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Reporting

Use this series of documents to learn more about reporting on HMIS Data.

1. ART Licensing

1.1. Do I Have an ART License?

Do you have an ART license? Here's how to tell: Log into ServicePoint. Look at the top right of your screen. Do you see a link named "ART"? If so, you already have an ART license. If you don't have one and you feel you need one one, please email us to request one.

2. Getting Around in ART

2.1. How to Get to ART

1. Login to ServicePoint, select the relevant EDA Provider, if necessary.
2. Click on Reports, then ART or click the "Connect to ART" link in the top left corner of ServicePoint.
3. Click the ▶ next to Public Folder.
4. Navigate to the folder that contains the report you need.
5. Click the magnifying glass next to the report you want to run and click View.

ART will open a new web browser tab with a pop-up Report Prompts box.

2.2. The ART Folder Tree

ART Tree Folders

To view what is in a folder, click the black triangle to the left of the folder icon. To run a report, click the magnifying glass to the left of the report name and click the appropriate button.

  • Inbox: Reports in this folder are only accessible by the user. When a new report has been added to this folder, the link at the top right will say "ART: Unread Messages". Two ways of adding a report to this folder:
    1. Schedule a report. Once it is done, you will find it in your Inbox.
    2. Another user can "Send" a report to your Inbox.
  • Available Reports and Templates: This is a default folder where Bowman keeps its report manuals and unmapped reports. In general, users will not need to access this folder.
  • Bowman Systems Resources: This is a default folder where Bowman keeps much of its documentation about ART and its ART reports.
  • Public Folder: Everything under this folder is visible to all ART users.
    • ART Gallery Reports and Resources: This is a default folder where all of the Bowman created reports and report manuals are stored. Whenever we are notified that Bowman has released a new version of a report, HMIS Staff at COHHIO goes here to retrieve a copy to put in the appropriate Balance of State HMIS folder. We do not have control over what reports are here. Users should not need to access this folder.
    • Balance of State HMIS: This is the folder that contains all the reports you will need.
      • APRs: This folder contains all Annual Performance Reports. Subfolders delineate which APR reports are inside.
        • The CoC folder contains the HUD CoC APR (0625), the HUD CoC APR Detail (0623).
      • As Needed and Custom Reports: This folder contains reports that are not required, but have either been requested by agencies or are simply there in case an agency finds them useful.
      • COHHIO only: This folder is for HMIS Staff at COHHIO and ODSA to keep reports that are needed to help with maintaining the HMIS.
      • Data Quality: This folder is where all your Data Quality reports are. There are subfolders to help make clear what reports should be run monthly and what reports should be run annually.
      • PATH: PATH reports are kept here.
      • SSVF: All SSVF reports (including APRs and Data Quality reports) are in this folder.
    • Dashboard Reports In-Use:  This is also a default folder created by Bowman. Any report COHHIO HMIS Staff put here can be used in the dashboard on your Home Page. This folder is empty because we do not recommend using ART reports on your Dashboard.
    • Recycle Bin (Public): Any reports that have been deleted recently will go here. Users with Viewer licenses cannot delete reports, so it is rare this folder would be accessed.

 

3. Scheduling Reports in ART

3.1. How to Schedule a Report (ART ONLY)

Scheduling reports with ART can save time and hassle. The advantages of scheduling reports are:

  1. Reports can be set to run daily, weekly, or monthly, saving you the time of having to run the same report with the same criteria over and over again. This cuts down on errors in running reports as well.
  2. Reports can be set to land in another user's ART Inbox if needed. (See Step 9 below for more info.)
  3. Running a report using scheduling puts the processing load on Bowman's servers instead of on your machine, so it actually runs faster.
  4. Scheduling reports bypasses some browser compatibility issues with ART, so if you are having browser issues, scheduling is a good workaround.

The disadvantages of scheduling reports are:

  1. There is no quick way to clear out your ART Inbox or Schedule Reports, so you have to delete reports and jobs one by one.
  2. Scheduling recurring reports can only be done with the same exact report criteria for every instance. For example there is not a way to schedule a data quality report with an end date of "today". However, a workaround is to make the End Date a date way into the future, this way, until we get to that date, it will be including everything.

HOW TO SCHEDULE A REPORT (for ART users only):

  1. Log into ServicePoint, click on "Connect to ART" in the top right of your screen.
    ART: Connected link
  2. Navigate to the report you would like to schedule.
  3. Click the magnifying glass icon then click "Schedule Report".
    Schedule button
  4. When the Prompts dialog box comes up, go through all the prompts BEFORE clicking "Next". Click in the top window, then follow onscreen instructions to answer the prompts. Refer to the guidance on how to run your APR if you are unsure about how to answer the prompts. If you accidentally click "Next" before finishing answering all the prompts, you will need to close the window and start back at Step 2.
    How to Navigate the prompts
  5. Once all the prompts have been answered, click "Next".
    Next
  6. The Schedule Report screen will come up next. You can edit the report name, select how you would like the report to export, choose whose ART Inbox the report should go into, and how many times you would like this report to run. Keep in mind every time it runs, it will run using the prompts you just filled in each time. If you would like it to just run once (right now), then select "Once" and leave the date fields alone. If you would like it recur on a certain schedule, you can set that up as well. Click Send.
    schedule window
  7. OPTIONAL: Once you have clicked "Send", you can watch the progress of the report by clicking "Refresh" at the very bottom of your ART browser. To kill a job, simply click the red minus circle. If there is an error, you will see that in the Status column.
    job
  8. If the report takes awhile, you can continue working in HMIS while the report is running. 
    unread messages
  9. Once it finishes, open your ART Inbox.
    ART Inbox
  10. Click the magnifying glass icon and then "Download" in order to download the report to your computer.
    download, delete, send, etc.
  11. Also from this window, reports can be sent to a colleague if they have ART (Send button), copy it into your Favorites folder (Organize button), or Delete it (Delete button).

4. ART Reports

4.1. RRH and PSH Move In Date Report

Executive Summary: The RRH and PSH Move In Date Report can be run by any Rapid Rehousing or Permanent Supportive Housing project. It is not a "Data Quality" report in that it will show all Entries into the project between the report dates regardless of whether or not there are problems. It will show when each household entered the project, when they were housed by the project, and when they exited. It classifies clients as either Exited and Housed "Yes", Exited and Not Housed "No", "In Project, housed", or "In Project, not housed yet".

Purpose: This report returns HMIS data about clients in any RRH or PSH project so that case managers and HMIS users can align the data more closely with reality and so that case managers can quickly get a list of households that are in the project but awaiting housing. It also helps program managers keep an eye on a project's average "Time to House".

Frequency: As often as necessary to ensure that all your clients have accurate Move-In Dates (or lack thereof, if that's the reality).

Compatibility and system requirements: This version of the report requires ServicePoint 5x and ART 3x.

Prerequisites and workflow requirements:

  • All households have exactly one Head of Household designated in the "Relationship to Head of Household" field inside the assessment (not the one in the Households section!)
  • All Duplicate Entry Exits should be corrected.
  • All Housing Move In Dates should be entered correctly (if applicable) into each household member's assessment for ALL RRH clients and for PSH clients with Entry Dates on or after 10/1/2017.
  • All clients entering your PSH or RRH project are being entered into HMIS REGARDLESS of whether they wind up being housed through the project. If the household does not wind up in housing, users should exit the household to the closest to accurate Destination they can get. This applies to PSH beginning on or after 10/1/2017 and RRH since... forever.

