HMIS APR Questions H2 and H3
Contents
1. is returning the proper results it is very important that these associations be checked verified following installation and prior to running the report Table 7 2 Detail variables and their correct associated dimensions Detail Variable Associated Dimension Prog Operational Merge Provider Prog Type Code Merge Provider Prog UsersSP Merge Provider Because this report is based on established HUD guidelines modification is generally not recommended especially with regards to the que e snaps data variables and formulas that impact the Bowman Systems Page 15 of 7 0633 AMIS APR H2 and H3 ART Gallery Report vio 8 MAPPING OBJECTS Resource_point_u Filter Objects RETIRED QUERY NAME OBJECT TYPE FIELD NAME LOCATION Result Objects Provider Provider Folder HUD Standards Information Provider HUD Standards information Project Type Code Folder BisData HUD Standards CoC Code Provider HUD Standards Information Folder CoC Code Provider HUD Standards Information Folder CoC Code HUD Standards Information Target Population Provider HUD Standards Information Folder Bed and Unit Inventory Target Provider HUD Standards Information New client event u Population B Folder Bed and Unit Inventory Provider Audit Date Provider Provider Audit Folder Glient ld Event Details Client Folder Client Unique id Event Deta2. multiple tabs The report contains multiple data tabs Each tab is a sub report containing three sections Report Header The header contains the title of the report and the tab sub report When running the report in modify view the report header is only visible in print page layout mode Report Footer The report footer contains the title of the report the name of the tab sub report the page number the version number and the date time the report was run printed Like the header the footer is only visible in print mode when the report is run in modify view Report Body The report body is the main section of the report located between the header and the footer where the reports data is displayed in a variety of different chart formats The data contained in each of the tabs in this report is displayed and described below Bowman Systems Page a of 17 0653 HMIS APR H2 and H3 ART Gallery Report vio 3 2 Tab A HMIS APR H2 and H3 The first table Scope of HMIS Implementation contains information for both the CoC Providers and the Entire HMIS Implementation The second table Type of CoC Projects contains information about the project types for each provider ora Scope of HMIS Implementation 2 Teal Homeless System Programs in KMS Tota New Unduplicated Holes System Cien ORI m Opersting v Tot Number of Active Uses flogged inio he tvstems inthe ast 30 dna Figure 32A Column 1 Coc a Total Homeles
3. reporting This report is intended for HUD Grantees and Sub grantees of HMIS dedicated projects funded under the CoC Program It assists with required reporting and monitoring of data quality for HMIS dedicated projects Per HUD clarification projects with a Target Population Formerly Target Population B of Domestic Violence are excluded from the counts This ART Gallery report should be run periodically to confirm that complete and accurate data are being properly recorded in ServicePoint Prerequisites and workflow requirements This report assumes adherence to the proscribed HUD workflow including the proper collection and recording of the HUD universal and project specific data elements Compatibility and system requirements This report requires ServicePoint 5 11 x and ART 3x 2 REPORT INSTRUCTIONS AND PROMPTS The easiest way to start using this report is to navigate to the automapper This is a folder that has the reports automatically mapped to your site so that you don t have to map them yourself You can navigate to the automapper as shown in Figure 2 1 below Figure 24 Bowman Systems Page 2o 17 0633 HMIS APR R2 and H3 ART Gallery Report vio IMPORTANT KNOWN INSTALLATION ISSUE This report utilizes several detail type variables that are each associated with a particular dimension In testing the installation process with this report a mapping malfunction was sporadically encountered which re
4. ART Gallery Report 0633 HUD HMIS APR Questions H2 and H3 Contents 1 INTRODUCTION 2 REPORT INSTRUCTIONS AND PROMPTS 3 DESCRIPTION AND LAYOUT 3 1 Information common to multiple tabs 3 2 Tab A HMIS APR H2 and H3 3 3 Tab B Client Detail 3 3 Tab C Provider Detail 3 4 Tab D User Detail 3 5 Tab E Additional Information 4 INPUT CONTROLS 4 1 Tab A HMIS APR H2 and H3 4 2 Tab B Client Detail 4 3 Tab C Provider Detail 4 4 Tab D User Detail 4 5 Tab E Additional Information 5 ALERTERS 43 Tab C Provider Detail 6 DIMENSIONS USED 6 1 Information common to multiple tabs 6 2 Tab A HMIS APR H2 and H3 6 3 Tab B Client Detail 64 Tab C Provider Detail 6 5 Tab D User Detail 6 6 Tab E Additional Information 7 TECHNICAL INFORMATION 7 1 How the data are pulled 7 2 Technical Note 7 3 Modification options 8 MAPPING OBJECTS 9 REVISION HISTORY Bowman Systems Page lof 17 0633 HIIS APR H2 and H3 ART Gallery Report vio 1 INTRODUCTION This ART Gallery report 633 HMIS APR Questions H2 and H3 is to be used in conjunction with report 0632 HMIS APR This report has been created to facilitate the extraction of data from ServicePoint for the Completion of sections of Questions H2 and H3 of the HMIS APR The layout of the report is patterned after the e snaps data input screens to facilitate online
