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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 Navigate to an ART Report

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 Balance of State ART Folder Tree

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 either click View or Schedule.

  • Inbox: Reports in this folder are only accessible by the user. There are two ways of receiving a report in this folder:
    1. Schedule a report. Once it is complete, 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 Balance of State 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 (OLD): This folder contains the old Annual Performance Report. This report is deprecated and it is NOT recommended that you run it.
      • 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.
      • HOPWA: HOPWA reports are kept here.
      • RHY: All RHY reports are in this folder.
    • Mediware Use Only:  Users will not find anything helpful here.
    • 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.
  • cuyahogaaart_live_folder: Balance of State users cannot run any reports here.
  • youngstown_live_folder: Balance of State users cannot run any reports here.

 

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. 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. You can either keep checking the Scheduled Reports section in ART for a Status of "Complete" or you can just check your Inbox every so often to see if your report has completed.
  9. Once it finishes, your ART Inbox will look like this:
    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. Homeless Veterans Report and By Name List

Executive Summary: The Homeless Veterans Report and By Name List can be run by users with an ART license. It is based on an ART report originally built by the Institute for Community Alliances for use by their CoC in Iowa. Our approach was based on the Criteria and Benchmarks for Achieving the Goal of Ending Veteran Homelessness as released by the United States Interagency Council on Homelessness (USICH). It has been adapted to fit the workflow and needs of the Ohio Balance of State CoC.

Purpose: This report's main functions are to serve as a By Name List for those providers responsible for housing Veterans in the Ohio Balance of State and to keep an up to date account of how we are doing in regards to meeting the Benchmarks as set forth in the USICH guidance.

Frequency: As often as necessary to get Veterans in the Ohio Balance of State housed as quickly as possible.

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

Prerequisites and workflow requirements:

  1. 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!)
  2. All Duplicate Entry Exits should be corrected.
  3. 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.
  4. All Heads of Household have a Date Veteran Identified date, their Offers of permanent housing are being recorded, and the other HMIS questions inside the Veterans assessment are being answered completely and correctly and in a timely manner.
  5. All Veterans entered into the Unsheltered Provider are entered correctly and with the correct County in Which Client is being Served.

Instructions:

  1. The report is located in ART. Navigate to the Public Folder > Balance of State > As Needed and Custom Reports > Veteran Reports > Ohio BoSCoC Homeless Veterans and By Name List.
  2. Click the magnifying glass.
  3. Choose View Report.
  4. Change your Effective Date to today's date. (This is important!)
  5. Click Run Query.
  6. Save report to either Excel or .pdf if desired.

Interpretation:

The following will cycle through each tab in the Veterans report. These may change as our process is refined and improved.

Summary

The first tab gives a summary of how many Veterans are on the Active List and what the inflow/outflow is looking like there, plus how many Veterans are Currently Homeless, and how many chronic and long-term Veterans are currently homeless and finally, how many of those homeless Veterans have not yet received offers of permanent housing.

As stated in the footer of this tab, the Veteran Active List includes Veterans who are either currently homeless or who have exited to a non-permanent Destination in the past 90 days.  EM Comment – I thought it also included Vets who were permanently housed in the past 90 days, since that info is needed to calculate some of the benchmarks -?

Veterans who are either currently homeless or who have exited to a non-permanent Destination in the past 90 days.


Benchmarks

The Benchmarks tab shows each benchmark (A D) as defined by USICH and where we are on each one, as a CoC. It is very important that all Veteran HMIS data is entered promptly and maintained throughout a household's homeless crisis. Any Offers of permanent housing that are declined, exits to permanent housing, chronic status greatly affect the overall data and whether or not we are meeting the goals.



Destinations

The Destinations tab breaks down what Veteran Destinations are looking like at the provider level and as a system.


Provider Report

The Provider Report groups households who are CURRENTLY homeless by Responsible Provider. Any clients in the Unsheltered Provider will show in the appropriate Responsible Provider based on the County in Which Client is Served field.

You can see how it is grouped by the Responsible Provider (Salvation Army of Central Ohio) and then by the individual provider, and if they're Unsheltered, they are listed together by County. This tab only reports those Veterans who are CURRENTLY homeless and have not Declined their most recent Offer of permanent housing.


Veteran By Name List

This tab is the one that is meant to replace the large spreadsheet we used in the online shared spreadsheet. We never kept actual names on our By Name List, and this one is no different. It is expected that this particular report is downloaded to Excel for filtering and further analysis. It includes all Veterans who are on the ACTIVE list. If they are not currently homeless, then they must have exited to a non-permanent Destination in the past 90 days.