Instructions:

  1. The report is located in ART. Navigate to the Public Folder > Balance of State > Data Quality and Performance > Monthly > RRH and PSH Move In Date Report and click the magnifying glass.
  2. Choose View Report.
  3. Select your provider and report dates. Remember EDA Provider is always "-Default Provider-" and Effective Date always = Report End Date.
  4. Click Run Query.
  5. Save report to either Excel or .pdf if desired.

Interpretation:

As alluded to in the Executive Summary, this report is NOT a Data Quality report in the strictest sense. However, like a Data Quality report, this report also shows where there is questionable or incorrect Move In Dates. This is to help identify issues that may need to be corrected, but you should continue to use the "Data Quality All Workflows" report to check your general level of data quality at the project level.

At the top of the first page, you can see the Average Days to House for the date range you selected. The data block below shows the detail of how that was derived.

For Rapid Rehousing, the goal is 21 days, but for PSH, there is no goal currently set since we have never had this data before. The Performance and Outcomes will be looking at the data to get a baseline so that goals can be set later. As shown above, the clients are grouped by household so that you can see that all your Move In Dates were recorded, etc.

Above, you can see the more recently-served clients and the diversity of situations the report covers. You can see the household that exited without housing, the households that are already housed, and one household that has been waiting to be housed since August. That one may just be lacking their Move-In Date.

Any questions about this report can be directed to hmis@cohhio.org.


4.2. PSH Eligibility and Prioritization by County

Executive Summary: The PSH Eligibility and Prioritization by County report serves two purposes:

  1. Helps permanent housing projects prioritize those clients in their area who are most in need of permanent housing.
    • This is part of the Coordinated Entry process all Homeless Planning Regions use. Please read over this policy document for a broader understanding of the goals of Coordinated Entry and how this report fits into achieving them.
    • Audience: Permanent housing projects like PSH and RRH, also Homeless Planning Region Executive Committees looking at prioritizing efforts across their region.
  2. Helps the Chronic workgroup to maintain its Chronic By Name List (BNL)
    • This is part of the Ending Chronic Homelessness workgroup's process to end chronic homelessness.
    • Audience: Ending Chronic Homelessness workgroup members and CoC staff

Purpose: This report returns HMIS data about clients in our Continuum of Care who are in greatest need of permanent housing, thereby allowing collaboration between agencies in targeting their resources to these families and individuals.

Frequency: As often as required by your Coordinated Entry process or the Ending Chronic Homelessness workgroup process.

Compatibility and system requirements: This version of the report requires ServicePoint 5x and ART 3x.

Prerequisites and workflow requirements:

  • All households have exactly one Head of Household designated in the "Relationship to Head of Household" field inside the assessment (not the one in the Households section!)
  • All clients should have their County in which Client is being Served data element completed at entry.
  • All Duplicate Entry Exits should be corrected.
  • The Approximate Date of Homelessness field should be as accurate as possible.
  • All Disabilities should have the "If Yes, of long duration" data element populated.
  • All literally homeless clients should have a VI-SPDAT score recorded and all literally homeless families should have a VI-FSPDAT recorded.

Instructions:

  1. The report is located in ART. Navigate to the Public Folder > Balance of State > As Needed and Custom Reports > PSH Eligibility and Prioritization by County report and click the magnifying glass.
  2. Choose View Report.

  3. Like in all ART reports, leave "EDA Provider" as -Default Provider-.
  4. Select any grouping of counties (or a single county) you would like to see. If you are running this for purposes of updating the BNL, choose ALL counties.
  5. The "Exited Since" prompt is not important for users running this report as part of Coordinated Entry; you can leave the date as it is. For updating the BNL, enter the date on which the BNL was last updated.

  6. The report is divided into tabs:
    • Prioritization: HHs lists any households that need to be prioritized in the counties selected. Includes SPDAT scores.
    • Prioritization: Singles lists any individuals that need to be prioritized in the counties selected. Includes SPDAT scores.
    • Prioritization: Detail lists all households and individuals for prioritization along with more information about each client. Does not include SPDAT scores.
    • Contact Info: Lists all the providers of the clients on either the Prioritization or BNL along with their contact info.
    • Current Chronic BNL: Lists Heads of Households that are currently chronically (or "maybe" or "nearly") homeless in the counties selected. Run on all counties, this tab is the full By Name List.
    • Recently Housed BNL: Lists chronically homeless Heads of Households that have exited or were housed since the "Exited Since" date. These households and individuals would need to be updated on the By Name List to show that they exited.
    • Raw Current Clients Data: Lists all clients in the Prioritization and BNL lists.


  7. Above is the Prioritization: HHs tab. It includes families who may be eligible for PSH within the counties selected in the prompts.
    • The first data block will not appear if there are no data quality issues in regards to how the household members' "Relationship to Head of Household" data was entered. If there is a household where zero or multiple clients were designated as the Head of Household, they will show. If you see this data block, it is very important that this data is corrected as soon as possible.
    • In the second data block, it is showing two families with a total of 5 clients. "HH Size" indicates how many clients are in the household, so to figure out how many individual clients, you can add the HH Sizes.
    • Because these families are in Region 13, who has implemented their Coordinated Entry process, you can see these families' VI-FSPDAT scores and prioritize accordingly.
    • Veterans will be highlighted in yellow. Any household currently in a TH project will be in gray as they are not to be prioritized over those in Shelter or Unsheltered.
    • Any households in the Unsheltered provider will show here as well. If you see a household in the Unsheltered provider where the County data is missing, they may not be in your area— clients like this will show on this report regardless of which counties are selected!


  8. Above is the Prioritization: Singles tab. It includes individuals who may be eligible for PSH within the counties selected in the prompts.
    • Because these individuals are in Region 13, who has implemented their Coordinated Entry process, you can see the individuals' VI-SPDAT scores.
    • Veterans will be highlighted in yellow. Any household currently in a TH project will be in gray as they are not to be prioritized over those in Shelter or Unsheltered.
    • Any clients in the Unsheltered provider will show here as well. If you see a client in the Unsheltered provider where the County data is missing, they may not be in your area clients like this will show on this report regardless of which counties are selected!

  9. Above is the Prioritization: Detail tab. It is meant to show all households and individuals who may be eligible for PSH within the counties selected in the prompts.

  10. Above is the Contact Info tab. It is meant to show all providers with any households or individuals currently homeless and potentially eligible for PSH.


  11. Above is the Current Chronic BNL tab. The report for this demo was only run on the counties in Region 13, so this is only showing those clients currently in Region 13 who are on the larger Balance of State Chronic By Name List.
    • For a client to be considered "chronically homeless", they, or someone in their family, have to meet the HUD definition.
    • In this report, we are considering anyone who is either one month or time away from meeting the definition as "Nearly" Chronic.
    • In this report, we are considering anyone who would meet the definition if we knew whether or not their disability was "of long duration" as "Maybe" Chronic.
    • Just like on the Prioritization: HHs tab, if there are any clients that should show on this list but cannot because they do not have exactly one Head of Household, a data block with a red header will appear with that information so that this data can be corrected as quickly as possible and that client/household can show on the list properly.
    • This report totals the number of Households as well as the number of Individuals. The total number of households is calculated by counting the number of Heads of Household on the list. The total number of Individuals is calculated by summing the "HH Size" column.
    • As we begin to collect more Chronic By Name List data in HMIS, this report will begin to include that to help with maintaining the more complete list.
    • This list is to be exported to Excel and then uploaded to the Google docs spreadsheet maintained by the Ending Chronic Homelessness workgroup.


