User Manual
Contents
1. 153 1 AF Serenity Service Diagram 2 The display of providers in the additional information tab TECHNICAL NOTES 1 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 multivalve 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 E Variable Editor Yariable Definition Name EE Destination Qualification Detail Associated dimension Type Formula Entry Exit Destination 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 re2. e Entry Exit Entry Date e Entry Exit Exit Date e Entry Exit Group Id e Service Id e Service Provide Start Date e Service Provide End Date e Service Group Id e Provider e Client First Name e Client Last Name e Provider Coc Code from from from from from from from from from from from from from from from from from from Event Details Client folder Event Details Client folder Event Details Client folder Events folder Events folder Events folder Event Details Entry Exit folder Event Details Entry Exit folder Event Details Entry Exit folder Event Details Entry Exit folder Event Details Service folder Event Details Service folder Event Details Service folder Event Details Service folder Event Details Provider folder Event Details Client folder Event Details Client folder Event Details Provider folder Bowman Systems ART Gallery Report Page 8 of 10 0633 HMIS APR H2d v1 Filter Objects e Provider Program Type Code e Date of Engagement SVP_ENGAGEMENT_DATE e Event Type is Program Entry e Entry Exit Entry Date e Entry Exit Exit Date e Event Type is Service Start e Event Type is Shelter Stay Start e Service Provide Start Date e Service Provide End Date e Service Code Description Event Details Provider folder Event Details Assessments HUD 40118 folder Event Filters Event Type Filters Event Details Entry Exit folder Event Details Entry
3. ART Gallery Report 0633 HUD Dedicated HMIS Annual Performance Report Question H2d HMIS APR EXECUTIVE SUMMARY This ART Gallery report 0633 HMIS APR H2d 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 question H2d of the HMIS APR The layout of the report is patterned after the e snaps data input screens to facilitate on line reporting AUDIENCE This report is intended for HUD Grantees and Sub grantees of HMIS dedicated projects funded under the Supporting Housing Program SHP FREQUENCY This ART Gallery report should be run periodically to confirm that complete and accurate data are being properly recorded in ServicePoint PURPOSE Required reporting and monitoring of data quality for the HMIS dedicated projects COMPATIBILITY AND SYSTEM REQUIREMENTS This version of the report requires ServicePoint 5x and ART 3x PREREQUISITES AND WORK FLOW REQUIREMENTS This report assumes adherence to the proscribed HUD workflow including the proper collection and recording of the HUD universal and program specific data elements Contents INSTALLATION INSTRUCTIONS evacsusaueutesca centrasceseauaniey iVE EEEE EEEE TEE iNi 2 REPORT DETAILS ssi jenst coisa tasanasaiommmniet tise E A E AE A 4 INTRO DUCTION merien aa a a te tasias a a a a geawnansgouiavs 4 QUERY INFORMATION inan naaa aa a a e a aa E E a a a a aaa 4 REPORT INFOR
4. Entire HMIS Implementation 23 394 3 Select each of the five cells listed below and change the word in the formula from New to Clients The revised formulas should appear as listed below a CoC Count Clients Client Unique Id Where CoC Provider CoC b Entire HMIS Implementation Count Clients Client Unique Id c Client Id Clients Client Id d Client Unique Id Clients Client Unique Id e Stay Type Clients Event Type 4 Adjust wording in cells and Tab description as necessary Bowman Systems Page 7 of 10 ART Gallery Report 0633 HMIS APR H2d v1 MAPPING OBJECTS A listing of the report objects and their source universe and source folder is provided below Objects are arranged by query and by object type Query Name Beds Universe provider _u Result Objects e Providers Provider Merge Id e Providers Inactive e Providers COC Code e Providers Program Type Code Filter Objects e Providers COC Code e Providers Provider Merge Id e Providers Inactive e Providers Program Type Code e Providers Date Added from from from from Providers folder Providers folder Providers folder Providers folder Providers folder Providers folder Providers folder Providers folder Providers folder Query Name Clients Universe client_event_u Result Objects e Client Id e Client Unique Id e Client Age At Event e Event Id e Event Date e Event Type e Entry Exit Id
5. Exit folder Event Filters Event Type Filters Event Filters Event Type Filters Event Details Service folder Event Details Service folder Event Details Service folder Query Name New Universe client_event_u Result Objects e Client Id e Client Unique Id e Event Id e Event Date e Event Type e Provider e Provider Coc Code Filter Objects e Provider Program Type Code e Event Type is Program Entry e Entry Exit Entry Date e Event Type is Service Start e Event Type is Shelter Stay Start e Service Provide Start Date e Service Code Description e Event Id from from from from from from from from from from from from from from from Event Details Client folder Event Details Client folder Events folder Events folder Events folder Event Details Provider folder Event Details Provider folder Event Details Provider folder Event Filters Event Type Filters Event Details Entry Exit folder Event Filters Event Type Filters Event Filters Event Type Filters Event Details Service folder Event Details Service folder Events folder Bowman Systems ART Gallery Report Page 9 of 10 0633 HMIS APR H2d v1 0633 REVISION HISTORY Version Description of Changes V1 Original version BETA Bowman Systems ART Gallery Report Page 10 of 10 0633 HMIS APR H2d v1
