data from other sources such as participant characteristics (using RecordID as a key field) or Tier 2 data associated with a Program Enrollment (using AttachedT2 Form and Record Ids as key fields).

Note: Best practices for merging data across queries can be found here.