  12. Above is the Recently Housed BNL tab. It is meant to show any individuals or households who were Chronic at Entry and who exited between the "Exited Since" date prompt through "yesterday". This report's "Exited Since" date was 5/1/2017, so you can see the more recent exits.
    • This list is meant to help with maintaining the BNL so that those who are exited can be updated on the Chronic By Name List.
    • Those clients who exited to a temporary destination are in orange to indicate that the client may need to stay on the By Name List.
  13. The final tab is the Raw Current Clients Data which will be immaterial to most users, but in general it shows all households and clients along with their Chronic Statuses, Entry Dates, and Counties.

If you have any questions about how this report works or the data it is showing, please email hmis@cohhio.org.


4.3. Housing Inventory Count Verification Report

Executive Summary: This custom ART report has been created to give providers direct knowledge of what data is in HMIS about any given project and offers a way to request changes to that data. The report is used once a year by all providers during the Housing Inventory Count (about January to March) and all year round to request that we modify any provider data that changes during the year. For non-HMIS-participating agencies, the County Contact will run the report on all the non-HMIS-participating agencies in that contact's county and send it in at least annually during the Housing Inventory Count process.

Purpose: This report returns HMIS data about selected providers and gives space for the user to verify current data and/or request changes to that data.

Audience: This report is intended for all Ohio Balance of State projects wanting to check that their provider data is accurate, whether it is for the Housing Inventory Count or simply to send in changes that occur for the project(s) during the year.

Frequency: At least annually, plus whenever a change occurs to provider data.

Compatibility and system requirements: This version of the report requires ServicePoint 5x and ART 3x.

Prerequisites and work flow requirements: Since this report does not rely on client data, there is no specific workflow required.

   Providers are included in the report if they have:

  •     A Project Type Code of either ES, TH, RRH, HP, PSH, Services Only, Safe Haven, Outreach
  •     If the County prompt is used, the Provider must have the County field in their Location saved.
  •     If the Non-HMIS prompt is used, the "Uses ServicePoint" flag must be set correctly.

Instructions:

  1.     For basic instructions on how to use ART to run a report, click here.
  2.     To run the HIC Verification report, go into ART and navigate to the Public > Balance of State HMIS > As Needed > Housing Inventory Count folder.
  3.     Click the magnifying glass on the "Housing Inventory Count Verification" report.
  4.     Click either View, Schedule, or Edit.
  5.     All three prompts are optional, however you should always use at least one of the prompts. If you are running this report on the providers that you are responsible for, use the Provider(s) prompt and be sure the "Enter No" and "County" prompts are clear. It will look like this:
  6. three optional prompts: provider(s), Non-HMIS participating, and County. The Providers one is selected and there are three providers selected in the panes below. The active button says "Run Query".
    Figure 1: Using Provider Prompt

     If you are running this report on the non-HMIS-participating providers as the County Contact for the Housing Inventory Count process, clear the Provider(s) prompt of all providers and use the "Enter No" and "County" prompts:

    Figure 2: Using County and Non-HMIS-Participating Prompts

  7. Review the report to be sure the providers shown are correct. Save your report to .pdf and print it.
  8. For each row, if the data that is already in HMIS is correct, please check the box in the "Correct?" column. If the data is not correct, write what it should be in the "If not correct, enter corrected data" column.
  9. Have your HMIS Administrator or Executive Director sign and date each provider's form regardless of if you are sending this in for Housing Inventory Count purposes or if you are sending it in because there's been a change.
  10. Send to COHHIO via email (ohioboscoc@cohhio.org) or fax it (614.463.1060) or mail it (175 S Third Street, Suite 580, Columbus, OH 43215).

Some information that may help to understand while completing the form:

Target Populations: DV (domestic violence), HIV (persons with HIV/AIDS), and NA (neither).

Bed Counts: Not all project types use the concept of bed counts, and some use them differently than others. Prevention, Outreach, and Services Only projects will not have any bed records at all. Rapid Rehousing has bed counts, however, they are only reported during the HIC, and even then it is simply based on how many clients were in the project on the night of the Point in Time Count. So there would not be any need for Rapid Rehousing projects to correct or worry about adjusting their bed counts since it is not used in bed utilization reporting, the AHAR, or any other report. Where bed counts are crucial are for Emergency Shelters, Transitional Housing, and PSH projects.

Bed and Unit Availability: Whether the beds and units are available on a planned basis year-round, or seasonally (during a defined period of high demand), or on an ad hoc or temporary basis as demand indicates.

  •     Year-Round: Year-round beds and units are available on a year-round basis.
  •     Seasonal (Emergency Shelter Only): Seasonal beds are not available year-round, but instead are available on a planned basis, with set start and end dates, during an anticipated period of higher demand.
  •     Overflow (Emergency Shelter Only): Overflow beds are available on an ad hoc or temporary basis during the year in response to demand that exceeds planned (year-round or seasonal) bed capacity.

Bed Type (Emergency Shelter Only):

  •     Facility-based: Beds (including cots or mats) located in a residential homeless assistance facility dedicated for use by persons who are homeless.
  •     Voucher: Beds located in a hotel or motel and made available by the homeless assistance project through vouchers or other forms of payment.
  •     Other: Beds located in a church or other facility not dedicated for use by persons who are homeless.

Dedicated beds means that those beds can ONLY be used for that population. If you claim all of your beds are dedicated to veterans, that means if a client is not a veteran or there is a household without any veterans, you do not serve them. (This is as opposed to saying your beds are "prioritized" for veterans, which would mean that if there are no homeless veterans or veteran households in your community, you will serve non-veteran clients/households.)

Funding Sources:

  •     The form only shows what funding sources we have a record of for any given project along with a Grant Start date. For the full list of funding sources, please review the list on the "Additional Information" tab.
  •     The Grant Start dates were entered into HMIS on arbitrary dates— please do not use this data to track your grant unless you are updating us with the correct dates. When "Funding Source" was added to Provider Admin, we had to enter a date to get certain reports to run, so we guessed. We do NOT intend to track each grant renewal in HMIS. What we want to know here is any funding changes that indicate the gain or loss of a funding source.

Report a New Project:
During the HIC process, use the New Project Form to report in new projects that began operating in the last year OR that will begin operations within the next year. This will include DV projects, other non-HMIS-participating projects, and any project that has been funded but has not yet begun serving clients. Users can also use this form during the year to notify us of new projects as they begin serving clients.

The Inventory Start Date is the date the project started or will start to serve clients.