5. ETIRED Click the refresh list icon and wait for the left window to refresh Now select the CoC Codes to include by highlighting them in the left window and moving them into the right window using the right selection arrow This prompt pulls CoC codes found in the older RETIRED CoC code field 5 EDA Provider The user should select the EDA provider to run the report as or leave it at the Default Provider if the default has the appropriate security level Note For more information on the Enter Data As EDA prompts please reference the EDA documentation found in the ART Gallery Manuals 6 Select Service Description for Types of Shelter Outreach Click the refresh list icon and wait for the left window to refresh Select additional Service Code Descriptions to include by highlighting them in the left window and moving them into the right window using the right selection arrow Note This prompt is pre populated with all of the BH 1800 Shelter Service Codes and both Outreach service codes Codes not desired can be removed and additional codes can be added by the user See Technical Note 7 1 for more information 7 Enter End Date MINUS 30 Days The user should enter or select from the calendar the day that occurs 30 days prior to the end of the desired reporting period For example if the reporting period is 9 1 2011 to 8 31 2012 then 8 1 2012 should be entered selected 3 DESCRIPTION AND LAYOUT 3 1 Information common to
6. Provider HUD Standards Information Folder Filter Objects Provider Provider Folder Bowman Systems ART Gallery Report Page 16 of 17 0633 HMIS APR H2 and H3 vio REVISION HISTORY Version Description of Changes Vi Original version BETA v2 Added H2a H2e and HH to original version added H3 Project type changed universe for Providers query to resource point modified CoC and non CoC provider code so that null provider code results in non CoC designation v3 Altered H2e and FA to include users that were active and successfully logged in during the specified tme frame but are currently deleted Altered Hf to count users that were active inthe 30 prior to the end of the report not the current date Altered Ha HMIS column to count all providers that have specified a CoC code and have one of the HUD specified project types Va Added use of Operational Tied Tor counting projects Edited Associated Dimensions V5 Altered H3 Project Type Code to appear inthe order of projects in snaps Added new project type codes for Rapid Re housing and Prevention Altered Hae to reflect only users as of the last day of the reporting period per clarification from HUD Populated Service Code Prompt with all BH 1800 Shelter Service Codes and Outreach Service Codes Edited user manual to clarify H2c Edited user manual per HUD guidance regarding counts for Rapid Re housing and Prev
7. ata returned by the report Once the user has provided these parameters by responding to the user prompts a green check mark will appear next to each field to indicate that a selection has been made The user should then single click the Refresh Data button to generate the report rro E Erter End Date PLUS Loy S712014 120000 AM Sele CoC Codes None SelectediB Town CC Select CoC Codes RETRED None Selected Bown TEE Select Seve Description or Types of Shelia ac merge Selects Shelter Domen EDA Poder Default Provider M trertnstebanus0 Daya 4 4 2014 120000 AM Emmy Figure 22 Bowman Systems Page 3 of 17 0633 HMIS APR H2 and H3 ART Gallery Report vio The user prompts contained in this report are 1 Enter Start Date The user should enter or select from the calendar the first date in the reporting period year 2 Enter End Date PLUS 1 Day The user should enter or select from the calendar the day immediately following the last day of the reporting period year For example if the reporting period is 9 1 2011 to 8 31 2012 then September 1 2012 should be entered selected 3 Select COC Code s Click the refresh list icon and wait for the left window to refresh Now select the CoC Codes to include by highlighting them in the left window and moving them into the right window using the right selection arrow This prompt pulls CoC Code from the new 2014 Sub Assessment 4 Select COC Code s R