Chronic and Long Term Veterans

This tab just lists all Chronic and Long Term Veterans all together in one list, ranked by how long they've been homeless.


Housed and May Need an Exit

The following tab shows cases where a Veteran may be showing as being in an Emergency Shelter, but they have a Housing Move In Date in a Rapid Rehousing or Permanent Supportive Housing project.


You can see in the example above where this client entered an Emergency Shelter in February and did not exit yet, however they also have an Entry into a Rapid Rehousing project where it shows that they were housed in March. They cannot be at the shelter AND be housed in Rapid Rehousing, so one of these data are wrong. (Either they didn't actually get housed by Rapid Rehousing yet or they exited the Shelter and the Exit Date and such just hasn't been updated yet.)


Data Quality Missing Date Veteran Identified

This tab is an unashamed Data Quality tab simply meant to show which Veterans are missing their Date Veteran Identified in the Veterans assessment.



Offers

This tab shows all Offers made to all Veterans on the Active List.


Please send any questions/comments about this report to hmis@cohhio.org.

4.2. 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.


4.3. PSH and RRH Prioritization by County

Executive Summary: The PSH and RRH 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.
  • Literally homeless clients should have a VI-SPDAT score recorded and literally homeless families should have a VI-FSPDAT recorded in accordance with the Coordinated Entry process.

Instructions:

  1. The report is located in ART. Navigate to the Public Folder > Balance of State > As Needed and Custom Reports > PSH and RRH 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:
    • PSH Prioritization: HHs lists any households that need to be prioritized in the counties selected. Includes SPDAT scores.
    • PSH Prioritization: Singles lists any individuals that need to be prioritized in the counties selected. Includes SPDAT scores.
    • RRH Prioritization: HHs lists any households that need to be prioritized in the counties selected. Includes SPDAT scores.
    • RRH Prioritization: Singles lists any individuals that need to be prioritized in the counties selected. Includes 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.
    • Report Detail: Lists all clients being pulled into the report. Clients that show here but not in Prioritization or BNL tabs are simply either not eligible for PSH, do not need to be prioritized for RRH yet, or they're not Chronic.
    • SPDAT History: Lists all clients being pulled into the report along with every VI-SPDAT score associated with that client from three months ago through "today". This tab is meant to help clarify when a VI-SPDAT score is not present on any of the Prioritization tabs or if there is a MULTIVALUE error because a client had multiple scores in the same project stay.


  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. The RRH Prioritization tabs are very similar to the PSH Prioritization tabs except the households don't necessarily have a disability. It includes any household that is either currently in the Unsheltered provider plus any household that's been in shelter, transitional housing, or safe haven for over five days. Clients that show on the PSH Prioritization tab may also show on the RRH Prioritization tab!

  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 Report Detail which will be immaterial to most users, but in general it shows all households and clients along with other information about each household.

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


4.4. 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 or Schedule.
  5.     All three prompts are optional, however you should always use at least one of the prompts. If you are running this report because you are the Agency Administrator and either there is a change or it is Housing Inventory Count time, 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 because you are 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.
  9. If the data is not correct, write what it should be in the "If not correct, enter corrected data" column and be sure to also enter the DATE the change took place.
  10. 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.
  11. 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, Safe Haven, 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.
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.

  1. Select the “Provider(s)” prompt.
  2. Choose all the providers you are the HMIS Agency Administrator for.
  3. Run the report, save to .pdf, and print. Complete both the coversheet and each page of the HIC Verification report. Be sure to explain the reasoning behind any changes being requested.
  4. If you have a new project that should be added to the Housing Inventory Chart, you should run the New Project Form report in the same folder. 

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.

  1. You will need two of these prompts:
    • Select the County prompt, choose your County.
    • Select the “Enter No if you want to see Non-HMIS Participating Providers Only” prompt, type “No”.
  2. Run the report, save to .pdf, and print. Complete both the cover sheet and each page of the HIC Verification report.
  3. If you have a new project that should be added to the Housing Inventory Chart, you should run the New Project Form report in the same folder.

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 Ohio Balance of State 2018 HIC and PIT Count Guidance for more details about how work with your local agencies to be sure the Balance of State guidelines are being followed.


4.5. 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.

4.6. 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.

4.7. 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, press Ctrl-p.

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.