2017 HOUSING INVENTORY COUNT INFORMATION:

If you are an HMIS Agency Administrator for any agency:

Run the ART report: Public > As Needed and Custom Reports > Housing Inventory Count > Housing Inventory Verification report. There are three optional prompts. The only prompt you need to select is the “Provider(s)” one. Choose all the providers you are the HMIS Agency Administrator for. Run the report, save to .pdf, and print. Download the guidance document and print page 25, the coversheet. Fill out both the coversheet and each page of the HIC Verification report. If you have a new project that should be added to the Housing Inventory Chart, you can use the form included in the ART report, otherwise, you will not need to send that. For guidance on how this report works and what some of the terms and fields mean, please refer to our Knowledge Books here: http://hmis.cohhio.org/index.php?pg=kb.page&id=119

If you are the HIC/PIT County Contact for your County:

Run the ART report: Public > As Needed and Custom Reports > Housing Inventory Count > Housing Inventory Verification report. There are three optional prompts. You will need to select two of these prompts: the County prompt and the one that says “Enter No if you want to see Non-HMIS Participating Providers Only”. Type “No” for the “Enter No if…” prompt and choose your County for the County prompt. Run the report, save to .pdf, and print. Download the guidance document and print page 25, the cover sheet. Fill out both the cover sheet and each page of the HIC Verification report. If you have a new project that should be added to the Housing Inventory Chart, you can use the form included in the ART report, otherwise, you will not need to send that. For guidance on how this report works and what some of the terms and fields mean, please refer to our Knowledge Books here: http://hmis.cohhio.org/index.php?pg=kb.page&id=119

If you are both the HIC/PIT County Contact for your County and you are also the HMIS Agency Administrator for any agency:

Follow both sets of instructions above separately. You will run the HIC Verification report twice, once as the HIC/PIT County Contact and once as the HMIS Agency Administrator.

Please read the guidance document for more details about how to submit the reports back to COHHIO and work with your local agencies to be sure the Balance of State guidelines are being followed.


4.4. HUD Annual Performance Report (the old APR)

This report is located in Public > Balance of State HMIS > APRs > CoC folder. These instructions assume you already know how to run an ART report, and that you have chosen "View Report". However, these instructions also apply if you are using the Schedule Report feature, even if the screenshots will look slightly different.

Prompts:

screenshot of the prompts screen

0625 HUD CoC APR or 631 CoC APR Detail – Report Prompts

1. Leave Select Provider Group(s): defaulted to '-None Selected-' and click on Select Provider(s):

  • Remove any unwanted providers from the Selected Provider box on the right by double-clicking the provider.
  • Add any provider you are reporting on by double-clicking them in box on the left to move them to the Selected Provider list on the right.

2. Click on Enter Start Date:

  • Enter the start date of the date range for which you want to report.

3. Click on Enter End Date PLUS 1 Day:

  • Enter the day after the last day of the date range for which you want to report.

4. Click on Select Entry Type:

  • If HUD is not already selected, double-click HUD to select it as the program type to report.  This pulls in all program Entry/Exits which have been entered as HUD in HMIS for the selected provider.

5. Click on Enter Adult Age:

  • If 18 is not already selected, enter 18 as the age for the report to calculate the age when participants are considered adults in your programs.

6. Leave EDA Provider set to: -Default Provider-

7. Click on Enter Effective Date:

  • You should always set this prompt to match what you put in for the End Date PLUS 1 Day.

8. Click on Is using the Receiving Income Source field part of your workflow for HUD reporting?

  • If Yes is not already selected, double-click Yes to set it as the answer to this prompt.

9. Click on Is using the Receiving Benefit field part of your workflow for HUD reporting?

  • If Yes is not already selected, double-click Yes to set it as the answer to this prompt.

10. Click on Is using the Disability Determination field part of your workflow for HUD reporting?

  • If Yes is not already selected, double-click Yes to set it as the answer to this prompt.

11. Click on Is using Interim Reviews part of your workflow for HUD reporting?

  • If Yes is not already selected, double-click Yes to set it as the answer to this prompt.

12. Click Run Query at the bottom of the Report Prompts Box

  • Your report should typically take about 2-3 minutes to run.  When it is finished, you will see the results of the report in your browser.
  • You should Save this report before printing or viewing it any further.

13. Click on Document at the top left of the report window.

  • Click 'Save to my computer as:'
  • Click 'PDF'

Your web browser will now prompt you to follow the usual steps you use to save a file downloaded from the internet.

The report is a multipage report, stored on your computer, which you can now Open, View, and Print from a PDF compatible program.

To Export to PDF or Excel:

Once you have run the report using View Report, Click the Documents button in the top left of your screen, then choose "Save to my computer as...", then select either PDF or Excel. Your browser will then handle this as it would any other internet download, based on your browser settings.

If you are using Schedule Report, then once the prompts have been filled out and you are to the screen named "Schedule Report", simply select "Excel" for the Report Format field. The Excel workbook will show in your ART Inbox once the job completes.

4.5. Quarterly Progress Report - Project Level

Executive Summary: This custom ART report has been created to supplement the CoC-level Quarterly Progress Report which was designed to fulfill the requirements of the Ohio Balance of State Continuum of Care (BoS CoC) Performance Management Plan. The CoC-level report returns aggregate data on all providers for each performance goal laid out in the Performance Management Plan. The Project-level Quarterly Progress Report returns aggregate and client-level data on a single provider at a time. The layout of the report is meant to match that of the Performance Management Plan as closely as possible, with added client-level detail. Projects wishing to predict how their data will display on the larger CoC-level Quarterly Progress Report can use this report to insure that the data to be reported is complete and accurate.

Purpose: This report returns HMIS data that monitors projects on the agreed-upon performance measures as laid out in the Performance Management Plan.

Audience: This report is intended for all Ohio Balance of State HMIS-participating projects wanting to check their progress in relation to Ohio Balance of State CoC goals. While this report will allow users to run any provider's data, it will only show correct data for the provider that user has permissions to view. Do not try to run this report on a project's data that you do not have access to because the data it will return will be incomplete.

Frequency: The CoC-level report will be published quarterly. The first quarter of the year, the report will contain Quarter 1 (Q1) data, and then each quarter will include data from the previous quarters back to Q1. The fourth quarter will include a full year of data. It is recommended that agencies run the Project-level QPR at the end of each quarter.

Compatibility and system requirements: This version of the report requires ServicePoint 5x and ART 3x.

Prerequisites and work flow requirements: Following the standard workflow for each agency's program type should yield complete and accurate data.

  Clients are included in the report if they have:

  • A program Entry by any of the providers with the selected Program Type Code that is after the chosen Report Start Date – OR –
  • A corresponding program Exit date that is either null (because the client has not yet exited) or falls on or after the first day of the reporting period.

  Other requirements:

  • All clients need complete, accurate, and updated income and non-cash data.
  • All clients need complete and accurate Exit data, especially Destination.

Note: Portage Family and Community Services' Transitional Housing 1 SSO is considered a Transitional Housing provider for purposes of HUD reporting, but for CoC purposes, it is considered an SSO. Therefore, whenever this provider is selected, the data will be displayed according to the SSO project type's goals, despite its Program Type Code of TH.

Similarly, the RROhio projects have to be Transitional Housing projects in their provider settings for HUD purposes even though they are really Rapid Rehousing projects for CoC purposes. Therefore, these providers and their data also pull into the report and then the data is displayed based on the RRH project type's goals, despite its Program Type Code of TH.

Instructions:

For basic instructions on how to use ART to run a report, click here.