8. clients should be counted Clients served by non homeless system projects that may also be using the same HMIS implementation should be excluded Anonymous records or records with insufficient identifiers to de duplicate should also be excluded It is not possible using the report parameters to determine whether a client was served by a non homeless system project Therefore the row is excluded from the 0633 Report Note on populations included The HMIS APR Guidebook defines a new client as Any client entered during the operating year whose earliest homeless system project entry date within the HMIS is equal to or greater than the first day of the operating year A client who is entered into the HMIS by a project in another CoC and first served by the CoC during the operating year should not be considered a new client for either the CoC or the implementation for the purposes of this question Notes on cell calculation The CoC calculation is on the count of new clients served during the operating year Clients are counted in this category if they have a transaction that started during the operating year and is provided by one of the providers selected and have no other transactions prior to the report start date The Entire HMIS Implementation calculation is on count of new clients served during the operating year Clients served anywhere in the implementation are counted in this category if they have a transaction that started durin
9. ditional Dimensions Event Start Date Event End Date Event Type CoC Provider Merge Provider 6 4 Tab C Provider Detail Additional Dimensions Merge Provider Prog Type Code Merge CoC Code CoC Provider CoC Code RETIRED Continuum Project 6 5 Tab D User Detai Additional Dimensions Users 6 6 Tab E Additi nal li Inform Additional Dimensions Prompt Start Date Prompt End Date Provider Bowman Systems ART Gallery Report Page 13 of 17 0633 HMIS APR H2 and H3 vio 7 TECHNICAL INFORMATION 7 1 How the data are pulled The HMIS APR is based off of the corresponding 2012 HUD guidebook found on the OneCPD info website Please refer to this guidebook for more information about the HMIS APR questions included in this report QUERY INFORMATION The HMIS APR contains three queries Their names and functions are described below Query name BISData Query function Pulls all ACTIVE providers with a recorded CoC Code where Provider Project Type is HUD designated and where the provider is marked operational The HUD project types are Emergency Shelter HUD Day Shelter HUD Street Outreach HUD PH Housing only HUD PH Permanent supportive housing Disability Required for Entry HUD Safe Haven HUD Services Only HUD Transitional housing HUD Other HUD PH Rapid Re housing HUD Homelessness Prevention HUD Coordinated Assessment HUD PH Housing wit
10. ention Reversed column order for Type of CoC Projects to populate correctly Added filter Uses SP to Total Number of CoC Projects Participating in HMIS v Remove Domestic Violence projects from both columns n H3 and H2a per clarification in HMIS APR guidebook vi Revision Added a query to eliminate an error where CoC Codes were not included for some users n special cases ve Revision Updated Project Type Code CoC Code Target Population and other PL values to 2014 HMIS Data Dictionary report functional pre post 1x addition of an alerter for HPRP project types vo Revision Addition of CoC Code RETIRED prompt to pullin providers with alder CoC Code only filed in on HUD standards tab Vio Revision Addition of Continuum Project to Provider detall new Input Controls for CoC Code Errors and Continuum Project Error add gray shading to HPRP retired projects updated to new Project Types V10 Doc Only Revision addition of information about Operational Providers to the Tech Notes section Bowman Systems ART Gallery Report Page 17 of 7 0633 HMIS APR H2 and H3 vio
11. for total number of projects to report properly This row does not appear in esnaps but is provided for Data Quality purposes See detail for more information Bowman Systems Page 7 o 17 0633 HMIS APR R2 and H3 ART Gallory Report vio 3 3 Tab Client Detail This tab contains a table that will display the clients included in Tab A Question H2d Reporting Perio S 3 y TATAA 6130 12 Figure 3 3 Column 1 Client Id The column counts all Client Uids in the report range The cells are merged which means multiple rows of data for that client will only display one Client Uid Column 2 Client Unique Id The column counts all Client Unique Id s in the report range The cells are merged which means multiple rows of data for that client will only display one Client Unique ld Column 3 Start Date This column displays the project start date for each client Column 4 End Date This column displays the project end date for each client Column 5 Stay Type This column indicates whether the client was counted as part of a shelter stay or part of an entry exit Column 6 CoC This column indicates whether the client was counted as part of the CoC or non CoC providers Column 7 Provider name This column lists the provider name for each client record NOTE A provider is determined to be CoC or non CoC based on two factors First each provider must have the CoC Code filled in appropriately on the Standards Info