6. MATION nerian a a a a A a aa 5 TAB A HMIS APR QUESTION H2D Total New Unduplicated Homeless System Clients in HMIS in Op rating Year resia sects eet sions n E A a A a Ra a a EE A A aaa aa 5 TAB B ADDITIONAL INFORMATION cccccccccceccssesssescecececsaeeesseseececeesecseeensneseeceseeeaueaageseeeeeeeeeaeea 6 TECHNICAL NOVES soss 3eecisaashetde lias anaa a e a a n a aaa 6 REPORT MODIFICATION a A ocd E E AA A A SE ea as 7 MAPPING OBE CS a a a a aaa aa a a E a 8 0633 REVISION HISTORY sascecccedtesieisdiesug iiaae ria cheeses eE A AEA NA AENEA A EL Ea EE seat 10 Bowman Systems Page 1 of 10 0633 HMIS APR H2d ART Gallery Report v1 INSTALLATION INSTRUCTIONS Instructions are outlined below concerning how to retrieve copy run and read this report Requests for additional information concerning the report function design should be directed to Bowman Systems staff via email ART _Reports BowmanSystems com How to retrieve and copy Detailed step by step instructions concerning how to retrieve save a copy and map this ART Report to your site can be found in the Bowman Systems Published Documents folder in the ART Documentation section How to install The original version of the report is a template and must be copied from the ART Gallery Templates folder into another folder on the customers ART site and mapped to the customer s data before it can be used Detailed instructions for installing report templates are provide
7. d in the Bowman Documentation folder on each ART site 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 resulted 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 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
8. e 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 REPORT DETAILS INTRODUCTION The HMIS APR is based off of the corresponding HUD guidebook As the guidebook is updated frequently the most recent version is available here e snaps APR Guidebook for HMIS Dedicated Projects Please refer to this guidebook for more information about the HMIS APR questions included in this report QUERY INFORMATION The HMIS APR contains two queries Their names and functions are described below Query name Beds Query function Pulls all ACTIVE providers selected either 1 in the provider prompt or 2 providers with a CoC code in the CoC prompt where Provider Program Type is HUD designated The HUD designated program types are e Emergency Shelter HUD e Homeless Outreach HUD e Permanent Housing e g Mod Rehab SRO subsidized housing without services HUD e Permanent supportive housing HUD e Safe Haven HUD e Services Only program HUD e Transitional housing HUD e Other HUD e Homelessness Prevention and Rapid Re Housing HUD Bowman Systems Page 4 of 10 0633 HMIS APR H2d ART Gallery Report v1 Query name Clients Query function Pulls all ACTIVE clients where they were served during the reporting period by a provider with a HUD designated Program Type Active clients are defined as those clients who meet a
9. ies 8325 1 EFC Oak Street Housing 7443 1 AF Faith First Rescue 8596 1 EFC Oak Street Housing SRO 7445 1 AF Grace House 8592 1 Hatesal Leret Family Shelter 3498 1 AF Mercy Street Station 8599 FEFC Eiaj vifhb Gaddfbjuijjh ju Lerhxcth Kpqvdpa 1 AF Serenity Services 8574 Last Refresh Date October 13 2011 4 34 18 PM 1 AF Serenity Services 8574 Enter your search pattern m 7 Refresh Data Diagram 1 Prompts associated with the report The user prompts contained in this report are 1 Select Provider s Click the refresh list icon and wait for the left window to refresh Now select the providers to include by highlighting them in the left window and moving them into the right window using the right selection arrow This is an optional prompt If no value is selected the filter will be removed 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 is an optional prompt If no value is selected the filter will be removed NOTE If both the Provider prompt and CoC Code prompt are left blank the report may have an extended run time due to the large amount of data For optimal performance be sure to use at least one of the prompts Enter Start Date The user should type in or select from the ca
10. lendar the first day of the reporting period year Enter End Date PLUS 1 DAY The user should type in or select from the calendar the day immediately following the last day of the reporting period For example if the reporting period is July 1 2009 September 30 2010 then October 1 2010 should be entered selected Select Service Description for Types of Shelter Click the refresh list icon and wait for the left window to refresh Now select the service code descriptions to include by highlighting them in the left window and moving them into the right window using the right selection arrow Bowman Systems Page 3 of 10 0633 HMIS APR H2d ART Gallery Report v1 NOTE For more information on the Enter Data As EDA prompts please reference the EDA documentation How to read The report contains multiple data tabs Each tab is a sub report containing three sections e Report Header The header contains the title of the report and the tab subreport When running the report in modify view the report header is only visible in print page layout mode e 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 e Report Body The report body is the main section of the report located between the header and th