  1. To run the Project-level QPR, go into ART and navigate to the Public > Balance of State HMIS > Data Quality and Performance > Quarterly folder.
  2. Click the magnifying glass on the "Quarterly Progress Report Project Level" report.
  3. Click either View, Schedule, or Edit.

    prompts
  4. When the prompts appear:
    1. Select the Provider Name (if the provider box is empty, click the "Refresh Values" button),
    2. Leave the EDA Provider as <Default Provider>
    3. Enter the Start Date,
    4. Enter the Report End Date, and
    5. Enter the Effective Date. The Effective Date should always match the Report End Date.
  5. Click "Run Query" and the report will load. The report has a total of eight tabs: A-H.

Tab A- Destinations

The Destinations tab is applicable to the following Program Types: Transitional Housing (TH), Services Only (SSO), Emergency Shelter (ES). For each of these Program Types, the header will indicate what the goal is, based on what is in the Performance Management Plan. For Permanent Supportive Housing (PSH), Safe Haven (SH), and Rapid Rehousing (RRH) projects, this tab will still return the data in the report, but it will indicate in the header that there is no specific goal for this performance measurement. The data on this tab for PSH, SSO, and RRH will not be published in the final report.

As per the Performance Management Plan, regardless of if the selected project meets the goal, if the Data Quality percentage of missing data is too high, the goal will be considered "not met". For Emergency Shelters, data quality for the Destinations tab must be less than 10% missing; all other program types must be less than 2% missing.

The data presented is based on three components:

Leaver Count: Count of all leavers. A leaver is defined as any client who exited during the reporting period. This differs from the way the HUD CoC APR calculates a leaver. On the APR, clients who exited during the reporting period but who were back in the project on the Report End Date are counted as stayers, even though they had an exit during the reporting period. So often, leaver counts on the CoC QPR will seem inflated when compared to the HUD CoC APR.

Permanent Destinations: Count of all program exits with Destinations considered permanent:

  • Owned by client, no housing subsidy
  • Owned by client, with housing subsidy
  • Rental by client, no housing subsidy
  • Rental by client, VASH Subsidy
  • Rental by client, other (non-VASH) housing subsidy
  • Permanent supportive housing for formerly homeless persons (such as SHP, S+C, or SRO Mod Rehab)
  • Staying or living with family, permanent tenure
  • Staying or living with friends, permanent tenure

Please note that this is counting each exit during the reporting period, so if a client exited twice during the reporting period, each exit will be counted separately here. This means that the number of Permanent Destinations could exceed the number of Total Leavers.

Missing Destination: Count of all program exits with Destination of "No Exit Interview and Destination Data Not Obtained".

Tab A Destinations

The report shows how the project's numbers were derived, calculates a percentage, and then compares it to the goal for the program type, as laid out in the Performance Management Plan. If the goal is achieved, it will look like the above image. In the data block below the summary data, users can see exactly which Client IDs are being counted in relation to the goal. This gives projects an easy way to check the accuracy of their data. All HMIS data must match the documentation in the client's file.

Tab B: Permanent Housing PSH

Tab B is the Permanent Housing tab for PSH and Safe Haven projects. For each of these Program Types, the header will indicate what the goal is, based on what is in the Performance Management Plan. Instead of looking only at what the Destinations were for leavers, it is also counting stayers. For Transitional Housing, Emergency Shelter, and Rapid Rehousing projects, this tab will still return the data in the report, but it will indicate in the header that there is no specific goal for this performance measurement. The data on this tab for TH, ES, SSO, and RRH program types will not be published in the final report.

Missing data causes the goal to show as "not met" if it is over 2% for either project type.

The data presented is based on three components:

Clients Count: A deduplicated count of all clients who had a program stay during the reporting period.

Stayers Perm Destinations: Adds the number of stayers to the number of clients who left to a permanent destination.

Missing Destination Clients: Count of all exits with Destination of "No Exit Interview and Destination Data Not Obtained".

The report shows how the project's numbers were derived, calculates a percentage, and then compares it to the goal for the program type, as laid out in the Performance Management Plan. If the goal is achieved, it will look like the above image. In the data block below the summary data, users can see exactly which Client IDs are being counted in relation to the goal. This gives projects an easy way to check the accuracy of their data. All HMIS data must match the documentation in the client's file.

Green bolded text indicates that the client is being counted as a positive outcome. Red indicates missing or incorrect data, and a gray font  indicates the client either exited after the Report End Date or they have not exited yet.

Tab C: Length of Stay PSH

Tab C is the Length of Stay tab for PSH and Safe Haven projects. For each of these Program Types, the header will indicate what the goal is based on the Performance Management Plan. Instead of looking only at what the Lengths of Stay averages were for leavers, it is also counting stayers because this is the way HUD has measured it in the past. For Transitional Housing, Emergency Shelter, and Rapid Rehousing projects, this tab will return the data in the report, but it will indicate in the header that there is no specific goal for this performance measurement. The data on this tab for TH, ES, SSO, and RRH program types will not be published in the final CoC-level report.

Missing data is not calculated for this report because there is no way to measure if the Entry Dates and Exit Dates are correct.

The data is presented based on three components:

Leaver and Stayer LoS >180: This calculates the number of program stays where the number of days between the Entry Date and the Report End Date or Exit Date is greater than 180.

Entry Exit Count: This calculates how many program stays during the reporting period. This count can differ from the Client Count if a client exits and re-enters a program within the reporting period.

Client Count: This calculates how many clients stayed in the program during the reporting period.

The percentage measured is the number of program stays that were greater than 180 days divided by the number of Entry Exits. The Client Count is for informational purposes only.

Notice the Report End Date is 4/3/2014 and the clients listed had not exited the program by the Report End Date, thus the gray font.

The image above indicates the goal was missed by 18.6%, and it was due to at least a couple of clients who had entered the program just shy of the Report End Date. This measure is problematic in many ways, but again, it is in the Performance Management Plan because HUD has measured it. They have started to drop this measure, so next year's Performance Measurement Plan may drop it as well.

All HMIS data must match the documentation in the client's file.

Tab D: Employed at Exit

Tab D is the Employed at Exit tab and applies to all projects. For each of these Program Types, the header will indicate what the goal is, based on the Performance Management Plan. The data for this report is looking at adult leavers with Earned Income at the time the client exited.

Missing data for this report refers to any income data where the Income Received in the Past 30 Days field, the Total Monthly Income field, and the subassessments do not align. There will be situations where the QPR CoC Level will read differently than the QPR Project Level because of visibility and permissions settings that cannot be resolved at this time. Please compare the two reports carefully and contact the HMIS Department if there are any large discrepancies.

The data is presented based on four components:

Earned Income at Exit: Counts all adult leavers that have an active income subassessment record of "Earned Income" where "Receiving Income Source?" is "Yes".

Adult Leaver Count: Counts all Adult Leavers in the program who left the program during the reporting period.

Leaver Count: Counts all Leavers. It is for comparison purposes only and is not used in any further calculations.

Missing Income Count Leavers Only: Counts how many adult leavers have missing or incorrect income data. For instance, if a client is showing a subassessment for Earned Income that has no End Date, but the Income Received in the Past 30 Days field is set to No at Exit and the Total Monthly Income field is "0" at Exit, this client will show as having "Missing" data. It is more accurately called "Incorrect" rather than "Missing". Still, the data is questionable and will count against the data quality requirements of meeting the goal.