12. g the operating year and no other transactions prior to the report start date Bowman Systems Page 6of17 0653 HMIS APR H2 and H3 ART Gallery Report vio H3 HMIS Participation by Project Type Tefal humar ot Type of CoC Projects TE Pues Panapaan n Emergency ater ouuo 8 Taran nouma un E 2 PH Permanent supporte Housing asabity Tea rea Tor etry MUD i rest Curesen ub 4 Services Only program HUD Gier HUD E a Sate Haven HUD 2 Day Shelter HUD 1 i Homelessness Prevention HUD D n PH Rapid Re Housing HUD w Goordinated assessment HUD 1 Homelessness Prevention and Rapid ReeHousing A P RETIRED Tots umber or Projecte uz E Figure 3 2 8 Column 1 Total Number of CoC Projects This column totals the number of providers within the CoC selected that have a HUD Specified Project Provider Type Column 1 Total Number of CoC Projects Participating in HMIS This column totals the number of providers within the Entire HMIS Implementation that have a HUD Specified Project Provider Type This column includes a filter for Uses ServicePoint Yes on the provider profile page The values in Columns 1 and 2 will match only if all homeless assistance projects within the CoC participate in HMIS This can be verified against the CoC HIC Note Projects still marked as HPRP Retired should have new Project Types assigned or no longer be marked as Operational
13. h services no disability required for entry HUD Note Homelessness Prevention and Rapid Re Housing HUD has been marked Retired Query name New Query function Pulls all ACTIVE clients served for the first time during the reporting period by a provider with a HUD designated Project Type Active clients are defined as those clients who meet any of the following criteria during the reporting period hadanentry exit had a service or shelter stay of a specific service description selected in the prompt are in a Homeless Outreach project with an entry exit shelter stay or service and a recorded date of engagement Note Shelter and Outreach Service Codes are saved as defaults These can be edited as needed Since this report is designed to count only New Homeless Clients care should be taken when entering additional service codes Note Projects that do not directly serve clients should not check the Operational box on the Provide Profile This will ensure that these projects are not pulled into the report counts Query name Users Query function Pulls all users that are active as of the last day of the report period Query name Providers Query function Pulls CoC Code for all providers in the BISData New and Users queries If using the new CoC Code field the Start Date may be null fall before the operating year starts or have a start date during the operating year selected in prompts If the End Date is before the star
14. he CoC or non CoC category for each provider in the report Column 5 Continuum Y N This column displays whether the provider is marked as a Continuum project If a valid CoC Code is present for the project it is assumed that Y is intended Column 6 Operational This column displays whether the provider is marked as Operational in the provider profile Column 7 Uses SP This column displays whether the provider is marked as Uses ServicePoint in the provider profile Bowman Systems Pages of 17 OG33 AMIS APR H2 and H3 ART Gallery Report vio 3 4 Tab D User Detail This tab contains a table that will display each user along with the provider name date added to the system and last login date Reporting Period 6 1 11 6 31 12 Tslewey eese i afi D104 pl PEN eI ON e ml DN une P RD RR poet Nn Figure 34 VAIO Seter fr Were rd Festes Column 1 Provider Name This column displays the name of each provider listed in the report Column 2 User This column displays the name of each user included in the report This tab contains a table that will display a summary of the CoC and non CoC providers and the total number of clients counted in H2d HMIS APR Additional Information Reporing Penod 1na agona Figure 3 5 Bowman Systems Page 100 17 0633 AMIS APR H2 and H3 vio ART Gallery Report 4 INPUT CONTROLS 4 1 Tab A HMIS APR H2 and H3 42 Tab B There are no input contro
15. ils Client Folder Event id Events Folder Event Date Events Folder Event Type Events Folder Result Objects provider Event Details Provider Folder Entry Exit Entry Date Event Details Entry Exit Folder Entry Exit Exit Date Event Details Entry Exit Folder Service Provide Start Date Event Details Service Folder Service Provide End Date Event Details Service Folder Filter Objects Date of Engagement Event Details Assessment Folder Provider Project Type Code Events Folder Service Code Description Event Details Service Folder Result Objects Provider Provider Folder Users Provider Users Folder uim Uses Str Provider Users Folder Finer Objects Users Login Attempt Success Provider Users Users Login Attempts Folder z Users Login Attempt Date Provider Users Users Login Attempts Folder Provider Provider Folder Provider HUD Standards Information Sees Folder CoC Code Provider HUD Standards Information CoC Code Start Date Eois Provider HUD Standards Information Gor Code End Dus Folder CoC Code Providers Result Objects HUD Standards Project Type Provider HUD Standards Information admin u Code Folder Provider Flags Operational Provider Folder Provider Flags Uses ServicePoint Provider Folder Provider Continuum Project Provider HUD Standards Information Folder HUD Standards Information CoC Code
