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3.3. I need to move an Entry Date back in time. How do I do that without losing my assessment data?

When a user creates an Entry Exit and saves Assessment data, that Assessment data is only attached to that program stay by its Effective Date which is saved to each data element to match the Entry Date. When you move an Entry Date back in time, those Effective Dates on the assessment data remain unchanged, thus breaking the connection between that assessment data and the Entry. This is why when you move an Entry Date back in time and go to view your Assessment data through the Entry pencil, all the data seems to have disappeared. (It is still there, it's just dated incorrectly.)

If you need to move an Entry Date back in time, follow these instructions.

1. Run the "Client Data at Entry" report in ART. If you don't have ART, ask the user at your agency with an ART license to run it for you.

• Click ART: Connected at the top corner of ServicePoint.
• Click the triangles next to Public > Balance of State HMIS > As Needed and Custom Reports.
• Click the magnifying glass on the "Client Data at Entry" report and click "View".
• Enter the provider and Client ID into the prompt. You can only run this report on one client at a time. It runs quickly.
• Export the report either to Excel or .pdf. 
• For help using ART, refer to the links below.

2. Make corrections in ServicePoint.

• Log into ServicePoint.
• Open the client record and click their Entry pencil.
• Move the Entry Date to the correct date, click Save & Continue.
• The assessment data will have disappeared. Re-enter all the data from your copy of the "Client Data at Entry" report that was run on the client you are correcting. 
• Destroy or store in a locked and secure location the paper or digital copy of the assessment data.

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