Notice that while 3 is actually 15% of 20, and so this project would have met the goal, there is too much "Missing Data", so the goal is considered not met.

Also, note that many of the clients in the detail section in the image above do have income, but none of it is "Earned Income". This is why the "Earned Income At Exit" is "No" for the clients shown.

All HMIS data must match the documentation in the client's file.

Tab E: Maintain or Increase Income

Tab E is the Maintain or Increase Income tab and applies to all projects. For each of the Program Types, the header will indicate what the goal is, based on what is in the Performance Management Plan. The data for this report is looking at adult leavers and stayers who either maintained their income (all kinds) or increased it during the program stay.

Missing data for this report refers to any income data where the Total Monthly Income field, the Income Received in the Past 30 Days field and subassessments do not align. There will be situations where the QPR CoC Level will read differently than the QPR Project Level because of visibility and permissions settings that cannot be resolved at this time. Please compare the two reports carefully and contact the HMIS Department if there are any large discrepancies.

From the image above, the program stays where the client maintained or increased their income is 55 out of 146 stays, making for 38%, where the goal for Emergency Shelters is 50%. The detail below shows the Client IDs, entry and exit dates, Income at Entry, and then Income at Exit or at the Report End Date. If the client had not exited by the Report End Date, date in the "Exit Date or Report End Date" will be in a gray font and indicate what the Report End Date is. The Income Comparison column will indicate whether the stay is considered Increased, Maintained, Missing, or No Income. The positive outcomes are green bolded, missing data is in a red font, and outcomes not considered positive or missing will be in black.

All HMIS data must match the documentation in the client's file.

Tab F: Non-Cash Benefits at Exit

Tab F is the Non-Cash Benefits tab and applies to all projects. For each of the Program Types, the header will indicate what the goal is, based on the Performance Management Plan. The data for this report is looking at all leavers and stayers who had at least one Non-Cash Benefit at either exit or the Report End Date.

Missing data for this report refers to any Non-Cash data where the Income Received in the Past 30 Days field that pertains to Non-Cash Benefits is either not answered at Exit, or it is answered but subassessments do not align with the answer selected. There will be situations where the QPR CoC Level will read differently than the QPR Project Level because of visibility and permissions settings that cannot be resolved at this time. Please compare the two reports carefully and contact the HMIS Department if there are any large discrepancies.

This report presents the data based on 3 components:

Leavers: Counts all clients who exited during the reporting period, even if they were in the program (again) on the Report End Date.

NonCash at Exit: Counts all program stays where the Receiving Non Cash Benefits at Exit field is set to "Yes (HUD)" upon exit from the program stay.

Missing NonCash at Exit: Counts all clients where there is either a null for the yes/no question pertaining to Non-Cash, or the answer selected does not align with the subassessments.

This agency also missed meeting the goal because of Data Quality. Even though the Receiving Non Cash Benefits at Exit field was answered at Exit, the client IDs with "Missing" is indicating that there are subassessment records that do not align to the Receiving Non Cash Benefits at Exit yes/no answer.

All HMIS data must match the documentation in the client's file.

Tab G: Length of Stay

Tab G is the Length of Stay tab and applies to TH, ES, RRH, and SSO projects. Transitional Housing projects that are facility based have different goals than voucher based transitional housing projects, so the report breaks out each type. For each of the Program Types, the header will indicate what the goal is, based on what is in the Performance Management Plan. The data for this report is looking at the length of stay for each program stay for all leavers.

Missing data is not calculated for this report because there is no way to measure if the Entry Dates and Exit Dates are correct.

This report presents the data based on 4 components:

Client Count: Counts all clients served during the reporting period.

Entry Exit Count: Counts all program stays during the reporting period.

Length of Stay >180: Counts the number of program stays with a Length of Stay greater than 180 days, counting from the Entry Date to either the Exit Date, or if the client had not exited by the Report End Date, the Report End Date, as selected in the prompts.

Average Length of Stay: Adds the Length of Stay calculations for each program stay and divides that number by the number of program stays during the reporting period.

 

 

This particular image shows an Emergency Shelter's average which meets the goal of being less than 40 days for Emergency Shelters. This goal changes depending on the Program Type of the agency running the report, according to the Performance Management Plan. The Client IDs are listed, along with the Entry and Exit Dates and the calculated Length of Stay for that program stay.

All HMIS data must match the documentation in the client's file.

Tab H: Report Criteria

The final tab shows which prompts were selected when running the report and gives some basic information about the report and compares the data reported here to the data reported on the CoC APR.

It is recommended that this report be run starting from the beginning of the current calendar year at least every quarter, but agencies are welcome to use any date range, as needed.

4.6. QPR Changelog

CoC-Level QPR Changelog
Version 2
Changes a. Modified report logic to include HCRP and SSVF projects in the Rapid Rehousing section.
  b. Corrected the Rapid Rehousing goal for Length of stay from 120 days to 150 days to match the text of the BoS CoC Project Management Plan.
Date Available 5/15/2014
   
Version 3
Changes a. Modified the report logic to correct for the changes to the ART universes in regards to Provider Assessment data.
Date Available 7/11/2014
   
Version  3.1
Changes Fixed Alerters on Tabs A and G. Also added logic in the queries to only look at Entry Exit Types of either HUD or VA.
Date Available 7/18/2014


Version
3.2
Changes
Updated Destinations and Move In Date field to align with 2017 Data Standard changes.
Date Available
10/30/2017

 

Project-Level QPR Changelog
 Version  1.5
 Changes  Corrected the Rapid Rehousing goal for Length of stay from 120 days to 150 days to match the text of the BoS CoC Project Management Plan.
 Date Available  5/15/2014
   
Version 1.6
Changes Voucher vs facility status of TH programs was hard-coded into the report, and there was a change to a TH program's status, so changed the VouchervsFacility variable to include the corrected status of one of the TH providers.
Date Available 6/30/2014
   
Version 1.7
Changes Added logic in the queries to only look at Entry Exit Types of either HUD or VA.
Date Available 7/18/2014
   
Version 1.8
Date Available 9/24/2014
Changes Corrected Proximity to Goal formula on Tab D. It was not calculating correctly.


Version
1.9
Changes
Updated Destinations and Move In Date field to align with 2017 Data Standard changes.
Date Available
10/30/2017

4.7. 90 Days Recertification Audit Report

90 Days Recertification Audit


Need help with tracking SSVF or HCPR 90 Days recertifications? We have created an audit report to help determine if a recertification is missing or coming due. This is not a required report but it will help with maintaining compliance with VA and HUD program requirements as well as your data quality.

The below instructions will assist you with locating and running the report.

How to Run the Report

  1. Go to ART ->Public Folder -> Balance of State HMIS -> As Needed and Custom Reports folder.

                                               Figure 1: Art Browser

  2. Click on the magnifying glass for the report and the ART Item Details window will appear.
  3. Click on the View Report or Edit Report button and the Prompts window for the report will appear (see Figure 2 below).

                Figure 2: View/Edit report option



                                      Figure 3: Prompts Window

  4. Select the project name in the “Enter Provider Name:” field.
  5. Enter the Report Start Date.
  6. Enter the Report End Date Plus One Day.
  7. Click the Run Query button and the report will load.


                                                          Figure 4: 90 Day Recertification Audit Report

If you have any questions, please feel free to contact us at hmis@cohhio.org.