16. ls for Tab E ient Detail Show ONLY new CoC Clients This input controls allows the display to be filtered to include only New CoC values or New non CoC values CmeGems mbi cewvew Show ONLY New Co cients Figure 4 2 4 3 Tab C Provider Detail tab contains the following Input Controls Project Type Code This input control allows the display to be filtered based on the HUD project type codes specified in the HUD Standards section of the Admin tab for each provider Only values that appear in the report will appear in the filter list Project CoC Code This input control allows the display to be filtered to include only CoC providers or non CoC Providers Operational This input control allows the display to be filtered to include only operational or non operational providers Uses SP This input control allows the display to be filtered to include only providers marked Yes for using ServicePoint or those marked No Show Only CoC Providers This input controls allows the display to be filtered to include only CoC providers or non CoC providers Continuum Project Errors This input control displays errors where a valid CoC Code is present but Continuum Y N is marked N CoC Code Errors This input control displays errors with CoC Codes pt Controis Tab C Provider Detail I Program Type Code Operational Show Only CoC Provi Crina Project GC Coder Figure a 3 Bowman System
17. n 2 Entire HMIS Implementation a Total Homeless System Projects in HMIS This cell totals the number of providers within the Entire HMIS Implementation that have a HUD Specified Project Provider Type d Total New Unduplicated Homeless System Clients in HMIS in Operating Year This cell totals the number of Client Ids that were created by the Entire HMIS Implementation during the operating year e Total Number of Users This cell totals the number of users for the Entire HMIS Implementation where the user is active on the last day of the operating year This number includes all distinct persons who have the ability to log into the HMIS system for system administration data entry and resource viewing or reporting purposes Bowman Systems Page S of 17 0633 HIIS APR H2 and H3 ART Gallery Report vio f Total Number of Active Users logged into the system in the last 30 days This cell totals the number of users from the Entire HMIS Implementation who have successfully logged into the system within the last 30 days of the operating year as specified in the prompts Note regarding row H2C not included on table The HMIS APR Guidebook states Enter the total unduplicated count of homeless system clients in the HMIS These counts include clients entered at any point from the HMIS s inception to the end of the operating year regardless of whether they were served during the operating year being reported on in this APR Only homeless system
18. rmation tab Second in ordered to be considered CoC the user must have selected each desired CoC on the prompts when running the report If a particular CoC code is not selected or if the CoC code is left blank the provider will fall into the non CoC category in this report This report looks first to the new CoC Sub Assessment on the HUD standards tab for values If null the report will revert back to the older retired CoC Code text field CoC Codes must be specified in the prompts Bowman Systems Page Bol 17 OG33 AMIS APR H2 and H3 ART Gallery Report vio 3 3 Tab Provider Detail This tab contains a table that will display each provider included in the report with the Project Type Code and CoC or non CoC codes listed HMIS APR Provider Detail Reporting Period 111113 12131713 Figure33 Column 1 Provider Name This column displays the name of each provider listed in the report Column 2 Project Type Code This column displays the Project Type Code for each provider listed in the report Column 3 CoC Code This column displays the CoC Code for each provider listed in the report For projects that use the new 2014 CoC Code fields the CoC Code name and Start and End Dates will display Ifthe new 2014 CoC Code fields are null only the CoC Code name from the retired field will display and date fields will appear in dark grey Column 4 CoC non CoC This column displays whether each provider is included in t
19. s ART Gallery Report Page il of 7 OG33 AMIS APR H2 and H3 vio 4 4 Tab D User Detail Show Only CoC Providers This input control allows the display to be filtered to include only CoC providers or non CoC Providers Logged in Last 30 Days This input control allows the display to be filtered to include only users who have logged in within the last 30 days of the operating year Inet Cont Tab D User Dotai Wap Reset Sow OMY CoC Aem A Loosen Lastan Deys A Figure aa jonal Information There are no input controls for Tab E 5 ALERTERS 4 3 Tab C Provider Detail Providers with only the Retired Field marked for CoC Code will appear with grey text and in italics These providers should be updated to use the new CoC Code Sub assessment Continuum Y N will appear in Red text if the New CoC Code field is null and Continuum Project is marked Yes OR if the New CoC Code has a value and Continuum Project is marked No Bowman Systems Page 12 of 7 ART Gallery Report OG33 AMIS APR H2 and H3 vio 6 DIMENSIONS USED 6 1 Information comi mon to multiple tabs Additional Dimensions Client Id Client Unique Id Merge Provider 6 2 Tab A HMIS APR H2 and H3 Additional Dimensions Provider CoC Provider Users User Status Prompt End Date HUD Standards Information Project Type Code Provider Flags Operational Uses ServicePoint Continuum Project 6 3 Tab B Client Deta Ad
