Supervision Monitoring Report

1. What does this feature do? (High-Level Overview)

This report helps the team review clients whose supervision activity needs attention based on the recency of their latest BCBA note. It gives a quick list of clients, their assigned BCBA, and their most recent BCBA note session date so staff can follow up faster.

2. Who is this for? (Roles & Permissions)

• Superadmin: Can access the report when they are authorized for the Reports area and the current location scope allows it.
• Admin: Can access the report when they are authorized for the Reports area and the current location scope allows it.
• Owner: Can access the report when they are authorized for the Reports area and the current location scope allows it.
• Manager: Can access the report when they are authorized for the Reports area and the current location scope allows it.
• Other authorized staff: Can use the report if the report card is visible to them in the current UI and their location scope allows it.

UI access note:

• view_employees: The report card is currently shown in the UI under the report access rules tied to this permission, while the backend still relies on location access control for the route.

3. Business Rules & Enforcements

• Rule 1: The report is a list view, not an export or print action.
• Rule 2: The report shows one row per client with the client’s full name, the assigned BCBA, and the latest BCBA note session date.
• Rule 3: The report is filtered by client status and by a recency window for the latest BCBA note.
• Rule 4: The search box filters clients by name.
• Rule 5: The report can be sorted by full name, BCBA, or latest session date.
• Rule 6: The page size can be changed from the footer, and the user can jump to a specific page.
• Rule 7: The report uses the current location context when one is available, and the backend route also respects location access control.
• Rule 8: Changing a filter resets the report back to the first page.
• Rule 9: The Reset button restores the default filter state.
• Rule 10: If no rows match the search and filters, the table shows an empty-state message.
• Rule 11: If loading takes time, the report shows a skeleton loader.
• Rule 12: If the request fails, the report shows an error banner and keeps the user on the page.
• Rule 13: The Days behind filter is actually a recency window. For example, 30 days means the latest BCBA note is within the last 30 days, not that the client is at least 30 days behind.
• Rule 14: The backend accepts All to turn off the recency filter.

4. UI Placement

1. Reports: Open the Reports area from the main application.
2. Reports list: Select Supervision Monitoring.
3. Supervision Monitoring Report: Review the filters at the top and the results table below.
4. Client name link: Click a client name to open that client’s profile.

5. How-To Guide (Step-by-Step)

Scenario A: Review the supervision monitoring list

1. Open Reports and select Supervision Monitoring.
2. Review the default filters.
3. Scan the table for clients whose latest BCBA note session date suggests they are behind.
4. Click a client name if you need to open that client’s profile.

Scenario B: Narrow the report

1. Choose a Client Status.
2. Choose a Days behind range.
3. Type a client name into the search box.
4. Wait for the report to refresh.
5. Use the table header to sort the list if needed.

Scenario C: Move through the list

1. Change the page size from the footer if you want more or fewer rows at once.
2. Use the page number field to jump to a page.
3. Use Previous and Next to move one page at a time.
4. Click Reset to return to the default filters.

6. What happens if…? (Edge Cases / FAQ)

• Q: What happens if there are no matching clients?
  • A: The table shows No data available.
• Q: What happens while the report is loading?
  • A: The page shows a skeleton loader until the data is ready.
• Q: What happens if the server returns an error?
  • A: The page shows an error banner and stops the loading state.
• Q: What happens if the user changes a filter or search term?
  • A: The report resets to page 1 and refreshes the list with the new criteria.
• Q: What happens if the user enters an invalid page number?
  • A: Non-numeric values are ignored, and the report stays on the current page.
• Q: What happens if the current location is not available?
  • A: The report still loads, but it is not additionally scoped by a location filter in the service layer.
• Q: What happens if a client has no BCBA note?
  • A: That client can still appear when the report is not using a recency filter. With a recency filter like 30 days, clients with no BCBA note are excluded.
• Q: What happens if the user chooses a days-behind value not shown in the dropdown?
  • A: The backend can parse other values in the days_<number> format, but the UI currently exposes the standard dropdown options.