4.8. Current Clients Report

The Current Clients Report can be used to get a list of Client IDs who have not been exited from your program as of "yesterday". Since ART reports pull data from the most recent backup, this report will not account for changes made on the same day the report is being run. This report ranks the clients in order of how long a client has been in your program. If you need a way of checking your current clients in real time, it is recommended to use the Entry Exit Report, located in ServicePoint (not ART).

HOW TO RUN THE "Current Clients" REPORT:

  1. Log into ServicePoint and click "ART: Connected".
  2. Navigate to the report: Public > Balance of State HMIS > As Needed and Custom Reports > Current Clients.
  3. Click the magnifying glass and click View.
  4. When the prompts window comes up, all that is needed is to choose the provider(s). It is recommended that if you are associated with multiple projects, that you run this report on all the projects you are concerned about at once. For this report, it is not necessary to choose an EDA Provider.
  5. Click "Run Query".

INTERPRETATION:

The report is very simple, listing only the Client IDs that have no Exit Date for your program. It can be run on multiple providers, and will break out the data by each provider selected.

current clients

In the image above, you can see the redacted provider name across the top and the redacted Client IDs along with the Entry Dates and how long each client has been in your program. It also totals the number of clients for you.

If you have any questions about this report, please contact hmis@cohhio.org or call 614.280.1984 ext 23.

4.9. Desk Time Report

Executive Summary: This custom ART report has been created to measure timeliness of data entry within an organization.

Purpose: Timeliness is one of the three components of Data Quality as defined by HUD, so this is important to the overall quality of our data. The Desk Time report can be an indicator of systemic issues such as a lack of resources and capacity within an organization (not enough help), or how well the organization prioritizes and manages HMIS.

Audience: This report is intended for all Ohio Balance of State HMIS-participating projects wanting to check their progress on getting clients entered into HMIS in a timely manner. It is used in our Data Quality monitoring process and may play a small part in CoC Project Evaluation scoring in the future.

Frequency: It is recommended that projects run this monthly to check progress, unless there are significant issues, in which case it should be run more often. The HMIS Team at COHHIO will be running the Desk Time report on the entire CoC monthly and quarterly as a part of its Data Quality Monitoring process.

Compatibility and system requirements: This version of the report requires ServicePoint 5x and ART 3x.

Prerequisites and work flow requirements: Following the standard workflow for each agency's program type should yield complete and accurate data.

  Clients are included in the report if they have:

  • A program Entry by any of the selected providers that is after the chosen Report Start Date – OR –
  • A corresponding program Exit date that is either null (because the client has not yet exited) or falls on or after the first day of the reporting period.

Note: One unavoidable issue with this report is that whenever a user deletes and recreates an Entry Exit, that client's "Desk Time" will be falsely inflated. It is recommended that in correcting issues, users try not to delete Entry Exits, but correct the ones that were built originally. Also, any processes that use this report for scoring projects will be using Median (not Average) so these outliers should not affect too much. (If they do, please contact us at hmis@cohhio.org.)

Instructions:

For basic instructions on how to use ART to run a report, click here.

  1. To run the Desk Time report, go into ART and navigate to the Public > Balance of State HMIS > Data Quality and Performance > Monthly folder.
  2. Click the magnifying glass on the "Desk Time" report.
  3. Click either View, Schedule, or Edit.
  4. Do not select an EDA Provider.
  5. On the Provider prompt, select one or more Providers.
  6. Select a date range that you would like to see. We recommend a date range of about a year, so if today is 5/5/2016, then you could make the Start Date 5/5/2015 and the End Date 5/5/2016.

Interpretation:

On the Summary page you will see a data block that shows the Average, Median, and Max Desk Times for each provider selected. Below this, will be graphs that show the progression of desk times over time.

On the Detail page, you can find what each Desk Time was for each client entered.

4.10. County Data Reports

Executive Summary: In early 2016, the Balance of State CoC began collecting "County Where Served" on all adults. Later that same year, we began also collecting "County of Prior Residence". The idea to add these data elements to our assessments came from the Balance of State HMIS Advisory Committee who indicated that they need to know this kind of information for local planning purposes. These two reports were written to answer questions of movement between counties and a county level count of clients served, by Provider or Project Type.

Purpose: The County Data by Project Type report's purpose is to show movement between counties at the Project Type level and to show counts of adults, children, and households by county. The County Data by Provider report's purpose is to show movement between counties within a provider and to show total clients served in each county at the Provider level. The reports can also be filtered to only look at Veterans.

Audience
: This report is intended for two main types of consumers:

  1. Local and regional planning groups, including Executive Directors, Homeless Planning Regions, Coordinated Entry committees, government officials, etc.
  2. Grant applicants looking for information about what counties they are serving their clients in.

Frequency: As needed.

Compatibility and system requirements: This version of the report requires ServicePoint 5x and ART 3x.

Prerequisites and work flow requirements: All workflows include the data elements necessary for this report to run correctly. The following fields are used in calculating the analyses in these reports:

  1. Date of Birth
  2. Relationship to Head of Household
  3. Entry and Exit Dates
  4. Veteran Status
  5. County Where Served
  6. County of Residence Prior

Instructions:

  1. For basic instructions on how to use ART to run a report, click here.
  2. The reports are located in the Public > Balance of State > As Needed and Custom Reports folder. They're called "County Data by Project Type" and "County Data by Provider".
  3. If you are interested in finding data to help with an application for funding or you would just like to see county data at the Provider level, you should run the "County Data by Provider" report. If you are interested in seeing county data on clients served by different kinds of projects (like Shelter, Transitional Housing, Safe Haven, Permanent Supportive Housing, Prevention, or Rapid Rehousing), you should run the "County Data by Project Type" report. If you are wanting to only look at "Literally Homeless" clients by HUD's definition, you should run that one on three Project Types: Emergency Shelters, Safe Haven, and Outreach.

  4. The prompts are similar to most ART reports, and self-explanatory, but the prompt to be aware of here is the optional Vets Only prompt. If you leave it unanswered, the report will include all clients regardless of their Veteran Status, and if you select Yes, the report will return Veterans only.
  5. It is recommended that you only run this report back to October of 2016 since that is when we first started collecting County of Residence Prior.
  6. Click Run Query once all the prompts are selected appropriately.


The County Data by Provider Report:

County Movement tab Grouped by provider, this tab shows data only for those households that came from a different county than the one they were served in. The data is ordered by the highest number of households with the same combination of Counties. Please note that "Missing" County data may exist because the data element wasn't required at that time. It is fine to go back and answer those fields if it would help your local planning groups to have a more accurate picture of where people are coming from and going to. It is also the case that this data will get better as time goes on and as clients exit and new clients enter.


Clients Served in County tab Grouped by provider, this tab shows how many Adults, Children, and Households were served in each county.


HHs by From County Grouped by County of Residence Prior, this tab gives a visual representation of which counties clients are coming from, and what providers they are winding up being served in.


HH by Served In County— Grouped by Provider, this tab gives a visual representation of which counties the clients served at that provider are coming from.


County Detail  Grouped by Provider, this tab shows Client IDs counted in this report.


Additional Information Just shows what prompts were selected when running the report.