11. ny of the following criteria during the reporting period e had an entry exit e hada service or shelter stay of a specific service description selected in the prompt e are ina Homeless Outreach program with an entry exit shelter stay or service and a recorded date of engagement Query name New Query function Pulls transactions from the Clients query that were served for the first time during the reporting period by a provider with a HUD designated Program Type REPORT INFORMATION User information relating to each tab described below TAB A HMIS APR QUESTION H2D Total New Unduplicated Homeless System Clients in HMIS in Operating Year Notes on the populations included e This question shows total counts for new unduplicated homeless system clients in HMIS in the operating year In the HMIS APR Guidebook a new client is defined as Any client entered during the operating year whose earliest homeless system program entry date within the HMIS is equal to or greater than the first day of the operating year A client who was entered into the HMIS by a program 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 calculations 1 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 du
12. port prior to use Page 6 of 10 0633 HMIS APR H2d Bowman Systems v1 ART Gallery Report The table 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 Table 1 Detail variables and their correct associated dimensions Detail Variable Associated Dimension Event End Date Merge Event Id Event Start Date Merge Event Id Provider Inactive Merge Provider Type Code Merge Provider REPORT MODIFICATION Because this report is based on established HUD guidelines modification is generally not recommended especially with regards to the queries variables and formulas that impact the e snaps data However one modification that would be easily incorporated into this report is outlined below To obtain a count of all clients as opposed to only new clients served by the CoC or entire HIMS implementation during the operating year is desired steps can be followed 1 Right click on Tab A QH2d Implementations and select Duplicate Report 2 Select the duplicated tab labeled Tab A QH2d Implementations 1 fx eat X y Count New Client Unique Id Where CoC Provider CoC Coc d Total New Unduplicated Homeless System Clients in HMIS in Operating Year
13. 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 current reporting period How to run Upon opening the report the user will be prompted see Diagram 1 to specify parameters which control the data 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 Bowman Systems Page 2 of 10 0633 HMIS APR H2d ART Gallery Report v1 Prompts Select or type the prompt values for each prompt below Select Provider s 1 Care House 7095 1 EFC Ash Street Safe Haven 3663 1 EFC Cedar St Select COC Code s optional IF no value is selected this filter will be removed Enter Start Date 1 1 2009 12 00 00 AM Enter End Date PLUS 1 Day 1 1 2010 12 00 00 AM EDA Provider Default Provider gt Select Service Description for Types of Shelter Emergency Shelter Family Crisis Shelters Homeless Shelt e Refresh values Select Provider s K 4 1 10th Street sheker Z055 Khy v gt x 1 Care House 7095 Providers Provider Merge Id 1 EFC Ash Street Safe Haven 3663 1 10th Street Shelter 2055 a 1 EFC Cedar Street ReachOut 768 1 ABC Shelter for Women and Famil
14. ring the operating year and is provided by one of the providers selected and have no other transactions prior to the report start date 2 The Entire HMIS Implementation calculation is on the 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 during the operating year and no other transactions prior to the report start date Additional information e All clients served during the operating year are identified in the Clients query and only those that are defined as new are identified in the New query e Clients in the detail table can be limited to show only CoC or non CoC clients by selecting the desired value in the Show ONLY New CoC Clients input filter Bowman Systems Page 5 of 10 0633 HMIS APR H2d ART Gallery Report v1 TAB B ADDITIONAL INFORMATION General information e Providers are grouped by CoC and non CoC providers and include sub totals Providers Reporting Information in this Report Client Count Coc 1 10th Street Shelter 2055 22 225 1 t Women and Families 8325 1 ABC Shelter 1 Care Hou 1 EFC Ash Street Safe Haven 2663 23 1 EFC Maple Street THP PTO 7444 Vfan Hglagj Hyjbmwia Mitbeb Gdr 1342 AD cuss 222 2 P CHOIE324 Total Coc 1 055 127 non CoC 1 AF Faith First R 1 AF Grace Ho 1 AF Mercy Street Statio g
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