Weekly Report Automation

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

This process generates weekly reports automatically every week. The system reviews valid notes from the previous week and creates a report for each plan that has activity, so weekly tracking is recorded without manual work.

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

• System: Runs the automatic generation in the background.
• Technical operations: Can trigger the generation manually when needed.
• Administration: Can review or correct already created weekly reports from the reports module.

This flow is mostly internal to the backend and does not depend on a frontend screen to work.

3. Business Rules & Enforcements

• Rule 1: Automatic generation runs every Sunday at 1:00 AM in the America/New_York time zone.
• Rule 2: If no date is provided manually, the process uses the previous day as its reference and builds the full week from Sunday to Saturday.
• Rule 3: The system only creates reports for patients with valid notes within that week.
• Rule 4: If no patients with valid activity are found, the process ends without creating reports and without failing.
• Rule 5: If a report already exists for the same plan and week, the system skips it by default.
• Rule 6: When run with the force option, the system can update existing reports.
• Rule 7: Each weekly report stores the calculated weekly value and the total units taken from the notes.
• Rule 8: If a plan is invalid or cannot be processed, the system skips it and records the issue in the logs.
• Rule 9: At the end of the generation, the system triggers a separate automation evaluation for related objectives. That part is documented separately.

4. UI Placement

No UI screen applies to this automatic process because it runs in the backend.

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

Scenario A: Weekly automatic generation

1. The system scheduler runs the process every Sunday at 1:00 AM.
2. The command reviews the notes from the previous week.
3. The system groups the information by patient and by plan.
4. If it finds valid data, it creates the corresponding weekly reports.
5. When it finishes, the reports are available in the reports module.

Scenario B: Manual generation by technical staff

1. An operator runs the command manually from the console.
2. They can provide a date to choose which week to process.
3. They can limit the generation to a specific patient.
4. They can use the force option to update existing reports.
5. The system processes only the cases with valid notes.

Scenario C: What data the system uses

1. It takes the relevant RBT notes and BCBA notes.
2. It calculates the weekly value from the available information.
3. It sums the total units from the notes linked to the report.
4. It saves the result in each plan’s weekly report.

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

• Q: What happens if there are no patients with valid notes?
  • A: The system does not create reports and ends normally.
• Q: What happens if a report already exists for that week?
  • A: By default, the system skips it to avoid duplicates.
• Q: What happens if the team needs to run the process again?
  • A: The process can be run manually with the force option to update existing reports.
• Q: What happens with the objective automation?
  • A: It runs separately at the end of the process and will have its own documentation.

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APPENDIX

Calendar Rule

• Runs every Sunday at 1:00 AM.
• Uses the full week from Sunday to Saturday.
• The automatic schedule uses the America/New_York time zone.