The County Data by Project Type Report:

This report only pulls in households and individuals who were served in one of the Project Types you selected in the prompts. If you only want to see clients who would be considered "literally homeless" by HUD, you would choose Emergency Shelter, Safe Haven, and Street Outreach. If you are only interested in seeing movement between counties or counts of households for Shelters, then you would only choose Emergency Shelter. The Project Types will not be grouped anywhere in the report; all numbers will be aggregated.

County Movement tab— This tab shows data only for those households that came from a different county than the one they were served in. The data is ordered by the highest number of households with the same combination of Counties. Please note that "Missing" County data may exist because the data element wasn't required at that time. It is fine to go back and answer those fields if it would help your local planning groups to have a more accurate picture of where people are coming from and going to. It is also the case that this data will get better as time goes on and as clients exit and new clients enter.


Clients Served in County tab— This tab shows how many Adults, Children, and Households were served in whichever project type(s) were selected in the prompts in each county.


HHs by From County— Grouped by County of Residence Prior, this tab gives a visual representation of which counties clients are coming from, and what counties they are winding up being served in.


HH by Served In County— Grouped by County Served, this tab gives a visual representation of which counties the clients served in a given county are coming from.


County Detail— Grouped by Provider, this tab shows Client IDs counted in this report. If there is a red Missing, it means the data element was in place prior to that client's Entry and should have been entered. Blank cells are also missing, and it would be best if that data were updated, but it was not technically required at the time that client entered. Please use the Data Quality All Workflows report to track down missing Relationship to Head of Household and County data.

Additional Information— Just shows what prompts were selected when running the report.


5. ServicePoint Reports

5.1. CoC-APR webinar

Slides for the 4/17/2017 CoC APR webinar presentation are attached.

How to save and/or print the APR is at 14:20.

5.2. Running the ESG CAPER (HUD)

This guide provides step-by-step details on how to run the ESG CAPER for HUD.

  1. Login to ServicePoint.
  2. Verify your Enter Data As (EDA) provider name.  It should be the name of the program the report is being run on.
  3. Click on Reports button in the left sidebar.
  4. Click on "ESG CAPER". ServicePoint will display the ESG CAPER Report Options.
  5. Answer the prompts using the guidance below.
    1. Provider Type should remain defaulted to "Provider".
    2. Provider is defaulted to the provider name set in the Enter Data As. If it is not displaying the correct provider, go back to Step 2.
    3. Program Date Range consists of the reporting period's start and end dates.
    4. Entry/Exit Types  Check HUD unless you use another Entry Exit Type for the provider you are running the report on.
    5. Click the Build Report button.
    6. Keep running the report until you feel the data is accurate, then click Download.

The report results will load at the bottom of the window. To view which client IDs are being included in the aggregate counts, click on the hyperlinked numbers.

Interpretation:

Prior to submitting your ESG CAPER, you should be sure that all clients have been entered into HMIS, then run your Data Quality report and be sure it is clean. If you have done this and still find some of the issues shown below, please let us know so we can help you.

Figure 1 shows the first two sections of the report. Verify the organization name is correct, then check 5a for missing data. If you find missing data here that did not show on your Data Quality report, please let us know.

Sections 4a and 4b

Figure 2 shows sections 6 and 7a. Check that 6a 11. + 6a 12. = the Total in 7a. Also that the Total Persons Served matches from 6a to 6b. If not and your Data Quality report looks fine, please let us know. Also check that the numbers look accurate to you.

Sections 6 and 7a

 

 Figure 3 shows Section 22. It is very important that all clients who are not in your project are exited promptly. So check the Stayers column to be sure those clients were actually still in your project on the Report End Date. Section 22c only applies to RRH projects but is very important as well, because it answers the question how "rapidly" your RRH is housing clients. The Data Quality report has a section that checks this data, so if you have run that report and this still doesn't look good, please let us know.

Section 22

As other things come to our attention that should be checked, we will update this page with information on what else to look for.

5.3. The Entry/Exit Report

The Entry/Exit report is an old report that is largely obsolete, but still useful in certain situations. Unlike any ART reports, the Entry Exit report can be used to verify that changes made during the current day are affecting the data. Its limitations are in the way it counts households (which does not follow the way the current CoC APRs count them) and many of the other sections are simply outdated and not typically used.

The things the Entry Exit Report can answer accurately are:

  1. How many clients were in the program during the date range (must be calculated by hand though!)
  2. How many are leavers and how many are stayers.
  3. How many clients are in the program currently (must be run with matching start and end dates.)

HOW TO RUN THE "Entry/Exit Report":

  1. Log in to ServicePoint.
  2. Verify your Enter Data As (EDA) provider name.  It should be the name of the program the report is being run on.
  3. Click on the black triangle in front of the Reports link in the left sidebar.
  4. Click on "Entry/Exit Report". ServicePoint will display the Entry/Exit Report Options.
    Entry Exit report prompts
  5. Answer the prompts using the guidance below.
    • Reporting Group should be left blank.
    • Provider is defaulted to the provider name set in the Enter Data As. If it is not displaying the correct provider, go back to Step 2.
    • Leave "This Provider ONLY" and "Use client unique id for duplicate checks" as it is.
    • Program Date Range consists of the reporting period's start and end dates.
    • Legal Adult Age should be left at 18.
    • Leave "Use pre-HPRP logic" unchecked.
    • Entry/Exit Type will likely be either HUD or VA.
    • Click the Build Report button.

The report results will load at the bottom of the window. Similar to the APR, the report is divided into Questions, beginning with Question 2. Most of what you will find useful in this report is in Question 2.
q2 ee report

The way to calculate the total clients in the date range is to add the numbers in the first three columns of rows 2a and 2b together. This is a total of six cells.

To view which client IDs are being included in the aggregate counts, click on the hyper-linked numbers. The image below shows the window that appears when the "2" in the first column of 2b is clicked. The clients showing are test clients. Clicking the magnifying glass will show the Entry Exits for that client.
click

While the Entry Exit Report is mostly obsolete, there are some advantages to using it, not the least of which is all users, even those without ART licenses, can use it, and it reports on live data. This report is no longer supported by Bowman, but we still recommend using it for the very basic purposes listed above.

5.4. How to Print Reports from ServicePoint

Run the relevant report from the Reports menu in ServicePoint by clicking "Build".

After the report loads, click the printer icon in the green bar at the top right of your screen next to the Global Search field.

Depending on your browser settings, your browser will do one on the following:

  • load the Print Window
  • automatically save it to the Downloads folder *
  • prompt you to name the report and select where to save.

*If the report is saved to the Downloads folder, it can be viewed by pressing CTRL + j on your keyboard while in the web browser. (Firefox – Library folder will appear, Chrome – Downloads window will appear, and Internet Explorer – View Downloads window will appear).

It may be necessary to install Adobe Reader to get your browser to print to a .pdf.

 

6. Troubleshooting

6.1. Internet Explorer Compatibility Issues

Lately users who use Internet Explorer have been having trouble opening ART reports because of the recent Internet Explorer update. Please follow these steps as to how to set Internet Explorer so that it will work with ART.

  1. If your browser is already open, then close and reopen it.
  2. Open the 'Tools' menu
  3. Select 'Compatibility View settings...'

    Tools menu
  4. Type servicept.com in the 'Add this Website' box

    Compatibility Settings
  5. Click 'Add'
    Done
  6. Click 'Close'

 

You should be able to go into ART and View reports correctly now.