20. s System Projects in HMIS This cell totals the number of providers within the CoC that have a HUD Specified Project Provider Type are marked Operational and have a CoC Code If using new CoC Code field the Start Date for CoC Code may be null start prior to the Operating Year selected in the prompts or on or before the last day in the operating year Projects with an End Date that falls prior to the Operating year start will not be included Continuum Y N is added to the Provider detail for reference d Total New Unduplicated Homeless System Clients in HMIS in Operating Year This cell totals the unduplicated number of Client Ids created by CoC providers in the operating year e Total Number of Users This cell is grayed out as HUD cites the following in the Guidebook For the CoC only include homeless system projects Users will have to manually calculate this value based on knowledge of which projects are homeless system projects Note Administrative information about each project does not give enough information for the report to determine which projects are homeless system projects and which projects might be doing data entry for other non homeless clients f Total Number of Active Users logged into the system in the last 30 days of the reporting period This cell totals the number of users from the specified CoC who have successfully logged into the system within the last 30 days of the operating year as specified in the prompts Colum
21. sulted the associated dimension being stripped from the variable during the installation process When this occurs the report will return erroneous count values Bowman Systems is working with Business Objects to determine and correct the root cause of this malfunction and will publish an updated version if needed Meanwhile customers using this version of the report are strongly encouraged to verify that each of the detail variables in this report is properly displaying an Associated Dimension as shown in the related technical note below Part 7 In cases where the Associated Dimension has been stripped during installation the Associated Dimension will appear blank When this has occurred the user will need to edit the variable specify the proper dimension save the variable and resave the report prior to use The table in the related technical note below lists the detail variables in this report along with their proper associated dimension To insure that this report is returning the proper results it is very important that these associations be checked verified following installation and prior to running the report Before running the report Prior to running the report the user must have access to the list of ServicePoint providers included in the grant and the starting ending dates for the reporting period How to rui Upon opening the report the user will be prompted see Figure 2 2 to specify parameters which control the d
22. t of the Operating Year the provider will not be included in the report Bowman Systems Page 14 of 17 0633 HMIS APR H2 and H3 ART Gallery Report vio 7 2 Technical Note IMPORTANT KNOWN INSTALLATION ISSUE As stated above this report utilizes several detail type variables that are each associated with a particular dimension In testing the installation process with this report a mapping malfunction was sporadically encountered which resulted in the associated dimension being stripped from some variables during the installation process When this occurs the report will return multivalue errors messages and or erroneous count values Bowman Systems is working with Business Objects to determine and correct the root cause of this malfunction and will publish an updated version if needed Meanwhile customers using this version of the report are strongly encouraged to verify that each of the detail variables in this report is properly displaying an Associated Dimension as shown in the example below 5 In cases where the Associated Dimension has been stripped during installation the Associated Dimension will appear blank When this has occurred the user will need to edit the variable specify the proper dimension from the table below save the variable and resave the report prior to use The table below lists the detail variables in this report along with their proper associated dimension To insure that this report
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